How do I add multiple email addresses and phone numbers to a Contact?

Users can associate a contact with multiple email addresses. All emails from these multiple email addresses will be maintained under a single contact and can be accessed from recent conversations.

  • How to add multiple email addresses to a contact?
  • How to import multiple email addresses through .CSV/.XLSX files?
  • How to add multiple phone numbers to a contact?
  • How to import multiple phone numbers through .CSV/.XLSX files?


Let us consider an example. Your contact, a sales manager, is evaluating your product for her startup. She has been trialing your product using her workplace email address (janesampleton@company.com) and is now looking to make a purchase. As the head of the sales team, she also handles the company’s central billing email address (billing@company.com) and wants you to send the invoice and billing details to this email address.

In such a scenario, maintaining two conversations with the same person should not involve creating two separate contacts. This is where adding multiple email addresses helps.Β 

How to add multiple email addresses to a contact?

  • On the Edit Contact form, click Add email icon
  • Select the radio button to mark the email address as primary.
  • To remove an email, click the minus button associated with the email on the right.

Note:

  • Marking an email primary makes it the default email for features such as bulk emails, sales sequence, workflows, etc.
  • Email addresses other than the primary email will not be used for the above features to prevent multiple emails to the same Contact.

How to import multiple email addresses through .CSV/.XLSX files?

There are three important things that you'd need to know about when you import multiple email IDs from a .CSV/.XLSX file, described in detail below:

Preparing your CSV file

  1. You should have a separate column for all the email addresses that you would like to upload.
  2. A total of 10 emails for each contact is supported.
  • Importing the file
  • Drag and drop or upload the .CSV/.XLSX file to start importing your contacts.
  • Mapping fields
  1. The Map Columns To Fields overlay that you now see is exclusively for mapping the columns in your CSV/XLSX file with the fields available in the product.
  2. Only one email address can be mapped as the primary email.
  3. Upto 9 email addresses can be mapped under the Other emails field.

Note: In case the primary email field is not mapped, then the first email mapped to the other emails field is used as the primary email. 

Once the import is complete, you can view the email addresses of the contact as shown below, with the primary address on the top.

Reasons for failure of data import

  • Invalid email address - If the email addresses in your CSV/XLSX file aren’t of the proper @xyz format (e.g: jeangrey.com instead of jamesampleton@sales).
  • Unique Fields - If there is a match between the value of a field that is being imported and an existing unique field in the product.
  • Unmapped Columns - Columns that aren’t mapped with any of the fields in the product.
  • Improper Field Type - If the field type is different from the type of value in the column.
  • Picklist Values - If you are mapping a column with values for a picklist (such as Radio button/Checkbox/Drop down menu) with a field in the product (also a picklist), you need to double check that the values in the column match with the choices of the field (picklist).
  • For e.g : If you’ve got a column that has the values 1, 2, 3 for the Number of contacts attempted and want to map it to a radio button (field) in the product, make sure that that radio button has 1, 2, 3 as the field’s choices.

How to add multiple phone numbers to a contact?

On the Edit Contact form, under Other phone numbers, click the Add phone number icon

How to import multiple phone numbers through .CSV/.XLSX files?

There are three important things that you'd need to know about when you import multiple numbers from a .CSV/.XLSX file, described in detail below:

  • Preparing your CSV/XLSX file
  • You should have a separate column for all the phone numbers that you would like to upload.
  • A total of 10 emails for each contact is supported.

All-in-One Sales Automation with Freshsales

Freshsales is a comprehensive sales force automation platform designed to empower sales teams. It offers all the essential tools needed to attract and engage high-quality leads.

Freshsales Feature Directory

1. Optimize Freshsales for Growth

Streamline your sales process and scale business success with Freshsales CRM.

πŸ‘‰ Optimize Your CRM Now

2. Social Media Sales Strategy

Use Freshsales insights to convert your social followers into paying customers.

