How to Select and Add Contacts to a Mailing List

This guide explains how to select and add recipients to your mailing lists. While creating a pre-organized mailing list is one efficient way to manage your recipients before you start a mailing, you also have the flexibility to source contacts directly from a CRM report or by uploading a file, either when managing lists or directly within the mailing creation process.

Select Contacts for your Mailing List

Contacts can be added in the following ways:

1. Mailing List: Add contacts from another mailing list
2. Report: Add contacts from a report
3. Upload: Add contacts from a file upload
4. Add Recipient: Add a single contact to this mailing list

Detailed Steps for Adding Contacts:

Mailing List Steps:

Note: These are mailing lists that already exist.

1. Select the Mailing List button.
2. Search prior mailing lists, e.g., ‘Colorado’
3. Select the mailing list, e.g., ‘(Mailing List) All Contacts – Colorado State’
4. Once you select the list, wait for it to add the contacts. You will receive a Success message: Contacts Added Successfully, and will be returned to the mailing list.

Report Steps:

Note: best practice is to directly add a report to a Mailing rather than creating a Mailing List. This allows you to use the ‘Refresh’ button to ensure it is pulling in updated report information. 

However, you can also use CRM reports to source recipients within a Mailing List; this option prompts a search for a specific report that already exists in the CRM. Once selected, a preview of the contacts being pulled in as recipients will display.

1. Create your report in the Reports object. You must select a report type that has contact data. For example, use the ‘Contact & Accounts’ report type.
2. The report must contain the ‘Contact ID’ of the contact record to be successful. Other helpful fields to include are First Name, Last Name, Account Name, and Email.
3. Filter out or fix any contacts that do not have an email address.
4. Save your report using unique and specific naming conventions to ensure the proper contacts are being added.

File Upload Steps:

Recipients may also be imported into a Mailing List from a file upload. Once the file has been uploaded, depending on the file type, you’ll be asked to select the specific sheet to reference (for XLSX files) along with which column in the file correlates with the Contact ID of contact records found in the CRM. 

• Supported file types include CSV & XLSX
• File must contain the Contact ID for a successful import
• Contacts must exist in the CRM before the upload

1. Prepare your CSV/XLSX file. The ‘Contact ID’ must be included within the sheet.

2. Click the upload button, upload the file or drop it in.
3. Once uploaded, you will be asked to select which column within the file correlates to the Contact.Id in the CRM. In our example, the Column header ‘Contact ID’ is used in the sheet to make it easily identifiable, so in the upload tool we will select ‘Contact ID’ in the dropdown.

4. Once you’ve mapped the fields correctly, click the ‘Confirm & Upload’ button. You’ll receive a success message once the upload is complete.

Add Recipient Steps:

This option adds a single contact to the mailing list. 

1. Click the ‘Add Recipient’ button, revealing an ‘Add Contact’ search bar.
2. Search for the contact you need to add and select them.
3. Once you select the contact, they will be added to the list. This happens relatively quickly, so you may see a loading screen flash for a second.

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Add the List to the Mailing:

1. Once you have created the mailing list, you can use the ‘Mailing List’ option in the Select Recipients step under the Add Recipients section.
2. Click the button, and search for your mailing list. Once selected, you will see a ‘Recipient Sources’ section that lists the mailing list as a source.
3. If the mailing list was added in error, use the caret dropdown to the far left to ‘Delete’ it.