From hidden quote marks and tabs to converting your file to a .csv ready for importing – we answer all your subscriber questions.
Getting your subscribers ready for Import
Your database of subscribers can be imported en mass via Newzapp's import subscriber function. To ensure a successful import we recommend:
- Your database is formatted correctly in an application such as Excel.
- You've created groups ready for your database to be uploaded into.
Formatting your database
We recommend saving your database as an excel file called .CSV (comma separated value), with your subscribers listed in columns. CSV is not the default file extension for Excel so you will need to click "save as" and select .csv. This can be just a single column of email addresses or details such as first name, last name, company name etc.
The file itself needs to be as simple as possible, no colouring, macro's or filtering should be included in the file. Database driven applications such as Outlook and many CRM based systems can wrap contents of a cell in hidden "quotemarks" when exported to excel. These will need to be removed.
Removing Hidden Quote Marks and Tabs From Your CSV File
As mentioned above, when exporting a database of subscribers as a .csv (comma separated variable) file, many types of software can add unwanted hidden quote marks (") and tab characters to the data. Additionally, programs such as Microsoft Excel can insert invisible quote marks around unrecognised symbols. This will not be obvious until you try to upload the file into a NewZapp account. The extra quote marks and tabs can dramatically alter the way the data is formatted and are best removed before bringing the file contents into the account. This pdf explains how to remove these hidden quote marks step by step.
Creating your groups
Before importing your excel database we recommend creating new groups, so the data can be segmented into target groups. To do this simply click on the blue and green circle icon within your navigation panel.
Renaming a new group
To rename your new group right click on the new group, type in the new name and click confirm.
Importing Your Subscribers
- To start click on the subscribers tab and then import new subscribers here.
- The first screen will ask you to select a file to import, click browse to locate your excel file. You can also set your account to email you once the upload has been completed.
- The second screen will ask you to confirm what data is in each column of your excel database. Use the pulldowns to change any headers that are incorrect.
- The third screen deals with which group you would like to add your subscribers into. If you haven't created any the subscribers will be added to your account as unassigned. You can cancel the import at this time if you wish and create a group.
- The final screen will inform you the file is being imported. You do not need to remain on this screen until the import is complete.
You can navigate to any area of Newzapp whilst you wait for the file to import. Details of its progress can be found under Subscriber Import History & Status on the homepage of the subscriber tab.
If your Excel file follows a few simple rules your subscribers will be added using our Express Import. Express Import will add your contacts up to 10 times quicker than the standard import queue. The Excel file (.csv is recommended) must contain no more than 4 columns. One of these has to be Email Address; the others can be a combination of Title, First Name and Last Name.
Once your file has finished importing you will be able to view a summary report of the upload. To access this information click on the ‘details’ button next to the upload which is found under the Subscriber Import History & Status on the homepage of the subscriber tab. Please note the import reports are only available for a week after the import has taken place.
Within this report you will be given an option to ‘export failed subscribers’. To do this simply click on the export button and then click download. Within this export and the report itself you will find out why your subscribers did or did not upload and the message which relates below.
401 Added to your account
402 Already in your account. Any additional data added or updated
403 Not added. They have unsubscribed
404 Added to your account and added to group
405 Already in your account and added to group
406 Not added. They have unsubscribed. Added to group
407 Added to your account and already in group
408 Already in your account and already in group
409 Not added. They have unsubscribed. Already in group
410 Added to your account but not in to group as it does not exist
411 Already in your account but not added to group as it does not exist
412 Not added. They have unsubscribed and not added to group as it does not exist
413 Not added. Matches previous email address
414 Not an email address
415 Email Address too long
416 Email Cell empty
417 Duplicate in file
418 Title exceeds maximum length
419 First Name exceeds maximum length of 50 characters
420 Last Name exceeds maximum length of 50 characters
421 Company Name exceeds maximum length of 50 characters
422 Mobile Number is too long exceeds maximum length of 50 characters
423 Job Title exceeds maximum length of 50 characters
424 Address 1 exceeds maximum length of 150 characters
425 Address 2 exceeds maximum length of 50 characters
426 Address 3 exceeds maximum length of 50 characters
427 City exceeds maximum length of 50 characters
428 County exceeds maximum length of 50 characters
429 Postcode exceeds maximum length of 10 characters
430 Country exceeds maximum length of 50 characters
431 Tel No exceeds maximum length of 50 characters
432 Fax No exceeds maximum length of 50 characters
433 Alternative exceeds maximum length of 50 characters