Keeping your Database Free of Duplicates
You may be getting contact information from multiple sources and it's possible that you may have more than one record in your database for the same contact. Relevant Tools automatically takes care of dedupping when you're doing a mailing so you don't have to worry about sending to the same email address more than one message during a mailing. But you should periodically dedup your database to reduce your record storage costs and keep your database lean and fit.
To begin the process, click on the Database icon, at the top of the screen. Then, select the database you would like to dedup in the Databsase Selection section, in the middle of the screen. Finally, click on the "duplicates" report located on the right-hand side of the main database screen, in the Special Searches: section.
After you click on the duplicates report, the screen below, the Duplicate Records screen is displayed. Very often a simple dedup report will work for you. Select the field you would like to dedup on, usually email address, then select "Display first only?" by clicking on the checkbox to place a checkmark in the box.
However, there are some cases where you need to dedup on more than one field. If this is the case, click on the "advanced search screen", as shown, in then screen above. Then click on the radio button "Show all but one of each duplicate", under Option 2 of 4: Duplicates, as shown in the screen below. Next, click on "Display Data"; a screen will displayed showing all but one of the duplicate records in the database.
Click on the "delete this list" link, at the top of the screen. You can safely do this assuming you clicked on the "Display first only?" checkbox, on the Duplicate Records screen, shown above, or clicked on the radio button, under Option 2 of 4: Duplicates, "Show all but one of each duplicate", also shown above, that you are only deleting the duplicate record(s). Just to make you feel more comfortable about deleting data, be reassured, we back up all data every night so we can always restore your data for you. One last thing, you must always confirm any deletions before you actually delete the records, as shown in the image below.
After you have deleted the duplicate records in your database, a clean database will be redisplayed.
Let us know if you have any questions or need help.