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ACT! 2007 Training

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ACT! 2007 Training .........................................................................................1
Definitions ......................................................................................................5
Opening the ACT9Demo Training Database .....................................................7
Entering Records...............................................................................................9
Entering a New Contact Record ....................................................................9
Finishing the New Record Entry...............................................................13
Inserting a Note........................................................................................16
Preview/Split Pane for Notes .......................................................................18
Looking Up Records........................................................................................20
A contact is a Right-Click away .......................................................................20
The Lookup Menu........................................................................................22
My Record ...................................................................................................23
All Contacts..................................................................................................24
Contact ........................................................................................................24
Searching by Company ...............................................................................24
Lookup Options............................................................................................26
How to Add Records to Your Lookup...........................................................28
Another Narrow your Lookup Example ........................................................30
First Name, Last Name................................................................................31
Phone ..........................................................................................................31
City ..............................................................................................................31
Lookup by Zip Code.....................................................................................31
Lookup by ID/Status ....................................................................................32
Lookup by E-mail Address ...........................................................................32
Keyword Search ..............................................................................................32
Lookup for Empty Fields and Filled Fields ...................................................35
Non-Empty Lookup ......................................................................................36
Lookups Including the Users and the Private Records ................................36
Date Ranges................................................................................................36
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Working in the List View ................................................................................38
Look for:.......................................................................................................41
Tag Mode.....................................................................................................42
Printing a Contact List ..............................................................................42
Scheduling Activities .......................................................................................43
Scheduling an Activity..................................................................................43
Send an Email to Confirm a Scheduled Activity...........................................48
Handling Alarms.......................................................................................49
Scheduling Recurring Activities ...................................................................50
Creating a Series of Activities..........................................................................53
Applying a Series of Activities to Contacts ......................................................57
Creating a Custom Activity...........................................................................58
Starting your Day with the Task List ................................................................60
Working with Groups .......................................................................................62
Understanding Groups.................................................................................62
How to Create a Group................................................................................62
Adding contacts to the Group ......................................................................63
Dynamic Group Membership....................................................................65
How to Select a Group from the Contact Window........................................67
Grouping and Its Effect on Lookups.............................................................68
How to Add an Existing Contact Record to a Group ................................68
How to Remove a Contact from a Group .................................................69
Mail Merge, a.k.a. Form Letters.....................................................................70
Creating a Template........................................................................................70
How to Print a Mail Merge from a Template ....................................................71
How to Create Mail Merge Envelopes .............................................................76
Editing the Default E-mail Template ................................................................77
Connecting act! E-mail to Outlook .................................................................78
Adding ACT! Address Books To Outlook 2000 ............................................78
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Adding ACT! Address Books To Outlook 2002 and 2003 ............................79
To Send E-Mail To An ACT! Contact Using Outlook....................................79
Attaching Outlook e-mail to ACT! contact records .......................................79
To Set Up A Default History Option For E-Mail............................................80
Entering Sales Opportunities...........................................................................81
Creating Company Records ............................................................................83
Creating a new Company Record................................................................84
Linking Contacts to Companies ...................................................................85
Manual linking ..........................................................................................85
Dynamic linking ........................................................................................87
Linking via a Contact Record from Contact Detail view ...............................88
To Update a Linked Contact record from the Company detail view .........91
Running Reports .............................................................................................91
Setting User Security Levels ...........................................................................92
Backup/Maintenance.......................................................................................93
Scan And Repair..........................................................................................93

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Why ACT!
It differs from standard database programs, such as Access, because it
already has many of the attributes that sales professionals need. For
example, it provides an easy way to set reminders and send letters. ACT! is
the #1 best-selling contact management solution -- used by millions and
praised by experts around the world. Get instant access to every contact
detail to better manage and build your business relationships.

Definitions
To make it easier to understand our training, here are a few key definitions we
will be using.

Database A software program that is used to store a collection of


information. ACT! can create many databases.

Contact Record Each person entered into ACT! is called a contact


record.

Fields Each contact record in ACT! has many fields into


which you enter data pertaining to that contact record.

My Record In ACT! the first contact record you see when you
open the program is the My Record. You can think of it as the user account
for the database.

Company Record Company records can be connected to contact


records or not and can be used to track the same types of information that a
contact record does.
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Group A Group is a special record in ACT! to which you can


attach multiple contact records. When you select the Group, you get all the
contact records that are attached to it.

Lookup In ACT! when you want to find a specific contact record you
use the Lookup function.

Menu In Windows, the menus are listed across the top of


the application. When you click on the Menu name, the menu opens on the
screen.

Toolbar ACT! has a Toolbar directly under the Menu names. They
are icons that you can click to quickly execute an ACT! function.

Templates Templates are special word processing documents


that you can use to print mail merge letters.

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Opening the ACT9Demo Training Database


Start ACT!. (On a network you asked to log-in. Enter your name and a
password if you have one.)
1. Open the File menu.
2. Select Open Database.

Figure 1: Location of the demonstration database

The demonstration database is located in the My Document\ACT\9Database


folder. Browse to that folder and double-click ACT9DEMO.

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Figure 2: My Record (Chris Huffman) for the demo database

The first record you see is Chris Huffman, the owner and the My Record of
this database. The layout is the ACT9demo layout.

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Entering Records

• Enter a new record

• Edit drop-down menus

• Add notes

• Use the ID/Status field

Entering a New Contact Record


Whether you start ACT! in a new database or one with many records, the first
record you will always see is the My Record. In a new database, with only the
My Record entered, the record counter will read "1 of 1." In a database with
many records, the record counter will read "YY of XX." The YY number tells
you the current position in the database of the My Record. The XX number
tells you the total number of records in the database. Here you can see the
record counter in a new database and the My Record. The My Record in the
illustration is Chris Huffman. We’ll use this new database to show you how to
enter a new record.

1. The first step to entering a new record is open the Contacts menu and
select New Contact. Take a look at the opened Contact Menu.

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Figure 3 Select the New Contact item from the Contact menu to begin
entering a new contact record.

When you do, ACT! presents a blank contact

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Figure 4: Blank record form

At this point you are ready to begin typing. If the person works for a company,
go ahead and enter that information. For example:
1. In the Company field, type ABC Realty.
2. Press TAB to move the insertion point to the next field, which is
Contact.
3. Type Sam Wells. Note that the Salutation field is filled in
automatically.
4. Press Tab. The field to the right of the Salutation field is labeled Key
Contact. Click it to insert a checkmark. This field is a Yes/No field
and can be searched.
5. Press TAB to go the Title field.
Because ACT! is designed by non-typists for non-typists, many fields have
drop-down lists that contain the most likely entries for the field.
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6. At the right end of the Title field is a gray box with a down arrow. Click
it. The drop-down list appears with a set of common titles.

