Create Groups

Index to this Guide

• < click to >   Simple search for contacts
• < click to >   Advanced search for contacts
• < click to >   Advanced search for related contacts (eg employees of organisations)
• < click to >   Create a static reusable mailing group
• < click to >   Create a 'smart' reusable mailing group
• < click to >   Create a complex group of results from different searches eg employees and organisations 
• < click to >   Get more information about Groups

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DO A SIMPLE SEARCH FOR CONTACTS 

1. CiviCRM provides a range of options to search for contacts. Generally you would do a simple search or an advanced search.
2. To do a Simple Search select 'Find Contact'

   
    

3. On this screen you can search for individuals or organisations
   1. enter the contact's name or email address into the first field (you can use a part of the name/email if you arent't sure of the spelling etc.
   2. Select whether you are looking for an individual or an Organisation (or leave this filed blank to get all contacts)
      (Don't select the options for 'Individ supplier' or 'Individ-Member')

      
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DO AN ADVANCED SEARCH 

1. You can use the SAdvanced Search option to find contacts that meet all sorts of criteria.
2. Below is an example of an Advanced Search to find organisations that are listed for specific product categories.
   1. Advanced search
      

      
       

   2. Select Custom fields tab
   3. Select Supplier information sub-tab
   4. Choose the product category
      
       
   5. ​Search​ 
       
3. This search will give you a list of the organisations that have the selected product category
   

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DO AN ADVANCED SEARCH FOR RELATED CONTACTS e.g. EMPLOYEES OF CERTAIN ORGANISATIONS

1. If you want to find individuals employed by companies that meet certain criteria do the following:
   1. Do an advanced search and insert your search criteria for the organisation as explained above
   2. Change the ​Display Setting ​search selector at the top of the Advanced Search screen ​from 'Contacts' to ​'Related Contacts'.

      
       

2. ​On the Related Contact option select the relationship 'Employee of'​
   
    
3. ​Using the same search as before (Audiovisual) but changing the display setting to related contacts increases the list ​from 451 company contacts to 664 individuals:
   
    

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CREATE A COMPLEX GROUP OF INDIVIDUALS AND ORGANISATIONS
(or of the results of more than one search)

If you want to create a group of contacts for both organisations and individuals, or for the results of different searches, you can create a group and then add the results of any number of searches to the group. (You can also do a search and remove ethe results of the search from the groupp)

1. Do a search (simple or advanced)
2. < click to >  Create a group 
3. Do another search
4. < click to >  Add the results of the second search to the group you created. 

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CREATE A REUSABLE GROUP OF EMAIL ADDRESSES

1. If you want to create an email that you can re-used then follow this process to create a mailing group
   1. < click here > Create a 'Smart' mailing group that will automatically update when new contacts are added  or removed from the system 
   2. Follow below to create a static mailing group of contacts in the system now, (the list will never change)
       
2. After you have searched for your required list of contacts as explained above (Organisations emails  or Individual emails):
   1. Click the "All xxx emails" select button
   2. Click in the Actions box
   3. Select the 'Group - add contacts' option.

      

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3. You can add contacts to an existing group or create a new group either​
   1. Add the contacts to an existing group

      

   2. ... or create a new group
      1. Select 'Create New Group'
      2. Give your new group a name and description
      3. Click the "Mailing List" option

         
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   3. After following this process open the Mailing / New mailing screens and select this group from the dropdown for your email recipients list.

      

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CREATE A 'SMART' REUSABLE GROUP OF EMAIL ADDRESSES

Use this process to create a 'Smart' mailing group that will automatically update when new contacts are added or removed from the system.

1. After you have searched for your required list of contacts as explained above (Organisations emails  or Individual emails):
   1. Click the "All xxx emails" select button
   2. Click in the Actions box
   3. Select 'Group - create smart group'.

      
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2. Complete the Smart Group screen
   1. Give your smart group a name
   2. Provide a description explaining what criteria was used to select the group
   3. Tick the 'Mailing Group' box
   4. Save your new smart group

      
       

3. After following this process open the Mailing / New mailing screens and select this group from the dropdown for your email recipients list.

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