How to Import Prospects with a CSV File

One of the most important setup steps of a successful campaign is importing your CSV list of prospects and ensuring you've mapped your fields correctly. In Mailshake, you'll import prospects when creating a campaign - you don't have to import them before. This makes it so much easier to organize your campaigns. ๐Ÿ™Œ

Let's get started! ๐Ÿ˜„

If you prefer to watch a video, click here to jump to the bottom of this guide. โฏ
First, give your CSV a quick once over and check to make sure it's formatted correctly. Follow our guide to ensure you're all set.
New Campaign - Head to the Campaigns page and click +New Campaign - name your campaign and make edits to your settings, then click Prospects 

OR Existing Campaign - Select your Campaign, then click Add Prospects

Drag and drop your CSV file - or click Choose File to locate the file on your computer

Next, you'll want to make sure to map select columns to Mailshake fields. Let's walk through a few helpful pointers:
  • Updating Existing Prospects ๐Ÿ™‹
    • To overwrite old information for your prospects, select Add and update
    • If you only want to add new info, but keep existing info the same, select Add only
  • Full Name column or First and Last Name columns
    • If you have a First and Last Name column, Mailshake should pick this up automatically, but you can also click the drop downs to select the correct column name
    • If you have a Full Name column click the "Does your import have a "full name field instead of first/last/?" link
  • Custom Fields aka "Other Fields" โœ…
    • Make sure to select any other columns you want to import as fields to Mailshake. You'll be able to use these as Text Replacements for customizing emails automatically.
    • Greyed out checkboxes mean the column was mapped in section 1, 2, or 3 above.
    • Scroll down to make sure you've reviewed all of the available fields for import.

Click Import Prospects to finish the import. If you're importing a big file it can take a few minutes to process, so treat yourself to a quick cup of coffee or tea ๐Ÿ˜‰โ˜•๏ธ
Next, you'll Review your prospects - depending on your import, you may see a few different things listed on this page

  • Prospects In Another Campaign - By default, Mailshake will import these prospects. But if you don't want to import prospects that are in another campaign, you'll have the option to click Remove so they're not imported
  • Unsubscribed Prospects - Mailshake will not import these prospects. If you believe the prospect shouldn't be unsubscribed, you'll need to remove them from your unsubscribe list.
  • List Cleaning ๐Ÿงผ - We highly recommend that you use the Mailshake list cleaner! If you're on our Email Outreach or Sales Engagement plans you get credits included each month!
Click Next and then select any Sending Settings 
  • By default, Mailshake will enable Open and Click tracking
  • Schedule this send - this is great for when you're working on a campaign, but you don't plan to launch the campaign until a certain date or time. Keep in mind, this scheduled time will not override your Sending Calendar Rules.
If you're creating a New Campaign you'll see a Sequence page which will take you to the next step in the campaign wizard.

If you're adding prospects to an Existing Campaign, click Next to review individual personalizations
  • This is just for the option to add manual customizations and you don't need to personalize each individual message
  • Click Confirm Prospects to complete the import
Congrats, you've successfully imported your prospects! ๐ŸŽ‰

CSV Import Video Guide โฏ

In the video, we walk you through the CSV setup steps that will make your import successful and help your campaign run smoothly:

  • The correct spreadsheet formatting - Click here to access our template
  • Mapping fields for text replacements and CRMs
  • Checking for prospects in other campaigns and generic email addresses

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