Import Media Lists
You can now bulk upload contacts into new or existing Media Lists directly via CSV or XLSX. Once uploaded, you’ll see a summary screen with import results (database matches, custom contacts created, duplicates, errors) and receive an email confirmation. Muck Rack provides two methods for importing media lists:
Self-Service Importer: Suitable for lists with up to 1000 contacts. Allows immediate upload and streamlined results for users who format files correctly.
Assisted Import: Best for larger or more complex lists with over 1000 contacts. Muck Rack’s team assists with formatting and import, though it may take up to 10 business days.
Download Our Media List Template
Use our template to quickly and accurately upload your contacts to a media list. To download the template, go to your Media List page, then select Import Media List in the top right corner. From the box that appears, select the Download Template button in the middle.
IMPORTANT: Your import file must match the template’s column order exactly. Files with columns out of order may fail, even if the header names are correct.
Before Importing Your Media List
To ensure a successful upload, your file must follow Muck Rack’s required template structure exactly. Here are more formatting tips to ensure success:
Preparing for a Successful Import
Review Your Spreadsheet: Check that all data is accurate and formatted correctly. Ensure columns are clearly labeled, especially for notes and mailing addresses.
Decide on Note Placement: Discuss with your team where notes should be saved (Activities, Contact Preferences, or Media List Notes).
Test the Import: If possible, perform a test import with a small sample of data to confirm everything is set up correctly.
Formatting Tips
Remove all formatting. This may include:
Cell colors
Cold or italic text
hyperlinks
Filters
Frozen rows or columns
Special characters
We recommend pasting your data into a clean version of the template using "Paste Values Only." Then, save the file as a new CSV or XLS.
Include 1 email address per row.
Column names must be titled "email", "first_name", "last_name". Contacts without email addresses cannot be imported, and such entries should be updated or removed.
"Country" columns must include a 2- or 3-letter ISO country code. Refer to this updated list of ISO country codes.
Upload up to 1000 contacts in a single spreadsheet.
Specify import instructions for spreadsheets with multiple tabs: either combine tabs or import them separately.
Ensure your spreadsheet includes only one page when possible, as the importer accepts single-page spreadsheets by default.
Handling Multiple Spreadsheets
You have two options for importing multiple spreadsheets:
Combine into a Single List: If you want all the data in one consolidated media list, combine the spreadsheets into a single file before importing. This is ideal for creating a unified list of contacts.
Import Separately: If you prefer to keep the data organized into distinct lists, import each spreadsheet as a separate media list. Specify this preference when submitting your files.
Guide to Import Columns
This table provides guidance for each of the available headers that can be included in a Media List Import file.
Header for Importing | Additional Instructions |
Remove all erroneous symbols or words from email addresses so that only the email exists.
Ex: jane@nytimes.com/ or <jane@nytimes.com> would not import.
If a person does not have an email address, delete any text (e.g. “No email listed” or “N/A”) so the row is left blank.
Replace any curly apostrophes with straight apostrophes.
If a person has more than one email listed, split it into a new row with all the other information being the same. This is typically used for personal emails. | |
email_type | This should include a number value (1 or 2) based on the following types:
1 - Work 2 - Personal
|
first_name | If journalists have middle names, they should be moved to the first name column. |
last_name | If not a human (outlet contact or general news contact etc), leave the first_name field blank and add the media outlet name under this column. |
relationship_owner | This header allows you to import relationship owners from your organization to matching journalists. It should include the email of an active user who is under the same organization.
Note that multiple relationship owners can exist on single journalist profiles. |
media_list_note | This header allows you to import media list notes that will be unique to the specific list. |
media_outlet | This header associates a contact with their media outlet (publication/outlet) when importing a media list. |
address | The first line of the mailing address
NOTE: If the |
address2 | The second line of the mailing address |
city | The city from the mailing address |
state | The state/province from the mailing address. The field is free text so it can be abbreviated (two letters) or spelled out.
Ex: NY or New York |
zip_code | The zip/postal code from the mailing address |
country | The 2- or 3-letter ISO value belonging to the country from the mailing address.
