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Contact Management and Chats Guide

Managing your contacts and chat history effectively is the backbone of running a professional business on WhatsApp. As your customer base grows, having organized contacts, backed-up conversations, and easy ways for customers to reach you becomes essential. This guide covers everything from adding and importing contacts to backing up your entire chat history and managing your communication efficiently.

How to Add or Import Contacts​

Your contact list is your customer database. Building and maintaining it properly ensures you can reach customers and organize conversations effectively.

Understanding your contact list​

Your WhatsApp Business contact list includes:

  • Saved contacts: Numbers you've manually saved in your phone
  • Conversations: Any number you've chatted with (saved or not)
  • Imported contacts: Bulk-imported from CSV files or your address book

When a customer messages you, WhatsApp automatically creates a conversation (even if not saved in contacts). But saving them properly helps with organization and messaging later.

Save a contact from a message​

When a customer messages you, they appear in your chat list. To save their number:

  1. Open the chat with the customer you want to save
  2. Tap their name at the top of the chat screen
  3. You'll see their contact details (phone number, profile photo, status)
  4. Tap "Add to contacts" or the "+" icon
  5. Edit their details (optional)
    • Name: "Priya Kumar" (full name recommended)
    • Phone: Already filled in
    • Email: Add if you have it
    • Notes: Add business details ("VIP customer", "Size M", "Prefers calls")
    • Label: Assign a label if your phone supports it ("Customers", "Suppliers", etc.)
  6. Save
    • Tap "Save" or "Done"
    • Contact is now in your phone's address book
    • Future messages from this number show their saved name

Manually add a contact​

If you want to add a customer before they message you (e.g., you have their number from a business card):

  1. Open WhatsApp Business
  2. Go to Contacts or look for a "New chat" button
  3. Tap "New contact" or the "+" icon
  4. Enter contact details
    • Name: Customer's full name
    • Phone: Their full number with country code (e.g., +91-9876543210)
    • Email: Optional
    • Notes: Optional (business info, preferences, last order)
  5. Save
    • Tap "Save"
    • Contact is created
    • You can now start a chat with them

Import contacts from your phone​

If you already have a customer list saved in your phone (from years of business), you can import them all at once:

  1. Open WhatsApp Business Settings
    • Tap Settings → Contacts or "Import contacts"
    • Look for an "Import" option
  2. Choose import method
    • From phone contacts: Sync all contacts from your phone's address book
    • From CSV file: If you have a spreadsheet (advanced option)
  3. Select contacts to import
    • If importing from phone: Choose which contacts to sync
    • You can import all or select specific ones
    • Tap "Import" or "Done"
  4. Contacts appear in WhatsApp
    • All imported contacts now appear in your WhatsApp contact list
    • You can start chats with them or send broadcasts

Bulk import from spreadsheet (CSV)​

If you have a business CRM or spreadsheet with customer data:

  1. Prepare your CSV file

    • Format should be:

      Name, Phone, Email, Notes Priya Kumar, +919876543210, priya@example.com, VIP customer John Smith, +919123456789, john@example.com, First order Jan 2025

  2. Open WhatsApp Business Settings
    • Go to Settings → Contacts or "Import contacts"
    • Look for "Import from CSV" or similar
  3. Choose your CSV file
    • Select the spreadsheet file from your phone or cloud storage (Google Drive, Dropbox)
    • Review the preview to ensure formatting is correct
  4. Confirm import
    • WhatsApp maps the columns (Name → Name, Phone → Phone, etc.)
    • Review and confirm
    • Tap "Import"
  5. Contacts are imported
    • All contacts from your spreadsheet now appear in WhatsApp
    • You can send broadcasts or individual messages

Best practices for contact management​

  • Use full names: "Priya Kumar" instead of "P K" helps you recognize customers
  • Include country code: +91, +1, +44, etc. ensures numbers work across countries
  • Add notes: "VIP customer", "Prefers size M", "Referred by John" helps personalize service
  • Regular updates: As customers give you new numbers or emails, update their contact
  • Segment your list: Create labels/groups by customer type (Retail, Wholesale, Corporate, VIP)
  • Clean up regularly: Remove inactive contacts yearly to keep your list manageable
  • Privacy first: Only save numbers from people who've consented to contact
  • Backup your contacts: Export your contact list monthly in case of phone loss

Contact data to track​

Beyond just name and phone, consider tracking:

