Video tutorial · 4:28
Video: Set up and organise contacts
Set up groups and tags, import contacts and organise your contact table. Open a contact record to find communication, documents, interactions and events.
Chapters
- Start with the main menu
- Prepare groups and tags
- Set up references and preferences
- Choose how to add contacts
- Open Contacts and complete the record
- Search and filter the table
- Choose and order your columns
- Export a useful list
- Recognise the contact’s communication icons
- Continue from the selected contact
- Practise the complete workflow
Video transcript
Transcript
00:00 · Start with the main menu
Let’s prepare your first contacts and start working with them. We’ll set up the options, bring in your contacts and organise the table. Then we’ll open Emma Carter’s record at Harborlight Design Studio. You’ll find Utilities, Import and Contacts in the main menu.
00:19 · Prepare groups and tags
Open Utilities, then Contact Groups. Set up the group names and options you need to classify people. We’ll use Contact source, with Trade fair as an option. Return to Utilities and open Contact tags. Add VIP and choose its colour. If your team already has a system, use the agreed categories.
00:45 · Set up references and preferences
Back in Utilities, open Set up contacts. Here you define four reference names and six preference headings. We’ll use Project to identify a project with the code PRJ-1042. Under Special needs, we’ll record how Emma prefers to receive documents. Save your settings and return to the menu.
01:10 · Choose how to add contacts
Now open Import in the main menu. You can bring in contacts from Google, Microsoft, Apple, or an Excel file. The Apple option is used on an Apple device. Choose your source and follow the authorisation or file selection steps. Check the result before continuing. You can also create contacts manually.
01:35 · Open Contacts and complete the record
Select Contacts in the main menu and search for Emma. To create her record, choose New contact and enter her name. To change an existing record, select its row and choose Edit contact. Check the company and email. Assign Contact source: Trade fair, VIP, the Project code and the preference for documents by email. Save, then reopen the record to check it.
02:04 · Search and filter the table
To find someone, type in Search. The funnel opens Filter by groups and tags. Select Contact source: Trade fair and VIP, then choose Filter. You can narrow the results further with Search. To return to the full list, choose Remove filter and clear the search text.
02:26 · Choose and order your columns
Choose Show columns and tick the information you want to see. Select a column name and use the up or down arrows to change its position. Close the window to keep the layout. To sort the rows, select a heading such as Name; select it again to reverse the order. Then reapply any filter you need.
02:49 · Export a useful list
When your selection and columns are ready, open Export table, the cloud with a downward arrow. Choose Excel to work with the data, or PDF to share a list. Check the downloaded file, including the columns and people it contains. You can also use Print from the table.
03:10 · Recognise the contact’s communication icons
Return to Emma and open her record. The pin beside the address opens Google Maps. The phone menu offers Call, WhatsApp and SMS, depending on your device and available apps. The at sign beside the email address opens Send a message. The globe opens the contact’s website. Use the icon and its name together.
03:36 · Continue from the selected contact
Return to the table and keep Emma’s row selected. Interactions gives you the conversation history; Document management holds her files; Events shows meetings she takes part in. You’ll find these actions on the Contacts toolbar. On a mobile, open the Contacts menu to find the grouped actions.
03:58 · Practise the complete workflow
You can now prepare your categories, add contacts, find a person, organise the table and open a contact record. Try the workflow with a contact you know. Resources has the written steps and an icon guide to keep beside you while you work. Continue with the document management tutorial when you’re ready.