WIN 500 programming radio id numbers

Hi i am programming a whistler 1040 using win500 and i want to add and edit all of the radio id numbers in a digital trunking system so it will show the name instead of the 7 digit number.
Is this the correct way??

1 insert item
2 edit the alpha tag to show the name i want it to display (what is the limit on letters)
3 under type change it from group to private
4 under group or radio id insert the 7 digit number

is that correct ?
do i need to add an "i " in front of the 7 digit number?
do i have to put the radio id in a scanlist?

is there a limit to how many i can add?
is there a way to import multiple numbers at once?

thanks
Eric