Adding & Managing Your Contacts

You can keep a list of contacts in SurveyMonkey and send them Email Invitations to take your surveys.

To access your contact list in SurveyMonkey, sign in and click your username in the upper-right corner of your account. Then click Contacts.

Adding Contacts

You can import contacts directly in your SurveyMonkey Contacts, then use them in Email Invitations. Or you can import contacts directly into an Email Invitation, and we'll automatically add them to your SurveyMonkey Contacts for you.

Contacts

To import contacts in Contacts:

  1. Sign in to SurveyMonkey and click your username in the upper-right corner of your account.
  2. Click Contacts from the drop-down menu.
  3. Click the + New Contacts button in the upper-right corner and select Import Multiple Contacts.
  4. Choose an import method and follow the steps.
  5. Name the group of contacts you're importing. Adding contacts to a group allows you to easily add the contacts to an Email Invitation later just by typing in the group name.
  6. Confirm what to do if a contact already exists in Contacts—either update contact information associated with the email address with the info from your current import, or ignore import information so the info you already have for that contact in Contacts stays as is.
  7. Click Add Contacts.
Email Invitation

To import contacts in an Email Invitation:

  1. Create an Email Invitation.
  2. In the Send To field, click the + Add Recipients button in the upper-right corner.
  3. Choose an import method.
  4. Name the group—this group will be stored in your SurveyMonkey Contacts.
  5. Confirm what to do if a contact already exists in Contacts—either update contact information associated with the email address with the info from your current import, or ignore import information so the info you already have for that contact in Contacts stays as is.
  6. Click Add.
TIP! If you copy and paste contacts directly within the Send To field in Email Invitation, you can save them as a new group that'll automatically appear in Contacts.
Do not add a Listserv, distribution list, or email alias as a contact. The Email Invitation Collector can only record one survey response per email address—no two contacts can share the same email address.

Import Methods

Gmail, Yahoo! Mail, LinkedIn, Office 365, or Outlook.com

You can import your contacts from Gmail, Yahoo! Mail, LinkedIn, Office 365, or Outlook.com.

  • You'll be importing all your contacts. To add only some, go to your email account and export the contacts you want as a CSV file, then import the file.
  • If you make changes to contacts in your email account, they're not reflected in SurveyMonkey.

To import contacts from another email provider or site, export the contacts from your email account to a CSV, then upload the file to SurveyMonkey. For instructions on how to export your contacts to a CSV, please search your email provider's help center.

Please note that Outlook.com, the free web-based email service formerly known as Hotmail.com, differs from the Microsoft Office Outlook mail application. To import contacts from Microsoft Office Outlook, first export your contacts into a CSV file, and then import the file. Or ask your IT department if your Outlook application is powered by Office 365.
Spreadsheet (CSV)

You can create a spreadsheet in an application like Excel, Numbers, or Google Sheets, then export it or download it as a CSV to upload into SurveyMonkey.

Please ensure your CSV is using an accepted delimiter: colon, semicolon, pipe, comma, tab. And that your character encoding is in Unicode, either UTF-8 or UTF-16.

Each contact needs to be on its own row in the spreadsheet. If you don't have data for a particular contact, just leave the cell blank. The columns must be ordered like this to import properly:

| Email | First Name | Last Name | Custom 1 | Custom 2 | Custom 3 | Custom 4 | Custom 5 | Custom 6 |

Here's an example CSV. We included a header row to show you the order of the columns, but please remove any header row from your spreadsheet before you import.

If you're having trouble importing, see Common Questions for some tips.

Manual (Copy & paste email list)

You can copy and paste a simple list of email addresses. Each email address should be on its own line. Example:

bob@email.com
jane@email.com
marge@email.com
pat@email.com
Manual (Copy & paste email list with custom data)

You can also copy and paste a list of email addresses with additional custom data. Each contact needs to be on its own line with fields separated by commas.

