Importing Contacts to Synergy 8

Video Fast Forward Points

> Exporting from Outlook
> Examine Exported Data
> Importing Contact Data

Exporting Contact Data

Importing your contacts into Synergy 8 is an easy process. You can import from a variety of sources – such as CRM systems, your mail client (such as outlook), or any other system which exports to an excel spreadsheet or CSV file.

Follow the process from the application holding the data to export the contacts. For the purposes of this tutorial, we will use Microsoft Outlook as an example application to export from.

Click File -> Options. Then Advanced. Click Export. Click Export to a File and Next.
Click Comma Separated Values for Windows. Select Contacts. Browse and save the file on your desktop. Click next and finish the process.

Examine Exported Data

Open the newly created file in Microsoft Excel or your spreadsheet application. You will see all of your contacts listed. An important step here is to examine your data to ensure that your application has exported the fields correctly. Each field should be separated. For instance, the first and last names should be separate. For addresses, there should be separate field for the address lines, the suburb or town, the postcode and country. If any fields are merged together, you will need to use the “Text to Columns” feature of excel which allows you to split columns by spaces in the data.

When importing, the system will by default subscribe new contacts to your e-mail and sms marketing. If you do not want this or do not have the consent to send to those contacts, create a column called “Email subscription status” and “SMS subscription status”. In those columns, you can fill it with the three subscription options: ‘pending’, ‘subscribed’ or ‘unsubscribed’. Pending is used for new contacts who you don’t have consent to send, subscribed is used for contacts you do have consent to send, and unsubscribed is used for contacts who were once subscribed but have chosen to opt-out. If you are unsure on consent, please look up your local spam act. Fill the columns accordingly.

Save the CSV file. In Excel, you may need to do this by going File -> Save as and choose the CSV (Comma delimited) option.

Importing Contact Data

Now that you have your data prepared, its time to import! It is recommended that for any import, you should create a group to import these contacts into. Do this under the Groups section of the admin area.

Under Contacts, select “Import”. Choose the recently saved file from your computer and press Next. Here you configure the import.

Back in your spreadsheet, if it has a “heading row” you must configure if this exists. Otherwise, the heading row may be imported as data.(Highlight heading row in spreadsheet)

You are then given options to map the columns in your spreadsheet to the columns in Synergy 8. The system will try to automatically map these for you; however you must check and fix them to ensure they are correct.

In the additional settings tab, you can control if the emails are to be validated during import, to ignore or import contacts without emails addresses, match contacts to existing contacts using specific fields. You will likely also want to add the contacts to a previously created group.

Once you have configured the import, the system will show you a preview of how it is going to import the data. Click on the link up the top to see which contacts will be imported, merged, and skipped.

After importing contacts, you can take advantage of Synergy 8’s powerful marketing and management tools. It’s a quick, simple process and you will be ready to go in no time!