Searching for Contacts based on their Folder

✅ Summary:

This video demonstrates how to use PhoneBurner’s Advanced Search > Folder section to locate and count contacts based on the folders they are in—such as “Appointment Scheduled” and “Follow-Up”. You’ll learn how to:

• Include specific folders to find contacts within one or more selected folders.
• Exclude specific folders to return contacts in all folders except the ones you choose.
• Search archived or trashed contacts, which are excluded from default searches but can be retrieved if needed.

This functionality is especially useful for organizing contact workflows, reporting, or filtering the exact group of contacts you want to target or review.

🏷️ Tags:

folder filtering, appointment scheduled, follow-up contacts, advanced search, contact management, archive search, exclude folders, PhoneBurner training, data segmentation, CRM organization

📝 Cleaned-Up Transcript:

Hey, can we pull together a list of contacts that are in both the Appointment Scheduled folder and the Follow-Up folder? I just want to see how many contacts fall into those categories.

That’s a great question! Using the Advanced Search feature in PhoneBurner makes it easy to search for contacts based on the folder they’re currently in.

In this training—part of our Advanced Search training module—I’ll show you how to use the Folder section in Advanced Search to find exactly what you’re looking for.

When you open the Advanced Search menu, you’ll see a Folder section. If you expand it, you’ll find three options:

1. Include Folders
2. Exclude Folders
3. Archive/Trash

Include Folders

In most searches, you’ll want to include specific folders. For example, I want to find all the contacts that are in my Appointment Scheduled folder and my Follow-Up folder. So I select both of those folders in the Include Folders section and hit Search. This returns a list of all contacts in either of those folders.

Exclude Folders

Now, let’s say you want to find all the contacts in your account except for certain folders. For example, maybe you want to see every contact not in your Leads or Available Leads folders.

You can remove any current selections and go to Exclude Folders, select “Leads” and “Available Leads,” and then hit Search. This will return a list of every contact that’s not in those folders.

Archive/Trash

Lastly, you can choose to include Archived or Trashed contacts in your search.

By default, PhoneBurner excludes archived and trashed contacts from search results. That’s because you’ve either deleted or intentionally hidden them.

However, if you need to search those, you can toggle the Archive/Trash option.

Let’s say I want to see if I have any archived contacts—I choose the Archive option and hit search. In this case, I don’t have any archived contacts. Let’s try the Trash. When I check the Trash option and search, I find 36 contacts in my trash.

So in certain scenarios, you may want to search not just your current, active folders, but also your archived or deleted data.

That’s a quick overview of the Folder section in Advanced Search. It's a simple but powerful way to help you identify the specific contacts you want to focus on right now.

Thanks again for watching—I hope this helps you and your team get more done in less time using the power of PhoneBurner.

Happy dialing!