The fields must be entered in this order to match how they appear in Contacts:

Email, First Name, Last Name, Custom 1, Custom 2, Custom 3, Custom 4, Custom 5, Custom 6

A comma creates or designates a new field. If you type a city and state (for instance Portland, Oregon) this will create two fields in Contacts: one for Portland, one for Oregon. If you don't have information for a given field, leave a blank space, but make sure to use the comma—the comma ensures the information gets uploaded to the proper fields in Contacts.

Here's an example including email, first name, last name, 3 custom fields (age, gender, and favorite ice cream flavor). We don't have Jane's age, and we don't have Pat's age or gender, so we'll leave a blank space for those fields.

bob@email.com, Bob, Thompson, 39, male, chocolate
jane@email.com, Jane, Smith, , female, strawberry
marge@email.com, Marge, Simpson, 33, female,
pat@email.com, Pat, Lyon, , , pistachio

Contact Details

You can store the following custom data for each contact:

  • Email address
  • First name
  • Last name
  • Custom 1–6
TIP! You can use custom data to personalize your email invitations and track respondents in your survey results.

Managing Contacts

To access your contact list in SurveyMonkey, sign in and click your username in the upper-right corner of your account. Then click Contacts.

What
How To
Create a groupAt the bottom of the left sidebar, click + New Group. Then add contacts to the group.
Browse contactsScroll to the bottom of the contact list and use the left and right arrows to navigate.
Find a specific contactUse the search bar in the upper-right corner. You can search by the first three characters in any field. At this time, you cannot search by domain, and there is no wildcard search available.
Edit a contactClick the contact's email address from the list. A small window will pop up where you can make changes.
Delete a contactGo to the All Contacts group and check the box next to the email address you wish to delete. There will be a Delete Permanently button at the top of the list.
Export contacts to a CSVClick the down arrow to the right of a group in the left sidebar. There is a limit of 10,000 contacts per export, so you may need to organize your contacts into smaller groups and export the groups separately.

Common Questions

Are edits I make in Contacts reflected in existing Email Invitations?

Edits you make to contacts in Contacts are reflected in your existing Email Invitation Collectors. Here's some nitty gritty on how it works:

  • When you add a contact to an email invitation, the contact becomes a recipient within the collector.
  • Contact details are pulled from Contacts when you add recipients to the collector, and contact details are refreshed whenever you send a message through the collector.
  • If you delete a contact in Contacts, they are not deleted from the collector.
  • Contact details passed to your survey results are not updated if you make edits in Contacts—contact details are pulled into survey results when a recipient submits their response.
Can I use someone else's contacts if they're on my team?

Contacts are unique to your account. When sharing surveys, you can only send email invitations to email addresses stored in your Contacts—you can't access contacts belonging to other members of your team.

Are there any import limits or unsupported characters?
Why do I see errors when I try to upload my spreadsheet?
  • Please ensure your CSV is using an accepted delimiter: colon, semicolon, pipe, comma, tab. And that your character encoding is in Unicode, either UTF-8 or UTF-16.
  • If you're using a Mac and seeing an error when importing your CSV, saving your file as an MS-DOS Comma Separated (.csv) file may resolve the issue. To save your CSV as this file type, click Save As under the File menu. Then use the drop-down menu next to Format and select MS-DOS Comma Separated (.csv).
  • We recommend removing any header row from your spreadsheet before importing it. If you have a header row, you may see an error that one of your contacts didn't have an email address or has an invalid email address—this doesn't affect your import. And it's possible that the header row may block your import—removing the header row should fix the issue.
  • Your CSV might have size or formatting issues. If you're importing a CSV with a large number of contacts (over 2,500 rows), you might see an error. This is often resolved by breaking the spreadsheet down into multiple CSV files (fewer than 2,500 rows each) and importing them individually.
You can keep a list of contacts in SurveyMonkey and send them Email Invitations to take your surveys. Upload a spreadsheet of contacts, or import from Gmail, Yahoo! Mail, LinkedIn, Office 365, or Outlook.com.

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