Google Contacts is one of the most widely used liên hệ management tools out there. An essential part of Google"s suite of website applications, it stores và organizes tương tác information, both for personal và professional purposes.
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If your business uses GSuite — including gmail as the email server — you can use Google Contacts as a contact repository for your organization. It"s không lấy phí to use và works well alongside Google"s other applications, so it"s a popular choice for small businesses that want a simple & budget-friendly tool for tương tác management.
But how can you make the most of Google Contacts lớn keep your business" contact data organized và serving its best purpose? In this guide, we"ll mô tả the best tips và tricks to mastering all that Google Contacts has to lớn offer.
How does Google Contacts work?
Google Contacts mostly runs behind the scenes khổng lồ keep your contacts on gmail organized & updated. But it"s more than just an address book: Google Contacts has evolved to offer multiple information fields and segmentation options to organize & manage your contact data — both on your e-mail inbox and even on your phone. Contacts are added automatically to lớn Google Contacts from your Gmail, but you can also edit, enrich, and create new contacts manually.
Each contact record includes basic information, such as first name, surname, job title, e-mail address, phone number, & company. You can also add notes about a contact, as well as creating labels khổng lồ separate your contacts into groups.
Labels are very handy khổng lồ segment contacts into groups that make sense for your business, such as "New lead," "Prospect," and "Customer." If you have personal and professional contacts in the same Google Contacts account, you can label them as such to lớn make sure they don"t get mixed up.
If you click on "Show more" in the bottom left corner, you will also have the option to địa chỉ cửa hàng a lot more information to your liên hệ records, such as prefix, suffix, nickname, birthday, etc. You can also create custom fields for your contacts if you feel like there"s something missing.
Organizing Your Contacts
We mentioned the labels you can địa chỉ to each tương tác on Google Contacts. These labels will appear on the left-hand sidebar on your Google Contacts homepage, so you can easily visualize which contacts are in which group, as well as how many contacts are in each group.
In addition to visualizing labels, you can also see an overview of all contacts, frequently contacted, other contacts, và contacts that can be merged or fixed.
Contacts vs. Other Contacts
You might notice that on that left-hand sidebar, there"s an option lớn see "Contacts" and, at the very bottom, another option for "Other Contacts." But what"s the difference between these two lists?
On Contacts, you can see the contacts you manually added, or that were added lớn Google Contacts via an integration or contact sync.
However, if you e-mail someone but haven"t added them as a contact, Google Contacts automatically saves their e-mail address in your Other Contacts group. So, next time you want to thư điện tử them, their e-mail address will automatically show on Gmail, as a sort of "autocomplete" feature.
If you want to move contacts from Other Contacts khổng lồ Contacts, simply select them và click the Add to contacts button just above the list. A good reason to vì chưng this would be if you want khổng lồ sync your Google Contacts database khổng lồ other applications because in this case only the contacts stored in Contacts will be synced.
If you don"t want every tương tác you e-mail to be saved to Other Contacts, there"s a simple way lớn deactivate this feature: simply go khổng lồ your gmail account & click on the settings icon on the top right corner. In the Create Contacts for Auto-Complete section, select I"ll showroom contacts myself. Then, at the bottom, click Save Changes.
So, in a nutshell, Contacts is your real contact list, khổng lồ use and edit. Other Contacts holds everyone you’ve ever contacted via email so that you don’t have khổng lồ remember their e-mail addresses.
Merging Contacts
It"s not uncommon lớn come across duplicate contacts in Google Contacts or Gmail. This means that you may have multiple tương tác records belonging to lớn the same person, but each one stores separate bits of information.
Luckily, Google Contacts has a handy option to lớn merge & fix contacts. It will automatically detect tương tác records that might be duplicates và show them under the Merge and Fix option on the left-hand menu. You can then reviews these tương tác records and decide if they can be merged or updated.
For example, you may have added the same tương tác twice to lớn your Google Contacts: once with their email address but no phone number, và another time with their phone number but no e-mail address.
Both liên hệ entries will appear if you go to the Merge & Fix option, allowing you to lớn decide if you want khổng lồ merge both entries into one. Then, just click on Merge & that"s it — your duplicates are taken care of.
The application will also let you know if there are any changes that you may need to make to lớn your contacts. Just like the duplicates, it will detect tương tác details that may have suffered changes so you can review them & authorize as needed.
Undoing Changes
Made a mistake while updating your contacts? Don"t worry, Google Contacts lets you restore your contacts back lớn any state in the past 30 days. Simply click on the settings icon in the top right corner of the screen & click on Undo Changes. The system will then ask you to lớn choose a time lớn go back to:
Contacts Directory
If your business uses GSuite, including Gmail & Google Contacts, you may see an option on the left-hand sidebar that you don"t have on your personal Google Contacts account: the directory.
When going lớn the directory, you may see contacts that you haven"t entered yourself. So how did they get there?
The directory is basically a danh mục of users and e-mail addresses in your organization"s domain. That’s how Google can auto-complete the email address of your colleagues & schedule meetings with anyone in your company, even if you’ve never emailed them before.
The system administrator controls which e-mail addresses appear in the directory, and they can also remove contacts from it, too.
How to lớn Integrate Google Contacts With Other Applications
Integrating Google Contacts with other tools is definitely possible — and recommended. Google Contacts already integrates seamlessly with other Google products, such as Google Calendar & Google Maps.
Aside from the Google ecosystem, it"s very easy khổng lồ connect Google Contacts with other tools you"re using lớn store tương tác data. Here"s how these integrations work.
