To seamlessly import and manage fax lists in today’s CRM systems, it’s important to use formats that are both structured and compatible with common CRM data fax lists fields. Here’s what works best:
Ideal Fax List Format Features
1. CSV (Comma-Separated Values)
Most modern CRMs accept CSV files as the standard import format.
Easy to create, edit, and export from Excel or Google Sheets.
Supports multiple columns (fields) for rich contact info.
2. XLS/XLSX (Excel Files)
Also widely supported.
Good for complex lists with formulas, multiple sheets, or extensive metadata.
Some CRMs allow direct XLSX import, but CSV is usually preferred for simplicity.
3. Standardized Field Headers
Use clear column headers that match CRM fields or can be easily mapped during import, e.g.:
Company Name
Contact Name
Job Title
Fax Number (formatted consistently, e.g., +1-555-123-4567)
Phone Number
Email Address
Address
Industry
Source or Opt-in Status
4. Consistent Data Formatting
Fax numbers should be in a uniform format without extra characters.
Avoid merged cells or special characters.
Dates and other fields standardized (e.g., MM/DD/YYYY).
5. UTF-8 Encoding
Ensures special characters (like accents) don’t get corrupted during import.
Tips for CRM Fax List Integration
Field Mapping: Most CRMs let you map imported columns to their internal fields. Prepare your headers accordingly.
Duplicate Handling: Clean your list before import to avoid duplicates or invalid records.
Data Validation: Validate fax numbers for format and activity before importing.
Custom Fields: If your CRM supports custom fields (e.g., Opt-Out Status), include those in your list for better compliance tracking.
Summary: Best Practices
Feature Recommendation
File Format CSV (preferred), XLS/XLSX
Column Headers Clear, standardized, CRM-friendly
Fax Number Format International format (e.g., +1-XXX-XXX-XXXX)
Encoding UTF-8
Data Cleanliness No duplicates, validated numbers
Additional Fields Include job title, company, opt-in status
Using the right format helps your fax marketing efforts stay organized, compliant, and effective — saving you time and improving campaign success.