Contacts

How Can I...up

• Add Contacts
• Import Contacts
• Export Contacts
• Import Do Not Mail
• Add List
• Export List
• Delete List
• Create Campaign for a Segment
• Delete Segment
• Edit Signup Form
• Sync Zoho CRM
• Import Google Contacts

[Related FAQs]

The contacts module has been subdivided into divisions for nothing but easy and smooth operations and management of managing your subscribers.

• All Contacts
• Mailing Lists
• Sync Services

All Contacts

Add Contact

Adding a contact individually, allows you to store additional information against a respective email address only.

1. Click Contacts tab --> All Contacts --> Add Contacts
2. In the Add new Contact page, do the following:
   • Add Basic Details such as, email, first name, last name, company name, and phone.
   • Click More Details to add address information, website link, and notes if required.
   • Click Custom Information to create your own custom fields to add more information.
   • Associate contact to mailing list.
     1. Check the existing list boxes to associate contacts to existing list(s). (You can associate contacts to multiple lists).
     2. Click Add more list link to create and associate the contact to a new list.
     3. Select Allowed/Not Allowed (Allows/Denies subscriptions through your signup form).
3. Click Save.

Note:

• Contact email is a mandatory field.
• Selecting a list Allowed/Not Allowed is mandatory.

Add Multiple Contacts

This is a quick add option, allowing you to add a maximum of 20 contacts by adding their email addresses only.

1. Click Contacts tab --> All Contacts --> Add Multiple Contacts
2. In the Add multiple contacts page, do the following:
   • Enter multiple email addresses
     Press ENTER to separate more than one email address
   • Check the existing list boxes to associate contacts to existing list(s). (You can associate contacts to multiple lists).
   • Click Add more list link to create and associate the contact to a new list
   • Select Allowed/Not Allowed (Allows/Denies subscriptions through your signup form).
3. Click Save

Note:

• You can enter a maximum of 20 email addresses.
• If you want to enter a higher volume of subscribers, please use the "Import Contacts / Import From File" option and import your contact file.
• Selecting a list Allowed/Not Allowed is mandatory.

Import Contacts/Import From File

Import multiple contacts from a spreadsheet or a similar file. This feature allows you to either migrate your contacts from a different application or to execute a mass update at once.

1. Click Contacts tab --> All Contacts --> Import Contacts
2. In the Import multiple contacts page, do the following:
   • Click Browse and select the file that you want to import
   • Select the mailing list check boxes to which you want to associate the contacts that you import. (You can associate contacts to multiple lists).
   • Click Add more list link to create and associate the contact to more mailing lists.
   • Select Allowed/Not Allowed (Allows/Denies subscriptions through your signup form).
3. Click Next. The contacts will be imported and the import details will be listed.

Map your fields. After the file has been selected, Zoho Campaigns will display column headings. Please map / match the column heading from your file to their appropriate labels. After mapping necessary fields check respective boxes if, you want to re-add removed contacts and update existing contacts.

1. Click Import, to complete importing your contacts
2. Once your import is complete, you can view your import history. In case you want to view your import history in future, select Contacts tab --> Import history

Note:

• Mapping the contact email field is mandatory.
• You can import .CSV, .XLS and .XLSX formats.
• Selecting a list Allowed/Not allowed is mandatory.

Edit Contacts

There are times when you would actually realize to edit certain fields after you've added a contact to your mailing list. To edit a contact, rollover your mouse on the email address and an edit link will be displayed on the right end of the same row. Click on the edit link to make necessary changes to the individual contact and click save to secure the changes made.

1. Click Contacts tab --> All Contacts
2. Click the contact you want to edit
3. Click Edit and make necessary changes
4. Click Save

Export Contacts

There are always possibilities that you want to export your contacts from Zoho Campaigns to your desktop. You can export your contacts by:

1. Click Contacts tab --> All Contacts --> Export Contacts.
2. In the Export Contacts page, do the following:
3. Select the category of contacts that you want to export.
   • Active Contacts
   • Do Not Mail Contacts
   • Bounced Contacts
   • Blocked Contacts
   • Recently Added Contacts
4. Select the check boxes for the fields that you want to export. By default, Contact Email will be selected.
5. Select the format in which you want the contacts to be exported in.

To export individual contacts or a selective group of contacts:

1. Click Contacts tab --> All Contacts
2. Select the check boxes next to the email address and click export that appears on the tool bar above the email addresses. Please note that this option does not allow you to make a detailed selection of fields or the format of the file being exported.