Figure 5: Title field drop-down

As you can see, you can select a title from the list, eliminating a typing chore.
The list is sorted alphabetically, so scroll to get to the President entry.

1. Select the title "President." ACT! inserts President into the Title field for
you.
2. Press TAB. The insertion point is now in the Department field. You might
not need this field. If not, you can skip it.
3. Press TAB to move the insertion point to the Phone field.

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4. Enter a phone number by typing 888-555-1212. You must enter all 10


digits. To enter an extension, you must click on it.
5. Press TAB. The active field is Fax. The same rules apply to this field as to
the Phone field.
6. Press TAB twice, skipping the Alt phone field, to go to the Address field.
ACT! provides three fields for the address, even though you cannot see
the field labels for Address 2 and Address 3. For this example we have no
need to make any entries at this point. Press TAB twice to go to the City
Field.
7. Type: San

ACT! assumes you want San Antonio and so inserts it into the field. But we
want San Diego, so:

8. Type a space and then a D and viola’, the correct city name is entered.

Finishing the New Record Entry


The State and Zip fields are straightforward. When you enter a new zip code,
it is automatically added to the Zip field drop-down.

The Country field may be superfluous in your business. You can remove it
from the layout.

The E-mail field is special. You can enter an E-mail address by typing. Once
entered, the field becomes active, and when you click it, ACT! opens the E-
mail window, assuming that you want to create an E-mail message to that
contact. Web site addresses do not change much, but E-mail addresses do,
and many people have multiple E-mail addresses. ACT! 2007 creates 2
emails addresses by default in any new database you create.

To see how this process works, enter an E-mail address:


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1. Type: Swells@pabell.net

2. Press TAB. The E-mail address displays in color and is underlined, alerting
you that it is an active field. Once you click out of it, and then click back in,
ACT! will active its E-mail program assuming you want to send an E-mail
message to this contact.

3. To edit the e-mail address entry, right-click the field, and select Edit E-
mail.

Making an entry in the web site field, causes that entry to display in color too,
and is underlined, alerting you that this too is an active field. Assuming that
you can connect to the Internet from your computer, clicking the entry in this
field starts your web browser and opens the Internet site you have entered.

First, Last Name?

As pointed out earlier, ACT! is a bit unusual in that both the first and last
names of contacts are entered into a single field. So, it is important to
understand how ACT! reads the entry in the Contact field.

If you enter a name as Sam Wells, as in the example, ACT! easily identifies
the first name as Sam and the last name as Wells. ACT! also identifies
honorifics such as Dr., Mr., Ms., and suffixes such as Ph.D., M.D., and Sr.,
not as names but what they are-additions to the name. It also correctly
identifies last name prefixes such as Von, de, da, and St. But there are
names that can cause trouble, such as hyphenated names-the vogue of the
80's:like Gloria Wheeler-Wolf. ACT! tries to guess which of the parts of the
entry are the last name that you would use to lookup the contact. Sometimes
it may be right and other times wrong. Plus, you may prefer to lookup a
contact by the last name with which you are most comfortable. In such an

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case, you would want to lookup Gloria by the last name Wheeler, not Wolf.
Anyway, follow the steps here to see how ACT! identifies the name parts.

1. In any contact record, click on the Contact field.


2. Click the button that appears at the right edge of the field. The
Contact Name dialog box appears.

Figure 6: The Contact Name dialog box

If you can look up a contact record by company or phone number, but ACT!
refuses to find the same record when you use the Lookup menu's Last Name
option, click the contact field and click the button or press F2 to check out
what ACT! thinks is the correct part of the name. If it is wrong, use the pull-
down the list and select the correct part.

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Inserting a Note
One of the regular things that ACT! users do, is to add notes to the contact
record. To do so, follow these steps:
1. On the new Sam Wells contact record add a note.

2. Click the Notes tab, which is at the far left of the tabs in the approximate
middle of the screen.

Figure 7: Notes tab, Insert note button

3. Click the Insert Note button on the Toolbar, or the Note Icon circled in the
figure on the right (in red) above. The Insert Note dialog box appears.

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Figure 8: Insert Note dialog

4. For this example, type: This is an example note. You can select the text
and change the font/ size, color or any other option that full text editing
allows. If you want, you can Attach any type of file to the note, a
spreadsheet, PDF etc. You can attach it to a Group or Company record.
You can change the date/time or in an usual circumstance, the Contact to
which the note attaches by clicking the contact button and select a
different contact record. If you are an network and share the database,
you can mark the note as private, hiding it from other eyes.

5. Click OK.

When a note is created, the date and time are inserted for you. You can enter
a note of any length that you need. At the right margin, ACT! wraps the text.
You can modify the display of the note in several ways. You can make the
note column longer, for example, by positioning the mouse pointer on the
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right border, holding down the mouse button, and then dragging the border to
the right.

Preview/Split Pane for Notes


New in 2007 is the notes Preview feature. This was added because a very
long note cannot be seen in its entirety. If you double-click the note, the Edit
Note dialog opens and you can scroll to see all the text. Or, you can do the
following to turn on the Preview pane. In the figure below, a very long note
appears.

Figure 9: Option button on Notes tab

1. At the far right upper edge of the Notes window is the Options button.
Click the word Options.

Figure 10: Opened Options menu

2. Click Show Preview. The Notes window splits and you can drag the pane
left or right depending upon your preference. A scroll bar appears at the
far right, allowing to drag it or if you have a scrolling mouse, to scroll the
note to see the entire text. The Preview remains on for all contacts and
stays on when you close and then start ACT! again.
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Looking Up Records

• Right-click for fast Lookups

• Lookup a contact record by company

• Lookup a contact record via the first or last name

• Find a contact record by the Phone number

• Narrow a lookup

• Add to a lookup

• Execute a Keyword search

After investing the time entering contact records, the next logical thing you need
to do is find the one you want. This chapter shows you how.

A contact is a Right-Click away


Every field in ACT! can be used to find contacts, and nearly every field can
be right-clicked to start the search. Before showing an example, these are the
guidelines for using Lookups:
Unless you specify differently, a lookups searches all the records in the entire
database
The field data is search from left to right. If you enter W as the company
name, ACT! locates every record in which the company name begins with W.
System fields, which are gray on the screen, can be right-clicked and
searched.

1. Click on the Company field.


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2. Right-click your mouse.

