Get your holiday card list ready: find the missing addresses, fix them, download the list

Maya Okonjo sends holiday cards to about sixty clients. Every year the list lives in a spreadsheet, and every year a few cards come back marked “moved.”

This fall she imported that spreadsheet into Groupthink, so her clients were already in Relationships. What she needed in October was the card list itself: who gets one, which addresses are missing, and which ones nobody has checked in a while.

That’s what lists are for.

Make the list

On the Relationships page, tick the people who get a card. A button appears above the table: Add to list, with how many you ticked.

Click it and type a name for a new list, like Holiday cards 2026. Click Add 58 people and you see “Added 58 people to Holiday cards 2026.” Click Open the list to go straight to it.

You can add more people later the same way. Tick them, click Add to list, and pick the list instead of typing a new name.

Open the list

Next to the search box there’s a List menu. It starts on Everyone, and it shows each of your lists with how many people are on it. Pick one and the table turns into that list.

The list has its own columns: Name, Mailing address, Salutation, Partner and Address confirmed. Salutation is how the card is addressed, like “Dr. Theo Marchetti” or “The Marchetti family.” Address confirmed is the date someone last said the address was right.

See who needs an address

Above the table are two buttons with counts:

Missing address shows the people with no mailing address on file.

Not confirmed in a year shows the people whose address is there but hasn’t been confirmed in the last twelve months, or ever.

The counts are for the whole list. Click one to see only those people. Click it again to see everyone on the list.

Maya’s list had 9 people missing an address. It had 41 under Not confirmed in a year, which surprised her until she looked at the dates. Addresses that come in from an import show Never in the Address confirmed column, because nobody has checked them yet. Her spreadsheet was three years old.

Fix it in the row

Every detail in the list has a small pencil next to it. Click it, type the address, and click Save. The date in Address confirmed changes to today. Salutation and Partner edit the same way, and each shows when it was last confirmed. If you clear a detail and save, it’s removed.

When an address is old but still right, you don’t need to retype it. Click Still right under the date, and the date changes to today.

To see more about someone first, click their row to open their details. Anything you change there shows up in the list too.

Maya went through Missing address first. Most of those people she could text and ask. Then she worked down Not confirmed in a year, clicking Still right for the clients she’d mailed things to recently and fixing the rest. When the list was clear, both counts read zero.

Find who you forgot

Beside the list (below it on a smaller screen) is a card called In touch this year, not on this list. It shows people you’ve been in touch with since January who aren’t on the list yet, with the date you were last in touch. Click Add next to anyone who should get a card.

This is where Maya found the client she started working with in March. That client had never been in the old spreadsheet.

If someone shouldn’t be on the list, tick them and click Take off list.

Download the spreadsheet

When the list is ready, click Download spreadsheet. You get a CSV file named after the list, like holiday-cards-2026.csv, sorted A to Z by name. It has five columns: Name, Salutation, Partner, Mailing address and Address last confirmed. An address on more than one line stays in one cell.

Open it in Google Sheets or Excel, or use it in a mail merge to print labels. A list can be downloaded with up to 5,000 people on it.

The steps are in the help center under Lists.

Next year starts here

Groupthink is a memory for the people in your life and work. A list keeps one purpose in one place, with the addresses you’ve checked and the dates you checked them. Next October, open the list again and start from what you confirmed this year.

If you already use Groupthink, open Relationships, tick the people who get a card, and start your list. If you don’t have Groupthink yet, sign up and bring your list with you.