How to Organize Google Contacts

Google Contacts is an excellent business and productivity tool. Like other Google services, it’s entirely free,  versatile, and easy to use. However, if you have multiple contacts, viewing and managing them might  require some time. Thankfully, the tool offers enough features to make using it more manageable. 

If you want elaboration, the following sections will discuss tips on how to organize Google Contacts . Additionally, we’d listed several related information, plus a recommendation on getting the most out of the  service on a Mac. 

How To Organize Google Contacts?

Search for Contacts 

If you only have a few contacts, you can scroll through them and find an item quickly. However, if you have  a significantly sized phonebook, skimming might take some time. Luckily, you can effortlessly search a  contact or two: 

  1. Sign in with your Google account, click the three-dotted menu, and then the “Contacts” icon.  
to Google

2. In Google Contacts, type a name, email, or number in the search bar. 

3. Choose from the live results or click the search icon to reveal more. 

4. View the results, click an item, or search another term. 

Search for Contacts

Merge Duplicate Contacts 

It might be uncommon for some, but there are cases where contacts can have duplicates. Whatever the  reason may be, Google Contacts provides two easy ways to merge them: 

Automatic mode

  1. In Contacts, click the “Merge & fix” text in the sidebar. 
  2. Look for the duplicate contacts and press the “Merge” text. 
  3. Hit “View” to learn about the final merged contact. 
Automatic Merge Duplicate Contacts

Manual mode

  1. Look for duplicate contacts and hover to an item. 
  2. Check all duplicates and click the merge icon
Manual Merge Duplicate Contacts

Update Contact Details 

After creating a contact, there might be an instance where the details need an update, changes, or additional  information. In that case, the process looks like this: 

  1. In Contacts, click an item, and hit the pencil icon. 
  2. Edit a few details or press the “Show more” text to reveal more input options. 
  3. Fill up all information as you like and hit “Save” to proceed.
Update Contact Details

Delete or Restore Contacts and Groups 

In Google Contacts, users can also classify items under labels. Moreover, while deleting a label is  irreversible except for a quick undo, a contact is easy to remove and restore: 

Delete a Contact

  1. In Contacts, select and hover your mouse cursor to an item.
  2. Click the three-dotted menu and hit the “Delete” option.
  3. Hit Delete to confirm the operation.
Delete a Contact

Restore a Deleted Contact

  1. In the sidebar, click to open the “Trash” icon.
  2. Select and hover your mouse cursor to an item and click the “Recover” text.
Restore a Deleted Contact

Delete a Label

  1. In the sidebar, hover your mouse cursor to a label, and hit the bin icon.
  2. Choose the first option and press the “Delete” text to proceed. 
  3. Press the “Undo” text quickly to restore the label should you want to revert the action.
Delete a Label

How to Organize Contacts in Gmail? 

Gmail and Google Contact have a few integration features to save, manage, and organize Gmail contacts

Add Contacts in Gmail

  1. In Gmail, open an email, and hover your mouse cursor to the sender’s profile  photo. 
  2. Click the “More info” text in the popup and hit the little contacts icon in the right sidebar.
Add Contacts in Gmail

Edit Saved Contacts from Gmail

  1. In Contacts, look for and hover your mouse cursor to the newly added contact from Gmail.
  2. Click the pencil icon, add more details, assign a label, and hit “Save.” 
Edit Saved Contacts from Gmail

Manage Gmail Contacts

  1. In Contacts, press the “Frequently contacted” icon in the sidebar.
  2. Look for and hover your mouse cursor to an item. 
  3. Press the star icon to make it a favorite or the profile icon to save it as a contact.
Manage Gmail Contacts

Why To Save Contacts to Google? 

While Google Contacts’ free price is ideal, it’s not only the reason why everyone should start using it. As  such, there are other benefits of choosing it for both personal and business use: 

Distraction-free Communication Tool 

Social networks and messaging services can serve as a contact directory for both casual users and  professionals. However, these platforms have way too many unnecessary features that can distract work and  hamper productivity. 

If one wants a focused communication experience, storing contacts into Google Contacts and using email,  SMS, or a clean messaging app would be the better idea. Besides, it’s easy to switch to a new messaging app  or site with this method without migrating contacts.

Reliable Service 

In business, contacts are highly essential. Using connections, entrepreneurs can trade deals, buy and sell, and  process things. Considering these reasons, getting a reliable phonebook service, like Google’s, is advisable. 

