--- title: How to use the phonebook feature description: The phonebook feature allows you to easily store customer contact information information – just as caller ID works on a mobile phone.  It's also shared across an organization, ensuring that every contact entered is available to all users.  --- [Skip to content](https://my.textbetter.com/user-guide/how-to-use-the-phonebook-feature#main-content) [![TB Color Logo 400 x 100](https://my.textbetter.com/hubfs/TB%20Color%20Logo%20400%20x%20100.svg)](https://www.textbetter.com) - [Create Support Ticket](https://my.textbetter.com/create-support-ticket) - [Customer Portal](https://my.textbetter.com/_hcms/mem/login?redirect_url=https%3A%2F%2Fmy.textbetter.com%2Fhome) - Get In Touch Show submenu for Get In Touch - [Email Support@textbetterinc.com](mailto:support@textbetterinc.com) - [Call (800) 322-1112](tel:+18003221112) - [Schedule a call with Sales](https://my.textbetter.com/meetings/links/demo) Open main navigation Close main navigation - [Create Support Ticket](https://my.textbetter.com/create-support-ticket) - [Customer Portal](https://my.textbetter.com/_hcms/mem/login?redirect_url=https%3A%2F%2Fmy.textbetter.com%2Fhome) - Get In Touch Show submenu for Get In Touch - [Email Support@textbetterinc.com](mailto:support@textbetterinc.com) - [Call (800) 322-1112](tel:+18003221112) - [Schedule a call with Sales](https://my.textbetter.com/meetings/links/demo) Search our User Guide - There are no suggestions because the search field is empty. 1. [Welcome! TextBetter User Guide](https://my.textbetter.com/user-guide?hsLang=en) 2. [Email to Text](https://my.textbetter.com/user-guide/email-to-text?hsLang=en) 3. [Company-Wide Phonebook](https://my.textbetter.com/user-guide/email-to-text?hsLang=en#company-wide-phonebook) # How to use the phonebook feature ## The phonebook feature allows you to easily store customer contact information information – just as caller ID works on a mobile phone.  It's also shared across an organization, ensuring that every contact entered is available to all users.  You can update your phonebook at any time, using either of the following methods:  1. **Directly from your iPhone or Desktop email**: after you receive a text from an unknown sender, click on the “add to phonebook” link – located in the bottom of the email. 2. **From TextBetter Admin Portal  (mass upload or manual entry):** Select “Phonebook” (located on navigation bar of your account page). Here, you can add/edit contacts manually or upload a large spreadsheet. ##### **How to add contacts directly from your email client**:  Click on the "**Add to Company Phonebook Link**" inside the message. **![Add to phonebook Step 1](https://my.textbetter.com/hs-fs/hubfs/Add%20to%20phonebook%20Step%201.png?width=670&height=486&name=Add%20to%20phonebook%20Step%201.png) You will be brought to a landing page, *Add This Number to The Company Phone Book.* Enter the first and last name of the contact and "click Insert"** ![Add to phonebook Step 2png](https://my.textbetter.com/hs-fs/hubfs/Add%20to%20phonebook%20Step%202png.png?width=670&height=356&name=Add%20to%20phonebook%20Step%202png.png) ##### ** 💡 Pro Tip for Phonebook Entries** Email providers may treat unusual punctuation, symbols, or overly long subject lines as suspicious. For best results: - Enter a simple first and last name only. - Avoid adding job titles, department names, extra notes, punctuation, or symbols in the name fields.  - Keep first and last name limited to **35 characters, including spaces**. Anything over the character limit may be cut off. The next time you receive a text from this mobile number, it will arrive with their name [listed as message sender](https://my.textbetter.com/user-guide/how-to-use-the-phonebook-feature-0?hsLang=en), and in the subject line, e.g., ☎ **Text Message From \[NAME\]** ![Saved verses Unsaved Sender-1](https://my.textbetter.com/hubfs/Saved%20verses%20Unsaved%20Sender-1.svg) ##### **Phonebook Limitations for Character Length & Type** ‼️**Important Note on** Formatting & **Deliverability ** Email providers may treat unusual punctuation, symbols, or overly long subject lines as suspicious. To help support reliable delivery, TextBetter automatically removes special characters from phonebook first & last names before adding them to the email subject line. Names are also limited to **35 characters, including spaces**. Anything over the character limit may be cut off. **Example Phonebook Entry:** > **First Name:** Elias James > **Last Name:** Smith (Head of Finance) The email subject line may arrive as: > **☎ Text Message From Elias James Smith Head of Finan** In this example, the parentheses are removed and the name is cut off once it reaches the subject line character limit.   - [Messaging Best Practices](https://my.textbetter.com/user-guide/messaging-best-practices?hsLang=en#main-content) - [Texting Links](https://my.textbetter.com/user-guide/messaging-best-practices?hsLang=en#texting-links) - [Message Content & Keywords](https://my.textbetter.com/user-guide/messaging-best-practices?hsLang=en#message-content-keywords) - [SMS Suite](https://my.textbetter.com/user-guide/sms-suite?hsLang=en#main-content) - [Integrations](https://my.textbetter.com/user-guide/sms-suite?hsLang=en#integrations) - [Account & User Information](https://my.textbetter.com/user-guide/sms-suite?hsLang=en#account-user-information) - [Group Messaging](https://my.textbetter.com/user-guide/sms-suite?hsLang=en#group-messaging) - [Email to Text](https://my.textbetter.com/user-guide/email-to-text?hsLang=en#main-content) - [Sending & Receiving](https://my.textbetter.com/user-guide/email-to-text?hsLang=en#sending-receiving) - [Texting Multiple Recipients](https://my.textbetter.com/user-guide/email-to-text?hsLang=en#texting-multiple-recipients) - [Picture messaging & PDFs](https://my.textbetter.com/user-guide/email-to-text?hsLang=en#picture-messaging-pdfs) - [Company-Wide Phonebook](https://my.textbetter.com/user-guide/email-to-text?hsLang=en#company-wide-phonebook) - [Keywords, Auto Replies & Templates](https://my.textbetter.com/user-guide/email-to-text?hsLang=en#keywords-auto-replies-templates) - [Email to Text Integrations](https://my.textbetter.com/user-guide/email-to-text?hsLang=en#email-to-text-integrations) - [Trouble Shooting Tips](https://my.textbetter.com/user-guide/email-to-text?hsLang=en#trouble-shooting-tips) - [Account & Billing](https://my.textbetter.com/user-guide/account-billing?hsLang=en#main-content) - [TextBetter Billing Portal](https://my.textbetter.com/user-guide/account-billing?hsLang=en#textbetter-billing-portal) - [Opt-Out Management](https://my.textbetter.com/user-guide/opt-out-management?hsLang=en) - [Mass Texting Tools](https://my.textbetter.com/user-guide/mass-texting-tools?hsLang=en#main-content) - [Step-by-Step: SMS Marketing Wizard](https://my.textbetter.com/user-guide/mass-texting-tools?hsLang=en#step-by-step-sms-marketing-wizard) - [Reports](https://my.textbetter.com/user-guide/reports?hsLang=en) - [TextBetter Teams](https://my.textbetter.com/user-guide/textbetter-teams?hsLang=en#main-content) - [Frequently Asked Questions](https://my.textbetter.com/user-guide/textbetter-teams?hsLang=en#frequently-asked-questions) [![White and Yellow and Mist Logo 2026](https://my.textbetter.com/hubfs/White%20and%20Yellow%20and%20Mist%20Logo%202026.svg "White and Yellow and Mist Logo 2026")](https://www.textbetter.com) Textbetter Help Center Questions? 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