How to create and manage mailing lists in Gmail with MyCRM

A list is a saved group of contacts, for example Newsletter subscribers or Q4 prospects. Once you've built a list, you can send it an email or a personalized campaign in a couple of clicks, without typing every address again.

Lists live in MyCRM, the contact book built into Mailsuite. Each list can hold up to 10,000 contacts, and a contact can be in as many lists as you want.

Where to find your lists

Open MyCRM in either of these places:

• In Gmail: click MyCRM in the left sidebar, then click See all contacts.
• In your Mailsuite dashboard: go to Data hub → MyCRM.

Your lists are in the drop-down at the top left of MyCRM. It reads All contacts by default. Select a list to see only the contacts in it.

To see every list you have, click Manage lists at the bottom of the drop-down.

Create a list

The fastest way to create a list is to start from contacts already in MyCRM:

1. In All contacts, tick the checkboxes of the people you want in the list.
2. Click Create list.

   

3. Give the list a name. You can add more people here too: search for a contact, or type an email address. You can also click Create new contact.
4. Click Create list.

The new list opens right away, showing only its contacts.

Tip: You can also create an empty list and fill it later. Go to Manage lists, click New list, type a name and click Create list.

Add contacts to a list

There are three ways to add people to a list that already exists.

Import or paste many contacts at once

Use this for people who aren't in MyCRM yet, or to add a large group in one go.

1. Open the list from the drop-down.
2. Click Add contacts → Multiple contacts.

   

3. Drop a CSV file (up to 10,000 rows), or paste email addresses separated by commas. To get a CSV with the right columns, click download template. Then click Continue.

   

4. Check that your list is selected under Add these contacts to a list, and click Import contacts (the button shows how many, for example Import 2 contacts). To put them in a different list, pick it from the drop-down or click + New list.

If a contact is already in MyCRM, it's added to the list without creating a duplicate.

Add one contact from their record

1. Click a contact to open their record.
2. In the Lists box on the right, click Add to list.
3. Pick one or more lists, or type a name to create a new one.
4. Click Apply.

The Lists box shows every list the contact belongs to. Click the × next to a list to take them out of it.

Add contacts while editing the list

Open the list and click More → Edit list → Add contacts. Search for the people you want to add and click Save list.

Edit a list

Open the list and click More → Edit list. In this window you can:

• Change the list's name.
• Add contacts with Add contacts.
• Remove a contact by clicking the × next to them.

Click Save list to keep your changes.

To remove several contacts at once, tick them in the list and click More → Remove contact from list.

Removing someone from a list doesn't delete them from MyCRM. They stay in All contacts and in any other lists they're in.

Export, duplicate or archive a list

With the list open, click More to:

• Export contacts: download the list's contacts as a file.
• Duplicate list: create a copy of the list with the same contacts, named (copy).
• Archive list: hide the list from the drop-down without deleting it.

Send an email or a campaign to a list

Open the list, click New message and choose how to send:

• Send email opens a Gmail draft with everyone in the list in the To field. All recipients can see each other's addresses, so use this for small groups who already know each other, like your team.
• Create campaign opens a Gmail draft that sends a separate email to each contact. Nobody sees the other recipients, and you can personalize each email. Use this for prospects, customers or newsletters.

Personalize and send a campaign

1. Write your subject and message.
2. To personalize it, click Add field and pick a column such as Name. Mailsuite fills it in with each contact's data.

   

3. Click Continue. Mailsuite tells you how many people will get the email and warns you if some contacts are missing data for a field you used. For them, a blank space appears instead.
4. Click Send preview to send yourself a test, Schedule send to send it later, or Send now.

From Gmail: you can also start from a new email in Gmail. Click the Campaign option, then click Import recipients, open the From Lists tab and choose your list. See Mail Merge: How to use with Mailtrack Lists.

Manage all your lists

Click Manage lists in the lists drop-down to see every list, when it was created and how many contacts it has.

• Click a list's name to open its contacts.
• Click New list to create an empty list.
• Hover over a list and click the archive icon to archive it.

Archived lists are in the Archived tab. Hover over one to Restore it, or Delete it for good.

Related articles

• MyCRM: manage your contacts, lists and tags in Mailsuite
• Mail Merge: How to use with Mailtrack Lists
• The Campaigns report