  • Email address
  • Preferred contact method (WhatsApp, call, email)
  • Business type (for B2B)
  • Last order date
  • Lifetime purchase value
  • Preferred size/color (for retail)
  • Birthday (for special offers)
  • Referral source (where they came from)
  • Notes (any special requests or preferences)

Example contact card:

Name: Priya Kumar Phone: +919876543210 Email: priya@example.com Preferred contact: WhatsApp Customer type: VIP/Repeat Last order: Jan 10, 2025 (Dress + Belt, ₹1,798) Lifetime value: ₹5,000+ Preferred size: M Birthday: March 15 Notes: Loves summer collection, referred by John Smith, prefers calls before delivery

Making it easy for customers to contact you is crucial. Instead of them manually saving your number and opening WhatsApp, a click or scan gets them straight to your chat. This is called a "Click-to-WhatsApp" link.

A Click-to-WhatsApp link (wa.me link) is a URL that opens a chat with you directly. When someone clicks it, they're instantly taken to your WhatsApp chat (on mobile) or WhatsApp Web (on desktop).

Example link: wa.me/919876543210 or https://wa.me/919876543210

When clicked:

  • If they have WhatsApp: Opens a chat with your number
  • If they don't have WhatsApp: Prompts them to install it first
  • Works on phones, tablets, and computers
  1. Get your WhatsApp number
    • You already have it (the one registered with your WABA). Example: +91-9876543210
  2. Create the link
    • Replace spaces and dashes with nothing:
    • That's it! The link is ready.

Optional: Add a pre-filled message

Example links with messages:

PurposeLink
General contacthttps://wa.me/919876543210
Sales inquiryhttps://wa.me/919876543210?text=Hi%20I%20want%20to%20buy
Supporthttps://wa.me/919876543210?text=I%20have%20a%20question%20about%20my%20order
Appointment bookinghttps://wa.me/919876543210?text=I%20want%20to%20book%20an%20appointment

How to generate a QR code​

A QR code is even easier—customers just scan your code with their phone camera.

  1. Use WhatsApp's QR code feature
    • Go to Settings → Business tools or "QR code"
    • You'll see a QR code displayed (unique to your number)
    • Tap "Share" to get options
  2. Or use an online QR code generator
  3. Save and share
    • Save the QR code as an image
    • Add to:
      • Your business card
      • Your website
      • Your Instagram bio
      • Your email signature
      • Print posters for your store
      • Include in receipts

Where to share wa.me / QR Code​

On WhatsApp itself:

  • Status: Post your link in your status: "Message us to shop! [link]"
  • Bio/Profile: Add link to your WhatsApp Business profile if possible
  • Broadcast: Send to existing contacts to share with friends

On your website:

  • Add a button: "Chat with us on WhatsApp" that links to your wa.me link
  • Include in footer or contact section
  • Prominent "Contact" CTA

On social media:

  • Instagram bio link: Put your wa.me link in your Instagram bio (or use Linktree)
  • Instagram stories: Post your QR code with "Swipe up" (if eligible) or "Scan in comments"
  • Facebook: Share link in posts, add to "Call to action" button if available
  • LinkedIn: Add to contact section
  • TikTok: Add in bio

In physical locations:

  • Business cards: Print your QR code on every card
  • Store poster: "Message us to order!" with QR code
  • Receipt: Add QR code on receipts: "Questions? Scan to chat with us"
  • Packaging: Include QR code in shipping boxes: "Feedback? Scan here!"

In marketing materials:

  • Email signature: "Chat with us: [wa.me link]"
  • Email campaigns: "Reply via WhatsApp: [link]"
  • SMS: "Text 'Hi' to [wa.me link]"
  • Google Business Profile: Add WhatsApp contact option
  • Ads: Include link in ad copy

Example: QR code on business card

┌─────────────────────────┐ │ XYZ SALON │ │ Hair • Skin • Wellness │ │ │ │ [QR CODE IMAGE] │ │ Scan to chat & book! │ │ │ │ 📱 +91-9876543210 │ │ 📍 Downtown Plaza │ │ Hours: 10 AM–8 PM │ └─────────────────────────┘

If your wa.me link is long (especially with a pre-filled message), shorten it using:

  • Bit.ly
  • TinyURL
  • Short.link

Example:

