Creating a contact person
- Open a new contact person
For business addresses, there are typically one or more contact persons with whom you are in touch for various reasons. Enter multiple contact persons responsible for orders, deliveries or invoices to make sure you address correspondence selectively.
- Stay on the General tab in the side navigation.
- Go to the Contacts list in the bottom half of the input window and click on Add.
- Alternatively, go to the Contacts tab in the side navigation and click on Add.
- Enter the title, name, telephone extensions or personal email addresses and the position of the contact person in the list to direct inquiries to the right person.
Enter "Diverse" in the "Title" field to use only first and last names in the address of a letter/email. The automatically generated, gender-neutral letter salutation is then rendered as "Hello first name last name". - In the list view on the General tab, you have options to add new contact persons From template, which effectively means copying an already existing contact person, or adding a contact from an Exchange directory.
- Tick the box in the second column to select a contact person as your Primary contact for that account. You can only define one primary contact.
- Save your input by clicking on the icon in the top left-hand corner of the input window (Crtl+S). The new contact person is now available in the picklist when you create data records for this account.
- Enter further details for that contact person
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As soon as the name of a new contact person has been saved, further input options become available in the side navigationM.
- Go to the Contacts tab in the side navigation and click on the name you want.
- Enter contact details, different Invoice and Delivery addresses or individual Keywords.
- Check the box if you want to put this contact person on your mailing list for bulk mails or mark them as your Primary contact. More than one contact persons can be on the mailing list, but only one can be selected as primary contact.
- Click on the expand arrow next to the contact person's name to open more tabs.
- On the Use of personal data tab, provide information on the source of the contact data, use purpose and permission to use data for advertising purposes.
- The Info Center shows all mails, data records, appointments, etc. for the selected contact person.
- Left-click the Info Center > Data Sources to select which ones you want to display.
- Hold down the Ctrl key for multi-select.
- Only records for the data sources that are displayed can also be newly created here.
- File incoming Emails directly against a contact person by right-clicking and selecting File under > Contact.
- Save images for that contact person
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Three pictures can be saved for each individual contact person.M
- Stay on the <Name> tab in the side navigation.
- Move your mouse to the image frame in the middle of the input window.
- Click on Insert image in the bottom right-hand corner of the frame.
- Select Load from hard disk to insert an externally stored image.
- If you have previously copied an image to your clipboard, select Load from clipboard.
- Save your input by clicking on the icon in the top left-hand corner of the input window.
- Optimise the size and resolution of the images
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The size of the image in relation to the resolution is decisive for the image quality and the required storage capacity. The higher the resolution (e.g. 300 dpi) the better the image quality and the higher the required storage capacity. The Info field shows you the current size of the image in points and the size of the file in kB.
- Click on Edit image and enter the Resolution you want. The default values for photo print (300dpi), standard print (150dpi) and screen (96dpi) can be overwritten.
- Crop the image to fit, Rotate or Mirror as needed.
- Select Retain resolution to keep the original resolution when resizing. Reducing the size improves the image quality.
- The option Retain proportions is enabled by default. Disable it to change the length and width ratio of the original.
- Adjust width and height of the image in cm.
- Reverse changes step by step by clicking Undo.
- Click on Apply in the top left-hand corner to save your changes.