How Do You Create a List of Contacts in HubSpot?

From defining criteria to segmentation, learn how to curate targeted lists that empower your marketing strategies. Ready to cultivate robust contact lists?

Create a List of Contacts in HubSpot
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Having efficient customer relationship management is crucial for businesses that want to establish and cultivate robust connections with their customers. An integral component of managing these relationships is the presence of well-organized and categorized contact lists. The significance of a properly structured contact list should not be undervalued, as it enables businesses to personalize and tailor their communication efforts. This, in turn, leads to enhanced engagement, heightened customer satisfaction, and, ultimately, improved conversion rates.

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HubSpot is an essential resource for businesses looking to optimize their contact lists. With its robust Customer Relationship Management (CRM) platform, HubSpot offers a user-friendly interface and powerful automation capabilities that simplify the process of creating and organizing contact lists. Users can easily import and segment contacts based on different criteria, such as demographics, behaviors, or engagement levels.

In addition, HubSpot provides advanced features like lead scoring and tagging, which enhance the ability to categorize and prioritize contacts. This comprehensive approach to contact list creation and management allows businesses to effectively target their messages to the right audience, ultimately saving valuable time and resources. So let's read on and find out more about creating a list in HubSpot.

How Do I Create a Contact List in HubSpot?

HubSpot contact list page

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If you want to create a contact list in HubSpot, you can easily do so by following the steps below.

Start by accessing the List Creation tool in your HubSpot account. Simply go to the Contacts section and click on "Lists" in the left sidebar. This will take you to the Lists dashboard. Once you're there, click on the "Create list" button to get started.

Afterward, it is important to establish the criteria and segmentation for your contact list. HubSpot provides various options to filter and segment your contacts effectively. Demographic information such as location, industry, or job title can be utilized for segmentation, as well as behavioral criteria like engagement level or purchase history. By carefully specifying these criteria, you can ensure that your contact list comprises the most relevant contacts for your specific marketing or sales campaign.

Once you have established your criteria and segmentation, the next step is to assign a suitable name and save your contact list. Opt for a name that accurately identifies the purpose of the list or the specific segment it represents. This naming convention will facilitate future retrieval and utilization of the list. Once you have decided on a name, simply click on the "Save" button to complete the process of creating your contact list.

HubSpot offers the convenience of regularly updating and automatically adding new contacts to your existing HubSpot customer list. This feature ensures that as your contact database expands, your lists will dynamically incorporate new contacts that meet the defined criteria.

In essence, the process of creating the list in HubSpot for contacts is simple. By utilizing the List Creation tool, outlining the criteria and segmentation, assigning a name, and saving the contact list, you can effectively organize and manage your contacts. This streamlined approach enhances your marketing and sales strategies for greater efficiency.

How Do I Create a Group in HubSpot?

how to create a group in hubspot

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To create a group in HubSpot, you can follow these simple steps. First, go to the "Contacts" section in your HubSpot account. Look for the "Lists" option in the left sidebar and click on it. This will take you to the Lists page, where you should find the "Groups" tab.

Once on the Groups tab, you'll see a "Create group" button. Click on it to start the process of creating your group. At this point, you'll be asked to define the criteria for segmenting your contacts. HubSpot offers a wide range of options, allowing you to segment your contacts based on their attributes, behaviors, or engagement levels. Choose the appropriate filters and conditions to specify your criteria.

After setting the segmentation criteria, you have the flexibility to choose whether to include or exclude contacts that meet the specified conditions. This allows you to create targeted groups that align with your marketing or sales objectives.

Once you've completed the segmentation criteria, click on the "Save" button to create the group. HubSpot will automatically populate the group with contacts that meet the defined criteria. You can then manage and edit the group as needed. This includes tasks like adding or removing contacts or updating the segmentation criteria to keep the group up to date.

To sum it up, creating a group in HubSpot involves navigating to the Groups section, defining segmentation criteria, and saving the group. This feature makes it easy for you to organize and manage your contacts, enabling more efficient marketing and sales activities.

How Do I Manually Add Contacts to the the HubSpot List?

Manually Add Contacts to HubSpot List

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To add contacts to HubSpot, there are two methods you can use: individual contact addition and bulk contact addition.

For individual contact addition, start by navigating to the Contacts section in your HubSpot account. Once there, locate and click on the "Create contact" button. This will open a form where you can fill in the relevant information for the contact, including their name, email address, and any additional details you may have. Once you have entered all the necessary information, click on the "Save" button to add the contact to your HubSpot database. After that, you can assign this individual contact to an existing list or create a new one.