Delete Contacts

To delete a single contact or multiple contacts one way of doing it is:

1. Click Contacts tab --> All Contacts
2. Select the checkbox next to the email address and click Delete in the toolbar that appears above

or, the other way to delete single contacts is:

1. Click Contacts tab --> Contact (Click on the contact you wish to delete)
2. Click Delete in the contact detail view page as shown below

Import to Do Not Mail

There are organizations who store data containing contacts whom they don't wish to email in future. In such cases, to ensure those contacts are not disturbed, this feature will be pretty helpful for corporations to directly import them to "Do not mail" and keep them as a separate list while signing up for Zoho Campaigns. To import a file directly to Do Not Mail:

1. Click Contacts tab --> All Contacts
2. Click Import Contacts --> Import to Do Not Mail
3. Click Ok to confirm

The reason we ask for a confirmation is to ensure that you're not importing your contacts without knowing. The moment your contacts are imported to Do Not Mail, like we said earlier, no one from your organization will be able to email respective subscribers.

Alternatively,

1. Click Contacts tab --> All Contacts
2. Select the checkbox associated to the contact(s) you want to move to Do Not Mail
3. Click Do Not Mail
4. Click Ok to confirm

Copy To List

1. Click Contacts tab --> All Contacts
2. Select the checkbox associated to the contact(s) you want to copy to list
3. Click Copy To list
4. Select the list you want to associate the contact to
5. Click Add Mailing list, in case you wish to associate this contact to another list
6. Click Save

Add Mailing List

(a) In the Add New List page

1. Click Contacts tab --> Mailing Lists --> Add Mailing list
2. In the Add new List page, enter the name of the list and assign an appropriate name
3. Click Save & Add Contacts to save the list and add contacts to the list.

(b) Add Subscribers to the list

Enter manually and click Save If it's a maximum of 20 email addresses.

(c) if by any chance you wish to add more than 20 email addresses at one time,

1. Click Import Subscribers
2. Click Browse and select the file you want to import
3. Click Upload

(d) Map your fields

After the file has been selected, Zoho Campaigns will display column headings. Please map / match the column heading from your file to their appropriate labels. After mapping necessary fields check respective boxes if, you want to re-add removed contacts and update existing contacts.

Click Import, to complete importing your contacts.
Once your import is complete, you can view your import history. In case you want to view your import history in future, select Contacts tab --> Import history.

Note:

• Mapping the contact email field is mandatory.
• You can import .CSV, .XLS and .XLSX formats.
• Selecting a list Allowed/Not allowed is mandatory.

Merge Mailing List

If you feel the same set of subscribers from two different lists are interested in the same product / newsletters you can choose to merge two or more list(s) to one list.

1. Click Contacts tab --> Mailing Lists --> Merge Mailing list
2. Select the list check boxes that you want to merge
3. In the Merge List page, select from the drop down list box to which list you want to merge the contacts (in case you want to merge to existing list(s)).
4. Click Merge to new list to merge your contacts to an entirely new list and select Allowed/Not allowed
5. Check the box Delete from lists after merging if you want to delete the lists from which you're merging contacts.
6. Click Merge

Export List

At one point you might find a lot of subscribers in your list whose contact details you might want to save. To do this, we let you export your list and save it on your computer.

1. Click Contacts tab --> Mailing lists --> Export Mailing list
2. Select the list check boxes you wish to export
3. Select the contact fields you wish to export while your contact list is being imported
4. Select the file in which you want your contacts to be exported.

Edit List

There is every little chance that you would want to edit your list no matter when you added your list. Editing a list allows you to change your list name and allow or restrict subscriptions through your signup form.

To make changes to your list, you can do it in either of the ways:

1. Click Contacts tab --> Mailing lists and click on the list name you wish to edit
2. Click Edit List
3. Click Save after making necessary changes

Alternatively,

1. Click Contacts tab --> Mailing list and mouse over on the list name you wish to edit
2. Click Edit
3. Click Save after making necessary changes.

Delete List

You might at any point of your email marketing business feel a list is absolutely useless and might want to get rid of the list. Well, though you can delete a list, you don't have to necessarily delete contacts in the list. You can delete just the list and still maintain the contacts associated to the list.

