By default, the person’s initial address will be set up as their preferred address for mailing.
This is the address that appears in the Preferred Contact Details collapsible group area on the Details tab and will be the first address that appears in the Addresses sublist on the Addresses tab.
The user can change the preferred address to a different address if necessary and this can also include having a preferred email address, telephone or fax number.
There are three options, all of which include phone numbers, email addresses and fax numbers.
Extra Address: Add extra addresses, such as residential or business address and set it as the preferred method for mailing.
Related Address: Use a related contact’s address as the mailing preference.
Any Address: Select from any addresses in the system and set this as the preferred method for mailing.
By default, the main method of communication will be set to 'Letter' in the Preferred Contact Details collapsible group area of the Details tab.
If the contact does not want to receive communication in this way, override this with a different method, such as:
Email
Large Print
SMS
Set an extra address as preferred
Open the contact and click the Addresses tab.
Check that the address to set as the preferred address appears in the sublist.
If it has not yet been added, click the plus
button to the right of the Addresses sublist and add the address details.Click Set Preferred, which is located to the right of the sublist.
Click Extra Address.
Select which one of the contact’s extra addresses to set as the preferred address.
Use the tick boxes available to indicate the type of communication to set a preference for:
Address
Email Address
Mobile
Telephone
Fax
Click OK.
Set a related address as preferred
📌 Note: Before using a related contact’s address as a mailing preference, make sure that a relationship has been created between the contacts and that the related contact has an address set up.
Open the contact and make sure that the related contact appears in the Relationships sublist on the Relationships tab.
Go to the Addresses tab and click Set Preferred.
Click the Related Contact button.
Choose which address to use and click Select.
Use the tick boxes to indicate the type of communication to set a preference for:
Address
Email Address
Mobile
Telephone
Fax
Click OK.
Set any address as preferred
Open the contact and click the Addresses tab.
Click Set Preferred.
Click the Any Address button.
Select a contact whose address to use.
Use the tick boxes to indicate the type of communication to set a preference for:
Address
Email Address
Mobile
Telephone
Fax
Click OK.
Change the main communication method
Find the contact to change the main method of communication for.
Click the Edit ribbon button.
Select the Details tab.
Click the dropdown arrow in the Method field within the Preferred Contact Details collapsible group area of the tab.
Select a new communication method and click Save.
Bulk Updating Preferred Addresses
It is possible to bulk update the preferred address for contacts using the Additional Address data feed.
You can find an example file, and further guidance on this data feed in Data Tools, File Upload, Guidance and then searching for Additional Address.
To set an address as preferred you will need to include the column IsPreferred and use -1 to indicate the address is preferred and 0 if it is not.