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How do I prepare a file to import a list of recipients (contacts) in SuperOffice Mailing?

Updated on 7 Jan 2026

What do I need to know to prepare a correct import file which could be used to import a list of recipients in SuperOffice Mailing?

When you want to send out a mailing to a list of contacts, you can easily import this list of contacts from a file. 

  • If your contact list is in Excel format, click here
     
  • If your contact list is in the .txt format, click here

 

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If your contact list is in Excel format

  1. If your contact list contains only e-mails, please organize them in one column.


     
  2. If your contact list contains names, surnames, and e-mails, please make sure that names and surnames appear in one column and e-mail addresses in another.

    Note! The import file for Mailing cannot contain any other details about a contact, just name, surname, and e-mail address.




     
  3. Please make sure there are no empty rows between contacts.


     
  4. Please make sure that the contacts do not include any signs you don’t want to see in contact’s name or e-mail.


     
  5. Please make sure that the contact list in the Excel file is saved in the CSV (Comma-delimited) format before importing it to SuperOffice Mailing.

 

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If your contact list is in the .txt format

  1. Please make sure that names (and surnames) are separated by a comma from the e-mails.


     
  2. Please make sure there are no empty rows between contacts.


     
  3. Please make sure there are no additional symbols in your contact list.

Note!

  1. Due to the GDPR legislation, only the contacts that have expressed consent to be legally saved in the SuperOffice CRM database and receive information can be added as recipients. When you import a list of names and email addresses, SuperOffice Marketing will try to locate the imported recipients in the SuperOffice database. If matches are found, the recipients' companies are listed in the Company column in the Recipients list. Any names or email addresses that are not found in SuperOffice are filtered out and not included in the mailing. This is due to GDPR regulations.

More information

FAQ: What to do when a recipient list in SuperOffice Mailing does not get uploaded?

FAQ: How do I send a mailing to a company’s e-mail address?

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