For Example, 'USA' for the United States of America. |
address_type | This should include a number value (1 or 2) based on the following types:
1 - Work 2 - Personal |
Storing Notes
Notes from your import file can be saved in one of three ways, depending on how you plan to use them:
Detailed Options for Saving Notes
Activities: Use this option if you want the notes to appear as timeline-style logs on contact profiles. Activities are ideal for tracking interactions or updates related to specific contacts.
Example: "Followed up with this journalist on 2025-11-25."
Contact Preferences: Save notes here if they pertain to how you engage with a journalist, such as preferred contact methods or times.
Example: "Prefers email over phone calls; best time to reach out is mornings."
Media List Notes: Choose this option if the notes are specific to a media list rather than individual contacts. Media List Notes are useful for providing context or instructions related to the entire list.
Example: "This list is for the 2025 product launch campaign."
Best Practice
Before starting the import, decide where the notes will be most useful for your team. Confirm your choice during the import setup to ensure the notes are placed correctly.
Activities: Use this option if the notes are related to specific actions or tasks.
Contact Preferences: Choose this if the notes pertain to how you interact with the contact.
Media List Notes: This is the default option for general notes related to the media list.
Specify your preferred option before the import begins to ensure the notes are organized appropriately.
Import a Media List
Import a Media List via the Media List table view or from within an existing Media List.
Select Import Media List in the Media list table view.
Select Add Contact > Contacts from Import within an existing Media List.
The import dialog should appear. Input your Media List name and choose your preferred method for uploading your Media List: either drag and drop your CSV or XLS file, or select via the File Uploader.
NOTE: If uploading directly from within an existing Media List, the name of that list will auto-populate in this field.
Once the import is completed, you’ll see a summary screen with your import results. This information will also be emailed to you.
NOTE: You may need to refresh your list if you do not immediately see any entries. For large media lists, it may take a few minutes for all contacts to appear. Refresh the page to ensure the list is fully loaded.
NOTE: If there are any errors in your Media List (eg: wrong file format, incorrect # of columns, etc), you will see an error message in your results summary.
Any contacts without a match in the Muck Rack database will be added as a Custom Contact.
If contacts you add to a media list do not appear in exports, this may be due to platform performance issues. During such times:
Items may appear added on individual contact pages but not reflect correctly in exports.
Wait for platform performance to stabilize.
Re-export the list once performance is restored to ensure all contacts are included.
Frequently Asked Questions (FAQs)
Question | Answer |
Does the column order matter if the headers are correct? | Yes. The column order and headers must match the template exactly. |
Can I import Newsdesk emails? | Newsdesk emails can only be imported as custom contacts using the Import Media List option. |
What if my contacts are not found in the Muck Rack database? | If any of your contacts don't match existing profiles or don't meet our criteria to be added to the main database, they will be added as Custom Contacts for your team.
Custom contacts are owned solely by your organization and will not be maintained by Muck Rack's Editors. |
Are there any limits to the number of uploads I can perform? | No. You can import as many media lists as needed. |
Are there any limits to the number of rows that each upload can contain? | There are no limits; however, we recommend staying between 300 to 500 rows for best performance. |
What if our team only has the first and last names of journalists included in an import, but no email addresses? | Any contacts without emails will trigger an error code in your import results. Those contacts will not be added to your Media List. |
Can I assign or create folders during the import process? | Not at this time. |
Why do imported contacts show dashes instead of names? | This happens when names are missing in the import file. Edit the custom contacts directly in your account to correct the names or request their removal. |
Why are fields like Media Outlet or Title missing after import? | This occurs when imported lists match to existing incomplete records by email. Use the official Muck Rack template and ensure headers are formatted exactly as required. |
Why do contacts not appear in imported media lists? | Duplicate lists may cause confusion. Check for the exact list name targeted during the import and consolidate duplicates by removing empty lists. |
Why is there a discrepancy between contact counts at the top and bottom of the list? | This happens when a filter is applied. Remove the filter to display the full contact count. |
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