Excel contact list to your CRM
NordicContacts downloads contacts as an Excel file (.xlsx). Use your CRM's file import, or save a CSV copy if your CRM requires one. Start with a small test before importing the full list.
Before you start
You need the downloaded file and permission to import contacts into your CRM. Check that you may process the data for your intended purpose. Importing a file does not grant marketing permission or override a recipient's previous objections.
1. Download and keep the original
When the export is ready, download the Excel file from the completion page or your account's orders. Make a working copy. Open the Contacts worksheet and keep the first header row. The file's column headers are in English.
2. Check contacts and exclusions
Check that the companies and job titles fit your target group. Compare the list with existing contacts, customers and suppression lists in your CRM. Preserve previous marketing objections. Do not assume that a matching company name necessarily identifies the same company.
3. Choose XLSX or CSV
If your CRM accepts XLSX, keep the original format. If it requires CSV, save the working copy of the Contacts worksheet as CSV UTF-8. Do not just rename the extension. In the import preview, check that the delimiter separates columns correctly and that ä, ö and å remain intact.
CSV keeps the values from one worksheet, not Excel formatting or multiple sheets. Treat phone numbers and postal codes as text to preserve plus signs and leading zeros. Convert in your approved spreadsheet application, not a public file-conversion service. Values beginning with =, +, -, @, or a leading tab/CR are prefixed with an apostrophe to prevent spreadsheet formulas; review those cells and international phone values in your CRM import preview.
4. Map columns to CRM fields
In your CRM's file import, select person/contact records and company records if needed. Map columns using the table below. Import only the fields you need. Do not map a company phone number or address to the person's details.
Export columns and suggested mapping File column CRM field First Name Person first name Last Name Person last name Title Person job title Email Person work email Phone Person phone number, as text Company Company name; verify the person association Company Phone Company phone, not the person's phone Company Address Company address Company ZIP Company postal code, as text Country Company country Region Company region City Company city Website Company website; verify the match Industry Company industry Webshop status Webshop identification status; optional company field Webshop platform Ecommerce platform; optional company field Target market Target market; optional company field Turnover (k€) Turnover, thousands of euros; convert units if needed Profit (k€) Profit, thousands of euros; convert units if needed Personnel Company headcount Business ID Company business ID; map to an external-ID field Country code Company country code (ISO 3166-1 alpha-2) NordicContacts person ID NordicContacts person ID; keep as an external reference NordicContacts company ID NordicContacts company ID; keep as an external reference CRM field names vary. A blank means missing data, not zero or permission to erase an existing value. Turnover and profit are in thousands of euros (k€): for example, 1500 means €1,500,000.
Salesforce, Dynamics 365 and Zoho use manual CSV import, not a native connector. Configure each target's required Contact and Account fields and relationships in its own import wizard; requirements vary by organization. Confirm required fields with your CRM administrator. Importing does not grant marketing consent or authorize campaigns.
5. Import a test of 5–10 contacts
Choose duplicate-handling and update settings deliberately. An email address can help match contacts but is not always a reliable unique identifier. Check names, phone numbers, company associations, special characters and preservation of existing data. Disable automatic messages triggered by imports during the test.
6. Import the rest and check the result
Once the test works, import the rest using the same checked settings. Exclude rows already imported in the test, or use your CRM's verified update behavior. Check the counts of new, updated and rejected records and review the error report. Do not blindly import the whole file again.
If the import does not work
Everything appears in one column
Select the delimiter matching the CSV file, usually a comma or semicolon. Check the preview to confirm that headers appear in separate columns.
Special characters, plus signs or leading zeros change
Return to the original XLSX file. Select UTF-8 and treat phone and postal-code columns as text before saving again. Do not guess missing digits.
The CRM creates duplicates or wrong company associations
Pause further imports and check the CRM's identification and matching rules. The export's NordicContacts IDs and Business ID identify our source rows, not your existing CRM records; map them to external-ID fields if your CRM supports it. A company name or website alone does not guarantee a correct match. Ask your CRM administrator to review the mapping if needed.
Pipedrive, HubSpot and other CRMs use their own import fields and rules. Check your CRM's current documentation and test the file format before the full import. This guide does not set up automatic synchronization.
Need help with the file?
Tell us which CRM you use and which column or step is causing trouble. Do not send the full contact list by ordinary email; describe the issue or use an example with personal details masked.