Different Ways to Search for a Contact by Name
There are several efficient methods for locating your contacts by name. Understanding these options will help you quickly access the contact information you need. This guide outlines the primary ways to search: using the top search bar, the Rolodex feature, and the main Contact List.
Different Ways to Search: Video
Using the Top Search Bar to Find Contacts
The top search bar is a versatile tool for finding contacts quickly.
1. Click the magnifying glass in the top left of the screen to open the search box.
2. Type the first name or last name of the contact you wish to find into the search box.
3. Press Enter to initiate the search.
Tip: For better results and to avoid issues with misspellings, it is best to type only the first few letters of the name. The system will find all contacts whose first or last names begin with or contain those letters.
A list of contacts matching your search criteria will be displayed. Review this list and click on the name of the contact you are looking for to open their record.
The top search bar is not limited to names. After an initial name search, you can further refine or search by other criteria such as Company, Email, Phone Numbers, Address, City, or State by clicking the relevant links or data fields that appear with the search results.
Using the Rolodex to Find Contacts by Last Name
The Rolodex feature provides a quick way to navigate to contacts based on the first letter of their last name.
1. Find the Rolodex on the left side of the screen. It typically appears as a vertical list of letters from A to Z.
2. Click on the letter that corresponds to the first letter of the contact's last name. This will filter the Contact List or navigate you to the section containing contacts whose last names begin with that letter.
Using the Contact List to Find Contacts
You can always browse your main Contact List to locate a specific individual.
1. Navigate to your main Contact List. Hover over Contacts then select "Contact List."
2. Once in the Contact List, you can scroll through your contacts or click on any column header to change the sort to sort by that column (e.g., by last name, email, date added) to find the contact you need.
Questions and Answers
Q: What is the most effective way to find a contact if I only remember a part of their name?
A: The top search bar is generally the most effective. Typing just the first few letters of the contact's first or last name will display all potential matches, helping you find them even if you do not recall the full name.
Q: Can I use the top search bar to find contacts by their email address or phone number directly?
A: Yes, you can type an email address, phone number, company name, or parts of an address directly into the top search bar. The system will search across these fields and present matching contacts.
Q: When is the Rolodex the best search option?
A: The Rolodex is most efficient when you want to quickly navigate to a group of contacts based on the first letter of their last name, especially if you prefer a Browse approach over a direct search.
Q: Can I customize the columns shown in my Contact List to make searching easier?
A: Yes, the system allows you to customize the Contact List view, including which columns are displayed and their order. This can help you tailor the list to show the information most relevant to your search habits. Refer to the "Contact List Overview" or "Customize My Contact List" article for detailed steps.
Q: Are name searches in the top search bar case-sensitive?
A: Name searches in the top search bar are not case-sensitive. Searching for "jane" will typically yield the same results as "Jane" or "JANE". This makes it easier to find contacts without worrying about capitalization.
Q: How should I search for names with special characters, like apostrophes (e.g., O'Brian) or hyphens (e.g., Smith-Jones)?
A: The search functionality is designed to handle common variations. You can typically type the name as it is entered in the system, including special characters (e.g., "O'Brian"). If you have trouble, try searching for the most distinct part of the name (e.g., "Brian" or "Smith").
Q: What if I'm unsure of the exact spelling of a contact's name?
A: The best approach is to use the "less is more" strategy mentioned earlier. Type only the first few letters of the first or last name that you are most confident about. The system will show all partial matches, increasing your chances of finding the contact despite minor spelling uncertainties.
Q: Do I need to use wildcard characters (like '*') for partial name searches in the top search bar?
A: Yes, use asterisks as wildcards before or after the value you enter. For example, name: dave name contains "dave", name: dave* name begins with "dave" or name: *dave name ends with "dave"
Q: If a contact was entered with only a company name and no individual first or last name, how can I find them using these name search methods?
A: If a contact record primarily has a company name, searching by that company name in the top search bar is the most effective method. The "Search by Name" methods (Rolodex, name fields in search) are less effective if the first or last name fields are empty. You can also use the Contact List and sort by company.
Q: The Rolodex filters by the first letter of the last name. Is there a similar quick filter for first names?
A: The Rolodex is specifically designed for last name filtering. For filtering by first name, the top search bar (typing the first few letters of the first name) would be the best approach.
Q: What should I do if a name search returns too many results?
A: If your initial name search yields too many contacts, try to add more characters to the name in the search bar to be more specific. Alternatively, if you know other information like their company, city, or email, you can use the top search bar for those terms, or use the Advanced Search feature (found under Contacts > Contact List > Advanced Search tab ) to combine multiple criteria for a more targeted search
Video Transcript
Finding your way around the system is easy. Let’s start here from the dashboard.
The dashboard is like a quick summary of all the things happening in your database.
To find your contacts you can either use the Sticky Rolodex… Or you can search for a contact up here.
With our easy navigation, you can jump from one part of the system to another. Like this.
You can find whatever you are looking for just by hovering over these main menu items.
Here, under contacts will be everything about the contacts.
Under automation, you will find all the functions that can be automated, and so on…
Settings is an important part of the system, especially when you are configuring the system for the first time.
Here you will decide what to name your categories, tags and custom fields. This is also the place where you will build your email and SMS templates.
Account Settings can be found here where you can make changes to your overall account.
Finally, you will see this help icon at the bottom right of each page. This serves two purposes.
1. Under Answers you will find articles and videos with information about the page you are on. You can also search the entire help system by typing a keyword here.
2. You can also request help from our support staff by clicking Ask. You should expect a response to your specific question in a few hours.