Overview (Group List)
The Group List lets you access all of the group records in the database.
Note: Unless you set it up differently (see below) the list automatically tries to find all available records when the window opens. When you open the list on a new database there probably won't be any records available to show, so a message will be displayed indicating that no records were found matching the search criteria.
The Group List window is divided into two tabs, "Search" and "Results". The search tab enables you to run both basic and advanced searches.
The Search Tab (Basic Search)
A basic search lets you enter specific information in predefined search fields, such as "City Name". For a record to be found by the Basic Search, its data must match every criteria field you use. You can think of the search engine as thinking, "field A has to equal value 1, AND field C has to equal value 2, AND etc.
The Search Tab (Advanced Search)
The advanced search gives you much greater flexibility in your searches. By enabling you to choose which fields to search by, the operator to use to compare the value you specify (i.e., = ABC, or > 5), and a logical And/Or option, you can create nearly unlimited searches. The example above will find any group located in Beverly Hills where the contact person has a name like (beginning with) "smith". Advanced searches will be covered in more detail later.
Note: Regardless of whether you use Basic or Advanced searches, if no criteria is specified, all records will be returned. If you have thousands of group records, using some criteria to limit the number of records found will improve the search speed. (The number of records that constitutes a "large" amount will vary based on the power of the computer you're using. An old PC may struggle with a few hundred records, whereas a new PC may be perfectly happy retrieving tens of thousands.)
The Results Tab
The Results tab displays the record(s) that matched the criteria entered on the Search tab, whether basic or advanced. In the above sample, two groups were found using our criteria.
This tab is used for accessing individual records, and for performing certain tasks that can affect multiple records, such as changing the Include in Mailings setting.