# Prepare your spreadsheet

## Why this matters

ExcelSend reads your sheet exactly as it is. A missing header or a stray selection is the most common reason a send goes to the wrong rows, or to none.

## The layout ExcelSend expects

- **Row 1 holds the column headers.** Each header becomes a field you can choose as the mobile number column or use as a [merge field](/docs/sending/merge-fields/).
- **One contact per row**, directly below the headers.
- **One column of mobile numbers.**

![A spreadsheet with headers in row 1 and one client per row](/img/exssite/mm-sheet1.png)
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Headers that are short and without spaces, such as `firstName` or `apptDate`, are easiest to use in messages.

## Which cells ExcelSend reads

- If **one cell** is selected, ExcelSend reads the whole used range of the sheet.
- If **more than one cell** is selected, it reads only the selection. The first row of your selection must then be the headers.

The top of the pane shows the **Sheet:** and **Range:** being read, the **Rows x Cols:**, and **Send Rows:**, the number of rows that will be sent. Check these before you compose.

ExcelSend re-reads the sheet when you change the selection. On older versions of Excel the pane says "Older Excel Detected: Click Refresh when you change sheet or selection". Click **Refresh** whenever you change sheet or selection.

## Choose the mobile number column

On the **Send New** tab, pick the column from **Mobile number field:**. ExcelSend chooses it for you when a header is `phone`, `mobile`, `cell`, `cellphone` or `mobilephone`, in any capitals.

ExcelSend sends each number as it appears in the cell and the number is checked when you preview: the [preview](/docs/sending/preview-and-send/) flags any it can't send to. International format, with the country code, avoids any doubt about which country a number belongs to.

## Rows that won't be sent again

When you send with [report fields](/docs/replies-and-reports/report-columns/), each row gets a job reference in the `exs_jobReference` column. **Rows that already have a job reference are skipped** on later sends, so a sheet can't accidentally text the same people twice.

To send to those rows again, use a new copy of the sheet, or clear their `exs_jobReference` cells.

Columns whose headers start with `exs_` are ExcelSend's own and aren't offered as fields.

## Common problems

**"No data detected on worksheet" or "No column fields detected on worksheet"**
The sheet is empty or row 1 has no headers. Add headers in row 1.

**"No data detected in your selection"**
The selected cells are empty. Click a single cell to use the whole sheet, or select the range including its header row.

**"No Send Rows"**
Every row in the range already has a job reference. See above.

**The wrong rows were counted**
You had several cells selected, so ExcelSend used only the selection. Click a single cell and check **Range:** again.

**Replies are matched to the wrong row**
Reports are matched by mobile number and job reference. If the same number appears twice in one send, both rows can pick up the same reply. Remove duplicates before sending.

## Related

- [Merge fields](/docs/sending/merge-fields/)
- [Preview and send](/docs/sending/preview-and-send/)
- [Report columns](/docs/replies-and-reports/report-columns/)

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Source: https://excelsend.com/docs/sending/prepare-your-spreadsheet/