Let’s get so much more out of Google contacts hello everyone Scott Friesen here at simple tivity helping you to get more done and enjoy less stress and if you use Gmail or any type of Google application chances are you are using the contacts page so in today’s video I’m going to share with you five tips to get so.
Much more out of Google contacts and let’s get started with accessing the Google contacts site now for most of us we spend much of our day here within Gmail and ever since Gmail updated its interface probably the most common question I’ve received as Scott where are the contacts in the previous version of Gmail we had either a.
Button or a drop down menu over here on the left-hand side which took us directly to Google contacts and I was really hoping with this new sidebar on the right-hand side.
That we would have a mini version of Google contacts I mean they’ve already given us the calendar keep and tasks it’ll be interesting if they actually add a contacts preview here on the right-hand side but until that happens what you need to do is go up here to your Google Apps icon select it and then find the contacts icon however at the very first tip today is to get you.
There even quicker with a keyboard shortcut now before I show you the shortcut we need to make sure that you have Gmail shortcuts enabled and to do that we want to click on.
Settings go down to the settings option and on the very first tab the general tab we are gonna scroll about halfway down and you will see that there is keyboard shortcuts now by default Gmail has this turned off so you’re gonna need to select keyboard shortcuts on select this radio button and then don’t.
Forget to scroll down to the bottom and select Save Changes now with keyboard shortcuts.
On all you have to do is select the keys G and see short for google context I’m going to hit GC on my keyboard and immediately in a new tab it’s going to pop up my google contacts it’s might just a second there to.
Load I’ve got quite a few contacts in this sample batch here but any time that you are in Gmail not even just the home screen you could be within a message as long.
As you’re not in the search bar as long as you’re not actually typing something even if I just open up one.
Of my emails I could select GC on my keyboard and it’s gonna bring me directly to my contacts screen now the second tip I want to share with you as it pertains to contacts also relates to Gmail many of the contexts that we see here originated from email communication that we had with these individuals and what Gmail will do by default is add a new contact for every single.
Person that you email or reply to however there may be some of you who don’t want everyone to be added to your contact list just because you email them or you reply to one of their emails so let’s go back to Gmail for just a second we’re.
Gonna click that gear icon and select settings once again and we’re staying within the general tab and let’s scroll down a little.
Bit further this time and here is the option that says create.
Contacts for auto complete and you can see by default when I.
Send a message to a new person add them to other contacts so that I can autocomplete them to next time autocomplete to them next time now this is the default option now if you like you can turn.
This off so that you will manually add contacts yourself now personally I like the default option because it helps me to grow my contacts list and then I don’t have to remember everyone’s email addresses or their first name last name it’s going to remember that information for me.
But if you don’t want Google to continually add to your contacts list you can choose this option here all right so let’s jump back in you are a contacts list and another problem that we often face no matter where you are managing your contacts is duplicates right you send someone the same person maybe has multiple email addresses and.
Google maybe create three different accounts three different records for the same individual well Google makes it very easy for us to find those duplicates here in the menu we can select the duplicates option and it’s going to quickly take a look at all of the duplicate entries and in this case it’s found two duplicates within my contacts.
An opportunity to take a look and see if they are.
Actually duplicates or maybe you actually know people with the same name or maybe you.
Accidentally entered in the same email address for two different people so here we can see I can look at some of the data that is duplicated whether it’s a first name and last name sometimes you may have duplicate email addresses and before I dismiss or merge those accounts I can always click on them myself and take a closer look.
At what is going on within this particular account now what I can do immediately is I can say you know what this is the same person I would like to merge this information and select merge in the lower right.
Hand corner and the great thing is is that regardless if there are multiple email addresses and multiple phone numbers like you see here Google will merge them all so it will keep both of these phone.
Numbers it will keep both of these email addresses now if you don’t want to keep both of them you can either remove one of them after you’ve.
Merged them or you could do that right now you could select this hit.
The edit contact icon remove the phone number or the email address for example that you don’t want before merging I’m just gonna hit the merge button right now and there we go there you see I’ve got both email addresses and the phone number and I’m going to.
Do the same here for the one at the bottom now you will notice in the top right-hand corner if you have a large list of duplicates and you’ve done a quick review of them all you can always select merge all and it’s going to do everything on your behalf but selecting duplicates once in a while maybe once a month or.
Every couple of months might be a smart idea so that you don’t have too many duplicates within your system all right let’s go back to my master list or the default view here and a tip that I want to share with you has to do with adding some more visuals to your contacts specifically adding some pictures here you can see in my sample.
List I have almost no pictures beside my contacts and by default what Google is going to do is put the letter of their.
