# Import your contacts

> Import contacts into MailMachine from a CSV or by copy-paste, with consent, field mapping and clean-CSV tips.

Source: https://www.kualo.com/knowledgebase/contacts-audiences/importing-contacts
Updated: 2026-06-10

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You can bring contacts into MailMachine by uploading a CSV (comma-separated values) file, by copy-pasting them in, or by adding them one at a time. This article covers each method, plus some tips for getting a clean import first time.

:::warning
MailMachine has a strict anti-spam policy: you must have explicit consent from every contact before adding them to a list. Beyond being the rule, good consent is what keeps your deliverability healthy - people who asked to hear from you are far less likely to mark you as spam.
:::

## Import a CSV file

If your list is in Excel, convert it to CSV first: open the file in Excel, choose **File > Save As**, give it a name, pick **CSV (Comma delimited)** as the file type, and save.

1. Go to **Audience**, then **Contacts**.
2. Click the round button with the **+** sign.
3. If you have more than one list, select the list you want to import into.
4. Select **Import contacts**.
5. Choose either **CSV file** or **Copy-paste** mode.
6. Click **Browse for a file** and choose your CSV.
7. Once the file is selected, uncheck any fields you don't want to import. If your CSV has columns that don't exist in your list yet, you can create new fields at this step - copy the names from your CSV header row. Click **Continue**.
8. Click **Continue** again to confirm you have consent to email this list.

You'll be alerted when the import finishes, and your new contacts will appear under the active subscribers list.

:::info
For now, any date/time fields must be in `yyyy-mm-dd hh:mm:ss` format, otherwise the field will be replaced with N/A.
:::

## Add a single contact

1. Go to **Audience**, then **Contacts**.
2. Click the round **+** button.
3. Click **Add a contact**.
4. Fill in the contact's details and click **Save**. Every attribute in your list will be available to complete.
5. Or click **Save and add another** to keep entering contacts one after another.

## Tips for a clean CSV

**Split combined columns.** Some exports merge fields like first and last name into a single column. When you open the CSV, choose the **space** and **comma** separators so the data lands in separate columns instead of being grouped together.

**Search-and-destroy stray characters.** Imports can choke on unwanted punctuation. Use Find & Replace (Ctrl+H on Windows, Cmd+Shift+H on Mac) to clean it up: type the character to remove in the "Find" field, leave "Replace with" empty, and click Replace All.

**Save as UTF-8.** Save your CSV in Unicode UTF-8 format - it's the default most systems expect and avoids garbled characters.

## A few important notes

- **Consent is non-negotiable.** Only import people who opted in to receive your emails.
- **Data quality matters.** A well-formatted file with valid addresses imports cleanly and protects your sender reputation.
- **Map carefully.** Make sure each CSV column maps to the right contact field during import.

## Troubleshooting

**Import fails or shows errors** - confirm the file is true CSV (not Excel), check for special characters or line breaks, validate the email addresses, and remove any blank rows or columns.

**Import stuck on processing** - large files can take 30+ minutes. Check the file is under the 10 MB limit, split big imports into smaller batches, and keep a stable connection during upload.

**Contacts don't appear after import** - they may already exist as unsubscribed, or be on the suppression list. Review the import report for any skipped contacts.

**Field-mapping issues** - make sure your CSV headers match your attribute names, watch for extra spaces in headers, and create any missing attributes before importing.

**Duplicate contacts** - check for trailing spaces in the email column and keep formatting consistent between imports.

**Dates not importing** - use `YYYY-MM-DD` format and make sure date columns are mapped correctly.

If an import won't behave, [open a support ticket](/knowledgebase/getting-started/how-to-create-a-support-ticket-in-mykualo) and we'll take a look.

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_Source: Kualo Knowledgebase — https://www.kualo.com/knowledgebase/contacts-audiences/importing-contacts · © Kualo Ltd._