1. Click Contacts tab --> Mailing lists
2. Mouse over on a respective list name you want to delete
3. Click Delete
4. In the confirmation pop-up select the checkbox to delete contacts associated to the list
5. Click Ok to confirm

Alternatively,

1. Click Contacts tab --> Mailing lists and click open the list you wish to delete
2. Click Delete list
3. Select the checkbox if you want to delete contacts associated to the lists
4. Click Ok to confirm

Segment your list

This is a type of filter for you to list out a set of particular contacts based on a criteria in a list. You can separate contacts using basic details such as first name, last name, company name, state, country and other custom info and campaigns can be sent out to a particular set of contacts no matter how huge your list may be. To create a segment for a list:

1. Click Contacts tab --> Mailing lists and click open the list you want to segment
2. Click Add Segment
3. Enter Segment Name to identify the segment. This is purely for your own reference and identification
4. Set Segment Criteria based on which you're going to filter out your contacts in that huge list
5. Click Save

Alternatively,

1. Click Contacts tab --> Mailing lists
2. Click Add Segment in the list you want to create a segment
3. Follow the above steps

Note:

• Segments can be set only for contacts in a particular list.

Creating a campaign for a segment

You can directly create a campaign for a segment instead of creating your campaign and then selecting the list of recipients and sending it. This saves you a lot more time.

1. Click Contacts tab --> Mailing lists
2. Create your segment
3. Click Segment --> Segment Name associated to the respective list
4. Click Create Campaign
5. Follow the steps of creating a campaign and send your campaign

Editing a segment

At any time you can always edit a segment that you've created.

1. Click Contacts tab --> Mailing lists
2. Click Segment --> Segment Name associated to the respective list
3. Click Edit and make necessary changes
4. Click Save

Delete A Segment

You might've create a segment ages back for one of your email campaigns which you find no longer useful and applicable to that respective list. You can always delete a segment and create a new one if need be or just delete your segment.

1. Click Contacts tab --> Mailing lists
2. Click Segment --> Segment Name associated to the respective list
3. Click Delete
4. Click Ok to confirm

Embed a signup form on your website

Your subscribers will obviously need a source to signup for your emails. To do this you can embed signup forms in your website and help your viewers signup to your mailing list(s).

1. Click Contacts tab --> Mailing lists
2. In the Mailing lists page, do the following:
• Click the respective list for which you want to integrate a signup form on your website
• Click Signup form to view the signup form code which when embedded in your website will allow viewers to subscribe to emails relating to the respective list
• Decide on the style you want your signup form to be in and by clicking the Preview button, you can choose to preview your signup form and make necessary changes if needed before applying the signup form to your list
• Click Edit to edit contact fields in the signup form if you feel the need to do so after preview
• Copy and embed the code given based on your requirement
3. Signup Response URL - You can enter a URL to which your subscribers will be redirected to after a successful signup.
   Turn the Signup response URL
   Enter the URL to which you wish to redirect your subscribers after successful signup
   Click Save

Note:

• You can integrate a signup form to your website only for lists that allow subscriptions through your signup form.
• Design Themes for your signup form. Now, that you know how to embed signup forms to your website to help your viewers and leads to signup for your emails, we let you deign some nice looking themes for those signup forms. Give your subscribers a feel good factor while signing up. Use different style and color to attract your website viewers.

1. Click Settings tab --> Signup form themes
2. Click New Theme to create a new theme and enter theme name
3. Check the box to Save as default theme, only if you want to save the respective theme as default theme for your list(s)
4. Click Save

Preview for signup page

1. Click Browse and select the image file (your brand logo) you want to upload
2. Configure necessary changes in the signup form
3. Click Save
4. On the top of your page, to your right, from the customization page drop down list box you've an option to select the signup form, thank you page, signup embed button and the signup embed form and make necessary changes you need
5. Click Save

At any time, we let you preview your signup form with the theme you have designed which will help you to either apply the respective theme or make changes to the theme.

1. Click Preview to have a look at your designed theme
2. Click Save if you've decided on the theme you're interested in applying for your signup form.

The Save button is an editable button, which means you can customize your content in the respective button and you don't have to stick to what we display.

Note:

• You can create multiple themes that can be applied to multiple lists.
• The first theme you create will be the default theme. If you don't create a theme, the general theme will be used.
• A default theme cannot be deleted.
• If you want to delete a default theme, create another theme as default and delete the theme you want.
• Images are loaded in a default size in Zoho Campaigns. To view the actual size of an image, click preview with logo.
• The signup form you view during theme configuration, is only a sample signup form provided for theme creation.
• You can apply a theme to any mailing list and have a look by clicking the preview button of the respective mailing list signup form.
• Avoid removing the tag $[ML:LISTNAME]$, since it is used to replace the list name.
• Thank you message will be displayed only after successful signup.

Editing your signup form theme

You might feel the need to change the design of your existing signup form theme.