If you have a large number of contacts to add, you can use the bulk contact addition method. To do this, go to the Contacts section in your HubSpot account and find the "Import" button. Click on it and follow the instructions to import a CSV file containing the contact details. During the import process, you will have the opportunity to map the fields in the CSV file to the corresponding contact properties in HubSpot. Once the import is complete, you can assign the imported contacts to a new or existing list.

It is essential to ensure data accuracy during the manual contact addition process. Take the time to double-check all the contact information, including email addresses and any custom fields. Making sure the data is properly formatted and accurate will help maintain the integrity of your contacts and avoid any issues with communication or segmentation.

Can You Import Contacts into a List in HubSpot?

HubSpot provides the option to import contacts into a list using CSV files. This feature is particularly useful when you need to add a significant number of contacts to your database and categorize them into specific lists for improved organization and targeted communication. However, it's essential to tackle potential problems that can arise during the import process, such as formatting errors or incomplete data. To guarantee the accuracy of data mapping, it is crucial to thoroughly review and align the fields in your CSV file with the corresponding contact properties in HubSpot. This meticulous approach ensures the integrity of your data and facilitates efficient segmentation and communication with your contacts.

How Do I Add Contacts to the HubSpot Address Book?

If you want to add contacts to HubSpot's address book, you have the option to integrate it with email platforms such as Gmail or Outlook. This integration feature enables the automatic synchronization of contact data. Whenever you send or receive emails, HubSpot will capture and add those contacts to your address book. Similarly, any contacts you add to your email platform will be synced to HubSpot as well. This ensures that your address book remains constantly updated. It is crucial to prioritize privacy and data security when using these integration and synchronization processes. Make sure that they comply with the necessary privacy regulations and have robust security measures in place to safeguard your contact information.

HubSpot recipients page

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How Do I Add a List to HubSpot?

If you want to add a list to HubSpot, you can do so by following these steps:

1. Prepare a CSV file containing the contact details for the list you want to add. If you already have an existing file, you can use that as well.

2. Log in to your HubSpot account and navigate to the Contacts section. In the left sidebar, click on "Lists".

3. On the Lists page, you will find a "Create list" button. Click on it and give your list a name. Additionally, select the criteria for segmenting the list according to your preferences.

4. Once you have created the list, go ahead and click on the "Add contacts" button. From the options provided, choose to import a CSV file.

5. Upload the CSV file you prepared earlier. To ensure accurate mapping, make sure to correctly map the columns in your file to the corresponding contact properties in HubSpot.

After successfully uploading the list, HubSpot will automatically associate the contacts with the newly created list. This allows you to easily manage and segment them as per your requirements.

To maintain the integrity and accuracy of your lists, it is essential to regularly review and update them. Remove any duplicates, verify and update contact information, and properly handle any opt-outs or unsubscribed contacts.

Keeping your lists up to date is crucial for effective segmentation in your marketing and sales activities. You can update lists with new information either by manually adding contacts or by importing an updated CSV file. This ensures that your lists are always accurate and aligned with your business needs.

How Do I Organize Contacts in HubSpot?

Here are some strategies you can use -

Customizing Contact Views

Easily organize and control your contacts with personalized views. Choose specific contact properties, filters, and sorting options to create custom views that effortlessly cater to your criteria.

Tagging and Categorizing Contacts

Tags are a useful tool for assigning identifying keywords or attributes to contacts. By using tags, it becomes effortless to group and filter contacts based on common characteristics, making organization and management more efficient.

Advanced Segmentation Strategies

Utilize HubSpot's sophisticated segmentation tools to generate dynamic lists according to specific criteria, such as lead status, engagement level, or industry. This capability allows for focused messaging and individualized communication with distinct segments of your contact database.

How Do You Categorize Contacts in HubSpot?

In HubSpot, you can organize your contacts using categories, tags, and custom properties. Here's how you can effectively use these features:

1. Establish Categories and Tags: With HubSpot, you can create categories and tags that align with your specific contact organization requirements. Categories are designed to represent broader groups, while tags allow you to specify attributes or characteristics in more detail.

2. Employ Custom Properties: Custom properties enable you to categorize your contacts based on specific criteria or attributes. For instance, you can create a custom property called "Industry" and assign values like "Technology," "Finance," or "Healthcare" to categorize contacts according to their corresponding industry.

3. Generate Dynamic Lists: Leverage the categorized information to create dynamic lists. These lists automatically update as contacts meet the defined criteria, helping you segment and target your contacts for personalized email campaigns and communications. By using dynamic lists, you can ensure that your content reaches the right audience at the right time.

