Update a contact record using the import tool

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Posted on by Community Member Microsoft Employee

Hello,

I have a csv dump which only has email addresses, no other fields, I have added another column to the spreadsheet called ‘Exclude’ and I have updated this field to ‘Yes’ for all the email addresses I have. I have also created a field called Exclude in CRM.

Ideally I want to import the Exclude column only into CRM and update only those contact records where the email address appears on my csv file. Does anybody know how using the out of box import tool to match the contact record based on email address (which is the only information that I have) and update only the Exclude field on the existing contact record. So basically I am not trying to create a new contact record but rather update the Exclude field on existing contact records and the only unique identifier I have is the email address.

Any pointers in the right direction would be great.

Thanks

JazB

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Verified answer

Wouter Madou 3,392 on at

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RE: Update a contact record using the import tool

If you have around 10-50k contacts in your crm I would do the same as suggested above.

Otherwise I would look at tools like Scribe Insight for that logic.
Verified answer

Rutul Chauhan 2 on at

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RE: Update a contact record using the import tool

To update existing record, you must have record uid in excel which you will get through excel import from CRM. What my point is, you should download complete list of contacts with mentioned columns.

After getting list of contacts, you have to match email ids which you have in CSV data dump (around 4000).

Use Vlookup function in excel. So that it will match your email ids from csv to exported file. This is how you can match records of CRM and csv dump. Delete rest rows which are not matched.

update Excluded column for matched rows in excel. And then import it again.

Regards,

Rutul
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Drew Poggemann 9,079 on at

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RE: Update a contact record using the import tool

Hi JazB,

I think Ratul has the right approach for you. Do this:

1. Export all the contacts from CRM with the fields as mentioned by Ratul

2. Add another column to the this called "Matched Email"

2. Take your CSV file and add it as a tab in the workbook that was exported from CRM

3. In the matched column of the first tab, do a =vlookup(email from current tab, csv list of emails, 1, no)

which will put the email in if it finds the email in the CSV listing.

4. Now you know which ones matched in CRM to the ones from your exported CSV file because it will have the "Matched Email" filled in if it matched

5. Now you can remove all the ones that didn't match or matched from the list or set the Exclude column based on the fact if it matched. Example =if(ISNA(the matched email column), "Yes", "No") or something like that for the Exclude column

Hope this helps.
Community Member Microsoft Employee on at

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RE: Update a contact record using the import tool

Hi Rutul,

The issue I have is, the list of email addresses which I have is a csv data dump from another system it has 4000 email addresses on it, so I cannot export from CRM in the first place. What I need to do is find some way of matching the 4000 records on my csv email dump to the same contacts in CRM, that way I can import and update the Exclude field with the value 'Yes' for only those contacts whose email address I have on the csv file?

Thanks

JazB
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Rutul Chauhan 2 on at

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RE: Update a contact record using the import tool

First export the list of contact(with column first name, last name, email and exclude) from CRM.

In Exported excel, get the value of exclude by using vlookup method of excel from csv file.

After updating exclude column, import the same file which you have exported from CRM.

Regards

Rutul