How to Import Extracted Emails into Insightly
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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 Insightly?
Insightly is a CRM and project management platform for small to mid-size businesses. It provides contact and organisation management, deal pipelines, project tracking, email tracking, workflow automation, custom objects, reporting and dashboards. Insightly also offers Insightly Marketing for email campaigns and marketing automation.
After extracting email addresses with Email Extractor, you can import them into Insightly to create contact records, associate them with organisations, add them to pipelines and manage them through projects.
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 Insightly import.
CSV with sources. Two columns: email and source file. Map only the email column during import.
For Insightly, CSV is the recommended format.
How to Import
- Log in to Insightly.
- Go to Contacts.
- Click Import (or use the import wizard under Settings).
- Upload the CSV file.
- Map the email column to the Email Address field in Insightly.
- Choose how to handle duplicates (skip or update).
- Optionally assign imported contacts to a specific tag, category or owner.
- Review and start the import.
- Insightly processes the file and shows how many contacts were created or updated.
After Import
Link to organisations
Insightly allows linking contacts to organisations (companies). After import, associate contacts with their organisations for better relationship tracking.
Add to a pipeline
Create opportunities for imported contacts and track them through sales pipelines.
Start a project
Insightly combines CRM and project management. Link imported contacts to projects for post-sale work, onboarding or other activities.
Use Insightly Marketing
If you have Insightly Marketing, create email campaigns targeted at the imported contacts. Insightly Marketing provides email templates, automation workflows and engagement tracking.
Verify addresses
Consider verifying the extracted list before importing or before sending campaigns. See Best email verification services.
Things to Know
Contact data is not preserved
Email Extractor outputs email addresses only. Names, organisations, phone numbers, titles, addresses and other fields will not be populated. Add this data manually or through enrichment.
Contacts, organisations and opportunities
Insightly organises records into contacts (people), organisations (companies), opportunities (deals) and projects. When importing email-only data, records are created as contacts.
Insightly Marketing
Insightly Marketing is a separate module for email campaigns and marketing automation. It uses the same contact database as the CRM. Imported contacts are available for marketing campaigns if you have this module.
Record limits
Insightly plans have record limits. Check your plan's allowance before importing a large list.
Custom fields
Insightly supports custom fields on contacts. These fields are available for mapping during import but will be empty when importing email-only data.
Projects and tasks
Insightly's project management features (projects, tasks, milestones) can be linked to contacts. This is useful for tracking post-sale work, onboarding or service delivery.
Integrations
Insightly integrates with Gmail, Outlook, Mailchimp, QuickBooks and other tools. Some contact sync may already be in place through integrations.
Email Extractor does not establish consent
Extracting email addresses does not create permission to send marketing emails. Ensure compliance with CAN-SPAM and other regulations before sending through Insightly Marketing.