How Do I Create a List of All My Contacts on HubSpot?

To create list in HubSpot of all your contacts, you can use the following steps:

1. Utilize the Default All Contacts View: HubSpot conveniently provides a default "All Contacts" view that automatically organizes and displays all of your contacts. To access this view, navigate to the Contacts section and select "All Contacts" from the left sidebar.

2. Create Comprehensive Lists for Targeted Campaigns: Alternatively, you can create custom lists to manage and analyze specific contact groups. By setting the list criteria to include all contacts without any specific segmentation filters, you can gather a comprehensive list for your campaigns.

3. Ensure List Relevance and Accuracy: To maintain a relevant and accurate contact list, it is important to regularly update and synchronize your contact data from various sources. Remove any duplicate entries, periodically validate contact information for accuracy, and promptly update the status of opt-outs or unsubscribed contacts. This ensures that your contact list remains clean and up-to-date.

How Do I Add All My Contacts to a List in HubSpot?

To efficiently add your contacts to a list in HubSpot, follow these bulk addition strategies:

1. Utilize Bulk Actions: In the Contacts section, simply select all the contacts by clicking the checkbox at the top left corner. Then, access the bulk actions dropdown menu and choose the option to add them to an existing or new list.

2. Create Automatic Inclusion Rules: To streamline the process of adding new contacts to a list, consider setting up automatic inclusion rules. These rules will automatically add contacts that meet specific criteria to the designated list.

3. Ensure Data Uniformity: It is crucial to maintain standardized contact data across lists. Regularly update and standardize contact information to ensure accuracy and consistency. This involves verifying and cleaning contact information, removing duplicate entries, and consistently updating opt-outs or unsubscribed contacts. By doing so, you can ensure that your lists contain accurate and up-to-date information.

How Do I Organize My Lists on HubSpot?

If you want to effectively organize your lists on HubSpot, here are some steps you can follow:

1. Create Folders and Subfolders: Group your lists together by creating folders. You can also create subfolders within folders to further organize your lists based on different themes, campaigns, or departments.

2. Use Consistent Naming Conventions: Make it easy to identify the purpose and contents of your lists by using consistent naming conventions. Consider including details such as campaign names, target audience, or date ranges in the list names.

3. Regularly Audit and Clean up Lists: Periodically review your lists to ensure accuracy and relevance. Remove any duplicates or outdated lists, update the criteria for dynamic lists, and evaluate the effectiveness of each list for better segmentation and targeting.

By following these strategies, you can maintain a well-organized and clean list structure in HubSpot, which will greatly enhance your contact management efficiency.

How Do I Select All Contacts in HubSpot?

If you want to select all of your contacts in HubSpot, you can easily do so by following these steps:

1. Utilize the Select All option in Contact Views: In the Contacts section, simply click on the checkbox located at the top left corner of the contact list. This will select all of the contacts currently displayed in the view.

2. Streamline bulk actions for efficiency: Once you have selected all of your contacts, you can perform various actions in bulk. Simply click on the bulk actions dropdown menu and choose from options such as adding contacts to a specific list, assigning property values, or exporting them.

3. Consider best practices for large contact selections: If you have a large contact database, it may be more efficient to use filters or segmentation to narrow down your selection for specific actions. This can help improve efficiency and avoid potential technical limitations that may arise from processing a large number of contacts all at once.

benefits of outsourcing hubspot management

Why Outsourcing HubSpot Management Is the Best Option

There are multiple advantages to outsourcing HubSpot management, making it the optimal choice for businesses. Let's see what they are:

Expertise in HubSpot Interface and Tools

When you outsource your HubSpot management to experts, you can be confident that your platform is handled by professionals with extensive knowledge of the HubSpot interface and tools. By leveraging their expertise, you can unlock the maximum potential of your platform, adhere to best practices, and receive valuable guidance on utilizing advanced features.

Time and Resource Savings

When it comes to managing HubSpot internally, requires a significant amount of time and resources. However, businesses can choose to outsource this task, which can result in saving valuable time and reallocating resources to focus on other important activities like developing sales and marketing strategies. This approach allows teams to concentrate on their core competencies while entrusting the management of HubSpot to experienced professionals.

Continuous Monitoring and List Optimization

When you outsource HubSpot management, you can benefit from the expertise of professionals who will consistently monitor your lists, contacts, and campaigns. Their role is to identify areas for improvement, optimize lists, and ensure that your contact database remains organized and up-to-date. This allows for more efficient operations and better overall performance.

