Contact management and segmentation

Your whole audience, organized and segmented.

Keep every contact in one place with company, job title, source and tags. Filter, group and segment your audience with a few clicks, so the right message always reaches the right people.
Free to start with your Google Workspace or Microsoft 365 account · No credit card required
Mailsoftly contacts screen listing subscribers with name, email, company, job title, created date and source, with tags and an advanced filter to segment the audience
Contacts · Synced
What is contact management software?

Contact management software is where you store and organize the people you email. It keeps each contact's details, like name, company, job title and source, in one place, lets you group them into lists and label them with tags, and lets you build segments that filter your audience by any rule you choose. In Mailsoftly your contacts live alongside the tools you use to email them, so a segment you build becomes the audience for your next campaign in one step.

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Segments

Segments that keep themselves current

Group contacts by anything you know about them: country, company, tag, or how they engage. Smart segments update on their own as contacts change, so your audiences are always accurate.
Custom and smart segmentsSave a fixed rule like Country is United States, or a smart one like New contacts in the last 30 days that refreshes itself every time you open it.
Protect your reputationBuild an At risk segment of contacts whose recent emails soft bounced, so you can stop sending to addresses that hurt your sender reputation.
Send to a segment in one stepAny segment you build becomes the audience for your next campaign, so you never rebuild the same list twice.
Mailsoftly segments list with saved audiences such as Has company on file, US audience, VIP customers, At risk bouncing and New contacts in the last 30 days, each labeled custom or smart with its contact count
Rule builder

Build a segment with simple rules

Pick a contact field, choose a condition, type a value. Add more conditions or a whole condition group to get as specific as you need. No formulas, no spreadsheets.
Any field, any conditionSegment on company, job title, country, tags, activity or a custom field, using conditions like equals, contains or is not empty.
Combine conditions with groupsStack several rules together, or add a condition group, to describe exactly the audience you have in mind.
Named and reusableGive the segment a name and a description, save it, and it is ready to use across every campaign from then on.
Mailsoftly create a new segment dialog with a segment name, an optional description and an Include contacts matching rule builder where you select a contact field, a condition and a value, with options to add a new condition or condition group
Everything in one place

Contacts, lists, tags and fields

Contact management in Mailsoftly is more than a spreadsheet. Every part of your audience is organized the way you actually work.
Profiles

Rich contact records

Each contact carries name, email, company, job title, source and activity, so you know who they are and where they came from before you write a word.

Lists and tags

Group the way you work

Organize contacts into lists and label them with tags like Volunteer or VIP, then filter and segment by those labels in a click.

Custom fields

Fields that fit your business

Add the fields that matter to you and use them everywhere: in filters, in segments, and as merge values that personalize each email.

Where it leads

Clean contacts make everything else work

A well organized audience is the starting point for the rest of your email program. Feed a segment into an automation, use a custom field to personalize each message, and grow your list with signup forms that add new contacts automatically. It all sits inside your wider email marketing workspace.
Mailsoftly contacts table showing subscribers with company, job title, source and tags, with search, advanced filter and sort controls to manage the whole audience
FAQ

Contact management, answered

What is contact management in email marketing?

It is how you store, organize and group the people you email. Good contact management keeps each contact's details in one place, lets you tag and list them, and lets you build segments that filter your audience by any rule, so every campaign reaches the right people instead of your whole list.

What is the difference between a list, a tag and a segment?

A list is a group you add contacts to directly. A tag is a label you attach to a contact, like Volunteer or VIP. A segment is a saved rule that pulls in every contact who matches, for example everyone in the United States or everyone added in the last 30 days, and it updates itself as your contacts change.

Do segments update automatically?

Smart segments do. A smart segment is defined by a rule, so as contacts are added, tagged or change their activity, the segment updates on its own. Custom segments hold a fixed rule you set. Either way, you build the rule once and reuse the segment across every campaign.

Can I import my existing contacts?

Yes. Import your contacts from a file, bring them in through a signup form, or add them one at a time. Each contact keeps its details like company, job title and source, and you can tag or segment them straight away.

Does contact management help with deliverability?

Yes. A clean, well managed audience protects your sender reputation. You can build a segment of contacts whose emails recently bounced and stop sending to them, and every send honors consent and unsubscribes, so you keep reaching real, engaged people.

Is contact management free to use?

Yes. Create your account free with Google or Microsoft sign-in and manage, tag and segment your contacts on the free plan, no credit card required. Google Workspace and Microsoft 365 accounts get the quickest start; personal Gmail or Outlook.com works too, with lower sending limits while your account builds trust. Paid plans add higher sending volumes.

Get your contacts in order tonight

Sign up free with your Google Workspace or Microsoft 365 account, import your contacts, and build your first segment in minutes.

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