# Get a spreadsheet ready for import

Official GBMaps guide for the classic map maker. VectorMaps has a different interface.

Source: https://www.gbmaps.com/mcs/map-help.php?topic=import-checklist
Updated: 2026-10-22

Most import problems start with a shifted row, the wrong postcode level or a value formatted unexpectedly by a spreadsheet. A quick check before import saves a lot of tidying afterwards.

## 1. Choose the right importer

Import Excel colours postcode polygons into territories. Create Dots plots locations. Marker Boxes adds labelled locations. Radial Circles draws distance rings. A postcode in a legend note is just printed text. Choose by the result you want, not simply by the fact that your source is Excel.

[Open this step](https://www.gbmaps.com/mcs/map-help.php?topic=import-checklist#import-checklist--purpose)

## 2. Keep each record on one row

The postcode, name and settings on row 12 must all describe the same location or polygon. Sort the whole spreadsheet table together. Do not sort the postcode column separately. Check blank rows, merged cells and accidental heading rows.

[Open this step](https://www.gbmaps.com/mcs/map-help.php?topic=import-checklist#import-checklist--rows)

## 3. Match the map and postcode level

A UK postcode area such as YO, a district such as YO18, a sector such as YO18 7 and a full postcode such as YO18 7TG describe different levels. Territory import needs codes compatible with the selected boundary map; location tools need full postcodes for precise positioning.

[Open this step](https://www.gbmaps.com/mcs/map-help.php?topic=import-checklist#import-checklist--codes)

## 4. Keep names consistent

“North team” and a differently spelt version can become separate key entries. Use a single spelling for each territory. Give each territory one consistent colour throughout the sheet.

[Open this step](https://www.gbmaps.com/mcs/map-help.php?topic=import-checklist#import-checklist--names)

## 5. Preserve codes as text

Postal codes are identifiers, not quantities. Keep leading zeroes where relevant and avoid spreadsheet date conversion. In the advanced location importers, use plain numeric settings and the exact words listed in Column guide.

[Open this step](https://www.gbmaps.com/mcs/map-help.php?topic=import-checklist#import-checklist--format)

## 6. Read the import result

A loaded file is not always an applied import. Review the fields, choose Import to map, then check any errors or missing postcode results. Keep the original spreadsheet so you can correct and repeat the import without rebuilding it from the map.

[Open this step](https://www.gbmaps.com/mcs/map-help.php?topic=import-checklist#import-checklist--review)

## 7. Choose the correct import route

Use Import Excel for postcode-to-territory columns; Advanced import under Create Dots, Marker Boxes or Radial Circles for each item’s settings; Additional Data → My datasets for reusable numerical CSV data; or the assistant’s paperclip for a small reference to discuss. Attaching a spreadsheet to the assistant does not import it into My datasets. Each route has its own limits and replace/add behaviour.

[Open this step](https://www.gbmaps.com/mcs/map-help.php?topic=import-checklist#import-checklist--route)

## Related guides

- [Import Excel: postcode territories](https://www.gbmaps.com/mcs/map-help.php?topic=excel)
- [Advanced dots & shapes: every column](https://www.gbmaps.com/mcs/map-help.php?topic=advanced-dots)
- [Advanced marker import: every column](https://www.gbmaps.com/mcs/map-help.php?topic=advanced-markers)
- [When the map does not do what you expect](https://www.gbmaps.com/mcs/map-help.php?topic=troubleshooting)