The Messages mailing list datasheet lets you add up to 2,500 email recipients to a list in bulk, including people not yet in Constituent Manager. The process involves six steps: downloading the template, completing subscriber data, saving as .TSV, renaming to .TXT, uploading to Messages > Lists, and completing the mandatory review and approval step.
💡Quick answers
- What is the maximum number of rows per datasheet upload to a Messages List? 2,500 rows; for larger lists, start a new template for each batch.
- Can phone numbers be added via this datasheet method? No; this method is for email subscribers only. To add SMS/mobile numbers to constituent profiles, use the bulk data update process in Constituent Manager.
- Which file format must the datasheet be saved in before uploading? .TXT (tab-delimited); download from Google Sheets as .TSV and rename the extension to .TXT.
- Completing the mandatory review step after uploading? After upload, click Review in the yellow "Review Required" box on the list screen, check for duplicates, then click Confirm to finalize. Failing to complete this step results in missed or incomplete recipients.
- What are the only three column headers allowed in the datasheet? Email (required), Last Name (optional), and First Name (optional) — in that exact order with those exact names.
In this article
- Step 1: Download datasheet template
- Step 2: Add subscriber data to the template
- Step 3: Download as a .tsv file
- Step 4: Rename from .tsv to .txt
- Step 5: Upload datasheet to Messages > Lists
- Step 6: * NEW STEP* Review and approve results
Step 1: Download datasheet template
Use a datasheet template to add names of recipients to your mailing list, especially ones that may not yet be in Constituent Manager.
There are two ways to get access to the datasheet where you will upload recipients:
- Open a list or Create a list
- Click the Add Subscriber button in the top right corner so that the list will be populated.
- The Add Subscriber window will open up. Click on the Upload tab.
- Click the Download .txt template link.
Google Docs Limitation + Workaround!
However, there is a current limitation with Google docs that keep you from directly opening the .txt file in the Upload tab. It's not possible to fill this out in Google docs. Do not click Open up in Google Docs but follow the steps below:
Instead of clicking Open up in Google Docs, Download the .txt file. Open up Google Sheets. Go to File > Import and choose the the .txt file that you downloaded.
Step 2: Add subscriber data to the template
Important Note on Maximum Rows
There is a maximum upload total of 2500 rows per template that is uploaded. Should you need to add more than 2500 rows, please start with a new template.
- Open up the template in your favorite spreadsheet software, such as Google Sheets or Microsoft Excel.
- Capitalization is important so that Messages can process the datasheet correctly. If you upload incorrect data, you'll have to recreate the datasheet and upload it again.
- The First Name and Last Name columns are optional, yet will be required if you plan to personalize your messages with Merge Tags.
- Only three columns are allowed with the headings:
- Email (only required column)
- Last Name (optional)
- First Name (optional)
Important: Email vs SMS uploads
This datasheet method is exclusively for Email recipients.
You cannot upload SMS/Mobile phone numbers using this template. Your list must be populated with verified constituents.
SMS/Mobile numbers: You cannot add phone numbers via this template. To send text messages, your recipients must be verified constituents already in your system.
Bulk updating phone numbers: If you need to add mobile numbers to your database so you can text them later, do not use this process. Instead, follow our guide: Update existing data in bulk in Constituent Manager.
- Keep the columns in the same order and use the exact column names so that Messages can process the datasheet correctly (see example):
- Double-check that your data is correct before saving. If you upload incorrect data, you'll have to recreate the data sheet with the correct data and then re-upload it.
Before moving on
- Check for any duplicates. This might stall your upload or result in a more lengthy review and re-upload process.
- Do you have more than 2500 rows? Keep in mind that there is a maximum total of 2500.
Step 3: Download as a .tsv file
Download as .tsv file from Sheets.
Step 4: Rename from .tsv to .txt
-
Select Download As from the File menu, and choose Tab Separated Values (.tsv)
- Go to where you saved your .tsv file and manually change the extension to .txt.
Step 5: Upload into Messages > List
- Navigate to Messages > Lists.
- Open up the list where you'll be adding subscribers to OR click the Create Mailing List button in the top right corner if you'd like to create a new list.
- Once you have created your new list or opened an existing list, click the green Add Subscriber button in the top corner.
- The Add Subscriber window will open up. Click the Upload tab.
- Click Choose File to select the .txt file you saved in Step 4.
Step 6: * NEW* Review and approve results
Mandatory Review and Approve: Update February 2025
Have you uploaded lists before?
You may notice some changes in this process if you have duplicate user data.
- Stay tuned: All of the changes happen in the background, notifying you of the successful completion by email. You can stay in Composer where the changes will refresh or wait for the email.
-
Take action: Once the process has completed, you will receive an email that requires you to click the URL in the email to complete the process. You could also return back to the list to see the Review Required box appear once review is ready so you can continue.
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Review: Click the Review button on the List screen in the yellow box, redirecting you to the Review Required page
Review any issues, such as duplicate subscribers or when one of the emails in your list is attached to multiple profiles in Constituent Manager. -
Verify Upload Results: Review the duplicates and select the option in the bottom right corner of the window:
Clear Uploads: This will allow you to re-upload, clearing out the existing data and excluding the duplicate contacts in the list.
Cancel: This will return you to the list page.
Confirm: Accept the preferred duplicated records and add these to your existing list. - Return to your full uploaded list and confirm for accuracy. Now you're ready to send out a message to your newly-uploaded recipients.
Important Note on Failure to Complete Process!
Failing to confirm this process can result in missed recipients or an incomplete list. Be sure to complete all steps in order to successfully upload your new recipients.
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