What is the correct way to set up an excel sheet to import new records?

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Posted on by CRM Learner 88

I have a lot of new contacts I want to import into CRM. I don't want to create duplicates though or overwrite our data.

I know I need to first export the spreadsheet from CRM so that it is able to be reimported. Should I follow these steps?

1. Create Advanced Find and Add the Columns I want to import data for.

2. Set the filter so that no records show up - Maybe Name equals xxxxxxxx or something like that?

3. Export View with no data but the columns I need

4. Add the new record data I want to the spreadsheet

5. Import the excel file

My question is more on #2 of the steps I listed... Is there a way to just get a blank template to import?

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RE: What is the correct way to set up an excel sheet to import new records?

Hello again CRM Learner,

You can yes, open advanced find and modify the columns so that you have everything that you need, then select 'Results' in the ribbon followed by the bottom half of the 'Export *nameofRecord*' button in the ribbon. Then select 'Static Worksheet (Page only)' which should give you a file you can then improt from.

Thank you,

Shaun

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CRM Learner 88 on at

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RE: What is the correct way to set up an excel sheet to import new records?

Since its not allowing me to open the file, can I try to create an advanced find with no data and export that to use as my template?

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CRM Learner 88 on at

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RE: What is the correct way to set up an excel sheet to import new records?

I just tried this and I was able to save the file. However when I try open the file I get the following message:

"Excel cannot open the file 'Contact.xlsx' because the file format or file extension is not valid. Verify that the file has not been corrupted and that the file extension matches the format of the file'

All I did was follow your instructions above and did not change the file extension. Not sure why I can't open this :(

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BlackBeard 445 on at

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RE: What is the correct way to set up an excel sheet to import new records?

Hi,

Yes you can download the import template.

You can find the templates in the Datamanagement.

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RE: What is the correct way to set up an excel sheet to import new records?

Hello CRM Learner,

You can find all of the import templates if you go to Settings > Data Management > Templates for Data Import. Just select Contact in the window and click Download to have a ready to go template.

I would advise that you set up duplicate detection rules before importing however and also if possible do a manual check using Excel lookups etc

Thank you,

Shaun

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