Figure 11: Right-click to open this menu

3. Select Lookup Company

Figure 12: Lookup Company dialog

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At this point, you can enter the name of the company. If you are unsure of the
spelling, enter the letters you know for sure and then let ACT! do the rest. If
more than one company name matches, ACT! displays the results in the
Contact List view and at that point, you can double-click the Contact to go
to that record.

TIP: When a contact record is linked to a company record, when you click on the
underlined Company name and the Company record appears.

The Lookup Menu


The Lookup menu is also used to locate records in the database. Each option
on the menu is explained here.

If you want to mail a letter to all contact records that are identified as a
Customer, you would use the Lookup menu and select the ID/Status field as
the search field. You then enter Customer and ACT! finds all the contact
records that match.

You find a record by using the Lookup menu, which is shown below.

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Figure 13: Lookup menu

Now, I’ll discuss this menu’s components in some detail.

My Record
When you open the Lookup menu and click the My Record menu option,
ACT! finds and displays the My Record contact screen. Now, try the following
steps:

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Click the My Record option. The contact record appears. Notice that the
entry in the status bar (bottom left) under Lookup reads My Record. This is to
remind you how the contact was found.

This short example serves to illustrate an important concept in ACT!. That is,
when you execute a lookup, ACT! creates a subset of contacts in the
database based on the lookup criteria you specify. In this example, there is
only one contact record that can be put into the My Record subset, so you
can’t move to the Next or to a Previous record. Expanding this idea a little
further, suppose that you want to work with just the contacts that are in a
specific city. Using the Lookup menu and the City option, ACT! creates a
subset of contacts of the database containing just those contacts living in the
city you specified. This is a subset of the entire set of contacts in your
database.

All Contacts
As you might suspect, the All Contacts option accesses the contacts in their
entirety. In other words, if you click the Next/Previous buttons, you can walk
through every contact in the entire database, one at a time. This is a good
item to select when you want to see the total number of contacts in your
database.

Contact
This option is new beginning with ACT! 2005. If you know both the first and
last name of the contact, you can enter them to locate the record.

Searching by Company
Use this option to find a contact or contacts that are identified with a certain
company or with companies that have specific letters in their names. ACT!

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assumes that you are entering the name of the company in the Company field
of the contact record.

1. Click the Lookup menu.

2. Click Company. The Lookup dialog box appears with the Company
criterion selected.

ACT! prompts you to enter the company name in the Search For field. What
ACT! doesn’t tell you is that you don’t have to know the exact spelling of the
name. For example, if you know that the company name in a hypothetical
database begins with the letters “MULT,” you can type those letters into the
field and click OK. ACT! finds all contacts with company names beginning
with MULT:

Multiplexing Systems

Multiple Sources

Multimation

Multiplying Inc.

Multisource

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The idea here is to see that the first four letters are matched in the Company
field. In the MULT example, five contacts were found. In the Record Counter,
ACT! indicates 1 of 5. If you enter only the letter “M” as the match, ACT!
returns all companies that have a name beginning with “M,” Which would
probably result in a much longer list

An ACT! concept that sometimes confounds new users of ACT!: Despite the
fact that the previous lookup assembled matching contacts into a subset of
the contacts, you don’t have to use the Lookup, Everyone, option to
“unselect” the contacts before you can execute another lookup. So, after
finding the MULT subset, you can immediately execute a lookup for contacts
Last Name is Smith, and ACT! dutifully finds that group of contacts from
among your entire contact list.

The reason for the subset creation is to enable you to easily locate specific
contacts for form letters, mailing labels, or a list of calls that you want to direct
to a smaller portion of the entire database. You can perform these actions on
your subset without affecting the larger contact list.

New to 2005 is that if ACT! finds multiple records that match your search
criteria, is automatically opens the List View, allowing you to quickly scan the
list of records and double-click the one you want.

Lookup Options
The Lookup dialog box has switches to refine the lookup. After you create a
lookup, you can add more records or reduce the number of records using the
switches described in the following table.

Table 1. Lookup refinement switches:

Switch Function

Replace Lookup This is the default setting in ACT!.

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That is, if you run a lookup and then


decide to run a second lookup,
ACT! assumes that you want to
select an entirely different set of
contact records from the entire
database. So, all you have to do is
to type in a new lookup entry in the
field to execute a new lookup.

Add to Lookup After executing lookup, you may


find that you want to keep the set of
contact records you have found and
then add another set of records.

Narrow Lookup After executing a lookup, you may


find that you want to narrow the
scope of the lookup. When you do
this, ACT!, uses only the first set of
contacts to look for the next batch.
Include Private The scope of the search includes
and contacts you have marked as
private.

Include Users Users are the people who also have


access to the database.

Empty Field Finds records that have no entry in


the field

Non-empty field Finds records that have any entry in


the field

Greater than Find records that have an entry that

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exceeds the one you enter

Less than Finds records that have an entry


that is smaller than the one you
enter

How to Add Records to Your Lookup


One useful and timesaving feature of ACT! is the ability to combine lookups
to create lists matching multiple criteria. Here’s how you do it.

Using the ACT demo database, you want to find all the records that are
identified as either a Customer or a Prospect in Texas.

1. Right-click the Id/Status field.


2. From the pull-down in the Search for field select Customer.
3. Click OK.
4. Right-click the Id/Status field.
5. Select Prospect.
6. Before clicking OK, select the Add to Lookup from the drop-down.

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Figure 14: Lookup by Id/Status

7. Click OK

The lookup now contains both sets of contacts. There’s no limit to the
number of subsequent lookups you can perform to get the set of contacts that
you want. To finish the process and find the Prospects or Customers in
Texas, you have to use the other switch, which is to Narrow the Lookup.

1. Open the Lookup menu and select State.

2. Type TX in the Search for field.

3. Open the pull down on the right and select Narrow Lookup.

4. Click OK. The result is a list of contacts that are either a Prospect or
Customer in Texas.

This is a great way to create groups of contacts that you will need to use in
the future. After the lookup is complete, create a permanent group so that you
do not have to repeat the steps.

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Tip: The ID/Status field in the demonstration database and any new database
you create allows for multiple choices per contact record. Ergo, a contact
could be a prospect, customer and golfing buddy.

Another Narrow your Lookup Example


Sometimes you may run a Lookup that returns more records that you need,
possibly because there’s something extra the records you really want have in
common. For example, suppose that you used the lookup to find all your
contacts in the zip code 92121. But you really want to find only those contacts
who are Customers listed in the Id/Status field. You can narrow your lookup
results like this:

1. Click the Lookup menu and pick the zip code field to search.
2. Enter the search criteria and click OK.
3. ACT! responds with a set of contacts that meet the criteria. In this
example, you looked up all contacts in zip code “92”. Which means all
contacts that the zip code begins with 92.
4. Click the Lookup menu again and select the second field on which
to search. For this example, choose the Id/Status field, which contains the
type of contact, in this case Customer.
5. Enter Customer as the next criteria for the search.
6. Click the Narrow Lookup radio button.
7. Click OK.

