Import new contacts in excel file

Smart CRM & Sales Hub Account & Settings
1

Hi, Hubspot does not exsept the excelfile I want to import in the email listing.

2

Hi @MKunz5,

Can you please share a screenshot of the error message you’re seeing / the screen you are on?

Typically file errors refer to one of the following:

  • Multiple worksheets: HubSpot only accepts one worksheet per file.
  • Wrong file format: Please make sure you’re using a supported file format.
  • Columns without headers: Make sure that either all columns without headers are empty or that these columns have a header.

Best regards

3

As Karsten mentioned, it would be helpful to see the errors you’re getting to best help.

If HubSpot isn’t accepting your Excel file when trying to import into an email list, it’s usually one of a few common issues.
Here’s how to troubleshoot without knowing your error:

1. Check the File Type

HubSpot accepts:

  • .csv
  • .xlsx

If you’re uploading something like .xls, try saving it as .xlsx or (even better) export it as a CSV file and upload that instead.

2. Make Sure the First Row Contains Headers

Your file must have column headers in the first row, for example:

  • Email
  • First Name
  • Last Name
  • Company

If there are blank rows above the headers, merged cells, or extra title rows, HubSpot will reject it.

3. Required Field: Email

For email lists, HubSpot requires a column with valid email addresses.

  • Make sure the column is clearly labeled (e.g., “Email”).
  • Remove empty rows.
  • Check for invalid email formats (missing @ or spaces).

4. Remove Special Formatting

Before any manual uploads, if you’re still seeing errors try:

  • Removing formulas (copy → paste values only).
  • Removing filters.
  • Removing hidden columns.
  • Unmerging any merged cells.

5. File Size

If the file is very large, try splitting it into smaller uploads.

If This Keeps Happening

Sometimes the issue isn’t the file itself but formatting inconsistencies (numbers stored as text, odd characters, etc.). A simple fix is to:

  • Export as CSV
  • Open in a clean sheet
  • Save again as CSV (UTF-8)

If you’re uploading data from spreadsheets often this often, tools like Coefficient from the HubSpot marketplace can help sync and clean your HubSpot contact data directly in Google Sheets or Excel before importing, which avoids these formatting issues entirely. I work at Coefficient, so always happy to help or answer questions!
Please note - this post has been edited by a Community Moderator to ensure it adheres to our Community Guidelines.

4

Beyond the file format issues mentioned above, it’s worth checking the data inside the file too. Common reasons HubSpot rejects rows during import: emails with spaces or missing @ symbols, empty rows mixed in, and placeholder values like “N/A” in the email column. A quick pass through the data to strip whitespace and remove invalid emails usually resolves it.