Found
Part One — Find them

Step 1 — Gather your contacts

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Gather your contacts

Every route starts here. Your phone and your email have been quietly collecting your clients for years. This step pulls them into one clean file.

"Gmail, Outlook, and iCloud all store contacts that you've emailed, texted, or scheduled appointments with — many of whom are NOT in your CRM."

— Rebecca Green

Export from every place they live

Do this on a computer, with Claude open in another tab. Download each export, then drag the file into Claude.

Gmail (Google Contacts)

  1. Go to Google Contacts (contacts.google.com).
  2. Click "Contacts" in the left menu.
  3. Select the checkbox at the top to select all.
  4. Click the three-dot menu, then "Export."
  5. Choose Google CSV and download.

Gmail "Other contacts" — don't skip this one

Google quietly saves people you've emailed in a separate list called "Other contacts." They don't show up in your regular contacts, and they don't come out in the export above. Past clients, vendors, and leads you've already emailed are often hiding here.

  1. In Google Contacts, click "Other contacts" in the left sidebar. You might need to click "More" to find it.
  2. Select the checkbox at the top to select all.
  3. Click the three-dot menu, then "Export," and download the CSV.

Outlook (desktop)

  1. Open Outlook, then File, then Open & Export, then Import/Export.
  2. Choose "Export to a file," then Comma Separated Values (CSV).
  3. Select your Contacts folder and export.

Outlook (web)

  1. Go to Outlook on the web and click the People icon.
  2. Click Manage, then Export contacts.
  3. Choose "All contacts" and download the CSV.

iPhone

  • On your phone: open Contacts, tap Lists, press and hold All Contacts, and choose Export. Save the .vcf file to Files, then AirDrop or email it to yourself.
  • Or on your computer: log into iCloud.com, go to Contacts, select all, and export as a vCard.

No need to convert the vCard. Claude reads it as is.

Your iPhone probably syncs some Gmail contacts, so you'll see overlap. That's normal. The prompt handles it.

Run the prompt

Upload every file, then paste this:

Merge your contacts
I'm uploading my contacts from every place they live: [LIST: Google Contacts, Google Other contacts, iPhone, Outlook]. Some files are CSV and some are vCard (.vcf).

1. Read every file and line up the fields.
2. Combine everything into one master list. Same name plus the same email or phone = same person. Merge them and keep every email and phone number.
3. Don't merge different people who share an email or phone (couples often do). Keep them as separate rows and add them to a "Shared contact info" list for me to check.
4. Remove junk automatically:
   - Relay and masked addresses (Zillow, Realtor.com, Redfin, Homes.com, Craigslist, Facebook Marketplace, Apple Hide My Email / privaterelay.appleid.com, and similar)
   - No-reply, notification, and mailer-daemon addresses
   - Automated senders: DocuSign, Dotloop, SkySlope, ShowingTime, calendar invites, receipts, and newsletters
   - Anyone with no name and no phone number
5. If a relay address belongs to a real person with a real name, don't lose them. Merge them with their real email if it's anywhere in my files. If it isn't, put them on a "Real person, no usable email" list.
6. Keep every birthday you find. If one person has different birthdays in different files, flag it.
7. Add a Source column showing where each contact came from.
8. Standardize names in proper case, phones as (555) 555-5555, and emails in lowercase.

Only ask me about contacts you genuinely can't decide on, as one short list at the end.

Give me Master Contacts.csv. Tell me how many contacts came from each source, how many duplicates you merged, and how many junk entries you removed. Then show me the "Shared contact info" and "Real person, no usable email" lists.

Sort them: who's who

Your contacts are a mix of clients, friends, family, and every lender, escrow officer, agent, and vendor you've ever emailed. Sorting them now does two things: your CRM gets clean categories, and Claude won't mistake your escrow officer for a client later.

"Categories help you quickly filter and communicate based on role, relevance, and where someone sits in your business ecosystem."

— Rebecca Green
Sort your contacts
I'm uploading Master Contacts.csv. [If connected: You also have read access to my Gmail / Outlook email.]

Sort every contact into one of these categories: Sphere (friends, family, neighbors), Agent, Lender, Escrow / Title, Vendor (inspectors, stagers, photographers, contractors), or Other. [Or use my categories instead: LIST.]

Use every clue you can find: email domains (title and escrow companies, mortgage companies, brokerages), company names, job titles, email signatures, NMLS or license numbers, and how we've emailed each other.

If you're fairly sure but not certain, label it "Likely": Likely Agent, Likely Lender, Likely Escrow / Title, Likely Vendor.

Don't guess who's a past client. That comes later. Don't delete anyone.

Add two columns: Category, and Why (one short reason). Give me the updated Master Contacts.csv and a count for each category. Then list every "Likely" contact for me to confirm.

Before you move on

Up next, Step 2: find your closings.