  • Make it easy: Everyone should know they can WhatsApp you. Advertise it.
  • Use specific messages: Different links for different purposes (sales, support, bookings) help segment inquiries
  • Test the link: Click it from different devices to verify it works
  • Mobile-first: Most customers are on mobile, so ensure link works on phones
  • Add to email signature: Every email you send should have your wa.me link
  • Include on invoices: "Have questions? Chat with us: [link]"
  • Google Business integration: Add WhatsApp as a contact option if available in your region
  • Track UTM parameters: If using advanced analytics, add ?utm_source=instagram to track where clicks come from

Example marketing messages using wa.me

Instagram post caption: "Shop our summer collection! 👗 Message us to browse: wa.me/919876543210 (Or scan the QR code in our bio!) 🎀"

Email signature: "Questions? Chat with us on WhatsApp: wa.me/919876543210 📱"

Receipt footer: "Feedback? We'd love to hear! Scan to chat: [QR code]"

Website banner: "👋 Questions? Message us on WhatsApp! wa.me/919876543210 (Usually reply within 5 minutes)"

3. How to Block or Unblock Contacts​

Sometimes you'll get unwanted messages—spam, harassment, or abusive customers. Blocking lets you stop receiving messages from someone without directly telling them they're blocked (maintains privacy).

When to block a contact​

✅ Spam messages: Repeated unwanted sales pitches
✅ Harassment: Abusive, threatening, or inappropriate messages
✅ After refund: Customer demanding refunds repeatedly after legitimate return period
✅ Test numbers: Spam bots or test messages
❌ Don't block after one disagreement: Try to resolve issues first

How to block a contact​

  1. Open the chat with the person you want to block
  2. Tap their name at the top of the chat
  3. Scroll down to find "Block" or "Block contact" option
  4. Tap "Block"
  5. Confirm
    • You'll see: "Block [Name]? They won't be able to see your status, profile photo, or last seen time. They also won't be able to call you."
    • Tap "Block" to confirm

Result:

  • Blocked person can still message you (you just won't see it)
  • Their messages go to a separate "Blocked contacts" folder
  • You don't get notifications
  • They can't see your profile photo, status, or when you were last online
  • They can't call you on WhatsApp
  • You can't call them

How to find your blocked contacts list​

  1. Open Settings
    • Tap Settings (gear icon)
    • Go to Account → Privacy or look for "Blocked contacts"
  2. View blocked list
    • You'll see all your blocked contacts in one place
    • Can unblock from here

How to unblock a contact​

If you change your mind or want to give someone a second chance:

Method 1: From the chat

  • Open the blocked contact's chat (if still visible)
  • Tap their name
  • Scroll down
  • Tap "Unblock"
  • Confirm

Method 2: From Settings

  • Go to Settings → Blocked contacts
  • Find the contact you want to unblock
  • Tap "Unblock"
  • Confirm

Result:

  • Contact is unblocked
  • They can message you again
  • You'll receive notifications
  • They can see your profile and status again

What happens after you block/unblock​

While blocked:

  • They can't call you
  • Can't see your profile photo or status
  • Can't see when you're online
  • Can message you (but you don't see it)
  • Can't find you in "Favorites" or recent chats

After unblocking:

  • All restrictions lifted
  • They can contact you normally
  • Their old messages are still hidden (you won't see history they sent while blocked)
  • Conversation resumes normally from unblock date

Tips for blocking​

  • Block spam immediately: Don't engage with spam. Block and move on.
  • Don't unblock hastily: If someone was blocked for a reason, consider if it's safe to unblock
  • Clear unblock request: If someone asks to be unblocked (rare), think carefully before doing so
  • Document harassment: Screenshot abusive messages before blocking (proof for authorities if needed)
  • Use selectively: Only block when necessary; most issues can be resolved with communication
  • Inform team: If multiple people manage the account, note who you've blocked and why

How to Archive or Mute Chats​

As your customer base grows, your chat list fills up quickly. Archiving and muting help you stay focused on active conversations while keeping history intact.

