Add Contact

• Zoho Contacts doesn't accept phone numbers or email addresses with invalid formats.
• If a name is not entered for a contact, Zoho Contacts will automatically assign the part of the primary email address before the @ symbol as the name of the contact.
• You can add a maximum of five email addresses to a contact.

Merge Contacts

1. Select the contacts you want to merge from your contacts list.
   
   
2. Click Merge Contacts icon next to the Folder button then click Merge below.
   

1. Up to five contacts can be merged at once.
2. Only admins can merge contacts in Organization and Groups.
   

Delete Contacts

Personal contacts and external contacts that you've added manually in Zoho Contacts can be updated or deleted.
However, organization contacts cannot be updated or deleted in Zoho Contacts, as their details are automatically synced from your organization’s user directory and other Zoho services.

1. Select the contact you want to delete.
   
2. You can delete a contact in two ways:
   
1. Click Delete on the right side of the contact list to delete the selected user.
   
   
2. Select the contact you want to delete and click  icon.

Trash Contacts

1. Click (3 dots), and then click Trash.
   
2. To restore your contacts from the trash, click Restore.
   
3. To clear the contacts from the trash, click Clear.
   
   
   

Sort Contacts

1. Click the sort icon  .
   
2. Sort your contacts based on their First Name or Last Name and only in alphabetical order.

   
   

Print Contacts

Zoho Contacts allows you to print your contacts as business cards. There are two different views for printing contacts:

• Card View: Prints contacts as business cards.
  
• List View: Exports all selected contacts in a table.
  

You can change the color of the business cards according to the Zoho Mail theme color.

1. You can print contacts in two ways:
   
   • Click the More option and then Print
     
     
   • Check the contact to print and click .
     
2. Click Print. You can view the contacts selected for printing in the new window which opens.
   
   • If you chose the Card view, the window will look like this:
     

     
     

   • If you chose the List view, the window will look like this:
     

     
     

You can customize your contact cards based on your requirement under Customize your Card section.

• Add a contact by clickingin the top right corner of the page.
  
• To delete contacts, hover over the contact and click the Delete
  icon in the top right corner of the contact.

Archive Contacts

1. Select the contact you want to archive.
   
2. You can archive a contact in two ways:
   
1. Click Archive on the right side of the contact list to archive the selected contact.
   
2. Select the contacts you want to archive. You can select multiple contacts at once and click icon.
   

Any archived contacts will be moved to the Archived section and removed from My Contacts or Org Contacts section.

Unarchive Contacts

1. Click Archived in the left menu and select the contact you want to unarchive.
2. You can unarchive a contact in two ways:
   
1. Click Unarchive on the right side of the contact list to unarchive the selected contact.
   
2. Select the contacts you want to unarchive. You can select multiple contacts at once and click icon.
   
   

Any Unarchived contacts will be moved to the My Contacts or Org Contacts section and removed from the Archived section.

Inactive Contacts

1. Any inactive contacts will be moved to the Inactive section and removed from My Contacts or Org Contacts
   section.
2. If an inactive contact becomes active, It will be moved back to My Contacts or Org Contacts section.
3. Inactive contacts cannot be edited but can be deleted.
   

Bulk Edit

Note: Bulk edit is not supported for organization contacts in Zoho Contacts.

1. Select the contacts you want to edit (you can edit up-to 100 contacts at once).
   
2. Click the ✎ icon.
   
3. Select the field you want to edit. You can choose from the following options.
   
1. Last Name
   
2. Middle Name
   
3. Nick Name
   
4. Company
   
5. Designation
   
   
   
4. Select how you want to edit your contacts.
   
5. Click Edit another field to edit a different field.
   
6. Click Edit all. A consent screen will be shown.
   
7. Review your edits and click Proceed.

Create Category

1. Select the contacts you want to add.
   
2. Click icon.
   
3. Select the category to add the contact to.
   

   
   

Method 2:

1. Click the Category you want to add contacts to.
   
2. Click to the right of the Category panel
   
3. Enter the details of the contact and click Save.
   

An error will occur if the contact already exists. You also cannot add contacts to organization category, if you're not an administrator.

Method 3:

1. Select a contact from any category or group.
   
2. Drag and drop the contact and to another category.
   

   
   

Clear contacts from a category

You can remove a contact from a category in Zoho Contacts. The contacts will be removed only from the individual category; it will still remain in their personal space.

1. Select that contact which you want to remove from a category.
   
2. Click the Clear contact option next to the Add to icon.
   
3. Click OK in the pop-up window.
   

   
   

If you click the Delete button, then the contacts will be deleted from the personal contact list too.

Delete a Category

To delete a category:

1. Right-click the category you want to delete.
   
2. Click Delete
   
   
   

To delete all categories in a branch:

1. Right-click the branch.
   
2. Click Delete Categories.
   
   

Rename a category

To rename a category:

1. Right-click the category you want to rename.
   
2. Click Rename to change the name of the category.
   

    

Send an email

You can send email to contacts in a category in two ways:

Send an email directly using Zoho Mail

1. Sign in to Zoho Mail.
   
2. Click New Mail and then click To.
   
3. Choose the category which you want to import from the drop-down menu in the top right corner of the pop-up window.
   
4. Select the contacts you want to send an email to.
   
5. Click Insert.
   

   
   

Send an email from Zoho Contacts

1. Go to Contacts from Zoho Mail.
   
2. Select the contacts you want to send an email to.
   
3. Click the Mailbox option.
   

   
   

4. A new tab will open in the email section.
   
5. You can also send an email by clicking the to the right side of the contact.
   

   
   

Account activity and history

Zoho Contacts allows you to keep track of the activity history of your account.

1. You can manage your account's activity by clicking Account Activity from the .
   

   
   

2. You can view a contact's history by clicking History to the left of the contact.
   

   
   

Upload a Display Picture for a Contact

If your contact has already set a display picture in their Zoho Account, it will be reflected in Zoho Contacts. To change your contact's display picture in Zoho Contacts:

1. Click a contact from the list.
   
2. Hover over the image section and click Change.
   

   
   

3. Click either Choose from Desktop or Keep User Photo.
   
4. Select the photo and click Upload.
   

   
   

• Only admins can change the display pictures of contacts in Organization and Groups.
  
• Changes made in Zoho Contacts are not reflected in Zoho Accounts.