> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/households/email-broadcasts/spreadsheet-audiences.md).

# Audiences from a Spreadsheet

Turn a spreadsheet someone has exported and refined into an audience, matched back to the clients in your CRM, with its columns as merge fields.

Sometimes the list already exists in Excel. Someone exported it, filtered it and added notes, and that list is exactly who you need to write to. **From a spreadsheet** turns it into an audience without re-keying anyone.

The file is matched back to your CRM, so every recipient is a real client record and the email lands on their timeline like any other. Its other columns, such as a review date or a suburb, can come along as merge fields.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fgit-blob-8bf75cc0d917176d2fb89e0438fd76381ea2d5ae%2Femail-spreadsheet.gif?alt=media" alt="New audience from a spreadsheet: a file of households is chosen, sent to the people in them, kept current with three rules ticked, Suburb and RSVP brought along as merge fields, then the check shows 58 rows becoming 52 recipients and lists the merge fields"><figcaption><p>The file, match and choose, check the list. All names are examples.</p></figcaption></figure>

## What the file needs

* An **.xlsx**, **.xls** or **.csv** file.
* Column headings in the **first row**.
* A column that identifies each row: the **record Id** (as exported from a CRM report) or an **email address**.

## Step 1: The file

Click **New audience**, choose **From a spreadsheet**, and pick your file. You'll see how many rows and columns it has, and how many distinct records or email addresses were found.

If more than one column could identify the rows, choose the right one under **Column that identifies each row**.

## Step 2: Match and choose

### Who gets the email?

If the file lists **households**, remember a household has no email address of its own. Choose:

* **The people in them**: the people inside those households. This is usually what you want.
* **These records themselves**: the records named in the file, emailed at their own address.

If the file only lists households, the people in them are chosen for you. If it mixes households and people, you'll be asked.

### Fixed or live?

* **Use the file as imported (Fixed).** Everyone in the file, every time you send, with no rules and no exclusions. Choose this when the file *is* the record, such as a remediation list or a breach notice. Someone who has since left is still someone you told.
* **Keep it current (Live).** The file decides who's *eligible*, and the rules you tick are re-checked before every send. Anyone who stops meeting them drops out on their own. The rules are:
  * Household is still Active or Staff/Family
  * Person is not Deceased, Archived, Lost Prospect or Test Client
  * No date of death recorded
  * Not flagged Email Opt Out

### Bring the file's other columns along

Tick any column you want to use in the email. Each becomes a merge field, shown next to it, for example **Suburb** becomes `{{{contact.suburb}}}`. See [Merge Fields](/households/email-broadcasts/merge-fields.md).

## Step 3: Check the list

You'll see exactly how the file becomes recipients:

1. rows in the file, and how many matched nothing
2. records found
3. how many have an email address
4. inboxes after shared addresses are merged (a couple sharing one inbox gets one email)
5. how many the live rules removed (live audiences only)
6. **recipients**

Open each line underneath to see who's affected: people with no email address, rows that matched nothing, people removed by the rules, and shared inboxes.

Below that is the list of **merge fields this audience gives your templates**, including the columns you brought along.

{% hint style="danger" %}
On a **fixed** list, anyone with no email address can't be reached, and nothing later will remind you. Sort them out, or record that they weren't told, before you send.
{% endhint %}

## Step 4: Name it

Give the audience a name and click **Create audience**. It's copied to the email service straight away and appears on the **Audiences** tab.