How to make a mailing list from Google Contacts

Create a file prepared for merging—or to be used by a mailing service—from a number of units of Google Contacts

Drawing of Google Contacts logo next to word

Illustration: Andy Wolber/TechRepublic

The next steps enable you rework names and addresses you have saved in Google Contacts into a typical (comma-separated worth or .csv) file it’s possible you’ll use as a knowledge supply for postal service mailings. The steps additionally cowl methods to mix two or extra units of exported Google Contacts addresses right into a single usable checklist with out duplicates. I like to recommend you utilize a desktop-class browser, akin to Chrome, since lots of the export, import and knowledge cleanup steps profit from a laptop computer or desktop sized display screen.

SEE: Digital communication coverage (TechRepublic Premium)

1. Export contacts

What’s sizzling at TechRepublic

First, go to Google Contacts on the internet, then choose Export from the left-side menu. If the menu is not displayed, click on or faucet on the three horizontal strains within the higher left nook to entry the menu (Determine A).

By default, the system will export all contacts. To pick a subset, it’s possible you’ll choose the drop-down menu, then Starred contacts, Incessantly Contacted or any set of contacts by Label. (Alternatively, it’s possible you’ll individually choose contacts earlier than you begin the export course of. To do that, click on or faucet on every contact’s profile picture, then choose Export.) For those who plan to export contacts typically, I recommend you create and apply labels to arrange contacts in teams, since that makes choice less complicated.

Select the Google CSV format button, then choose Export. The system ought to obtain and save a file to your pc. Usually, the exported file title is contacts.csv. You may rename the file to mirror the set of contacts exported together with the date (e.g., WolberContacts-20210818.csv).

Repeat the export course of for every particular person whose Google Contacts you wish to embody in your mailing checklist.

Determine A

Screenshot of Google Contacts, with the three-horizontal line menu circled, and an arrow pointing at Export (after Import).

Export all (or some) of your Google Contacts in .csv format on the internet.

2. Import contacts right into a Google Sheet

Create a brand new Google Sheet (e.g., sort sheet.new in Chrome), then choose File | Import. Navigate to one of many contact information you saved above, select it, then click on (or faucet) on Choose. This could show an Import file display screen. 

For the primary contact knowledge file, choose Substitute Spreadsheet, then Import Knowledge. For added contact knowledge information, choose Append to present sheet to position the imported contacts in rows after the top of present knowledge (Determine B).

SEE: Find out how to sync your Google contacts to your iPhone (TechRepublic)

Depart the Separator sort as Detect Robotically, and in addition go away the field subsequent to Convert Textual content to Numbers, Dates, and Formulation checked. Choose Import Knowledge.

Repeat the import course of for every file. You need to find yourself with your entire imported contacts information on one Google Sheet.

Determine B

Screenshot of Import file with

Inside Google Sheets, import contacts. For the primary contact checklist, choose Substitute Spreadsheet because the Import Location. For added lists, select Append to Present Sheet.

3. Delete duplicate header rows

For those who imported multiple contact file, you’ll have a header row for every import. Preserve solely the primary header row (i.e., row 1). Scroll down to every further imported header row, click on on the variety of the row to pick out it, then select Edit | Delete row (Determine C). After this step, it is best to have headers in row 1 together with all of your contacts in a single sheet.

Determine C

Screenshot that shows additional header row (row 45), with a red line through it to indicate the need to delete it.

For those who import multiple contact checklist into your spreadsheet, ensure to delete the extra header rows.

4. Delete columns 

Subsequent, delete all of the non-address columns (Determine D). Apparent columns to delete can be all columns to the fitting of column BY (i.e., Relation 1- Kind). However you additionally will wish to delete all different non-address fields, together with e mail, birthday, listing server, mileage, and many others. The objective is to finish up with an individual or group and tackle knowledge on every row.

SEE: Find out how to create an envelope in Google Docs (TechRepublic)

As you delete, take away mixed columns and hold particular person columns of knowledge, since these separate columns streamline sorting later within the course of. For instance, take away Column A (e.g., “Andrew J. Wolber), which is a mixed column that features the contents of column B (“Andrew”), C (“J.”), and D (“Wolber).

Since it is not uncommon to have multiple tackle for an individual (e.g., residence, work or further work places), overview your knowledge fastidiously earlier than you delete any column with Road, Metropolis, P.O. Field, Area, Postal Code, Nation or Prolonged Deal with info. In some instances, it’s possible you’ll must cut-and-paste tackle info from one set of columns into one other (e.g., for a house to work tackle or vice versa) to make sure that all tackle info is contained in a constant set of columns.

Determine D

Screenshot of email and phone columns displayed, with a red X over each column to indicate the need to delete it.

Choose and delete all non-address columns, akin to e mail addresses, telephone numbers and so forth.

5. Delete duplicates

For those who’ve mixed contact lists from a number of folks, kind your checklist to establish duplicates. I recommend you kind three other ways: By enterprise title, final title and avenue tackle. Evaluate the checklist after every kind. Consolidate or delete knowledge as desired. (For extra particulars, learn Find out how to alphabetize in Google Sheets.)

SEE: Find out how to migrate contacts to a distinct Google account in your Android system (TechRepublic)

Moreover, Google Sheets may also help you discover and take away duplicate knowledge. Choose a variety, then select Knowledge | Take away Duplicates. Sheets will point out the variety of rows eliminated and the variety of rows that stay. (For extra particulars, learn Find out how to discover duplicates in Google Sheets.)

6. Standardize abbreviations

The best way many individuals enter addresses in Google Contacts might not match customary U.S. Postal Service abbreviations. For instance, you may change Street, Route, Road, Suite and Avenue, respectively, with RD, RTE, ST, STE and AVE for mailing functions. (Evaluate frequent abbreviations at USPS.com, as in Determine E.) In Sheets, use Edit | Discover and Substitute to streamline this course of.

Determine E

Screenshot of USPS page of Street Suffix Abbreviations, showing Alley abbreviated to ALY, Annex to ANX, ARCADE to ARC and AVENUE to AVE.

Use customary postal abbreviations wherever attainable.

7. Export your checklist

Choose File | Obtain | Comma-Separated Values (.csv, present sheet) to export your checklist, as proven in Determine F. This creates and downloads a file with the file title of your doc mixed with the title of your sheet (e.g., Mailing Record – contacts.csv). The comma-separated file contains the header row with the names of the info fields. That is the file that you could be use because the supply knowledge on your mailing.

For those who use a mailing service, it might take further actions in your checklist to standardize mailing abbreviations you could have missed, add postal code knowledge (e.g., ZIP+4) or replace addresses on account of strikes (e.g., with the Nationwide Change of Deal with database). Mailing providers might cost charges for these adjustments. You may wish to replace the names and addresses in Google Contacts with any adjustments recognized.

Determine F

Screenshot of the Download | Comma-separated values menu displayed.

Select Obtain | Comma-Separated Values to export your mailing checklist out of your spreadsheet in a typical format.

What’s your expertise?

Do you utilize Google Contacts as a knowledge supply for mailings? Do you standardize tackle info to mirror mailing requirements whenever you enter knowledge? How methodically do you replace tackle info in Google Contacts after a mailing? Are there further providers you recommend that make mailings simpler? Let me know, both within the feedback under or on Twitter (@awolber).

Additionally see

Recent Articles

spot_img

Related Stories

Leave A Reply

Please enter your comment!
Please enter your name here

Stay on op - Ge the daily news in your inbox