ACT! executes the second search in only those contacts that were identified
by the first search criteria. So, it will find all the contacts in 92xxx with an
Id/Status of Customer.

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First Name, Last Name


Selecting either the First Name or Last Name option from the Lookup menu
opens the Lookup dialog box. The match entry is identical to the Company
lookup: you do not have to enter the entire name to find the contact. If you
know the exact spelling, all the better, but it isn’t critical.

Phone
It’s happened to you; it’s happened to everyone. You get a message on voice
mail or from a temporary secretary, and the name is so mangled that you
cannot make out who it is. Never fear! ACT! saves the day by enabling you to
look up the entire phone number or just the first digit and returns the matching
contact record you have in the database.

City
The City lookup finds contacts on the same match criteria as the other lookup
options. If you enter the first three letters, such as “SAN,” then ACT! finds all
city names that begin with “SAN,” such as San Francisco, San Antonio, Santa
Fe, or Santiago.

The Add Lookup feature works great in conjunction with this lookup. You can
add cities or whatever you need on-the-fly.

Lookup by Zip Code


The zip code lookup is powerful for a number of reasons. Imagine being able
to group all of the contacts in your database that live in a certain zip code.
The capability to target market, or to plan trips based on a tight geographic
region, is yours with this lookup. Even though this entry is numeric (in the
United States, anyway) you enter the matching data the same way as in the
other lookup fields. For example, for all the contacts in zip 92XXX, enter 92

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only. But, if you want to find all of the contacts in Rancho Penasquitos (a
suburb of San Diego) you would enter the full zip code, 92129.

Here again, the Add to Lookup or Narrow Lookup features make selecting
exactly the records you want quite easy.

Lookup by ID/Status
This option works the same way as the other lookups. Enter the first couple of
letters or the entire entry. A drop-down list is available in this dialog box, too.
This is probably the most important field in each record because you can use
this field with the Group feature to locate contacts in specific ways. For
example, you can enter the level of interest the contact has in a purchase by
ranking him with numbers 1,2,3, or with words such as suspect, prospect, and
likely customer. Combine this ranking with Grouping and you can have a
Group of contacts interested in a specific product, ranked by interest level. Or,
you can reverse the process and use the Id/Status field to indicate the
product and then create groups by interest level.

Lookup by E-mail Address


Use this lookup to locate records by the entry in the E-mail address field. It
works the same as the other lookup fields. Enter a partial or full entry and
ACT! tries to make a match.

Keyword Search
Because ACT! includes many user-definable fields, has a note-taking facility
for each contact, stores E-mail addresses, and records sales opportunities,
information can be stored in many places. The Keyword Lookup is the
catchall for information that you need, but have forgotten where it’s hiding in
your database. For example, in a conversation two years ago a contact
mentioned a hot stock pick and you entered the ticker symbol and type of

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business into the Notes tab for that contact. This morning you saw a news
story on a technology that promises to be a big winner for companies in that
field. You remember that your contact said the same thing about this hot
stock pick, but, you have long forgotten the name of the contact or anything to
do with it except that it is somewhere in Notes. Relax! ACT! will find the stock
information for you. Here’s how:

Open the Lookup menu and select Keyword Search. The Keyword Search
dialog box opens.

Figure 15: Keyword Search dialog

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2. In the Search For text box, enter the word or phrase you want to
locate.

3. Click Find Now.

While taking a moment to look at your search options, consider that a


keyword search is brute-force method for locating the contact record or
records. ACT! looks at every piece of information in each record to match the
entry you make. So, if you have 20,000 records with five years of
Notes/History, this search could take some time. That’s why ACT! has a
number of switches, set by the radio buttons, that you can use to reduce the
scope of data to be searched. For example, you could have ACT! search the
Current Lookup in Notes/History only, by clicking the appropriate radio
buttons.

These are the options in the Search These Records section of the Keyword
Search dialog box:

Table 2 Keyword search options: Record type

Contact Records Searches in the contact records, not


groups

Groups Records Searches in the groups, not the contact


records

Companies Searches in company records

Scope of search:

All Records Searches all the records of the type


selected

Current Record Searches only the record that was on-


screen when the dialog box was opened

Current Lookup Searches the records you have selected

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from a previous use of the Lookup


capability

In addition to choosing what records to search, you can select which fields,
tabs, or even groups you want to search.

After you create a keyword lookup, ACT! saves the lookup’s settings. The
keyword you entered to match is stored on a drop-down list so you can
access it later. Double-click the record you want to see. When you do, the
Keyword search dialog minimizes itself to the lower left corner of the screen.
Click the Restore up or Maximize buttons to open the dialog.

Tip: New in ACT! 2007, the keyword search shows the records with the matching
entry and when you select that record, takes you directly to the location
inside the record where the match was found. The match is also
highlighted.

Lookup for Empty Fields and Filled Fields


The best example for our purposes is to search the ID/Status field to make
sure all of the contact records are correctly identified.

To search for records that have an empty field:

1. Open the Lookup Menu.


2. Select ID/Status.
3. In the Lookup dialog box, select the Replace Lookup option.
4. Click the Empty field radio button.
5. Click OK.

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ACT! responds with the records with no entry in the field. The record counter
indicates the total number, in the format “ 1 of x,” where x is the total number
of matching records. If none of the contact records have an empty Id/Status
field, ACT! pops up a message saying no records found.

Non-Empty Lookup

Right-click the field you want to locate with an entry. In this example, you
would select the E-mail Lookup option.

1. In the Lookup dialog box, click the Replace Lookup option.


2. Click the Non-Empty Field radio button.
3. Click OK.
The records that have an entry in the field chosen are displayed. ACT!’s
record counter indicates the total number found, in the format “ 1 of x,” where
x is the total number of matching records.

Lookups Including the Users and the Private Records


These two options are by default, always on. They appear in the Lookup
window at the bottom left. If you want exclude records that are Private to you
and/or happen to be users of the database, select the checkbox to exclude
those records.

Date Ranges
These two fields can work together if you need to set a range or you can
enter a date/number into one to set one boundary for the search. The same is
true if you have a field that holds numeric, decimal or currency values.

