How to Import Extracted Emails into Pipedrive
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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 Pipedrive?
After extracting email addresses from files using Email Extractor, you may want to bring them into Pipedrive for sales pipeline management, contact tracking and deal management. Pipedrive is a sales-focused CRM used by sales teams and small businesses to manage leads, contacts, deals and activities.
Importing an extracted email list into Pipedrive lets you create person records, link them to organisations, add them to deals, track email communications and manage them through your sales pipeline.
Before You Import
Prepare the file
Email Extractor produces a file with email addresses only. Pipedrive accepts CSV and Excel file imports. Email is a standard field for person records.
- Extract email addresses using Email Extractor at bulkemailextractor.com.
- Download the results as CSV.
- The CSV contains one email address per row. This is ready for Pipedrive import.
If you have names, companies or other data in a separate file and want to include them, combine the files in a spreadsheet application before importing.
Decide on record type
Pipedrive has three main record types: People (contacts), Organizations (companies) and Deals. For an email-only import, People is the right choice. Each imported email address becomes a person record.
Consider verification
If the extracted emails come from old files or uncertain sources, verify the list before importing. Invalid contacts clutter your pipeline and waste time on failed outreach. See Best email verification services.
How to Import
- Log in to Pipedrive.
- Go to Contacts > People (or access Import from the menu).
- Click Import data (or go to Settings > Import data).
- Select From a spreadsheet and upload your CSV file.
- Pipedrive shows a column mapping screen. Map the email column to the Email field under People.
- Pipedrive requires a Name field for people. If your file has email addresses only, you have two options:
- Map the email column to both the Name and Email fields. The person record will show the email address as the name, which you can update later.
- Add a name column to your CSV before importing (e.g., "Unknown" or "TBD") and map both columns.
- Choose how to handle duplicates:
- Skip rows where a person with the same email already exists.
- Merge to update existing records with any new data from the import.
- Review the import preview and start the import.
- Pipedrive processes the file and shows a summary with counts of created, updated and skipped records.
After Import
Update person names
If you used the email address as the name placeholder, update records as you identify who each contact is. You can update individually by clicking on each person, or use Pipedrive's bulk edit feature.
Add to deals
Imported people are not automatically linked to deals. Create deals and link the relevant people as you progress through your sales process.
Apply labels or filters
Pipedrive supports labels (colour-coded tags) on person records. Apply a label to imported contacts (e.g., "Imported list") to help you find and manage them. You can also create a filter to show only imported contacts based on creation date.
Set up activities
Schedule follow-up activities (calls, emails, tasks) for imported contacts. Pipedrive's activity management helps you ensure no contact is forgotten.
Monitor email sync
If you have Pipedrive's email sync enabled (connecting your Gmail or Outlook), future emails you send to or receive from imported contacts will automatically appear in their Pipedrive timeline.
Things to Know
Name field is required
Pipedrive requires every person record to have a name. Since Email Extractor outputs email addresses only, you need to handle this during import. Using the email address as the name is a common workaround that can be corrected later.
Duplicate detection
Pipedrive uses email address as one of the fields for duplicate detection. If you import an email address that already exists in Pipedrive, the import respects your duplicate handling choice (skip or merge).
Import limits
Pipedrive has import limits that vary by plan. Some plans limit the number of records per import. Check your plan's import limits before uploading a large file. For very large lists, you may need to split the CSV into smaller files.
Person vs organisation
Importing email addresses creates person records, not organisation records. If you want to also create organisation records and link people to organisations, you would need to include organisation names in the CSV and map them during import.
Pipedrive's contact limits
Some Pipedrive plans have limits on the total number of contacts. Importing a large list counts toward that limit. Check your plan before importing.
Custom fields
Pipedrive supports custom fields for person records. During import, you can map CSV columns to custom fields. Since Email Extractor produces email addresses only, custom fields will be empty unless you add additional data columns to the CSV before importing.
No automatic enrichment
Pipedrive does not automatically look up names, companies or other details for imported email addresses. If you import email addresses only, the person records will contain just the email address (and the placeholder name). Pipedrive's Smart Contact Data feature (available on some plans) can fill in some details, but it does not work for all contacts.