Customization for Business-Specific Needs

When you enlist the help of outsourced HubSpot managers, they can customize the platform to perfectly align with the specific needs and processes of your business. This includes tailoring automation, workflows, and reporting to enhance efficiency and optimize results.

Integration with Marketing and Sales Strategies

Experienced HubSpot managers possess the skills to effortlessly amalgamate the platform with your company's marketing and sales strategies. They are capable of harmonizing campaigns, monitoring performance, and offering invaluable insights to enhance the overall effectiveness of your marketing and sales efforts.

Why is Wishup the best place to hire a Virtual Assistant?

benefits of hiring a virtual assistant

Hiring a virtual assistant makes managing your HubSpot much easier. Here's why you need to hire a VA from Wishup:

Pre-trained and upskilled professionals

If you're in search of a Virtual Assistant, look no further than Wishup. With their extensive team of pre-trained and upskilled professionals, experts in over 70 no-code tools, and 200 skill sets, so they are well-equipped to handle a wide range of tasks and projects efficiently.

Choose from the ,US based on Indian VAs

With Wishup, you have the option to select from a diverse group of virtual assistants located in either the US or India. This flexibility enables you to find the perfect match for your unique needs and desired working schedule.

Instant replacement policy

Wishup offers a hassle-free solution with its instant replacement policy. In case you encounter any problems or need to make a change, they are committed to swiftly providing a replacement virtual assistant, ensuring a smooth workflow without any disruptions.

We hire only the top 1% of applicants

At Wishup, we have a rigorous selection process that allows us to hire only the most exceptional candidates, ensuring that you are working with a team of virtual assistants who possess exceptional skills and extensive experience. By hand-picking the top 1% of applicants, we guarantee that our team can deliver exceptional performance and consistently surpass your expectations.

Onboarding in 24 hours

With their efficient onboarding process, which can be completed in just 24 hours, you can quickly start utilizing your virtual assistant. This means you'll be able to delegate tasks, ultimately saving valuable time and boosting overall productivity.

Dedicated Account Manager at your service

At Wishup, we provide you with a dedicated Account Manager who is there to support you throughout your entire engagement. This ensures that there is clear communication, efficient coordination, and a tailored experience to ensure that all of your needs are effectively addressed.


To summarize, the process of creating and managing the HubSpot customers list involves the arrangement of lists into folders and subfolders, the adoption of consistent naming conventions, and regular auditing and optimization. Organized contact lists are highly important for efficiently managing customers, as they allow for targeted communication and segmentation.

Outsourcing the management of HubSpot can offer businesses various benefits. Firstly, it provides access to experts who possess deep knowledge of the platform. Additionally, it results in time and resource savings as the outsourcing team takes on the responsibility of handling contact lists. Furthermore, continuous optimization of the lists can be ensured through outsourcing, leading to enhanced customer management. Moreover, a customized approach can be taken by aligning the outsourced management with the business's marketing and sales strategies and integrating it seamlessly.

If you're looking to enhance your HubSpot experience even further, consider exploring outsourcing options. Wishup, the top virtual assistant service, can provide you with pre-trained professionals who can assist you in effectively managing HubSpot and achieving improved outcomes for your business. Get in touch with Wishup by scheduling a free consultation or dropping a mail at [email protected].

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Creating List in Hubspot: Frequently Asked Questions

How do you create lists in HubSpot?

To generate lists in HubSpot, head to the Contacts section. Next, navigate to the "Lists" tab and subsequently click on the "Create list" button. By selecting various properties, values, or behaviors, specify the criteria for the list. Afterward, save the list to commence the process of organizing and managing your contacts.

How many lists can I create in HubSpot?

In HubSpot, businesses have the freedom to create multiple contact lists without any defined restriction. These lists can be tailored to specific criteria like demographics, behavior, engagement, and more. This flexibility allows for efficient organization and segmentation of contacts within the platform, enabling businesses to effectively manage their customer relationships.

Can you create a list of companies in HubSpot?

Yes! HubSpot allows you to easily create a list of companies. Simply go to the Companies section and utilize the available filters and properties to define the criteria for your list, such as industry, size, or location. By doing so, you can efficiently organize and manage companies within the HubSpot platform.

How do I create a list from import HubSpot?

To generate a list from an import in HubSpot, begin by accessing the Contacts section and selecting the "Import" button. From there, pick the import method and designate the desired file. Once the import process concludes, HubSpot will provide a prompt to create a saved list using the imported data. This feature facilitates effortless organization and management of contacts.