Contacts

From Excel to HubSpot CRM: A Quick Rundown

Last updated: December 16, 2016

Available For:

Product: HubSpot Sales
Subscription: Free, Professional

Moving all of the data from your tried-and-true spreadsheets into a CRM can feel unnatural. The buttons are different, search functionality is in a different place and you don’t have spreadsheet tabs anymore. 


Here you'll find a guide to how you can move your data into the CRM and use it once it's there.


Jump to a section using these links or continue reading:

  1. How do I get my data into the CRM?
  2. How can I drill down and see only who I want to see?
  3. What if I need to update the status of a contact to be a qualified lead?
  4. I organise using separate spreadsheets in tabs - what is the closest equivalent in HubSpot CRM?
  5. Why are “contacts” and “companies” different and what do they do?
  6. I see “Deals” but how does that apply to me?

 1. How do I get my data into the CRM?

You can import your data by heading over to the Import Manager and uploading a CSV document like this:

You will be prompted to map the columns in your CSV file to Properties in the CRM during the import process

Everything should appear in your CRM as soon as the import has been processed. The formatting of the uploaded file is pretty important, so take a good look at the examples above or check out the sample imports here

2. How can I drill down and see only who I want to see?

Like Excel, the HubSpot CRM can show you slices of your data based on certain criteria. Use the sidebar on the left side of your screen to add filters. For example, the filters shown below allow us to segment open leads who haven't been contacted in the last week and require some follow up.  

You can save these custom views and re-visit them. Contacts will be added to or removed from the view depending on whether or not they meet the criteria.

3. What if I need to update the status of a contact to be a qualified lead?

This is where it becomes obvious that a CRM and a spreadsheet work differently. You cannot edit the fields inline in the Contacts table view. Instead, hover over a contact and click the Preview button.

This will bring up a quick-edit panel where the contact's properties can be edited on the fly. 

You can also update information from the contact’s record. Click on a contact's name to access the record. In the About section on the left-hand side, you can click on a property to edit it or, if the property does not appear here, click View all properties to see a list of all properties, make edits, and customize which properties appear in the About section. 

4. I organize using spreadsheet tabs. What's the closest equivalent in the HubSpot CRM?

Views are your new tabs. You can quickly switch between views using the dropdown menu in the top corner of the Contacts, Companies, or Deals Dashboard. Your views will be sectioned off into standard views, custom views created by you, and views that are shared with you by members of your team.

You can learn more about creating views here

5. How are Contacts and Companies different?

In the real world, companies can have multiple contacts. Sometimes your sales are based on whole companies and not simply individual contacts. The HubSpot CRM allows you to associate multiple contact records with one company so that you can group those contacts together.

HubSpot can also automatically associate your contacts and companies based on the email domain name of the contact. If the company record does not exist, HubSpot will create a new record and populate many of the properties based on our large database of company information gathered from various sites. Properties populated by HubSpot will be denoted with the HubSpot logo as shown here. 

6. How do Deals apply to my sales process?

Sales processes vary greatly between organizations. Deals are the equivalent of opportunities and are used to track sales opportunities through the pipeline. Once you define your deal stages (learn about managing deal stages here) you can create deals that are associated with contacts, companies, or both. If you add amounts to your deals, you can also get a forecast of potential revenue based on where your deals are in the pipeline. 

If you manage multiple salespeople, you can filter (just like in step #2) by deal owner and see if deals are being moved, lost, or closed.

You can learn more about using deals here