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Combine Addresses, Split Names and Prepare Emails

Use built-in preparation for common contact and address problems

Overview

Three preparation tasks come up in almost every contact import: addresses split across several columns, full names in a single column, and email columns containing duplicates or invalid entries. The Studio has a dedicated option for each, all of which leave the original upload unchanged.

Combine address lines

Many exports split a street address across Address 1, Address 2 and Address 3. HubSpot usually expects a single street address.

  1. In Prepare, open Street address.
  2. Choose the address-line columns in order. Columns named like Address 1, 2 and 3 are suggested automatically.
  3. Choose the Address separator: Comma, Line break or Space.
  4. Check the Combined address column name. It defaults to Street Address.
  5. Turn on Combine address lines, then choose Apply preparation.
  6. Map the new column in Map.

Good to know:

  • Blank address lines are skipped, so you won't get double commas.
  • The original address-line columns remain available.
  • The combined column cannot overwrite an existing column with the same name.
  • Changing the worksheet, header row or skipped columns resets the address set-up.
  • Turning the option off removes the generated column the next time preparation is applied.

The default column name and separator can be saved in the portal's Preparation settings.

Split full names

Use name splitting when a file has one Full name column but HubSpot needs First name and Last name.

  1. Choose the Full-name source column. Recognised full-name headings are suggested automatically.
  2. Turn on Split full name into first and last name.
  3. Prepare the import. Contact files gain First Name and Last Name columns. Map them to HubSpot's First name and Last name properties when importing.

How splitting works:

  • It must be switched on for each import. It is never enabled automatically or saved as a portal default.
  • Selected full-name values are sent to the furball name service when contact files are prepared. No other columns are sent.
  • Existing first and last names from mapped columns are kept. Splitting only fills missing parts.
  • Blank names are skipped, and repeated names reuse the same result.
  • If the file already has First Name or Last Name headings, the new columns are prefixed with "Generated:" to avoid confusion.
  • The original full-name column is preserved.

If splitting fails, or a deduplicated contact has conflicting names, the contact file is blocked for review. Company and note files are not affected. The Studio never guesses a split from spaces in the name.

If the option is unavailable, name splitting is not enabled for your workspace.

Prepare email columns

Edit an email column in Prepare to find two independent options. Both are off by default.

Deduplicate rows by email (keep first)

Keeps the first row for each email address and removes later rows with the same address before any file is prepared.

  • Matching ignores letter case and surrounding spaces.
  • Rows with blank or invalid emails are never treated as duplicates of each other.
  • If several columns use deduplication, they are applied in order.

Use this with care. Deduplication removes rows from every output, including notes, event participation and custom events. Leave it off when repeated email addresses represent separate activities you want to keep, such as several booth visits or webinar sessions by the same person. Contact files already combine repeated contacts without losing their activities.

Clear invalid email cells

Empties cells whose value is not a valid email address, while keeping the rest of the row.

  • Validation checks the format of the address. It does not confirm that a mailbox exists or can receive email.
  • Use it when invalid entries, such as "n/a" or "see notes", would otherwise block contacts or cause failed updates.

Both options run after trimming, replacements, case changes and blank filling. Choose Apply preparation to refresh the row counts.

Why it matters

Complete addresses support territory routing and reporting. Separate first and last names make personalisation and duplicate checks more reliable. Clean email values are the main way the Studio and HubSpot recognise existing contacts, so they directly protect against duplicates.

What to do next

  • Map the combined address, first name, last name and email columns in Map Columns to HubSpot Properties.
  • Read Choose Outputs, Import Modes and Record Identifiers to understand which identifiers each contact needs.