How to Create a CSV file

If you have an existing mailing list stored in an Excel spreadsheet, you can easily import it into your BulkMail account — but first, it must be saved in the correct format. CSV (Comma-Separated Values) files are the standard file format for bulk imports because they store tabular data in plain text, making it compatible with most systems, including BulkMail.

When you save your spreadsheet as a CSV file, each row becomes a separate contact, and each column is treated as a specific field (e.g. name, email address, etc.). It’s essential that the format is clean, consistent, and free of errors — especially commas in fields like addresses — to avoid issues when uploading.

Follow the steps below to create a properly formatted CSV file from Excel or other spreadsheet programs.

Step-by-Step: Creating a CSV File from Excel

1. Open your contact list in Excel or your preferred spreadsheet software

   • Ensure each column has a clear heading like First Name, Last Name, Email, Phone, etc.
   • Double-check that your email addresses are valid and correctly spelled.
   • Avoid blank rows or merged cells.

2. Remove commas from your data

   • Go through fields like Address, Notes, or Company Name and make sure no commas are used inside cells.
   • Replace commas with alternatives such as spaces or hyphens to preserve data integrity.

3. Click on ‘File’ > ‘Save As’

   • Navigate to the folder where you want to save your file.

4. In the ‘Save as type’ dropdown, choose ‘CSV (Comma delimited) (*.csv)’

   • This is the required format for importing into BulkMail.

5. Name your file appropriately

   • Use something descriptive like newsletter_contacts.csv or event_signup_list.csv.

6. Click ‘Save’

   • You may see a warning about features not supported in CSV format (like multiple sheets or formatting). This is normal — click ‘OK’ or ‘Yes’ to continue.

7. Close the file in Excel

   • After saving as a CSV, close the file before importing. If you re-open it in Excel, Excel may strip leading zeros or reformat the data, so avoid editing the CSV again unless necessary.

Optional: Open the CSV in a text editor

• Use Notepad (Windows) or TextEdit (Mac) to open the CSV file.
• Review that each line contains your data separated by commas.

• Example:

  First Name,Last Name,Email
  John,Doe,john.doe@example.com
  Mary,Smith,mary.smith@example.co.za
  

Next Step: Import the CSV into BulkMail

• Once your CSV is saved and cleaned, log in to your BulkMail account.
• Navigate to the ‘Email Lists’ section.
• Click ‘Import Contacts’ and upload your CSV file.
• Follow the prompts to map your columns to the correct fields (e.g. Email, First Name).

By following these steps, you ensure that your contacts are imported cleanly, reduce the chance of import errors, and maintain list quality for effective email marketing.