When managing a large contact database, searching for the right people using the traditional search bar in Google Contacts can be daunting, like finding a needle in a haystack.
To give users better search results, Shared Contacts for Gmail offers Advanced Search in Google Contacts and other integrated contact management apps. Now, they can enjoy a more efficient method of finding a contact or group of contacts.
How does advanced contact search work?
1. Advanced contact search gives you the search result from a specific field only.
For example, you need to find someone named France. When you use Google Contacts search, all your contacts from the country that houses the Eiffel Tower would appear.
But with the advanced contact search feature, you can define that only contacts with the name France would appear.
The advanced search feature allows you to search according to the field where to find your query.
Using the advanced search feature easily narrows down the search results.
2. Advanced contact search provides results by matching the given characters anywhere within the field, not just at the beginning.
For instance, when you type ‘son’ in the name field search bar, the advanced search feature will display results not only for names that start with ‘son,’ such as Sonia Oliver, Sonny Lyman, or Lee Sonnets.
The advanced search will show contacts with names that have ‘son’ in any part of the name like Adrian Pearsons, Jason Aquino, or Sophie Thompson,
3. Exclusion criteria
The Shared Contacts for Gmail® advanced search in Google Contacts and other integrated apps allows you to put a limitation parameter on the search results. The ‘does not have words’ field allows users to exclude specific terms. Shared Contacts for Gmail recognizes that eliminating certain criteria, such as company name or location, can be crucial for finding exactly what you need, helping to narrow down the subset of contacts.
Additionally, the feature offers an ‘is empty’ toggle, which filters out contacts that lack essential information. This refinement results in a more efficient search by presenting a curated list of contacts that precisely meet the user’s criteria.
Imagine this scenario. Taylor Industries has branches in the USA, Canada, and Mexico. You only want to reach out to all the engineers from the USA and Mexico. You can type in ‘Canada’ on the ‘does not have words’ field for Country.
Benefits of Advanced Contact Search Feature
1. Refined searching capabilities
Users entering specific keywords for the search enables them to get more precise results. The level of specificity is crucial, especially for users dealing with a large contact database or complex contact information.
As the search query yields a narrowed-down list, users can easily find the contact or group of contacts they need. This promotes employee efficiency. They can focus on more productive tasks rather than sifting through an extensive contact list.
2. Defined search limitations
With the exclusion criteria, the search results offer more precision to the intended subset of contacts. This greatly reduces the time to sift through irrelevant contacts.
3. Shared contacts search
The advanced search feature extends to the shared contacts. Users can find the right contacts even if other team members created them.
This expansive search capability provides broader options for locating the contacts you need. Accessing contacts shared by your colleagues not only enhances your networking potential but also opens up new logistical opportunities.
4. Address book clean-up
The ‘is empty’ toggle can also remove the empty contact entries. Null fields on email addresses and phone numbers have no use in the contact list unless there is a plan to fill them soon.
Read more: Best Practices for Data Hygiene
5. Quickly form groups using targeted keywords
The advanced search feature allows you to efficiently organize and manage your contacts by creating tailored groups based on specific criteria. For example, if your organization, Sun Corp, has branches in the USA, Canada, France, and Saudi Arabia, and it’s December 31st, you may want to send a New Year’s greeting to your employees. However, since the New Year is not celebrated on January 1st in Saudi Arabia, it would be considerate to exclude those employees from this message.
By using the advanced search feature, you can easily identify all employees outside of Saudi Arabia and save the results by creating a label, such as “Non-Saudi.” This allows you to quickly and efficiently send holiday greetings or other communications, ensuring that your messaging is both thoughtful and culturally sensitive. This approach not only streamlines your communication process but also helps maintain respect for cultural differences within your organization.
Where to effectively use the Advanced Contact Search feature?
Sales Outreach Targeting
Filter contacts based on specific industries, job titles, or geographic regions, excluding those without an email or phone number for effective outreach. Tailor your marketing materials and sales pitches accordingly to optimum conversion.
Customer Segmentation
You can effortlessly assign customers to team members based on alphabetical order or geographic area for tasks such as upselling, rewards program management, or personalized support services. The advanced search feature ensures that results are filtered strictly by the field you select (e.g., name), without including irrelevant fields (e.g., town or city name), improving precision and efficiency.
Event Invitations
Identify contacts with specific job roles (e.g., managers) to invite to networking events, product launches, or upskilling seminars in proximity to your event location.
Supplier Management
Easily locate supplier contacts in specific regions and companies while excluding those without phone numbers for more efficient communication. Save the search results for quicker outreach in future transactions.
Company-wide Communication
Reach out to contacts within a specific department or branch of your company for specific announcements or memos. By excluding irrelevant entries and focusing only on those within the relevant department or branch, you ensure that the right people receive the right information.
Takeaway:
- The advanced search feature is a powerful tool that enhances the precision, efficiency, and effectiveness of data management and communication within an organization.
- The exclusion criteria help ensure the search results yield more relevant information. This saves time and reduces information overload.
- The advanced search feature empowers users to manage large datasets with ease, driving better decision-making and optimized resource allocation.