View and Edit Contacts

Overview

Contacts on Apollo aren't just names in a database: they're living profiles that connect you directly to the people behind the companies. Contact profiles bring together enriched professional details, role and seniority insights, communication logs, ownership, and ongoing engagement, so you can truly get to know each prospect.

With contacts, you can track every interaction across emails, calls, meetings, and sequences, and uncover new paths to connect with decision-makers. You can even customize profile layouts to spotlight the exact contact information that fuels your outreach strategy.

Check out the following sections to access and edit contacts.

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Access a Contact

To access a contact profile:

1. Launch Apollo and click People.
2. Click Saved to access your saved contacts.
3. Enter a specific contact name or use search filters to narrow your results.
4. Click a contact's name.

5. Apollo displays the contact profile.

6. On the left, widgets share valuable insights about the prospect. Click a widget to learn more:

Contact information

Learn basic info about the prospect like email addresses, phone numbers, social media links, and the contact's local time.

Record details

Review record management information including contact stage, lists, owner, and last activity date.

1. To edit record details, click the field.
2. Click See all fields to see and manage additional fields.
3. Click ⚙ to add fields to the default widget view.

Tasks

Review all of the tasks that have been created in Apollo for the contact.

1. Hover over a task and click ✓ to complete it.
2. Hover over a task and click . . . beside it to take action:
• CRM sync history: View sync history with your CRM.
• Reschedule task: Change the task due date.
• Skip task: Skip the task.
3. Click + to create a new task.

Account

Apollo shows an overview of the contact's company, including name, website, account stage, and account owner.

Deals

Review upcoming or closed deals associated with the contact.

1. Click an existing deal to edit the status or log activity.
2. Click + to create a new deal.

Notes

Review notes associated with the contact.

1. Click Filter to find specific notes.
2. Click Add note to create a new one.

7. Tabs on the right of the contact profile provide additional insights and information. Click a tab to learn more:

• Prospect
• Activities
• Sequences
• Conversations
• Enrichment
• All Fields
• Files

On the prospect tab, Apollo shares at-a-glance insights about the prospect and their company. Click a widget to learn more:

Company insights	Meeting assistant
Account overview

Company insights

Discover insights about the contact's company, including recent news, technologies, funding rounds, job postings, employee trends, and website visitors.

Meeting assistant

Got a meeting scheduled with the contact? Let the meeting assistant set you up for success.

The meeting assistant shares upcoming scheduled meetings, as well pre-meeting insights about the attendees, and relevant notes. Click Read more insights to dive deeper and prep for upcoming conversations.

Account overview

Learn basic info about the contact's company, like a brief description, industry and keyword classifications, founding year, revenue, employee count, annual revenue, and more.

Review a log of all interactions between your organization and the contact.

1. Click a tab like Emails or Calls to filter by activity type.
2. Click Filter to edit or apply filters.
3. Click Log activity to add activity.

 

Someone Responded to My Email. Why Can't I Find This Person in My Contacts?

Your contacts may have multiple email aliases or domains. If a contact has set up email forwarding between their accounts, they can respond to your emails within the same thread but from an alternate email address. When this happens, Apollo recognizes that the response is part of the same email thread and logs the reply in the activity feed on the contact.

However, Apollo doesn't yet recognize the alternate email as a contact. This means that if you search for the email, Apollo prompts you to create a new contact. You can either add a new contact with the email address, or navigate to the original contact and replace the email address. To do so, hover your mouse over the contact's email and click Edit to update the email address.

The sequences tab shows any sequences the contact is enrolled in.

1. Apollo displays contact sequence status statistics, including the total number of active, paused, and finished sequences in which the contact is enrolled, and the number of not sent and bounced sequence emails to the contact.
2. Click a sequence to view more details.
3. Click . . . beside a sequence to take an action:
• Pause: Pause the contact in the sequence.
• Email from different user: Change the sending email for the contact on the sequence.
• Mark as finished: Mark the contact as finished in the sequence.
• Remove sequence: Remove the contact from the sequence.

 

Sequence Savant

Tip: Learn more about managing contacts in a sequence and what each sequence status means.

The conversations tab shows any recorded conversations with the contact, through meetings or the dialer.

1. Apollo displays each recording, along with an Apollo AI summary.
2. Click Share brief to share the summary.
3. Click Ask Apollo to discover insights about the conversation.
4. Click a recording to view details including a transcript or video playback.
5. Click . . . beside a recording to take an action:
• Set recording to private
• Delete conversation

The enrichment tab displays any enrichable fields for the contact.

1. Select one or fields, then click Enrich fields.
2. Apollo enriches the contact record with the updated information.

The all fields tab displays all contact fields for the contact, including custom and AI fields.

1. Search by name for a specific field, or click People or Company to view fields by type.
2. Click a field group like AI custom fields to view fields by group.

Use the files tab to attach relevant files directly to a contact's record. This helps you store important information for later reference.

1. Drag and drop a file directly into the files tab, or click Upload file to browse all files on your local computer.
2. Your file attachments are organized by upload date. Click + to attach additional files.
3. Click ... next to a file to rename, download, or delete it.

You can attach most document, image, audio, and video file formats, including .pdf, .csv, .jpg, .png, and .mp4. The maximum size per file is 100MB.

File attachments are available to paid Apollo plans only. File storage limits apply per team and depend on your Apollo plan:

• Basic: 10GB
• Professional: 50GB
• Organization/Custom: 100GB

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Edit a Contact

To edit a contact:

1. Launch Apollo and click People.
2. Click Saved to access your saved contacts.
3. Enter a specific contact name or use search filters to narrow your results. Then click a contact.
4. Click Actions > Edit contact info.

5. Update any relevant information, then click Save contact.

6. Alternatively, hover over an editable field on the contact information widget like phone number, then click Edit.

7. Update the field, then click Save.

You have now edited a contact.

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Edit Contact Layout

The default contact layout is contact overview. You can also create your own layout, rearrange widgets, or create custom widgets.

To edit the contact layout:

1. Launch Apollo and click People.
2. Click Saved to access your saved contacts.
3. Enter a specific contact name or use search filters to narrow your results. Then click a contact.
4. Click Layout > Create new layout.

5. Click Create layout.

6. Enter a name for your layout, then click Save.

7. Click and drag ⋮⋮ to move a widget.

8. To change the size of a widget, click and drag ⤡ at the bottom-right of the widget.

9. Click Add widget to add a widget to the layout.

10. Select an existing widget or create a new one by entering a widget name. Then select one or more fields to represent on the widget. When finished, click Save changes.

11. After editing the contact layout, click Save changes.

You have now edited a contact layout. Apollo saves your layout and uses it when you access contacts again. To use a different layout, including the default contact overview layout, click the current layout name, then select a new layout.

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Delete a Contact

To delete a contact:

1. Launch Apollo and click People.
2. Click Saved to access your saved contacts.
3. Enter a specific contact name or use search filters to narrow your results. Then click a contact.
4. Click Actions > Delete contact.

You have now deleted a contact.

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Next Steps

Want to keep the momentum going? Here are some targeted Apollo resources to help you streamline accounts, contacts, sequences, and AI-powered insights.

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