How to remove duplicates before you enrich a list
Find repeat contacts in a spreadsheet, choose which row to keep, and know what ContactYard does with duplicates it finds.
Duplicates make reports wrong and inboxes annoyed. Someone gets the same email twice, and your contact count looks bigger than it is.
ContactYard doesn't charge extra for repeats. Duplicate rows in an enrichment file get the same result and cost nothing more. Even so, cleaning them first keeps your own data trustworthy.
Step 1: Decide what counts as the same person
Pick a key. The best are, in order:
- A LinkedIn profile URL, if you have it.
- A work email address, lowercased and trimmed.
- First name, last name and company website together.
Don't use name alone. Two people called Sam Lee can work at different companies.
Step 2: Normalize before you compare
Most missed duplicates differ in small ways. Fix these first:
| Different | Same |
|---|---|
| Tom.Hale@Fernway.example | tom.hale@fernway.example |
| https://www.fernway.example/ | fernway.example |
| Thomas Hale / Tom Hale | Pick one, or compare on the LinkedIn URL |
| linkedin.com/in/tomhale?utm=x | linkedin.com/in/tomhale |
Step 3: Mark the duplicates
In a spreadsheet, add a helper column that joins your key, then flag any value that appears more than once. Sort by that column and review the groups.
=IF(COUNTIF($A$2:$A$5000, A2) > 1, "duplicate", "unique")
Step 4: Choose which row to keep
Keep the row with the most complete details, or the one that was most recently active. Copy over any useful fields from the others before you delete them.
Tip: Save a copy of the original before deleting anything. Merging mistakes are hard to undo.
Step 5: Check the counts in ContactYard
When the job finishes, compare Credits used with your row count. If you used far fewer credits than rows, many rows were repeats, already unlocked or not found. That's normal. If the gap surprises you, go back and check your key.
What to do next
Clean file in hand? Fill in the missing emails and phones.
Keep reading
How to fill in missing emails and phone numbers in a spreadsheet
Upload a contact file, map your columns, check the preview and get emails and phones added next to your original rows.
How to prepare a messy export for enrichment
Fix the handful of problems that stop rows from matching: missing names, merged cells, odd URLs and oversized files.
How to clean a list before you send: role inboxes, competitors and wrong titles
A short checklist to remove the contacts that waste sends or hurt your reputation, before you email anyone.