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Working in the List View


You have been looking at contact records in what is called form view. ACT!
has the capacity to show the contact records in a list view, very similar to a
spreadsheet. ACT! automatically switches to the List View if you execute a
Lookup and more than one contact is found. In the previous example using
the ACT9demo database, a Lookup for Prospects finds multiple contacts that
match and so the List View was presented.

Many ACT! users are more comfortable working in the List view as their
default. There are several minor differences between Contact Detail view
(one contact record at a time) and List View. Most of the menu items are
active and the basic tasks you undertake can be accessed by right-clicking
as shown in the second figure below.

To manually switch to the List View:

1. Click the Contact List button in the Tool Bar.

Figure 16: Contact list view button on toolbar

When you do you ACT! displays the contact records with columns and rows.
Each column head is a field from the ACT! contact record. (In this example,
the color and text size have been modified.)

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Figure 17: Contact list

In this view, you can move, resize, add or delete columns without doing any
harm to your data. Plus, you can sort the contact records by clicking on the
column name-for every field.
To add or remove columns in the view, right-click your mouse in the list to
open the popup menu:

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Figure 18: Add or remove fields from the list view

Select the Customize Columns option.


From the dialog box, click the field name on the left you want to add and click
the > button. The field(s) is added to the far right as a new column, unless
you use the Move Up button to change its position.

Figure 19: Customize Columns dialog

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Click OK to close the dialog box.


To return to the contact view, click Contacts in the Tool bar or in the View
bar.

You can use the List view to quickly verify data in a field or to locate a
particular contact record.

Look for:
The Look for field enables you to search in the List View depending on the
active column. For example, when you switch to List View by clicking the
Contact List button, the default field that is active is Company. In the figure
below, the red circle highlights the up pointing triangle. This triangle indicates
the active column, company, and that the records are sorted by company
name, in ascending order. So, if you typed in the letter W, ACT! jumps the list
to the first company whose name begins with the letter W-if it is part of the list
of records. If you had done a previous lookup for companies that begin with
A, obviously the list will not have any W companies.

To use Look for on a different column, click on the column name (which is
the same as the field name) and type the letters you want to match.

Figure 20: Triangle indicating the active field and sort order

This type of search is different from a Lookup in that it does not create a
subset of the contact records; it merely shows you the matching records.

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Tag Mode
In the List View, you can tag contacts that you want to include or exclude.
This is handy for ad-hoc mass emails or multiple letters or a phone campaign.
Click the Enable Tab mode checkbox.
If most of the records meet your needs, click Tag All and then click on the
records you want to exclude and click Omit Selected. The list is reduced to
the records you want. The other way, is to simply Tag the several records you
do want to keep in the list and click Lookup Selected.
3. Right-click to send a Mail Merge via email, letter or fax, by selecting Write
and Mail Merge and follow the steps to complete.

Figure 21: Mail Merge submenu

Printing a Contact List


After creating the list of contacts, you can print them. You do not have to have
the records highlighted-in fact if you do highlight one or two in the list they
are the only records that will print.

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Scheduling Activities

• Schedule calls, meetings, and to-dos

• Creating a custom activity

• Start your day with the Task List

Scheduling an Activity
As is true with most actions in ACT!, there is more than one way to schedule
an activity. In fact, there are three ways to schedule an activity, either with the
menu system or the toolbar or by a combination of keys. The toolbar is the
fastest, so I’ll concentrate on that method in the following sections.

Use the Lookup menu to find the contact with which you want to schedule a
call, meeting, or thing to do.
With the contact on screen, click the Schedule Call button in the Tool Bar or
open the Schedule menu and select Schedule Call.
ACT! opens the Schedule Activity dialog box.

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Figure 22: Schedule Activity dialog

ACT! assumes that you want to schedule the call for the current day at the
current time. You use this dialog box to change these assumptions. Let’s look
at the various settings in this dialog box.

Activity type ACT! inserts the type of activity you have selected
from the Tool Bar. If you decide that a call is not appropriate, click the drop-
down arrow and select the activity you want.

Start Date By default, ACT! inserts the current date. Click the drop-
down arrow to see a calendar as shown below.
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Figure 23: Schedule Activity dialog with calendar opened

Start Time By default, ACT! inserts the current time as the time for the
call. Click the drop-down arrow to select a time from the list of times
presented. Or, you can select the Timeless option at the bottom of the list as
shown below.

Duration In this window, you can click a single time period (10 minutes by
default), or you can click the start time, hold the mouse button, and drag down
through the time periods until the correct amount of time is blocked. Notice

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that the Duration window reflects the time period that you have blocked. ACT!
has default settings for each activity-10 minutes for a call, 1 hour for a
meeting, and 5 minutes for a to-do.

End Date Enter an end date if desired.

End time Enter an end time if desired.

Use Banner If you have a full-day activity, this option makes it very
apparent by placing a banner across the day on the calendar. Some activities
might not consume an entire day, but you might want the activity to stand out
on your calendar. Suppose you schedule a partial lobotomy for early morning-
you might need the rest of the day to recover, so clicking this option places a
banner around the activity in your calendar and in some views, adds the
Activity at the beginning of the day, regardless of the time for the activity.

Schedule With The name of the person that you were looking at when you
started scheduling is automatically inserted. However, you can select a
different contact by pulling down the list in the Schedule With field.

Associate With If the contact record is linked to a company, it appears in this


field. If you want to associate the activity with a different company, you can
click the button at the far right of the field and select a different company

Regarding Enter a note to yourself as to why you have scheduled this


activity. For example, you might designate some calls as first contacts and
others as follow-ups. A drop-down list is available with a series of standard
entries, and you can add your own by editing the list. Simply scroll the list to
the bottom, and select Edit List Values. In the Edit List dialog box, click the
Add button and type your entry. Click OK to close the editing process.

Resources and Location are available in ACT! Premium only. For Resources,
you can enter items such as conference rooms and projectors by opening the

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Schedule menu, selecting Manage and then Resources. When you create
Resource, you can add a Location.

Ring Alarm One of the outstanding features of ACT! is the way it nags
you until an activity you have scheduled is completed, deferred, or erased. A
prime component of this nagging process is the alarm. Adding an alarm to a
scheduled activity causes ACT! to open a dialog box on top of your ACT!
screen at the appropriate time. When you click Ring Alarm, the Before Activity
option is active. You then decide how long before the activity you want to be
alerted to the activity. If you scheduled an activity and added the Timeless
attribute the alarm appears as soon as you start your computer, or at 8 a.m.,
whichever is the latter.