Understanding archive vs. mute​

FeatureArchiveMute
Chat visibleHidden from main listStill visible in list
NotificationsNoneNone
Messages receivedStill received (in archive folder)Received normally but no alerts
When to useCompleted projects, one-time customersLong-term customers, ongoing relationships but low urgency
Can searchYes (in archive folder)Yes (in main list)
How to restoreUnarchive when neededUnmute when ready

How to archive a chat​

  1. Long-press the chat in your chat list (don't tap it, hold for 1 second)
  2. Menu appears with options
  3. Tap "Archive" or "Archive chat"
  4. Chat disappears from your main list (moved to archive folder)

Result:

  • Chat is hidden but not deleted
  • All messages preserved
  • If they message you again, chat reappears in main list
  • You can still search archived chats

How to find and unarchive chats​

  1. Look for "Archived chats" folder
    • Usually at the top of chat list
    • Shows count: "Archived (3)"
  2. Tap "Archived chats"
    • See all your archived conversations
  3. Long-press a chat to unarchive
    • Tap "Unarchive"
    • Chat returns to main list
  4. Or just message them
    • If an archived contact messages you, chat automatically reappears in main list

How to mute a chat​

  1. Long-press the chat in your chat list
  2. Tap "Mute" or "Mute notifications"
  3. Choose duration
    • 8 hours (through workday)
    • 1 week
    • 1 month
    • 1 year (essentially permanent unless you unmute)
    • Until I turn it back on (manual unmute only)
  4. Chat is muted
    • Chat stays in your list (not hidden)
    • Messages still arrive
    • No notifications or sounds
    • No badge count

Result:

  • Keeps your focus
  • Reduces notification stress
  • Still easy to check when you want

When to archive​

✅ One-time customers: Probably won't buy again
✅ Completed orders: Customer received delivery, all done
✅ Support resolved: Issue was handled, no further action needed
✅ Inactive customers: Haven't messaged in 6+ months
✅ Spam/blocked: You've blocked them anyway

When to mute​

✅ Suppliers: You chat but don't need instant replies
✅ Promotional chats: You get updates but don't need constant notifications
✅ Group chats: Unnecessary to hear every message
✅ Low-priority: Chats that can wait
✅ Business hours: During off-hours, mute customer chats so you're not stressed

Example: Daily workflow using archive and mute​

9 AM: Start your day

  • Check main chat list (only active, urgent chats visible)
  • 15 chats visible (muted chats and archived chats hidden)
  • Much cleaner than 200+ chats

10 AM: Customer order resolved

  • Customer received delivery, paid, happy
  • Long-press their chat
  • Tap "Archive"
  • Chat disappears (but saved if they return)

2 PM: Supplier sends update

  • You get a notification about a supply
  • You don't need urgent access to chat constantly
  • Mute for 1 week: "I'll check when needed, not every 5 mins"

5 PM: End of day

  • Check any muted chats you want to review
  • Unmute active ones for tomorrow
  • Go home with a clear inbox

Next week: Archived customer returns

  • Old customer messages: "I want to reorder!"
  • Their chat automatically reappears in main list
  • Full history is there (no loss of context)

Pro tips for archiving and muting​

  • Archive completed work: Keep your main list for active business only
  • Mute strategic chats: Mute suppliers, partners, or low-priority chats during work hours
  • Use labels first: Label chats before archiving so you remember what they were
  • Monthly cleanup: Every month, archive chats that are done
  • Don't forget: Set a reminder to check archived chats (maybe once a month)
  • Search before archiving: Make sure you've saved important info before archiving
  • Unmute for promotions: If running a sale, unmute supplier chats so you know stock
  • Test the process: Archive one chat, verify you can unarchive it, then continue

How to Back Up and Restore Chats​

Your chat history is valuable—it contains order records, customer preferences, and business conversations. Losing it would be devastating. Regular backups protect your data.

Why backup is critical​

  • Protect data: Hard drive fails, phone gets lost, app crashes
  • Change phones: If you get a new phone, restore your full chat history
  • Regulatory: Some businesses need to keep records for compliance
  • Customer context: Don't lose order history or customer preferences

What gets backed up​

✅ Chat conversations: All text messages
✅ Media: Photos, videos, documents (optional)
✅ Timestamps: When messages were sent
✅ Contact info: Numbers and names
✅ Group chats: All group conversations
❌ NOT backed up: App settings, notification tones, profile picture, login credentials

