How to Import Contacts into Mailchimp

If you already have an email list, adding every contact individually to Mailchimp would be enough to make anyone question their life choices.

Fortunately, you can import multiple contacts at once.

Before you upload anything, though, take a few minutes to prepare your data.

A clean spreadsheet makes importing contacts much easier and helps prevent errors inside your audience.

Step 1: Check That You Have Permission

Before importing contacts into Mailchimp, make sure you have permission to send them marketing emails.

Your list may include people who:

• Subscribed through your website
• Opted in to receive marketing
• Registered for a relevant event
• Downloaded a resource and agreed to receive emails
• Became customers or clients under circumstances where you have the appropriate permission to market to them

Do not upload an old spreadsheet simply because it contains email addresses.

Quality is more important than quantity.

Step 2: Prepare Your Spreadsheet

Before importing, organise your spreadsheet.

A basic spreadsheet might include columns for:

Email Address	First Name	Last Name	Source
jane@example.com	Jane	Smith	Website
mark@example.com	Mark	Jones	Webinar

Make sure each column has a clear heading.

Remove:

• Duplicate contacts
• Obvious spelling errors
• Blank rows
• Contacts you no longer have permission to email

The cleaner your spreadsheet, the easier the import process.

Step 3: Save Your File

Mailchimp supports common file formats for importing contacts, including CSV files.

CSV files are often the simplest option because they allow your contact information to be organised into columns.

Before uploading, save a copy of your original spreadsheet.

That way, if something goes wrong, you still have the original data available.

Step 4: Go to Your Audience

Inside Mailchimp, navigate to your Audience.

Look for the option to add or import contacts.

Choose the import option.

You may be presented with different ways to add contacts depending on your account and setup.

Select the option that allows you to upload your file.

Step 5: Upload Your Contact File

Choose your prepared spreadsheet and upload it.

Mailchimp will read the information and display the columns it has detected.

Before continuing, check that the correct file has been uploaded.

Uploading the wrong spreadsheet is surprisingly easy when your desktop contains files called:

FINAL.csv

FINAL2.csv

FINAL_USE_THIS_ONE.csv

FINAL_ACTUALLY_THIS_ONE.csv

We have all been there.

Step 6: Match Your Fields

Mailchimp will ask you to match the columns from your spreadsheet with the appropriate audience fields.

For example:

Spreadsheet Column	Mailchimp Field
Email Address	Email Address
First Name	First Name
Last Name	Last Name

Check these carefully.

Your email address column must be matched correctly.

If you have additional information, such as business name or location, match those fields as well if they are relevant to your audience.

Step 7: Add Tags During the Import

One of the most useful things you can do during an import is apply a tag.

For example:

• Previous Customer
• Website Subscriber
• Webinar Attendee
• Lead Magnet
• Client
• Event

This allows you to identify where the imported contacts came from.

Later, you may want to create a campaign specifically for people imported from a particular event or customer group.

Adding a tag now can save you time later.

Step 8: Review the Contacts Before Completing the Import

Before finalising the import, review:

• The number of contacts
• The fields being imported
• The tags being applied
• The contact status
• Any warnings or errors

Take your time.

This is much easier than trying to untangle a messy import later.

Step 9: Complete the Import

Once everything looks correct, complete the import.

Depending on the size of your list, the process may take a little time.

When complete, review your audience.

Check several contacts individually to make sure:

• Names appear correctly
• Email addresses are correct
• Tags have been applied
• Additional information appears in the correct fields

Step 10: Clean Up Any Issues

If you notice problems, deal with them before moving on.

Common issues include:

• First and last names appearing in the wrong fields
• Incorrect email addresses
• Duplicate records
• Missing information
• Incorrect tags

Fixing problems while the import is still fresh in your mind is much easier.

Common Contact Import Mistakes

Importing Everyone You Have Ever Met

Just because someone emailed you once in 2019 does not mean they want your newsletter.

Not Cleaning Your Data

A messy spreadsheet can create a messy audience.

Forgetting Tags

Knowing where your contacts came from is valuable information.

Mapping Fields Incorrectly

Always review field matching before completing the import.

What Happens After You Import Your Contacts?

Once your contacts are imported, you are ready to start using your audience.

Your next steps may include:

1. Reviewing your audience.
2. Creating segments.
3. Building a signup form.
4. Creating your first campaign.
5. Setting up a welcome email.
6. Starting a regular email marketing strategy.

Ready to Import Your Contacts?