Unlike using SIMs and storage devices, Google Contacts ensure that data is always safe. In real life, even if  a device got stolen, damaged, or lost, all contacts are saved to the cloud. Additionally, with highly reliable  servers, users’ data won’t disappear, mix with others, or confuse with different versions. 

Easier Access 

In day-to-day tasks, having a way to access contacts easily can positively affect things. For personal use,  Google Contacts’ seamless sync speeds up typing email, sending messages, or transferring files to someone  using a phone, tablet, or computer. 

Contrary to similar services or devices, Google’s tool is accessible on iOS, iPadOS, and the web. Moreover,  after creating a contact item, it will appear on a user’s devices quickly without requiring any further actions. 

Free Platform 

While businesses can easily afford subscriptions and fees, many individuals still prefer using consumer friendly or even free services. With this in mind, Google Calendar’s free price is a perfect fit. 

Even if a user creates as few or many items, Google won’t charge the account or block access. Instead, it will  remain free regarding data quantity, attachment size, and total consumable space. 

Excellent Google Service Integration 

For casual users, Google services are an excellent way to do work and connect with other people. On the  other hand, many businesses and organizations rely on Google Workspace to manage members, accomplish  projects, delegate tasks, and track resources.

As Google’s products are highly essential in many individual’s everyday life, it’s great to know that Google  Contacts can sync with them easily. In the process, it’s easy to compose an email in Gmail, invite someone in  Calendar, join a meeting in Meet, or collaborate in Drive. In other words, Google Contacts has a significant  advantage of making work faster, easier, and more enjoyable. 

Where Are Your Google Contacts Saved? 

If a user signs up for Google Contacts, all data will go to Google’s servers. Furthermore, these servers are  highly reliable, use renewable energy, and super secure. Unlike other Google services, data in Contacts  won’t be visible and accessible through Google Drive. 

To access Contacts data, users can download the official mobile app for Android, iOS, and iPadOS. Besides,  in most Android handsets, Contacts are already pre-installed, so using it would be faster. Also, there is a web  version that offers a larger view and faster interactions. 

Inside the Google Contacts, items are easily viewable thanks to the minimal and lovely interface. Aside from  the main view, there are also groups and labels to organize or directly store phonebooks. 

Why Organize Google Contacts? 

While Google Contacts already offers an easy-to-view interface, flexible user controls, and uncluttered  design, it’s still beneficial to organize the phonebook list; the reasons are: 

Make work faster: An organized contacts list can make tasks quicker. Instead of scrolling through  hundreds of names, having labels, groups, and other categories can save time. Also, for low-powered  computers or slow internet connections, viewing a contact group instead of opening the entire  phonebook will load faster. 

Look more professional: In an organization, especially in Google Workspace groups, users might  share resources, including contact lists. Sure, letting Google automatically sort data is a convenient  way to go. However, having a specifically arranged phonebook can impact how co-workers view one’s  professionalism and organizational traits.

Avoid losing data: With an organized contact list, there’s little to no risk of losing data. In the process,  when deleting items, users can see all redundancy and missing details. While Contacts has a data  duplication and merging feature, it’s still wise to go manually for better accuracy. Also, arranging the  phonebook can help prevent losing important Google Calendar and Gmail contacts.

While Google Contacts can handle a few to multiple items without hiccups, it’s still beneficial to organize  data. In day-to-day tasks, having a way to access contacts easily without getting lost to a sea of names,  numbers, and emails can positively affect productivity. Accordingly, the sections below contain tips to  organize Google Contacts. 

Organize Your Contacts with Boxysuite

While Google Contacts works fine on mobile devices and the web, there are still more benefits in accessing  it natively on a Mac. If you agree, please check out Boxysuite

Since multiple chrome tabs can cause distractions and computer slowdowns, it’s essential to have a clean,  focused, and productive space for Google Contacts, Gmail, Calendar, and Keep. Considering this reason,  we’ve created Boxysuite, the only native Google Contacts client for macOS. Unlike the web version, Boxysuite works well Offline, Integrates with System Settings, Supports Multiple  Windows, and Opens Different Accounts Seamlessly. Above all, organizing contacts is more manageable,  reliable, and fun to do. If you’re interested, check out Boxysuite today!

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