1. Click Settings tab --> Signup form themes
2. Click the edit icon associated to each theme you've created

Now, follow the steps of designing themes for your signup form.

Clone your signup form theme. In case you want to create another theme similar to a theme you've created, all you need to do is, clone an existing theme. The process is similar to that of creating a new theme except for a few differences.

1. Click Settings tab --> Signup form themes
2. Click New theme and select Clone theme

Select the name of the theme you wish to copy, from the drop down list and enter a theme name (copy of the existing theme). Select the checkbox if you wish to set this theme as the default theme and click Save. Now, you see the same design as the existing theme you copied. Click Save and you'll be notified that the theme has been successfully updated.

Deleting your signup form theme. At any given time, you might want to delete a theme that hasn't been used for long. To delete a theme:

1. Click Settings tab --> Signup form themes
2. Click the edit icon associated to each theme you've created
3. Click Ok, to confirm your theme deletion.

Please note that, you cannot delete a theme that has been set as the default theme. To delete this respective theme, please create another theme as default or set an existing theme as default. Once this is done you can delete the respective theme you wish to delete.

Sync Services

We've made importing contacts easier by integrating Zoho Campaigns with Zoho services and Non-Zoho services. There's no more importing of your files needed, all you need to do is configure your sync and decide the frequency of fetching data and we'll do the job for you.

Sync services supported for Zoho services:

Zoho CRM

To sync your Zoho CRM account to Zoho Campaigns:

(a) In the sync page,

1. Click Contacts tab --> Sync Services
2. Click Zoho Services
3. Select Zoho CRM from the service drop down list. This drop down the list of Zoho services you can integrate Zoho Campaigns with.
4. Authentication details:
   
   • Enter the Email Address of the Zoho CRM account you're going to sync with Zoho Campaigns. You can sync your Zoho CRM account or other Zoho CRM account's.
   • Click the link "Click here to generate ZSC key" which has to be copy, pasted in the ZSC key field. The ZSC key is otherwise known as the Zoho Service Communication key, which acts as an authentication key for communication between two services and accordingly fetch data.
5. CRM Campaign Updates:
   
   • Select the checkbox "Create Campaign in Zoho CRM" if, you want a copy of the campaign to be created in Zoho CRM.
   • Select the checkbox "Update Campaign Member Status" if, you want to know the campaign member status of your subscribers. Update Campaign Member Status covers email sent, opened, clicked, bounced, opt outs and spam complaints.
6. Account Custom Fields:
   
   • Select the checkbox "Create Account Custom Fields" if you wish to create custom fields relating to the accounts module.
7. Click Save

(b) In the Sync settings page,

1. Add Sync details - Certain basic details of the sync you're creating.
   
   • Sync Description - Enter a name for your reference describing your sync.
   • Select the module you wish to sync from the drop down list. You can list from leads, contacts, accounts and potential module.
   • Select All contacts if you're going to sync all the contacts from the chosen module.
   • Select Custom view if you're going to sync only a set of contacts from the chosen module and not the entire module. A custom view is a type of segment which allows you to filter out only a set of contacts based on a criteria within a module. For e.g., you might want to sync contacts only from a specific region in your country.
2. Mailing list details - From the drop down list, select the list you're going to save your synced contacts.
   
   • Click Add more list if you want to save the contacts in a new list.
3. Click Save & Continue
4. In this page you can also choose to Enable / Disable campaign creating and campaign member status update and fetching account fields.

(c) In the Map your fields page,

1. Map necessary contact fields (by default email, first name and last name will be mapped. These fields are also editable)
2. Click Save

(d) In the fetch details page,

1. Fetch Interval - Decided the frequency in which you're going to fetch data. All you need to do is accordingly configure your fetch interval and your contacts will be saved in your mailing list.
   
   • Fetch interval options - Fetch data once, daily, weekly and monthly.
2. Data to be fetched
   
   • All data - Fetch data entirely. Data that was added in Zoho CRM from the past till the present.
   • After date and time - Fetch data only after a specific date and time and not data that was entered in Zoho CRM in the past.
3. Sync contacts configuration
   
   • Re-add Contacts - This option will let you re add contacts those were deleted.
   • Update Contacts - This option will let you update existing contact details.
   • Update Opt-Out - Any subscriber unsubscribing from your email campaigns will be updated as opt out in Zoho CRM.
   • Update Delete Contacts.
     
     • Unsubscribed - Contacts deleted in Zoho CRM will be unsubscribed from your organization.
     • Removed - Contacts deleted in Zoho CRM will be removed from the list in Zoho Campaigns.
4. Click Import from Zoho CRM.