Schedule For/By Clicking the Schedule For/By button expands the


bottom of the Schedule Activity dialog box. This expanded area is for
scheduling activities for other users on a network. You might decide that one
of your coworkers needs to have a meeting, make a call, or tackle a to-do
with a contact in the database. So, you look up the contact, open the
Schedule Activity dialog box, and enter the requisite information. Finally, you
can click Schedule For/By, and then select the coworker’s name from the
Scheduled for field and your name automatically appears in the Scheduled by
field. The meeting then appears on the coworker’s calendar and Task List.
Imagine the time you can save with this one aspect of ACT!, especially of you
are the Sales Manager parceling out leads to the sales team.

The foregoing are the basic steps for creating any kind of activity with
contacts.. Creating an activity adds it to the Activity tab of the contact and to
your Task List and calendars. If you included an Alarm as part of the
scheduling process, the alarm will appear at the appropriate time on your
desktop.

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Send an Email to Confirm a Scheduled Activity


When you create an activity, you can send an e-mail to the other party of a
meeting or scheduled phone call. It is an elegant touch that physically
confirms the activity.

Figure 24: E-mail confirm option

The email window opens as in the figure below, assuming you are using
Outlook.

Figure 25: Text of confirming e-mail

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At this point, you can edit the email text or click Send and it is on its way.

Handling Alarms

Figure 26: Alarm dialog

Select All If more than one item appears in this dialog, click this button
if you want to take action (like Snoozing) on all of them in one mouse click.

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Snooze Reset the alarm(s) for a later time.

Clear Activity If you have disposed of the activity, it is important that


you use the Clear button to record that fact. The regular clearing of activities
leverages your use of ACT! in many ways.

Reschedule Change the settings for this alarm

Go to Select an alarm and then click the Go To button to see the contact
record pertaining to the alarm.

Hide/Show Details Toggle to see the details of the highlighted activity

Scheduling Recurring Activities


ACT! has a specific tab in the Schedule Activity dialog box to handle
activities that occur on a regular or not so regular basis. Clicking the tab
reveals the following settings:

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Figure 27: Recurring activity settings

Once This is the default setting for an activity.

Daily Clicking this option lets you set the activity to recur every day, every
two days, and so on until the ending date you specify.

Weekly Click this option to make the activity occur once a week, every two
weeks, and so on, until the specified end date. ACT! also will make sure that
the date is the correct day of the week, as specified by you.

Monthly This setting allows for the scheduling of an activity that might be
regular in terms of the time, that is, the 3rd Thursday of every month, but not
on a specific date. To use it, first select the Every option, which indicates

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every month, every two months, and so on. Enter the ending date, and then
select the time value, 1st, 2nd, 3rd, and so on. Last, select the weekday on
which the event falls.

Yearly The marriage saver! Yes friends, never again forget your
spouse’s birthday, anniversary, or other significant date. You also can use
this setting to remind yourself of important dates for your contacts, or a yearly
company event for which you want to be reminded.

Custom This setting is used for those activities that do occur on a specific
date. That is, if your club meeting is always the 15th of the month, you can
enter 1 as the value for Every and the ending date, and then click the date
itself.

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Creating a Series of Activities


ACT!’s series scheduling feature saves you the trouble of adding each activity
individually to each contact. In other words, a marketing campaign consisting
of a series of actions can be applied quickly to a single contact or to a
Lookup/Group.

Let’s take a look at how to create a scheduled series of activities:

1. Open the Schedule menu and select Manage.


2. From the submenu, select Activity Series Templates. At this point,
you have 2 choices, create an entirely new series or edit an existing
series.

For this example, click the radio button to Create a New Activity Series.
Click Next. Enter a name for the series (e.g.Trade Show) and a description
that someone else can recognize so as not to create the same series multiple
times. You may also decide whether or not to share the series by selecting
Public or Private.

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Figure 28: Creating a series of activities

3. Click Next.
In this dialog, click Add to add the first step in the series. Whatever type of
activity you plan to do first enter it.

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Figure 29: Adding the initial activity

Select from the drop-down lists or enter the Activity Type, Starts # of days
after Anchor date and other attributes for the initial activity. A key idea is the
ability to schedule one or more of the activities for other members of the
team. Be default, ACT! assumes you are going to handle the activity unless
you select someone else. If you select another team member, that activity
shows up on the Task List of the of the member not yours.

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Figure 30: Details for the activity

Click Next and the Series Activity Dialog returns .At this point, add the
subsequent activities to the series. To begin, click the Add button. The Add
Activity dialog box appears, in which you can add a second activity. Enter the
attributes for this activity. You can drag the dialog box so that you can see the
previous activities scheduled and determine the date spacing.
Add all the activities you want, and then click Next.
In the Finish dialog box, enter a name for the series and a description so that
you can recall the purpose of the series. Click Finish to close the dialog box.

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Applying a Series of Activities to Contacts


With a series of activities created and saved, the next step is to apply the
series to a contact or to multiple contacts. Here’s how:

1. Lookup a contact record or create a Lookup if you want to apply a series to


multiple contacts. Or select a Group and then start.
2. Open the Schedule menu and select Schedule Activity Series.

Figure 31: Applying a series to selected contacts

3. Choose an Anchor date and then click the Schedule button, and ACT!
begins adding the activities to the contact records you have chosen.
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Creating a Custom Activity


The standard activity types that come with ACT! may be sufficient for your
business. If not, you can create your own with the results set to your choosing
too.
1. Open the Schedule menu.
2. Select Manage and from the submenu, Activity Types.
3. Click Add. The Add Activity type window appears.

Figure 32: Custom activity dialog

4. Type a name for the new Activity.

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To associate an Icon that appears on the calendar with the activity, click the
Browse button and locate the icon you want.

You must have the Completed and Not Completed results, but you can add
as many other types of results as you want. To add another result type, click
the Add button and then enter a name for the result as below:

Figure 33: Custom activity clearing details

7. Click OK to complete the new activity type. Now, when you open the
Schedule menu, select Other and the new type appears.

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Starting your Day with the Task List


Rather than constantly responding to alarms, leverage your use of ACT! by
checking your Task List every day at startup and throughout the day:
Click on the Task List icon in the View Bar. The Task List appears:

Figure 34: Task list view

All the activities that you have scheduled appear, depending upon the Filter
settings. If you are on a shared database, click the Select Users button and
choose your name to see only your tasks.

To go to work on the tasks you have scheduled, click the Create Lookup
button in the Tool Bar. (circled in figure below) When you do, ACT! takes you
to the first contact, buy time and date with whom you have something
scheduled.