How to backup your chats (Android)​

  1. Open WhatsApp Business Settings
    • Tap Settings (gear icon)
    • Go to Chats → Chat backup or "Backup"
  2. Choose backup location
    • You can backup to:
      • Google Drive (cloud, automatic, recommended)
      • Local backup (phone storage only)
  3. If using Google Drive:
    • Tap "Google Drive"
    • Select which Google account to sync with (if you have multiple)
    • Choose backup frequency:
      • Daily (recommended)
      • Weekly
      • Monthly
    • Tap "Back up to Google Drive"
  4. Backup starts
    • WhatsApp backs up all chats and media
    • May take 5–30 minutes depending on data size
    • You'll see progress bar
    • Notification when complete: "Backup is up to date"
  5. Cloud backup is now automatic
    • Your chats are backed up daily (or chosen frequency) to Google Drive
    • If you lose your phone, you can restore anytime

How to backup your chats (iPhone)​

  1. Open WhatsApp Business Settings
    • Tap Settings (gear icon)
    • Go to Chats → Chat Backup or "Backup"
  2. Choose backup method
    • You can backup to:
      • iCloud (cloud, automatic, recommended)
      • Local backup (phone storage only)
  3. If using iCloud:
    • Tap "Back Up to iCloud"
    • Make sure you're logged into iCloud with your Apple ID
    • Choose backup frequency:
      • Daily (recommended)
      • Weekly
      • Monthly
    • Tap "Back Up Now" to start immediately
    • Or wait for automatic backup at your chosen time
  4. Backup completes
    • You'll see notification: "Backup completed"
    • Check iCloud storage (Settings → [Your name] → iCloud) to verify backup is there
  5. Automatic backups continue
    • iCloud backs up daily (or chosen frequency)
    • Automatic restoration when you reinstall the app

How to restore chats after reinstalling the app​

Android:

  • Uninstall WhatsApp Business (or install fresh on new phone)
  • Reinstall WhatsApp Business from Google Play Store
  • During setup, you'll see: "Restore backup?"
  • Tap "Restore from Google Drive"
  • Choose the Google account (same as backup)
  • Select the latest backup to restore
  • WhatsApp downloads and restores all chats
  • Takes 5–30 minutes (depends on data size)
  • Done! All your chats, contacts, and media are restored

iPhone:

  • Uninstall WhatsApp Business (delete app)
  • Reinstall WhatsApp Business from App Store
  • During setup, it prompts: "Restore WhatsApp chats from iCloud backup?"
  • Tap "Restore from iCloud"
  • Sign in with your Apple ID (same as backup)
  • Select backup to restore
  • WhatsApp downloads and restores all data
  • Takes 5–30 minutes
  • Done! All restored

Manual backup: Exporting chats​

If you want extra security or need to share a specific conversation:

  1. Open the chat you want to backup
  2. Tap the chat header (name at top)
  3. Look for "Export" or three-dot menu → "Export chat"
  4. Choose format
    • With media: Includes photos, videos, documents (larger file)
    • Without media: Just text (smaller file)
  5. Save/share
    • Choose where to save (email, cloud storage, local file)
    • File is created (usually as .txt or PDF)
    • Save to your computer or cloud

Result:

  • You now have a permanent, offline copy of that conversation
  • Useful for: order records, contracts, important agreements
  • Can be printed or archived

Backup best practices​

  • Enable automatic daily backup: Set it and forget it
  • Use cloud storage: Google Drive or iCloud are safer than local storage
  • Check backup regularly: Verify backups are happening (look at last backup date)
  • Know your storage limits:
    • Free Google Drive: 15 GB
    • Free iCloud: 5 GB
    • May need paid plan if high volume
  • Backup before switching phones: Do a manual backup before transferring devices
  • Keep credentials safe: Store your Google/Apple passwords securely
  • Restore test: Periodically verify you can restore (don't wait for emergency)
  • Export important chats: Save order records, contracts, agreements separately
  • Multiple backups: Keep cloud + occasional manual export for redundancy

Storage costs​

If you exceed free limits:

  • Google One (Android): ₹130/month for 100 GB
  • iCloud+ (iPhone): ₹99/month for 50 GB (varies by region)

Usually not needed unless you have 5+ years of chat history with media

What if backup fails?​

Problem: Backup shows "Failed" or "Last backup: Never"

Solutions:

  • Check internet: Ensure strong WiFi or mobile data
  • Check storage: Ensure enough space on phone (minimum 100 MB free)
  • Check account: Verify logged into correct Google/Apple account
  • Check permissions: WhatsApp needs permission to access cloud storage (Settings → Apps → Permissions)
  • Try manual backup: In WhatsApp settings, tap "Back up now" to force backup
  • Restart app: Close and reopen WhatsApp
  • Contact support: If still failing, contact WhatsApp support

How to Export a Chat​

Exporting a chat creates a downloadable file of a conversation. Useful for records, compliance, sharing, or archiving.