To sync contacts from a different Zoho CRM account

1. Log in to Zoho CRM
2. Click Setup --> Developer Space
3. Copy and paste the ZSC key in the ZSC key field in Zoho Campaigns
4. Follow the steps as mentioned above. Your sync will now take place as configured.

You can view sync details and click Edit to edit an existing sync setting.

Note:

A sync will take place once in 24 hours. Newly added contacts or updated contacts will be synced to the list after 24 hours. (Only if you've selected the checkbox - update contacts and Re-add contacts)

Daily allowed sync limit is 2 sync’s per day per CRM account. In case you want to create another sync, please delete / disable an existing sync. However, the third sync will take place after 24 hours.

Number of sync allowed per organization is 6. Inclusive of sync created by all users in an organization.

Regenerating the ZSC key will stop existing sync’s.

If you happen to regenerate your ZSC key, you will have to update existing sync's with the newly generated key.

If, you change your existing CRM account information, you're advised to manually enable sync associated to the particular account.

Update Campaign Member Status is applicable only to contacts those were synced from Zoho CRM to Zoho Campaigns.

Number of contacts to be synced from Zoho CRM depends on your plan limit in Zoho campaigns. If, a particular sync tries to import more than the allowed limit, we will download only up to your plan limit and disable the sync.

Deleting a list to which a sync is associated will disable the sync. This sync cannot be edited.

Push Member Status

Zoho Campaigns offers an extra field through which you can push your Campaigns related status such as open rate, click rate or bounce status of every contact in the selected text area of contacts module or leads module in your Zoho CRM account. Later, you can create a view and filter the contacts on the basis of Campaigns’ status.

Prerequisite

Before pushing your campaign status to CRM, make sure you’ve created a text field area exclusive for Campaigns status in Contacts or Leads module. Learn how to create a field in Zoho CRM.

To enable Push Member status option,

1. Go to Contacts module in your Zoho Campaigns account.
2. Click Sync Services subtab.
3. In Sync Services page, Click View Details option.
4. Click Campaigns to CRM settings option (on top right side of the page).
5. In Push Campaigns reports to Zoho CRM page, Enable Push Member Status as Fields option.
6. Select the Contacts or Leads option and the respective Field to push the campaign status.
7. Click Save & Continue button to proceed.

Note

• Fields selected under “Push Member status” will get updated with the campaigns report and will overwrite the data present already.
• This "Push Member Status"will push the status of recently sent five campaigns.

Sync your Zoho Contacts

(a) In the sync page,

1. Click Contacts tab --> Sync Services
2. Click Zoho Services
3. Select Zoho contacts from the service drop down list. This drop down the list of Zoho services you can integrate Zoho Campaigns with.
4. Click Proceed to go ahead with your sync

(b)In the Sync settings page,

1. Add Sync details - Certain basic details of the sync you're creating.
   
   • Sync Description - Enter a name for your reference describing your sync.
   • Re-add Contacts - This option will let you re add contacts those were deleted.
   • Update Contacts - This option will let you update existing contact details.
2. Mailing list details - From the drop down list, select the list you're going to save your synced contacts.
   
   • Click Add more list if you want to save the contacts in a new list.
   • Enter list name and select Allowed/Not Allowed (Allows/Denies subscriptions through your signup form) and click Save List.
3. Click Next

Your Zoho contacts are successfully imported to your list. You can now view the import details of your sync.

Sync services supported for Non Zoho services:

Import From Google Docs

1. Click Contacts tab --> Sync Services
2. Click Sync with other services

(a) In the Sync page,

1. Select Google contacts from the service drop down list.
2. Click Proceed to go ahead with your sync
3. Click Authenticate Google to sync your Google contacts to Zoho Campaigns
4. If you aren't logged in yet, enter your Google credentials and log into your Google account
5. Click Grant Access

(b)In the Sync settings page,

1. Add Sync details- Certain basic details of the sync you're creating.
   • Sync Description - Enter a name for your reference describing your sync.
   • Re-add Contacts - This option will let you re add contacts those were deleted.
   • Update Contacts - This option will let you update existing contact details.
2. Mailing list details - From the drop down list, select the list you're going to save your synced contacts.
   
   • Click Add more list if you want to save the contacts in a new list.
   • Enter list name and select Allowed/Not Allowed (Allows/Denies subscriptions through your signup form) and click Save List.
3. Click Next

Your Google contacts are successfully imported to your list. You can now view the import details of your sync.