Upload recipients to a Messages List in bulk with a datasheet

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Misty Flowers

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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: 

Download template from Lists feature

Click on the green Add Email Subscriber button in Messages. 
add email subscriber.png
The Add Subscriber window will pop up. Click on the Upload tab.  

Google Docs Limitation + Workaround! 

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: 

Screen_Shot_at_September_28th_2020_-_1.04.03_pm.png  
don't open directly into Google docs.png

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.
Download template HERE

Messages Mailing List Datasheet 2024 Template

Step 2: Add subscriber data to the 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, Last Name, and First Name where Email is the only required column.
  • Keep the columns in the same order and use the exact column names so that Messages can process the datasheet correctly (see example):

Sample Datasheet for Messages Lists.png

  • 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.

Important Note

For best results, limit your upload file to less than 6,000 rows. Files larger than this may cause errors in the uploader.

Step 3: Download as a .tsv file

Download as .tsv file from Sheets.

download as tsv file .png

Step 4: Rename from .tsv to .txt

  • Select Download As from the File menu, and choose Tab Separated Values (.tsv)

    download as tsv.png

  • Go to where you saved your .tsv file and manually change the extension to .txt.

tsv to txt.png

Step 5: Upload into Messages > List 

  • Navigate to Messages > Lists.
  • Open up the list where you'll be adding subscribers to OR Create a new list.
  • Once your list is open, click the green Add Email Subscriber button in the top corner.
    click add email subscriber once your list is open.png
  • The Add Email Subscriber window will open up. Click the Upload tab.
    upload tab in add email subscriber window.png
  • Click Choose File to select the .txt file you saved in Step 4. 

Important Note

  • If there are any discrepancies in your list, you will see a Verify Upload Results screen indicating:
    • how many records will be added,
    • how many were skipped, and
    • how many duplicates were found.
  • Duplicates are email addresses that already exist in Constituent Manager; you will be asked to choose which record to keep.
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