First name along with sort of a random color beside it so here you can see I’ve got an awful lot of C’s with just a few different colors here a few different shades of purple and maroon or magenta whatever that is here it doesn’t really help me to differentiate who these people are I.
Might like to have some pictures for people that I actually know.
Well now some of these pictures may come over pre-populated if that person has it associated with a Google+ account if they’ve already uploaded a picture on their end so some of these pictures may be.
Pre-populated from their own user account but for others that you would like to add their picture and one of the main reasons that I like to add pictures is that this carries over to my mobile devices so when I’m texting with someone or if I’m.
Looking up someone’s name to give them a call on my.
Smart phone I like having the picture there rather.
Than just the text so let me show you how to do that I’m going to select this person right here just as an example and if you click on the actual icon on the Avatar area you can say you can see that it gives us the option to set a contact photo now we’ve got a choice here this.
Is a recent photo I believe that I’ve uploaded its of myself but that’s not obviously who I want to put in here my second choice is to upload a photo now some of you are probably thinking well you probably don’t just have.
Their headshots on your system right you don’t just have them ready to go to upload your photo well here’s a much easier way for you to do so I recommend going to one of their social media accounts.
And in this example I am going to use my own account just.
Because I haven’t asked anyone else is permission to share their photo in today’s video but.
You can go to Twitter you can go to LinkedIn to Facebook anywhere where someone includes.
Their headshot now here in Twitter all I’m gonna do is select the.
Headshot which is going to give me a larger preview.
But if I right-click on this image I’ve got a few different options here and what I want to select is copy image address not this one not copy the.
Want to copy the image address I’m gonna select that which is going to copy the image address to the clipboard I’m going to come back to my contacts and I’m going to select upload photo now you’re going to be presented with a screen or a dialog like this which typically allows you to select or pick.
That photo but even though I have that same photo here waiting for me what I’m gonna do is I’m gonna paste what we just copied on the clipboard this is that copy image address and I’m gonna hit return and what it’s going to do is it’s going to actually download that photo to my computer but it’s also immediately going to upload it right here to my contacts list now I can change the dimensions here if I drag it within the corners I can rotate it if I like but I like the way it looks.
Already so I’m gonna hit done and now this image is added to this contact so if I close this up there you can see now I have this image added to this person’s contact here so for those key contacts maybe they could be members of your team your family or key clients find their social media account and.
If you would like to add their face alongside their comic you can just copy the image address and then paste it to get it into your contacts list all right now the final tip I want to share with you today is all about creating groups because one of the easiest ways and ways to be more efficient within email is that when you create groups so that you don’t have.
To be adding multiple email addresses all of the time if there’s a group of three or five or maybe even 20 people that you email on a regular basis it’s much better to create a group now within Google contacts they.
Actually refer to these as labels and of course individual contacts can belong to more than just one label here I’ve got one called client team where I have four individuals when I click on.
It I can see those four individuals.
Right here I’ve got another label that’s called ABC work project but I don’t actually have anyone in this work project just yet so let me show you a few ways and how you can add people to a label if I go back to my main contacts list one method of doing so is actually just by.
Checking the few contacts that I want to add so maybe these are three individuals that I would like to add to this label with the three of these selected all I.
Do is select the manage labels here in the right-hand corner of the screen and I’m gonna say ABC work project and that is going to immediately add those add those individuals there you can see the number three it’s going to add those individuals to this particular to this particular label now of.
Course maybe there’s someone someone else that I.
Want to add to that label I don’t want to go down my long list of people so all I need to do.
Is find them I can use the search window here to here to find them and then if I select the more Actions option I can see.
The labels at the bottom of this menu and here I can say ABC work project.
I’ve got the check marks there you can see that it’s highlighted or I’ve got the label attached directly to.
This contact and you can also see here on the left hand side now it has been increased from three to four so the great thing is is when I go back to Gmail let me go back to my inbox and I’m going to start to compose a brand new message if I start typing in the words ABC now I get ABC work project here and.
It actually gives me a preview of some of the email addresses in there I select that and immediately I’ve got all four of those contacts all the individuals who make up that particular label so.
I hope that you enjoy those five tips for getting more out of Google contacts I’d love to hear from you next what are some of your favorite tips or tricks on getting the most out of Google contacts or.
Of the five that I share today which one is most helpful to you thank you so much for watching if you like today’s video be sure to give it a thumbs up leave me a comment and don’t forget to subscribe and if you’d like to watch even more simple Tiffa tea you can click on another video right here remember being productive does not need to be difficult in fact it’s very simple.