Get Started with Contacts

This guide will help you get started with Contacts. Each section below outlines key concepts.

To get the most out of this guide, we recommend reviewing the Introduction to Presspage and Navigating Presspage if you're not yet familiar with the basics.

Table of contents

• Introduction: Contacts
• Step 1: Import Contacts
• Step 2: Set up a Subscriptions Module
• Step 3: Manage Contacts, Lists and Organizations
• Step 3.1: Contact details and insights
• Step 3.2: Manage Contact Lists
• Step 3.3: Organization Insights

Introduction: Contacts

Contacts is where you find and manage all your contacts, lists, organizations, and Media Database contacts. It is fully integrated with the rest of the platform: Newsroom visitors can subscribe to contact lists, contacts and lists can be added to Email campaigns, and senders from Inquiries are automatically added or updated in Contacts.

Step 1: Import Contacts

If you have an existing database of Contacts, for example in another mail tool, you can import those contacts as comma-separated value file (CSV) in Contacts. Follow these steps: 

1. If you have an existing database of contacts, for example from another email tool, you can import them into Contacts as a CSV file. Follow these steps:
2. Prepare your spreadsheet outside Presspage and save it as a CSV. If you plan to import multiple lists, create a separate CSV file for each.
   Upload the CSV using one of two options:
   • Via Contacts — select Contacts from the side bar. In the Contacts overview, click Add Contacts and select Import Contacts. Match the columns in your file to the contact detail fields, then fill out the import options and assign the contacts to a new or existing list.
   • Via Lists — select Lists from the side bar and click Create new List. Open the new list and select Import CSV file, then follow the same steps as above.

After the import is complete, you can view and download the import report. Contacts will appear in the Contacts overview and the list in the Lists overview.

Go to Import Contacts for details.

Step 2: Set up a Subscriptions Module

The Subscriptions module lets Newsroom visitors sign up for one or more contact lists, which they are automatically added to in Contacts. This is a useful way to grow your audience directly from the Newsroom.

The module can be added to the side column of the Newsroom homepage, articles, or custom pages. Per module, you can add one or more lists for visitors to subscribe to.

Go to Email Subscriptions for details.

Step 3: Manage your Contacts, Lists, and Organizations

Step 3.1: Manage contact details and insights

In the Contacts section, view and edit all your contacts. Use the search bar, filters, or column ordering to find contacts quickly. Click a contact to open the detail screen, where you can edit their information, add or remove them from a list or tag, and view their engagement history from Email and Inquiries.

A few things to be aware of:

• Inquiry only contacts — contacts added via Inquiries are marked with a red i-icon and cannot be added as recipients to campaigns, as they have not given GDPR consent. The label is removed if they subscribe via a Subscriptions module, or you can remove it manually.
• Tags — use tags to build an internal structure for your contacts. Tags can be assigned freely and used to filter contacts in the Contacts overview.
• Sharing contacts — if your account includes multiple languages or a holding with multiple accounts, contacts can be shared across those entities using Account & Language Access in the contact details.
• Hard bounces and unsubscribes — regularly check for hard bounces and unsubscribes using the filter box. Hard bounces can be removed or updated. Unsubscribed contacts retain their status even if re-added, and are automatically filtered out of campaigns.

Go to Managing Email Sender Reputation, Account & Language Access for details.

Step 3.2: Manage Contact Lists

Under Lists, you can view and manage all lists used to send email campaigns. Create a new list using the Create new List button. When setting up a list, you can add a title, an external list name for display in the Inquiries module, tags, language and account access settings, and user access restrictions.

Contacts can exist in multiple lists at the same time. When sending an email to lists with overlapping contacts, the platform automatically filters out duplicates.

Go to Contact Lists, Restrict user access to Lists for details

Step 3.3: Organization Insights

In the Organizations overview, contacts are grouped by outlet. New organizations can be added via the Add Organization button or from the contact detail screen. The platform automatically groups contacts that belong to the same organization.