Sets

Sets

Sets are used to group contacts. You can use sets for a variety of tasks, like managing a list of newsletter recipients, assembling a list of invitees for a seminar or creating a list of clients qualified to receive a new offer.

For this lesson, let's use an example of a set called Learning Set that we will modify so that we can use it as a holiday card mailing list.

Search for a Set

Do a blank search to display all sets:

In the Search box at the top of the page, click the drop-down list and select People & Companies > Sets.
Press the Enter key.
In the list of search results, click Learning Sets to open the set.

Rename the Set

In the Learning Sets record, change the Set Name field to Holiday Card.
Select Menu > Save.

See Which Contacts Belong to the Set

In the Holiday Card set, click the Set Members content link.

Note: A contact can be added to a set only once. If you see two entries for a particular contact, you probably have duplicate contact records (we cover how to deal with duplicates later in the Duplicate Records lesson).

Remove a Contact from the Set

Suppose you want to remove contact John Smith from the Holiday Card set:

In the Set Member List, check the box next to John Smith.
Select Menu > Delete.

Add a Contact to the Set

Suppose you want to add John Smith back to the Holiday Card set.

To do so from the set record:

In the Holiday Card set's member list, select Menu > New ‘Set Members’ Record.
In the Enter Name field, type ,j.
Click Search
In the list of search results, check the box next to John Smith.
Click OK.

To do so from John's Smith's contact record:

Open John Smith's contact record.
Select Menu > Add to Set.
In the Set Name field, type a partial name for the set (e.g., holiday), and then click Search.
Select the Holiday Card set, and then click OK.

Add Contacts to the Set from a Contact Search

In this example, we'll add multiple contacts with the last name Smith to the Holiday Card set:

Using the Search box at the top of the page, search for contacts with the last name Smith (if you forgot how, review the Search lesson.)
In the list of search results, check the boxes next to Jane Smith and John Smith.
Select Menu > Add to Set.
In the Set Name field, type holiday and click Search.
Check the box next to Holiday Card, and then click OK.

See Which Sets a Contact Belongs To

Open any contact.
Click the Add’l Personal content link.
Look under Set Membership.