# Contacts The **Contacts** section is your central address book within the phone.systems(TM) platform. It is designed to help you efficiently store, organize, and manage all the contact information essential for your organization's communications. Use the following guides to manage your contacts effectively: **User Interface Elements** Navigate the contact list and use filters. [User Interface Elements](#ps3-viewing-contacts) **Creating Contacts** Add new contacts to your address book manually. [Creating Contacts Manually](#ps3-creating-contacts) **Importing Contacts** Bulk-upload contacts using a CSV file. [Importing Contacts from a CSV File](#ps3-importing-contacts) **Phonebooks** Learn how to assign contacts to the Phonebook. [Phonebooks](#ps3-phonebook) **Editing and Deleting Contacts** Modify or remove existing contact information. [Editing and Deleting Contacts](#ps3-editing-deleting-contacts) --- ## User Interface Elements The main **Contacts** screen provides an overview of all your stored contacts, along with powerful tools for searching and making quick edits. ![The Contacts menu.](../../_images/fig144.png) **Fig. 1.** The Contacts menu. ### Using the Filter Bar Use the filter bar to search for contacts by: > - Full name > - Company name > - Job title > - Phone numbers > - Emails > - Source > - Type > - Phonebook Click **Filter** to apply. ![Using the filter bar to search for contacts.](../../_images/fig426.png) **Fig. 2.** Using the filter bar to search for contacts. ### The Contact List The table displays your contacts with the following columns: | Field | Description | | --- | --- | | First Name | The contact's first name. | | Last Name | The contact's last name. | | Company Name | Associated organization. | | Job Title | Contact's role or title. | | Phone Numbers | Primary contact number(s). | | Emails | Primary email address(es). | | Source | Origin of the contact (e.g., manual, import). | | Type | Contact category (e.g., Lead, Customer). | | Phonebook | Visibility assignment (Company or User). | Note You can perform inline edits for some of the columns directly in the table. Simply double-click a cell or click the pencil icon that appears on hover to modify the information in that field. ![Contact List.](../../_images/fig4.16.png) **Fig. 3.** Contact List. --- ## Creating Contacts Manually To create a new contact: > 1. Click the **Add New Contact** button (![+-symbol](../../_images/%2B-symbol.png)) in the bottom right corner of the screen. > > ![The Add New Contact Button.](../../_images/fig1111.png) > > > **Fig. 4.** The Add New Contact Button. > > > > 2. A form will appear. Fill in the **Contact details**: > > | **Field** | **Description** | > | --- | --- | > | **First Name** | The first name of the contact (required). | > | **Last Name** | The last name of the contact (required). | > | **Company Name** | The organization or company the contact is associated with. | > | **Job Title** | The contact's job position or title. | > | **Phonebook** | Assigns the contact's visibility. Select **Company Phonebook** to make it visible to all users, or select a specific user's name to make it private to them. | > > 3. In the **Numbers** section, click **Add a phone number** to enter one or more phone numbers for the contact. > 4. In the **Emails** section, click **Add an email** to enter one or more email addresses for the contact. > 5. Click the **Save** button to create the new contact. > > [![The Create Contact form.](../../_images/fig617.png)](../../_images/fig617.png) > > > **Fig. 5.** The Create Contact form. --- ## Importing Contacts from a CSV File To import multiple contacts at once, you can upload a CSV file: > 1. Click the **Add New Contact** button (![+-symbol](../../_images/%2B-symbol.png)) and select **Import CSV**. > > ![The Add New Contact Button.](../../_images/fig1111.png) > > > **Fig. 6.** The Add New Contact Button. > > 2. In the **Import Users** screen, either click to select a CSV file from your computer or drag and drop the file onto the screen. > > [![The CSV file import screen.](../../_images/fig88.png)](../../_images/fig88.png) > > > **Fig. 7.** The CSV file import screen. > > 3. A pop-up window will appear. You must agree that you have a prior relationship with the contacts in the list. Check the box and click **Submit** to proceed. > > Your CSV must: > > - Use commas as separators. > - Include headers. > - Be under 20MB in size. > - Include only contacts who have opted in or are known. > > [![The import confirmation pop-up.](../../_images/fig106.png)](../../_images/fig106.png) > > > **Fig. 8.** The import confirmation pop-up. > > 4. Choose whether to **Merge Duplicates** to prevent creating contacts that already exist. > 5. On the **Match contact properties**, match the columns from your CSV file to the corresponding properties in phone.systems(TM). > 6. Click **Next** to complete the import. > > [![Import Contacts Window.](../../_images/fig1210.png)](../../_images/fig1210.png) > > > **Fig. 9.** Import Contacts Window. > > **CSV File Format Example** > > | First Name | Last Name | Email | Phone Number | Job Title | > | --- | --- | --- | --- | --- | > | Mike | Brown | `Mike.Brown@businessdev.com` | +1-555-1234567 | Business Development Manager | > | Pete | Smith | `Pete.Smith@ithelpdesk.com` | +1-555-9876543 | IT Support Engineer | > | Jane | Smith | `Jane.Smith@finance.com` | +1-555-5551111 | Financial Analyst | > | Sarah | Johnson | `Sarah.Johnson@marketing.com` | +1-555-2223333 | Digital Marketing Strategist | > | John | Doe | `John.Doe@engineering.com` | +1-555-4447777 | Software Development Lead | [`Download the example CSV file here.`](../../_downloads/95e513ecb87f2882e923842b0aa439f2/csv_file_format_example.csv) --- ## Phonebooks The **Phonebook** feature controls contact visibility in the [phone.systems(TM) App Contacts](../app/contacts.html#ps3-application-contacts). Contacts can be public to your organization or private to a specific user. When creating a contact, specify the phonebook to which the contact will be assigned to. > - **Company Phonebook:** Contacts assigned here are visible to all users in your organization. > > > Note > > > > By default, all new contacts are assigned to the Company Phonebook unless changed manually. > > - **User Phonebook:** Contacts assigned to a specific user are only visible to that user in their private phonebook. You can manage the list of available [Users](../Users/users.html#ps3-users) in the Users section, and see how these contacts appear in the [phone.systems(TM) App Contacts](../app/contacts.html#ps3-application-contacts) guide. > > [![Assigning a contact to a phonebook during contact creation.](../../_images/phonebook.png)](../../_images/phonebook.png) > > > **Fig. 10.** Assigning a contact to a phonebook during contact creation. --- ## Editing and Deleting Contacts You can modify or remove contacts at any time using the **Actions** menu available next to each entry in the contact list. ### Editing a Contact 1. Click the **Actions** menu next to the contact. 2. Select **Edit**. ![The Actions menu for a contact.](../../_images/fig523.png) **Fig. 11.** The Actions menu for a contact. 3. Modify any contact details, including the Phonebook assignment. 4. Click **Save** to apply changes. [![Editing an existing contact's details.](../../_images/fig712.png)](../../_images/fig712.png) **Fig. 12.** Editing an existing contact's details. ### Deleting a Contact 1. Click the **Actions** menu next to the contact. 2. Select **Delete**. Warning Deleting a contact is permanent. The entry will be immediately removed and cannot be restored. ![The Actions menu for a contact.](../../_images/fig523.png) **Fig. 13.** The Actions menu for a contact. On this page