How to Merge Duplicate Records in Salesforce

By Tom Wong, Liz Kao, Matt Kaufman

Simple tools in Salesforce can help you keep your contact database in line and up to date. Try as you might, sometimes you come across duplicate contact records in the system. Instead of deleting one or several of the duplicate records and potentially losing valuable information in those records, you can use Salesforce to merge contact records easily.

To merge contact records, the contacts must be on the same account and you must be the contact owner of the records, the contact owner’s manager (that is, the contact owner must be subordinate to you in the role hierarchy), or a system administrator.

If you accidently merge two contacts, you can always undelete the merged contact from the Recycle Bin.

  1. On the Contact related list, click the Merge Contacts button, as shown.

    Step 1 of the Merge My Contacts Wizard appears.

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  2. Type the name of the contact that you need to merge in the field to the left of the Find Contacts button and then click the Find Contacts button.

    A Search Results page appears, displaying a list of records.

  3. Select a maximum of three records to merge and then click Next.

    In Salesforce, you can merge only three records at a time. The Step 2 page of the tool appears with a side-by-side comparison of the selected contact records.

  4. Compare the information and select the radio buttons for the values that you want to retain.

    At the top of each column, you can also choose to keep all the values from one record by clicking the Select All link.

  5. Click Merge.

    A pop-up window appears, prompting you to verify that you want to perform the merge.

  6. Click OK.

    The contact record reappears, and associated records from related lists are now linked on the contact record.