Syncing Google Contacts With Other Google Apps
On Google, you have "one trương mục to rule them all." This means that by creating just one account, you can use all of Google"s apps — & the information in all of them will be automatically synced. By going khổng lồ your Gmail tài khoản (or lớn your Google tài khoản home), you will see an icon with nine dots in the top right corner. By clicking on it, you will be able khổng lồ quickly visualize all of the Google apps you have access to.
Since they are all automatically connected, there"s not much you need to vì in terms of synchronizing the information on your Google apps. But here are a few examples of how you can take advantage of Google Contacts data in other apps.
Google MapsIntegrating Google Contacts & Google Maps makes it super easy lớn find someone"s address directly on Google Maps. If you"re going to lớn a friend"s house but can"t remember how to lớn get there, you can easily find their address by typing their name in the search bar on Google Maps, & their address will automatically appear.
Same thing goes if you"re going lớn a business meeting with a client in their office, for example. You can easily find their address on Google Maps by simply typing their name in the search bar.
Needless lớn say, this only works if there is a valid address attached to the liên hệ record for that person. In addition, you need to lớn make sure that you are logged into the same Google tài khoản both on Google Maps and Google Contacts.
Google CalendarWhen setting up a meeting in Google Calendar, it"s really simple lớn send the invite lớn contacts you already have on Google Contacts. All you have to vày is go to lớn your Google Calendar & create a meeting. Then, start typing their name in the "Add guests" box and your contacts will automatically appear as suggestions.
Just lượt thích the Google Maps integration, you need to make sure that you are logged into the same tài khoản both on Google Calendar & Google Contacts.
This works for people outside your organization as well as those inside your company. The only difference is that for external contacts, you need to lớn have added their contact details yourself. For internal contacts, all of their information will already be in the directory section in Google Contacts, so you can phối up meetings with anyone in your organization without needing to lớn hunt down their thư điện tử addresses.
Another use for the Google Calendar integration is for birthdays. If you"ve added a contact"s birthday on Google Contacts, it will also automatically appear on your Google Calendar.
Integrating Google Contacts With Your Other Tools
Apart from integrations within the Google ecosystem, it"s also possible to cốt truyện your contacts on Google Contacts with your other apps that store tương tác data or vice-versa.
You can do this either by importing và exporting CSV files or by using an integration app. Here"s how each of these methods works.
Importing & Exporting Via CSV FilesGoogle Contacts offers an out-of-the-box option khổng lồ import and export contacts as CSV files. When you visit your Google Contacts page, you"ll see the options to lớn import & export CSV files on the left-hand sidebar. This allows you to import a menu of contacts from another phầm mềm to your Google Contacts account, or khổng lồ export the contacts you store on Google Contacts.
There are three CSV file methods available on Google Contacts: Google CSV files, Outlook CSV files, và vCard files.
You don"t necessarily need to import/export your entire contact database on Google Contacts — you can choose khổng lồ import or export files labeled only "Work," for example, and leave the other groups out of it.
Importing và exporting your contacts in CSV files works well enough if you only need to vày it once. In other words, if you need to take contacts from one app và send them to lớn another app, an import/export of your contacts on Google Contacts will be a good solution for you.
However, if you need to continuously cốt truyện contacts between several applications, using CSV files might vày you more harm than good.
For instance, because some CSV files are separated by commas, addresses may be broken into different information fields when the tương tác is moved through a CSV file. Data such as phone numbers can also come in a lot of different formats, so you can over up with wrong or duplicate data in your apps.
But the biggest issue with CSV is that your liên hệ data is constantly changing, and CSV files only take a temporary snapshot of your database. This snapshot can get outdated very fast, and will not keep your contacts updated in real-time. Because of this, you will probably need khổng lồ constantly import & export, which can quickly get messy — not lớn mention that doing this manually several times per month would take up far too much of your time.
That"s because CSV is not optimized for continuous, real-time tương tác sharing and does not keep your contacts in sync.
However, if you vì want lớn keep your contacts in sync in real-time, you"re probably better off syncing Google Contacts with the rest of your tech stack two ways.
Syncing Google Contacts With Your mobile Device
If you mainly rely on your phone to check your contacts, you know how valuable it can be to lớn have your Google Contacts data in sync with your phone contacts.
There"s an easy option to sign in to lớn your Google trương mục on both Android & iOS devices and sync Google contacts to lớn your phone. Here"s how you can bởi that.
Google Contacts on AndroidYour Google contacts sync lớn your android device when you sign in, & changes khổng lồ your contacts will automatically sync to lớn keep them up khổng lồ date.
If you"ve signed into multiple Google Accounts on the same device, contacts from all accounts will sync khổng lồ the device — so watch out for that if you don"t want all contacts to be included in the sync.
If you want to lớn stop Google contacts from automatically syncing contacts, go khổng lồ Settings on your game android device. Tap Google, then account Services, and then Contacts Sync. You will then see an option to Automatically sync Google contacts, which you can toggle off.
If you"ve created contacts on your android device, they will automatically appear in your Google Contacts account in the Contacts section.
Google Contacts on iOSSyncing Google Contacts to lớn your game ios is also possible. Simply go khổng lồ your phone"s Settings app & tap Passwords và Accounts.
Then, click on Add Account and choose Google. The system will then ask you khổng lồ enter your Google username và password. Once you"ve logged in, you"ll see the Google services you can sync with your phone, which you can toggle on or off. Simply make sure "Contacts" is toggled on và you"re all set.
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Now you should be all phối with Google Contacts. It"s an extremely useful application that makes it a breeze to manage your contacts, both on a personal và a professional level.