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4.12. Creating and Managing Groups
Updated 02.05.18
SuperQuick video instructions!
Why in the world do you need Groups? Plain and simple: Better targeting = better results (lower Spam complaints, greater loyalty and so much more...) The Email Yogi explains and provides some great basic precepts for segmenting your audience. Read about it.
1. To add a new group, type the desired Group name in the Create New Group field, then
click Add Group. (Folks, does it get any easier?)
2. To change the name of a group:
a. Click the Edit Groups link
b. Click the Edit icon to the left of the current Group name
c. Place your cursor in the Edit Group Name dialogue box, then hold your CTRL+A keys simultaneously to select all text
d. Type the new Group Name
e. Click OK
3. To add or remove contacts to/from a Group(s):
Option A: Adding/Removing many contacts: From the main Contacts page, enter search criteria,
filter, or browse to find the appropriate contact(s). Click the checkbox to the left of
the contact name to select it. Use the Actions menu to choose Groups, then select
the Group(s) to which to add the contact(s). Click the Add to Groups or Remove
from Groups button to complete the process.
Quick Tip: When managing many contacts, select "Display 50 Records per Page" at the bottom of the page. Then, select appropriate contacts on each page, and add/remove them to/from groups before going to the next page. That way if you get interrupted, you won't lose your work!
Option B: Adding/Removing existing contacts individually: Click on a contact name to open the
editing page. In the Groups section, select or unselect the appropriate Group(s)
to update the single contact's Group affiliation(s).
Option C: Adding a new contact and assigning a group: In the Quick Contact Entry process:
Enter basic information (Name, Email Address, etc.), then use the Add Contact
To Group Now, or click Add More Details to add the contact to additional groups.
4. To merge groups:
- From the main Contacts page, filter for the group you want to merge with another group.
- Once the filter is active use the select options to select all (this will select all of the filtered set).
- Use the Actions menu to choose Groups, then select the Group(s) to which to add the contact(s).
- Click the Add to Groups button to complete the process.
- Clear the filter
- Now, select the group to which you just merged the contact (the destination group), to be sure the operation was successful.
- If you no longer need the original group, use Step 6 below to delete the obsolete Group Name
5. To delete contacts associated with a group (this means you will remove the contacts from your
database!):
- Use the Filter by Groups & More dropdown list to select the group(s) whose recipients (some or all) you wish to delete
- Click Apply Filter(s)
- To delete all contacts associated with the group(s), click the All button at the top of the page in the Select Contacts bar, then click the Delete button from the Actions bar
- To delete specific record(s), click the checkbox(es) for the appropriate record to select it, then click the Delete button in the Actions bar
- Deletions are immediate and permanent and cannot be undone!
- Note: To delete all the contacts in a group AND the name of the group, you must FIRST delete the contacts associated with the group, THEN delete the group name. If you delete the group name first, you will not be able to filter for the contacts within the group and will have to delete them one by one!
6. To delete ONLY a Group Name (not the contacts currently associated with the group), click the
Edit Groups bar. Next, click the checkbox for the appropriate Group(s), then click the Delete
Selected Groups link. This action is immediate and permanent, and cannot be undone.
7. To export a copy of your data by group(s):
- Use the Filter by Groups & More dropdown list to select the appropriate group(s)
- Click Apply Filter(s)
- Click the All button at the top of the page in the Select Contacts bar, then click the Export button from the Actions bar.
Need some ideas for what kinds of Groups to create? Use the downloadable PDF document below for a worksheet to begin brainstorming.