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Structure a Mailing-List Spreadsheet for Safe Import
A mailing-list spreadsheet should make records predictable for both people and software. Use one defined structure and preserve the source copy. A file that looks tidy on screen can still change important values during export or import.
Use explicit column definitions
Keep one record per row and give every column a unique header. Define address, status, source and date fields separately. Avoid putting several meanings into a notes cell when the destination needs a specific field to make a selection.
Preserve text and timestamps
Treat identifiers and codes according to their meaning rather than letting a spreadsheet guess. Record the timezone for event dates. Check long identifiers and values with leading zeroes after opening and saving a file.
Document the export format
Specify encoding, delimiter and header handling. CSV conventions include quoting fields that contain separators, quotes or line breaks, but receiving tools can have their own requirements. Test the actual export instead of assuming an extension alone guarantees compatibility.
Review the file as data
Treat externally supplied cells as untrusted input; spreadsheet software can interpret some values as formulas. Use a suitable safe review process rather than enabling content indiscriminately. Import a small permitted sample and reconcile its fields and count before moving the full selection.