Import and Export

You can import contacts from a CSV or vCard file, into your private list or into your company. You can export your own data at any time.

Limits#

| Limit | Value | |-------|-------| | File types | CSV (.csv) and vCard (.vcf) | | File size | Up to 5 MB | | Rows | Up to 2,000 per import | | Columns | Up to 256 |

If your file has more than 2,000 rows, split it into smaller files and import them one after another. If your contacts are in a spreadsheet, save the sheet as CSV first. Other file types are refused.

Imports also count toward your contact limits: 1,000 private contacts per person, and 1,000 or 10,000 company contacts depending on the plan.

Where to import#

• Into your private list: Import Contacts in the sidebar, under Tools. Anyone can do this.
• Into your company: Import Contacts while the company is selected. Only owners and admins see it. Every row is shared with the company by default, and you can untick rows you want to keep private.

Imported contacts always go into your own private list. In a company import, the rows you leave ticked are also added to the company directory.

Step by step#

The import has four steps: Upload, Map Fields, Preview and Import.

1. Upload#

Drop your file on the page, or choose Paste Data to paste rows copied from a sheet. Nanabase detects the encoding (UTF-8, ISO-8859-1 or UTF-16) and the separator (comma, semicolon, tab or pipe).

A CSV needs a header row. For example:

First Name,Last Name,Email,Phone,Company,Job Title,Tags
Maya,Chen,maya.chen@example.com,+1 555 0142,Northwind Logistics,Partnerships Lead,partner
Jordan,Ellis,jordan.ellis@example.com,+1 555 0187,Copperleaf Studio,Account Director,"client, design"

2. Map fields#

Map Your Columns matches each column in your file to a contact field. Auto-Map recognizes common column names, including the ones in Google Contacts and Outlook exports. Set a column to Ignore column to skip it.

You can map: First Name, Last Name, Email, Phone, Company, Job Title, Department, Notes, Tags, Expertise, Industry and Region.

• Map at least First Name or Last Name.
• Map Email if you can. It is the best way to catch duplicates.

To reuse a mapping, click Save Mapping Template and give it a name.

3. Preview#

The preview counts Total Rows, Valid, Invalid and Duplicates. The Issues tab lists problems row by row, and Download error rows gives you the rows that cannot be imported, so you can fix them.

Under When duplicates are found, choose:

• Skip duplicates: keep your existing contact and ignore the row.
• Update existing: update the existing contact with the row's values.

Nanabase treats a row as a duplicate when it has the same email or phone as an existing contact, or the same name together with the same company or job title.

4. Import#

Click the import button to start. The page shows the progress and then the result: how many contacts were saved to My Contacts, how many were shared to the company, how many were skipped, and any errors by row and field.

Undo an import#

Right after an import finishes, click Undo this import to delete every contact it created. Company imports are also listed in the import history on the company import page, where Undo works for 7 days after the import.

Undoing cannot be reversed.

Import from Google or Microsoft#

A direct import from Google Workspace or Microsoft 365 is coming soon. For now, export your contacts from Google Contacts or Outlook as a CSV or vCard file and import that file.

Export your data#

Go to Settings, open Danger zone, and under Export my data click Request export. When the archive is ready, click Download export.

• The download is a JSON file with your account details, your private contacts, your cards, your company memberships, your notifications and your activity.
• Email addresses, phone numbers and notes are decrypted for the export, so you can read them.
• The download link works for a limited time. Request a new export when you need one.

The export holds your own data only. Company directory contacts are not included, and there is no CSV export of contact lists in the app today.

Related#