πŸ‘‰ Boost Sales with Social Insights

3. Freshsales Promotions Advantage

Launch and track promotions that drive conversions using Freshsales.

πŸ‘‰ Run Smarter Campaigns

4. Freshdesk + Freshsales Integration

Unify support and sales with easy app integrations.

πŸ‘‰ Connect Your Tools

5. Import Contacts to CRM

Bring in your existing contacts without hassle or data loss.

πŸ‘‰ Start Contact Import

6. Manage Multiple Emails per Contact

Handle leads with multiple emails effectively in Freshsales.

πŸ‘‰ Enhance Contact Profiles

7. Assign Contacts Seamlessly

Route leads to the right reps automatically.

πŸ‘‰ Assign Contacts Now

8. Lifecycle Stage Management

Track contact progression to boost conversion rates.

πŸ‘‰ Manage Stages Efficiently

9. Try Freshchat Free

Engage visitors with real-time support and chat tools.

πŸ‘‰ Enable Live Chat

10. Lead Scoring Simplified

Identify and prioritize high-value leads instantly.

πŸ‘‰ Score Your Leads

11. Customize the Freshsales UI

Tailor the CRM interface to match your team’s workflow.

πŸ‘‰ Personalize Your CRM

12. Capture Website Visitors

Convert more visitors with smart data capture tools.

πŸ‘‰ Increase Website Conversions

13. Custom Contact Fields

Create unique contact fields to fit your business needs.

πŸ‘‰ Add Custom Fields

14. Freshsales Automation Tools

Automate repetitive tasks and increase productivity.

πŸ‘‰ Set Up Automation

15. Google Calendar Sync

Sync your schedule seamlessly across platforms.

πŸ‘‰ Connect Your Calendar

16. Add & Use Contacts Easily

Quickly create, view, and manage your contacts.

πŸ‘‰ Manage Contacts Now

17. Buy Phone Numbers via CRM

Access local and toll-free numbers within Freshsales.

πŸ‘‰ Get Numbers Today

18. Merge Duplicate Contacts

Keep your CRM clean by removing contact duplicates.

πŸ‘‰ Merge Contacts

19. Clone Contacts in Clicks

Speed up data entry by cloning existing contact records.

πŸ‘‰ Clone a Contact

20. Master Record Management

Organize all CRM records for better team collaboration.

πŸ‘‰ Manage Records

21. Clone Custom Modules

Duplicate complex custom records with ease.

πŸ‘‰ Simplify Record Creation

22. Sales Sequences & Follow-Ups

Set automated email sequences that convert leads.

πŸ‘‰ Start a Sequence

23. Deal Pipeline Tools

Visualize and manage your sales funnel better.

πŸ‘‰ Track Deals Now

24. Prospecting with Freshsales

Find and engage ideal leads with built-in tools.

πŸ‘‰ Prospect Smarter

25. Organization Settings & SSO

Improve login security and ease with SSO configuration.

πŸ‘‰ Secure Your CRM

26. Track Sales Emails

Know when prospects open and engage with your messages.

πŸ‘‰ Monitor Email Engagement

27. Bulk Actions for Efficiency

Update or manage contacts in bulkβ€”no manual work.

πŸ‘‰ Use Bulk Actions

28. Quote & Pricing Configuration

Align your sales quotes and documents with CRM deals.

πŸ‘‰ Configure CPQ Tools

29. Explore All Freshsales Features

Get the most from Freshsales with FGRADE’s expert resources.

πŸ‘‰ Explore Freshsales Now

Search, compare & buy top business software with FGRADE. Find the best deals on Microsoft 365, Zoho, Google Workspace & more. Shop smart & save big!

Office Address

AWFIS, Ground Floor, DSL abacus it park, Survey Colony, Industrial Development Area, Uppal, Hyderabad, Telangana 500039

Call us: +91 916 056 5554

Email: sales@fgrade.com