What you can export​

  • Entire chat: All messages in one conversation
  • Date range: Messages from specific dates (if supported)
  • With media: Photos, videos, documents included
  • Without media: Text-only (smaller file)

How to export a single chat​

  1. Open the chat you want to export
  2. Tap the chat header (contact's name at top)
  3. Look for menu (three dots "..." or settings icon)
  4. Tap "Export chat" or "Share chat"
  5. Choose export format
    • With media: All messages + photos/videos/documents
    • Without media: Text messages only
  6. Choose destination
    • Email: Sends chat as attachment to your email
    • Cloud storage: Saves to Google Drive, Dropbox, etc.
    • File manager: Saves to your phone's storage
    • Print: Creates PDF for printing
  7. Save/send
    • If emailing: Choose email account, add recipient, tap send
    • If cloud: Choose folder, tap save
    • If file: Choose location, tap save

Result:

  • Chat is now saved as a file (.txt, .pdf, or .zip)
  • Can be downloaded, shared, or archived
  • Includes date/time, sender, full conversation

Example exported chat format

Chat with Priya Kumar

Jan 10, 2025, 2:05 PM - Priya Kumar: Hi, do you have blue dresses? Jan 10, 2025, 2:06 PM - You: Yes! We have several styles. Size? Jan 10, 2025, 2:07 PM - Priya Kumar: Size M Jan 10, 2025, 2:08 PM - You: Perfect! Check our catalog: [link] Jan 10, 2025, 2:15 PM - Priya Kumar: Found it! Adding to cart. Jan 10, 2025, 2:18 PM - You: Total ₹1,798. Please pay via UPI: [ID] Jan 10, 2025, 2:25 PM - Priya Kumar: Paid! Jan 10, 2025, 2:26 PM - You: Payment confirmed! Shipping today 📦

Why export chats​

Compliance & records:

  • Tax audit: Prove you sold items (order records)
  • Dispute resolution: Show what customer agreed to
  • Warranty claims: Date of purchase proof
  • Return requests: Reference conversation

Business reasons:

  • CRM import: Transfer customer data to database
  • Employee training: Use real examples of good customer service
  • Performance tracking: Backup for performance reviews
  • Legal evidence: If dispute, have written proof

Personal reasons:

  • Sentimental: Save important customer relationships
  • Portfolio: Show work/results for case studies
  • Archive: Backup of old conversations

Pro tips for exporting​

  • Export periodically: Don't wait until you need it. Export important chats monthly.
  • Organize exports: Save with date and customer name: "Priya_Kumar_Jan2025.txt"
  • Store securely: Save exports to secure cloud storage (encrypted if possible)
  • Export without media first: Often faster; add media export later if needed
  • PDF format: Some systems let you export as PDF (more professional looking)
  • Batch export: Export all chats for a customer together for complete history
  • Automate (advanced): If using CRM or platform, automate export of important chats

How to Star Important Messages​

Starring a message bookmarks it for quick future reference. All your starred messages appear in one place, perfect for order details, addresses, or important instructions.

What to star​

✅ Order details: "Order #ABC123, items: dress + belt, total ₹1,798"
✅ Delivery address: "123 Main St, Apt 4B, gate code 1234"
✅ Payment confirmation: "Payment received: ₹1,798"
✅ Special instructions: "Call before delivery", "Leave at gate"
✅ Customer preferences: "Prefers size M", "Only WhatsApp, no calls"
✅ Follow-up reminders: "Follow up on Jan 15"
✅ Contact info: Alternative phone numbers or emails

How to star a message​

  1. Long-press the message you want to star
  2. Menu appears with options
  3. Tap "Star" or the ⭐ icon
  4. Message is starred
    • Small star appears on the message
    • Message is now bookmarked

How to view all starred messages​

  1. Go to Settings
    • Tap Settings (gear icon)
    • Look for "Starred messages" or ⭐ option
  2. See all starred
    • All messages you've starred appear in one list
    • Organized by chat/date
    • Tap any starred message to jump to that chat
  3. Or long-press a message in chat
    • Some versions show a filter icon
    • Choose "Starred messages"
    • Shows only starred messages in that chat

Unstarring a message​

If you no longer need a starred message:

