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How-to guide

How to import data into Salesforce with the Data Import Wizard

The Data Import Wizard is Salesforce’s built-in tool for importing up to 50,000 records at a time from a CSV file. Here is how to prepare your file, run the import and avoid the duplicates and errors that trip most teams up.

By Kliper Solutions · 7 min read · Updated October 2026
Time20–40 minutes
DifficultyBeginner
EditionsAll editions
You needImport permissions + a clean CSV

Which tool should you use?

Data Import WizardData Loader
Built into Setup, no installDesktop app
Up to 50,000 records per importUp to 5 million records
Accounts, contacts, leads, solutions, campaign members and custom objectsAlmost all objects
Built-in duplicate matchingInsert, update, upsert, delete and export

For most small and mid-size imports, the wizard is the right choice.

Step 1: Prepare your CSV

  • Save the file as CSV (UTF-8) so accents and special characters survive.
  • Use one header row with clear column names, ideally matching Salesforce field labels.
  • Use date formats that match your Salesforce locale, and picklist values that exactly match existing values.
  • Remove duplicates and blank rows, and split full names into First Name and Last Name.
  • Start with a test file of 10–20 rows.

Step 2: Launch the wizard

  1. Go to Setup → Quick Find → Data Import Wizard → Launch Wizard!
  2. Choose the object, for example Accounts and Contacts or Leads.
  3. Choose the action: Add new records, Update existing records or Add new and update existing records.
  4. Choose how to match existing records (for contacts and leads, Email is usually best) and whether to apply assignment rules or trigger workflows.
  5. Upload your CSV and check the character encoding, then click Next.

Step 3: Map your fields

The wizard maps columns automatically when headers match field labels. Click Map next to anything unmapped and choose the right Salesforce field. Leave a column unmapped only if you really want to skip it.

Step 4: Run and check the import

  1. Review the summary and click Start Import.
  2. Open Setup → Bulk Data Load Jobs to watch progress.
  3. When it finishes, open the job and download the results to see any rows that failed and why.
  4. Spot-check a few records in Salesforce before importing the full file.
Tip: Turn on Duplicate Rules and Matching Rules (Setup → Duplicate Management) before large imports, so new duplicates are flagged or blocked.

Tips to avoid problems

  • Import in the right order: accounts before contacts, then opportunities that reference both.
  • Watch required fields and validation rules: they will reject rows.
  • Keep the original file and the results file for an audit trail.
  • Migrating from another CRM? History, owners and relationships need a proper mapping plan. See our HubSpot to Salesforce migration checklist.

Free template

Lead import CSV template
Pre-formatted columns for a clean lead import. Accounts & contacts version: download here.
Download CSV

Troubleshooting

If this happensDo this
Accents and special characters look garbledSave the file as CSV UTF-8 and choose UTF-8 encoding in the wizard.
Dates import wrongly or failMatch the date format to your Salesforce user locale, or use YYYY-MM-DD.
Rows fail on picklist valuesMake CSV values exactly match the existing picklist values.
Duplicates appear after importChoose a matching field (such as Email) and turn on Duplicate Rules before importing.
Records are owned by the wrong userAdd a Record Owner column with the owner’s username or user ID.

FAQ

Can I undo an import?

Not with one click. Keep the results file with the new record IDs, then use Data Loader to delete or fix those records if needed.

How many records can I import?

Up to 50,000 records per import with the Data Import Wizard. Use Data Loader for more.

Can I update existing records?

Yes. Choose “Update existing records” and match on the Salesforce ID, email or an external ID.

Should I import accounts and contacts together?

Yes, the “Accounts and Contacts” option links each contact to its account in one go.

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