How to rename, delete or download a group to an Excel file
There are many reasons why you may want to make some changes to your groups. For example,
When students move into a new academic year you may want to 'rename' their contacts group to reflect the new class changes. i.e Form 1 2023 now become Form 2 2024.
You made some errors while adding contacts and wish to 'delete' the erroneous group so that you can add it afresh.
Your final year class has left school and you no longer wish to retain the contacts in your active students lists. However, you do not want to lose the contacts in case you need to contact them again in the future so you choose to 'archive' them instead of 'permanently deleting' them.
Sometimes you may need to print your class contacts lists so you choose to 'download' them first into an Excel file.
You can do all this through the 'Group Actions' menu bar as highlighted in the image below. To begin, ensure you have selected all the groups you want to work on.
Press and hold the SHIFT key to select multiple adjacent groups or the CTRL (or COMMAND ⌘ on a Mac) key to select groups that in not next to each other
Here are the various actions you can effect on a group(s).
Rename - the system will prompt you to input a new name then click 'OK' to save changes. Please note the new name has to be unique - no other existing group can have a similar name. You can only rename one group at a time.
Download to Excel - this option allows you download contacts from the selected groups into a separate Excel file for each. The system combines multiple Excel files into one compressed ZIP file.
Change Group Category - you will be prompted to choose the new category of the selected groups. Remember to click the 'OK' button to save changes.
Archive Contacts - the system will prompt you to confirm that you want to archive the selected groups. Click the 'Yes' button to proceed.
Remove From Archives - select the category you wish to put the new archived contacts and click 'OK' button to save changes.
Delete Permanently - if you wish to completely remove a group and all it's contacts from your account then this is the option to pick. Once deleted, neither the group or it's contacts can be retrieved.
When students move into a new academic year you may want to 'rename' their contacts group to reflect the new class changes. i.e Form 1 2023 now become Form 2 2024.
You made some errors while adding contacts and wish to 'delete' the erroneous group so that you can add it afresh.
Your final year class has left school and you no longer wish to retain the contacts in your active students lists. However, you do not want to lose the contacts in case you need to contact them again in the future so you choose to 'archive' them instead of 'permanently deleting' them.
Sometimes you may need to print your class contacts lists so you choose to 'download' them first into an Excel file.
You can do all this through the 'Group Actions' menu bar as highlighted in the image below. To begin, ensure you have selected all the groups you want to work on.
Press and hold the SHIFT key to select multiple adjacent groups or the CTRL (or COMMAND ⌘ on a Mac) key to select groups that in not next to each other
Here are the various actions you can effect on a group(s).
Rename - the system will prompt you to input a new name then click 'OK' to save changes. Please note the new name has to be unique - no other existing group can have a similar name. You can only rename one group at a time.
Download to Excel - this option allows you download contacts from the selected groups into a separate Excel file for each. The system combines multiple Excel files into one compressed ZIP file.
Change Group Category - you will be prompted to choose the new category of the selected groups. Remember to click the 'OK' button to save changes.
Archive Contacts - the system will prompt you to confirm that you want to archive the selected groups. Click the 'Yes' button to proceed.
Remove From Archives - select the category you wish to put the new archived contacts and click 'OK' button to save changes.
Delete Permanently - if you wish to completely remove a group and all it's contacts from your account then this is the option to pick. Once deleted, neither the group or it's contacts can be retrieved.
Updated on: 04/04/2024
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