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Figure 35: Lookup tool in Task List

Every activity you schedule is attached to the contact record. You can see it
on the Activities tab. (If you cannot see it, change your filter settings to make
sure that they reflect the correct parameters.)

Keep in mind that the Task List view and then the lookup is based upon the
filter settings. So, if you want to see only your High Priority Calls for Today,
select those options in the Filter bar and then click create Lookup and you
can get those calls made.

Figure 36: Date range filter setting

TIP: It is important that you Clear the activities after taking an action. You can
clear the activity either from the contact record by selecting the Activities
tab and right clicking the activity, or by clicking the checkbox preceding the
activity in the Task List, or from the Alarm dialog.

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Working with Groups

• Understanding Groups

• Working with Groups

Understanding Groups
A Group is a special kind of record in ACT!, it saves Lookups for us. Earlier
we were able to find a contact record by opening the Lookup menu and
selecting Last name and then entering the name of the person we wanted to
find. In order to find the same record again, we would have to run the same
Lookup. With a Group record, you can execute a Lookup. Locate several
contact records and save those contact records as a Group. Then, when you
want to work with those same contact records later, you do not have to do all
the steps to Lookup the contact records, you simply select the Group and
ACT! finds them all again for you.

How to Create a Group


Usually, but not always, it is helpful to execute a Lookup before starting group
creation. That way, you can easily add several contact records at the same
time.

1. Open the Group menu.


2. Click the New Group option.

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Figure 37: Blank record for new group

In this figure above, several groups already exist. The group record is similar
to a new contact record, as it appears blank. Enter the name for the Group in
the Group field and a description, which is optional but advisable, as you
might forget what the group is for and if you are sharing a database, other
members of the team might accidentally create another group for the same
purpose.

Adding contacts to the Group


Click the Contacts tab and then click Add/Remove Contacts button

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Figure 38: Add/Remove contacts button for a group

Figure 39: Add/Remove dialog

Click the Contacts button to manually-as static members-add contacts to the


Group.

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Figure 40: Selecting static members of the group

In the figure above, the pull-down reveals a reason for executing a lookup
prior to the creation of the group, in that you can select the Current Lookup
from the list and then add all the contacts from the Lookup at one time.

Click the name(s) of the contact(s) and then click the right-pointing > symbol
to add them to the group. Click OK, to finish.

Dynamic Group Membership


ACT! can automatically add contacts that are already in the database or new
ones you add automatically. This is done by the creation of a formula that
checks each contact record for specific field entries. What is elegant about

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this technique is that you can manually add contacts that may not meet the
criteria and then create the formula for other contacts.
1. Click the Edit Criteria button.

Figure 41: Edit Criteria for Group dialog

In the figure above, you see the window for entering the dynamic criteria. It
can be as simple as “If the contact record was created by John Smith, add it
to the Group”. Or, it can be very complex, using many fields and operators
(<>, contains, starts with, etc.) to precisely target the exact contact records. In
the figure below, a single criterion is entered.

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Figure 42: An example criteria listed

A very nice feature here is the Preview button, whereby you can test the
formula to see if the records you want are located. After you are satisfied with
the way the dynamic membership formula is working, click OK. Any existing
contact records or any subsequently entered records will be added to the
Group.

How to Select a Group from the Contact Window


Click the Groups button in the View bar at the left of the window. Click the
Back button to return to the Contact view. Or, click the View
Groups/Companies button at the upper right of the window and select
Groups.

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Figure 43: Groups/Companies can be accessed from the contact view

Grouping and Its Effect on Lookups


When you are working in a group, you can always create a new lookup that
considers all contact records for the lookup. But, if you want to use the Add to
the Lookup option, you cannot. You can use the Narrow option while in a
group, but ACT! is only going to use the Group members in its search. So,
you if have a group active, and you want to lookup contact records in that
group that have an Id/Status of Customer, you can do that by opening the
Lookup menu and selecting Id/Status and entering customer, and then
clicking the radio button for Narrow.

How to Add an Existing Contact Record to a Group


After you have created a group and added some members to it, as you add
new contact records you may wish to add the record to a particular group.
Let’s look at the manual way first.

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1. Lookup the contact record that you want to add to a Group.


2. Click the Groups/Companies tab in the middle of the contact
record window-not the Groups button.

Figure 44: Add one contact at a time

3. Click Add Contact to Group and the list of Groups and subgroups
appears.
4. Click the group name and then click the > to add the contact to that
group.

How to Remove a Contact from a Group


In the same way you added a contact to a group, you can remove a record by
clicking the Group/Companies tab, click Add Contacts to Group and then
clicking on a group name and clicking the < symbol.

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Mail Merge, a.k.a. Form Letters

• Create a mail merge to a letter

• Print mailing labels

• Print Labels, Envelopes

In this section, you'll see how to create form letters. ACT! has its own word
processor, but we assume you will be using Microsoft Word for these tasks.

Creating a Template
ACT! includes several preformatted templates for documents. The easiest
way to get started, is to modify an existing template as outlined below:

1. In ACT!, open the Write menu.

2. Select the Edit Template.

3. Select the Letter.adt file. (You may select any other pre-existing template
to edit or create a new template from scratch.)

4. Microsoft Word starts and the template appears. As you can see, the
fields that will be filled in from the ACT! record are in the document.

5. Enter the text that you want in the template. If you want to have ACT!
merge information from a field in the contact record

6. When you are finished, open the File menu and-this is important select
Save As.

7. Enter a new name for the template.


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TIP: It is important to note that you cannot print a template using Word files
unless you have entered the text into one of the templates the ACT!
provides either by typing the text or by copying the text from a word
document and pasting into the ACT!/Word template as outlined above.

How to Print a Mail Merge from a Template


The first step is to Lookup those contacts to which you want to send the form
letter. Either by tagging in the List View or by right-clicking a field and
executing a Lookup that way.

1. Open the Write menu and select Mail Merge.

Figure 45: Mail merge option on Write

2. The mail merge wizard opens. Select the destination for the mail merge
and click Next. Selecting Word Processor, prints the merged documents
to the computer screen for review prior to printing.

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3. Select the Template you want to send. Click the Browse button to locate
the correct template.
4. Click Next and you have the choice as in the figure below:

Figure 46: Choosing the set of contacts receiving the document

At this point, select the set of contacts to which you want the letter, e-mail or
fax to go. If you selected e-mail as the method, you need to enter a few
details differently than a letter or fax:

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Figure 47: Set of options for e-mail merging

The Subject line is the key entry here as it is what the recipient sees in his
inbox. With the plethora of spam, it is imperative that your recipients
recognize this as an important communication, which means that you might
put your company name or your own name in this line: “Message from
Douglas Wolf on your ACT! setup” or something to set it apart.