Method 1: From the chat

  • Long-press the starred message
  • Tap "Unstar" or the filled star icon
  • Star is removed

Method 2: From starred messages list

  • Long-press the message
  • Tap "Unstar"
  • Removed from starred list

Example: Using starred messages​

Scenario: You receive order from customer, want to find all details quickly

Customer messages:

"Hi, I want to order: 1x Blue summer dress size M 1x Silver belt Total ₹1,798" → STAR THIS (order details)

"Deliver to: 123 Main St, Apt 4B, Delhi" → STAR THIS (delivery address)

"Call before delivery, gate code 1234" → STAR THIS (special instructions)

"I've paid ₹1,798 via UPI" → STAR THIS (payment confirmation)

Later, you need to find all these details:

  • Go to Starred messages
  • All 4 important details appear in one list
  • Don't have to scroll through entire chat
  • Can quickly review before shipping

Pro tips for starring​

  • Star immediately: When customer gives important info, star right away (don't forget later)
  • Keep it minimal: Star only truly important messages (1–3 per order)
  • Review regularly: Weekly, go through starred and clean up (star expired info)
  • Combine with labels: Label chat as "Ready to ship", then review starred for details
  • For team use: If team members manage account, star helps everyone find key info
  • Archive star separately: Before archiving a chat, make sure you've transferred starred info to your records
  • CRM transfer: Use starred messages to add to your CRM before archiving chat

Starred messages workflow​

When order arrives:

  • Star the order details message
  • Star the delivery address message
  • Star any special instructions

Before shipping:

  • Review starred messages
  • Verify all details
  • Confirm payment status from starred confirmation
  • Pack accordingly (size, special handling)

After shipping:

  • Unstar messages (they're already processed)
  • Or move to "Archived" folder
  • Keep chat clean for next customer

Contact Management Workflow: Full Example​

Let's walk through a week of contact and chat management:

Monday morning: Clean up chat list

  • Archive completed chats:
    • Customer who received delivery last week: Archive
    • Supplier who fulfilled order: Archive
    • Support issue resolved: Archive
    • Spam contact: Archive
  • Result: 50 chats → 35 active chats visible

Monday midday: New customer inquiry

  • Customer messages: "Hi, do you have blue dresses?"
  • Save their contact:
    • Name: "Priya Kumar"
    • Add note: "First-time customer, interested in dresses"
  • Label the chat: "Inquiry" or "Warm lead"

Tuesday: Customer places order

  • Customer sends message with order details
  • Star the message: "Order: Blue dress + belt, ₹1,798"
  • Star the address: "123 Main St, gate code 1234"
  • Star the payment: "Paid ₹1,798 via UPI"

Wednesday: Processing order

  • Review starred messages: Quickly find all order details
  • Prepare and ship
  • Unstar messages (no longer needed immediately)

Thursday: Follow-up

  • Send message: "Delivery expected tomorrow 2–5 PM"
  • Mute the chat: "Not urgent, will respond if they message"

Friday: Order delivered

  • Customer replies: Happy with order!
  • Unmute the chat (so you can see their message)
  • Respond with thanks + feedback request
  • Archive the chat (order complete)

Sunday: Weekly backup & cleanup

  • Verify backup: Check that daily automatic backup ran
  • Export important chats: Save 3 orders from week for records
  • Clean up labels: Remove old/unused labels
  • Review blocked contacts: Any to unblock? Any new to block?
  • Check archived chats: Any worth keeping active?

Summary: Contact Management Checklist​

After reading this section, you should be able to:

✅ Add and import contacts from messages, manual entry, or bulk imports
✅ Share your wa.me link or QR code so customers can contact you easily
✅ Block/unblock contacts when needed
✅ Archive chats to keep your list clean
✅ Mute chats to reduce notification stress
✅ Back up chats daily to cloud storage
✅ Restore chats after reinstalling the app
✅ Export chats for records or sharing
✅ Star messages to mark important details

Your contact management system is now organized, secure, and professional.

What's next?​

Once you've mastered contact management, explore:

  • Team collaboration: Multiple people managing one account
  • CRM integration: Syncing WhatsApp contacts with external databases
  • Customer analytics: Understanding who your customers are
  • Data privacy: Protecting customer information securely
  • Compliance: Keeping records for tax/legal requirements

Your WhatsApp Business is now a professionally managed communication hub with secure data practices and organized customer relationships.