Introduction
It’s very likely that multiple people at your company interact with the same clients or vendors on any given day. Maybe it's a client who works with customer success and sales, or a vendor who speaks weekly with accounting and marketing.
Adding people to your contact list can be time-consuming and tedious. But with Pilot Voice, admins can save some time by uploading shared contacts for all users to easily access.
Admins can add shared contacts individually or mass import them from Google, Outlook or Apple contacts.
Click through the tabs below to import, export and manage contacts in the portal.
How to add a single contact
Step 1: Log in to the Pilot Voice portal. Your Login Name will be in the format of extension@domain.
Step 2: Navigate to the “users” tab and click on shared contacts
Step 3: Click on “add a shared contact” and enter the contact information. When done, click save and you’ll see your new contact appear in the shared contact folder.
How to mass upload a shared contact
Step 1: In the contacts tab, navigate to the upper right corner and click “import”
Step 2: The portal enables contact uploading from Outlook, Google and Apple vCard. To access or create these contacts do the following:
Accessing your contacts from Google
Step A: Login to your Gmail
Step B: click the 9 dots in the upper right-hand corner and click contacts
Step C: here you will see your existing contacts, and if you don’t click create contact to make one
Step D: Enter contact info and click save
Step E: Click the 3 dots to the right of the contact and export.
Accessing your contacts from Outlook
Step A: Open Outlook and click File.
Step B: Click Open & Export > Import/Export.
Step C: Select "Export to a file."
Step D: Click Next.
Step E: Select "Comma Separated Values."
Step F: Click Next.
Step G: Select Contacts option under Personal Folders.
Step H: Click Next.
Step I: Click Browse and choose both a name and location for the exported file.
Step J: Click Next.
Step K: Click Finish.
For more information on exporting contacts out of Outlook click here.
Accessing your contacts from Apple vCard
Step A: Navigate to the contacts app on your mac
Step B: Click on an existing contact, or create a new one by clicking the + sign and then new contact
Step C: Once a contact is selected, you can drag it right to your desktop or click file in the upper left hand corner of your laptop screen and then export → export vcard
For more information about accessing contacts from Apple vCard click here.
Step 4: Click on my contacts from the upper left drop down menu and you should see your new contact in this list.
How to manage contacts
Deleting a contact: To delete a contact, click the red x on the right side of your contact
Editing a contact: To edit a contact, click the pencil icon on the right side of your contact.
Exporting a contact:
Step 1: Click export in the upper right hand corner of the users/ shared contacts tab
Step 2: Choose contacts you want to export from the “contacts to export” dropdown menu, and format to export to. Click export.
Conclusion
Hooray! Your team now has access to shared contacts and can speedily dial them (they might not thank you, but we’re sure they’re appreciative).
Looking to add people to your personal directory? Check out this article.
