How to Import Extracted Emails into Capsule CRM
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Export and import options vary by plan, permissions and product version. Check the platform’s current help documentation if a menu or format differs. Use only contact data you are authorized to process; an extracted address is not proof of marketing consent.
Why Import into Capsule CRM?
Capsule CRM is a simple, affordable CRM for small businesses. It provides contact management, sales pipeline tracking, task management, email integration, custom fields, tags and reporting. Capsule integrates with Gmail, Outlook, Mailchimp, Xero, QuickBooks and other business tools.
After extracting email addresses with Email Extractor, you can import them into Capsule CRM to create contact records (people or organisations), track them through your sales pipeline and manage relationships.
Preparing the File
Email Extractor gives you three download formats:
TXT file. One email per line.
CSV file. One column of email addresses. Works well for Capsule import.
CSV with sources. Two columns: email and source file. Map only the email column during import.
For Capsule, CSV is the recommended format.
How to Import
- Log in to Capsule CRM.
- Go to People & Organizations (or Contacts).
- Click Import then Import from CSV.
- Upload the CSV file.
- Map the email column to the Email field in Capsule.
- Choose how to handle duplicates.
- Optionally apply a tag to all imported contacts.
- Review and start the import.
- Capsule processes the file and shows how many contacts were created.
After Import
Tag imported contacts
Apply tags for easy filtering and segmentation (source, campaign, date).
Add to a sales pipeline
Create opportunities for imported contacts and track them through pipeline stages.
Connect to email
Capsule integrates with Gmail and Outlook. Once contacts are imported, email conversations with them can be tracked in Capsule.
Enrich contact data
Since Email Extractor outputs email addresses only, add names, companies, phone numbers and other details manually or through a data enrichment service.
Verify addresses
Consider verifying the extracted list before importing. See Best email verification services.
Things to Know
Contact data is not preserved
Email Extractor outputs email addresses only. Names, companies, phone numbers and other fields will be blank after import.
People and organisations
Capsule organises records into people (individuals) and organisations (companies). When importing email-only data, records are created as people.
Contact limits
Capsule plans have contact limits (free plan: 250 contacts, paid plans: higher limits). Check your plan's allowance before importing a large list.
Tags
Capsule uses tags for organising contacts. Tags are flexible and can represent source, status, category or any other grouping.
Mailchimp integration
Capsule integrates with Mailchimp. If you use both, contacts can be synced between the two. You can import into either platform and sync to the other.
Email Extractor does not establish consent
Extracting email addresses does not create permission to send marketing emails. Ensure compliance with applicable regulations.
