What are Google Contacts & Labels
If you’ve never really used Google Contacts, you might think that every time you email someone new from your email account, all those people are being collected into your Google Contacts and that’s why you can start typing someone’s email address in a new message and Google will suggest emails that you’ve contacted before. However, those people are likely not in your Google Contacts.
You have to deliberately add people to your Google Contacts list.
The reason you would do this is to group the contacts. Grouping contacts under a label allows you to easily email a large group of people without having to individually type out each person’s email address into the “To:” line.
You may already be familiar with emailing people like this, since organizations will usually send “All Staff” emails that go to everyone in the organization. Instead of an unlucky assistant having to type out every person’s individual email address to send that All Staff email, the IT department will have already created a group of contacts that include everyone in the organization and labeled them All Staff. So the assistant only has to type in All Staff in the To: line.
With Google Contacts, you can utilize that same feature without having to contact your IT department. And you can create groups of contacts under labels that are only visible to you. For example, if you’re a teacher and manage 5 different Social Studies classes, you may only want to email students in your 1st period class that their tests have been graded. And if you’ve set up a Google Contact label for each of your separate classes, emailing that 1st period class is really easy. The video above goes through what this example would look like. Watch the video to learn how to:
Good to Know
Merge & Fix Contacts
The merge and fix feature is supposed to identify potential duplicate contacts. For example, it may find two contacts with the same name or email address and suggest to merge them. You can find all the identified duplicate contacts in the Merge and Fix section (which is found on the left sidebar and looks like the picture above).
Unfortunately, I have found that sometimes this feature doesn’t catch every duplicated contact or that it takes time to register the contact as a duplicate contact.
When the feature works, it is easy to see and rectify duplicate contacts. All you need to do is review the potentially duplicate contact, and if the contact should be merged, click “Merge”. Then the contacts are merged into one contact with all of the information and labels of both contacts.
Google Contacts is a really helpful feature, when it works. However, in my experience, it seems to be one of the Google tools with the most glitches. Could it be due to my 88wpm typing speed? Maybe. Here are some of the issues I’ve come across and how I’ve dealt with them:
All in all, Contacts is a decent tool and if you know the tips and tricks to make it work better for you, I think you will find it tremendously useful.
Blanca E. Duarte, Chief Enablement Officer, LogicWing