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Refreshing a Group

Let’s say you set up a group of people based on the search criteria of City = Dublin. You carry out a mail shot to that audience announcing an upcoming trade show. Meanwhile, your data entry people have been busy collecting new contact details of people in the Dublin area. These have been added to the system during the week after you sent the mail shot out.

Dynamic groups will refresh automatically, with new records that match the group search criteria being automatically added to the group. With a static group, you must use the Refresh button to add new matching records to a group. With a static group, when performing a mail merge, you can use the Refresh button to send a similar mail shot to all the people who have since been added to the system.

To refresh a static group:

Create a new group of people based on a criteria, such as City = Dublin.
Open the group and perform a mail merge using the Start Mail Merge button.
Add three new people to the system, making sure they meet the search criteria you used for the group generation.
Open the group, and make a note of the number of people on it, for example 23.
Click on the Refresh button.
The number of people should be as before plus three, for example 26.
If the mail shot you are sending out is exactly the same as the one you have already sent, you do not need to resend it to all the previous recipients.
Select the Exclude Previous Recipients button.
The list should still show 26 people, with 23 excluded.
Now you can carry out the mail merge using the Start Mail Merge button, and it only goes to the three new contacts.

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