Learning Center / Knowledge Base

How to Manage a Contact List and Why

  1. Create a Contact List
  2. How to import contacts from popular programs
  3. What active, undelivered and unsubscribed contacts are
  4. Why it is not possible to send emails to unsubscribers

Before you start creating your contact list you may want to sort your contacts into groups. If you have a particular campaign aimed at a certain group of people, then placing these people into a contact list made specifically for this campaign will typically yield better results. A contact can be added into more than one contact list giving you the ability to target this contact with multiple campaigns. By sorting your contacts into groups that have similar interests, field of business, age, education, gender, etc., you are also helping to ensure that your emails won't be considered as spam or unwanted advertisements by ISPs or email filters.

If you decide to create additional contact lists, then you should put some thought into the naming of these lists and the email addresses they contain. A clear and accurate contact list name is important when managing campaigns to ensure the correct group was targeted. The name of the group should clearly indicate who receives your emails and be easily distinguished from other groups.

The following instructions will help you easily manage, create and rename your contact list as well as other operations.

1. Create a Contact List

You can build a contact list and prepare it for future use.

  1. Log in to your account.
  2. Click on the Contact Lists button in the main navigation bar.
  3. Enter a name for the new contact list and click on the Create button.
  4. Click on the name of the newly created contact list which is now displayed in a list.
  5. Now you can edit the contact list. To add an email address click on the Add Contact button. You have three options:
    • Add Email Addresses - Type in each email address on a separate line, you can also paste email addresses you have copied by using CTRL+V. Confirm and check the checkbox in front of "I confirm that each new contact has given consent to receive emails" and then click on the Import button.
    • Add Contacts - Here you can fill in a database of contacts with more information. Confirm and check the checkbox in front of "I confirm that each new contact has given consent to receive emails" and then click on the Import button.
    • Import From File - This option is typically used for larger lists of contacts, or databases. Click on the Browse button and locate the contact file in your computer, then click on the "Import" button.
      Note:
      Supported formats for importing contacts: Coma Separated (.csv), Semicolon Separated, Text files with tabs (.txt).
      Supported file encoding: ASCII and Unicode.
      Maximum file size is 4MB.

Managing contacts in the contact list:

  • To remove an email address from the contact list, check the checkbox in front of it and click on the Remove from List button.
  • The last two options allow you to rename the contact list by clicking on the Change Contact List Name button, or delete the contact list by clicking on the Delete this List button.

2. How to import contacts from popular programs

Another option of importing contacts into your contact list is from email clients and programs. You can simply import the file using the Add Contact option, as previously mentioned. First, you should export your contacts as a Comma Separated Values (.csv) file and then import your contacts into your PrimeSender contact list. Here are some examples on how to do this using some popular programs:

Outlook® 2010

The Import and Export Wizard in Outlook® makes it easy to export contact information from Outlook® into a .csv file.

  1. In Outlook®, Click on File menu, then click Open, and then click Import and Export.
  2. Click on Export to a file, and then click Next.
  3. Click on Comma Separated Values (Windows), and then click Next.
  4. In the folder list, click on the Contacts folder, and then click Next.
  5. Browse to the folder where you want to save the contacts as a .csv file.
  6. Type a name for the exported file, and then click OK.
  7. Click Next.
  8. Click Finish.

Mozilla® Thunderbird®

  1. In Thunderbird® on the Window menu, click on Address Book.
  2. Click on Export to a file, and then click Next.
  3. Select the required address book in the Address Books list.
  4. On the Tools menu click on Export.
  5. Browse to the folder where you want to save the contacts as a .csv file.
  6. Select the .csv format from the dropdown menu.
  7. Type a name for the exported file, and then click OK.

Gmail®

You can quickly export your Gmail® Contacts list into a .csv file. Here's how:

  1. Sign in to Gmail®.
  2. Click on Contacts along the side of any Gmail® page.
  3. From the More actions drop-down menu, select Export....
  4. Choose whether you want to export all contacts or only one group.
  5. Select the Outlook .csv format.
  6. Click on Export.
  7. Choose Save to Disk then click OK.
  8. Select a location to save your file, and click OK.

Yahoo!® Mail

You can quickly export your Yahoo!® Contacts list into a .csv file. Here's how:

  1. Sign in to Yahoo!® Mail
  2. Select the Contacts tab.
  3. Click Actions.
  4. Select Export All.
  5. Select format Yahoo! CSV.
  6. Enter the CAPTHA code and click on Export Now.

HotmailĀ® / Windows LiveĀ® / MSN®

You can quickly export your Contacts list into a .csv file. Here's how:

  1. Sign in to your Hotmail® account.
  2. Click on Contacts in left sidebar.
  3. Click on Manage in top menu.
  4. Select Export.
  5. Select a location to save your file, and click OK.

AOL®

You can quickly export your AOL® Contacts list into a .csv file. Here's how:

  1. Sign in to your AOL® Mail account.
  2. Click on Contacts in the left sidebar.
  3. Click on Tools in the top menu.
  4. Select Export.
  5. Select the file type Comma-separated value (.csv) and click on Export.
  6. Select a location to save your file, and click OK.

Microsoft® Excel® / other spreadsheets

You can quickly convert Excel® files into supported .csv files. Here's how:

  1. Open the Excel® file.
  2. Open the File menu.
  3. Click on Save as.
  4. Select Export or Other Formats.
  5. Select a location to save your file.
  6. Change the Save as type select box to CSV(MS-DOS).
  7. Enter a new filename and click on Save.

Facebook® contacts

You can use any Facebook® application that allows the export of Friends into .txt or .csv format.

IMPORTANT: Be sure to have confirmation from each contact that he/she is willing to receive emails from you.

3. What active, undelivered and unsubscribed contacts are

Contacts within a contact list are typically divided into three groups, represented by tabs in the contact list management area. You can easily switch between these tabs and control individual email addresses for every group. These three groups are as follows:

Active

Active contacts are subscriber email addresses that you can send your emails too. PrimeSender enables you to target your campaigns to this group only.

Undelivered

Undelivered contacts are email addresses that the system could not send an email to. This usually indicates that the email address doesn't exist or is incorrect.

Unsubscribe

This group of contacts contains email addresses that are unsubscribed. This means that the contact has elected to unsubscribe and no longer wishes to receive your emails, or the email address has never been active.

You are also presented options of adding/removing an Active contact to/from a contact list.

4. Why it is not possible to send emails to unsubscribers

PrimeSender automatically includes an unsubscribe mechanism at the bottom of every email campaign sent from our system. This ensures that there is always a clear, easy to use, and fully functional unsubscribe method available to the email recipient. Opt-out requests are honored within 10 business days.

If the email recipient requests to no longer receive your emails, he is placed in the "Unsubscribe" group in your contact list and is no longer available to be targeted in your email campaigns. This contact is exercising his rights in accordance with the CAN-SPAM Act.