Attaching the sent email is not recommended for a temple-you can always
read the template name in the History on the contact record and open the
template. Attaching it simply makes the database larger without benefit.

Attach other documents as necessary-but at your peril. Users have been


trained not to open attachments for good reason.

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Return receipts are shut off on most mail servers, but it is worth a try.

Printing the document yields these options:

Figure 48: Options for printing the document

ACT! asks to annotate the records that are receiving the document. Make an
entry in the Regarding field as to what the document was sent. Make sure
you select Create History so that each record is updated.

Again, attaching is not advised for a mass printed template.

Click Finish and ACT! Sends the documents to the printer.

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To print envelopes or labels for the letters, see the Creating Mailing Labels in
the next section.

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How to Create Mail Merge Envelopes


To print the mailing labels for your form letters, you must first return to the
contact screen. Assuming that you still have the same Lookup of contact
records selected, follow these steps:

1. Open the File menu and click the Print option. A dialog box appears that
gives you the opportunity to print Address books, Labels, and Reports.
2. Choose Envelopes from the Printout Type drop-down list. When you do,
ACT! lists the common envelope types.
3. Select the envelope size you want. Be aware that the #10 has a return
address bye default-you might want to edit the template to remove it if you
have pre-embossed envelopes. Click Print.
4. Next, ACT! presents you with the Define Filters dialog box. Select
Current Lookup.
5. In the Send the report output to field, if you leave it at Preview, the
envelopes are printed to the screen. Change the setting to Printer to send
to paper.

Two things to note at this point: If you are printing envelopes to go with a mail
merge, you should have created the same lookup as when you created the
letters. So, you would naturally choose the Current Lookup as the envelopes
to print.

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Editing the Default E-mail Template


When you send e-mail via ACT! it is using an e-mail template in the same
manner as a word processing document. The file is named e-mailbody.gmt.
There are also some ACT! preference settings that affect the way the e-mail
is sent. First, edit the e-mailbody template.

1. Open the Write menu and select Edit Template


2. Select e-mailbody.adt
3. Click Open. The template appears in Word. You can add signature
block that will appear in every e-mail you send from a contact record.
4. To save the template, open the File menu and select Save.

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Connecting act! E-mail to Outlook


In this section I am assuming that you want to use ACT! but have a large
time investment in Outlook and therefore want to continue using it for e-mail.
The first thing you’ll want to do is to show Outlook where to find your ACT!
database(s). This can be easily accomplished with the following steps:

Adding ACT! Address Books To Outlook 2000


Open Microsoft Outlook.
1. On the Tools menu, click Services.
2. In the Services dialog box, click the Services tab, and then click Add.
A list of available services appears.
3. Select ACT! Address Book, and then click OK.
4. In the ACT! Address Books dialog box, choose either Address Book 1,
Address Book 2, or Address Book 3 to indicate which address book
you are adding.
5. Click Browse to select the ACT! database that includes the address
book you want to use in Outlook.
6. Enter the ACT! database administrator's User Name and Password.
7. Click OK through the messages until you are finished.
8. You will be prompted to Restart Outlook. When you do, Outlook
Mailbox screen appears with the Attach to ACT! button added to the
menu bar.

Now that you’ve told Outlook where to find your ACT! addresses, let’s send
an Outlook message to someone in our ACT! database.

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Adding ACT! Address Books To Outlook 2002 and 2003


1. Open Outlook
2. Open the Tools menu and select, E-mail Accounts
3. On the e-mail account page, look for Directory and select Add a new
directory or address book and click Next.
4. In the Directory or Address Book type, page, select Additional Address
books and click Next.
5. Select ACT! 2007 Address book and Next.
6. Browse to the location of the ACT! database and enter your login for
ACT! and any password. A message will appear if Outlook connected
to the ACT! database.
7. Close Outlook and restart. You should see the ACT! icon in the
Outlook toolbar.

To Send E-Mail To An ACT! Contact Using Outlook


1. Open Microsoft Outlook.
2. Compose a new e-mail message as you normally would
3. Click To
4. Choose your ACT! address book from the list of Address Books.
5. Enter the e-mail message and click Send.

Attaching Outlook e-mail to ACT! contact records


In addition to selecting an address from ACT! to send the e-mail via Outlook,
you can attach an e-mail that you have received in Outlook or an ACT!
contact record.
Open your Outlook Inbox, and Click the message you want to attach.

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On the Outlook toolbar bar, click the ACT! icon. It has a popup message:
Attach to ACT!. In the Select the ACT! Database box, select the database that
contains the contact(s) you want to attach the e-mail to, and then click Open.
In the Select Contacts list, select the name(s) for whom you want to attach e-
mail, and then click OK. The e-mail message displays in the contacts
Notes/History tab as an attachment.

To Set Up A Default History Option For E-Mail


1. Open Microsoft Outlook.
2. From the Menu bar, click Tools, and then click Options.
3. In the Options dialog, click the ACT! tab.

Select one of the following ACT! History options:


Date, Time, And Subject.: the date, time, and subject of the message will
display in the Regarding field of the contact's History tab.
Date, Time, Subject, And Message Text.: the date, time, subject, and entire
message will display in the Regarding field of the contact's History tab.
Entire E-Mail As An Attachment: the entire message will display as an
attachment in the contact's History tab.
Do Not Save E-Mail To History: No history will be recorded.

If you select the Date, Time, And Subject option, you cannot access the body
of the message from ACT! but you do have a history that the e-mail was sent.
If you select the Entire E-Mail As An Attachment option, the message saves
in the contact’s Regarding field and may take up a lot of space in the Contact
window. And, that attachment might not be available to other users of the
database.

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Entering Sales Opportunities


ACT! has the capacity to track your sales pipeline. As with everything in ACT!,
the sales opportunity is attached to a contact record. To add a sales
opportunity to a contact record.
1. Lookup the contact.
2. Click the Sales Opportunities tab.
3. Click the New Opportunity button.

Figure 49: New Opportunity button

The New Opportunity dialog opens.

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Figure 50: Sales Opportunity dialog box

To add a new opportunity, enter a product name and the other requisite
field data. ACT! will calculate the total sales price by multiplying the
number of units by the cost. One of ACT!’s reports adjusts for probability
of closing, so you can enter a value that reflects your confidence as a
percentage.

The Sales Stages are editable and you should enter the steps that you
want to use in your business.

Click the Additional Information tab in order to enter competitive


information and any pertinent details.

Click OK to save the new opportunity.

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In the future, as the sale moves through the pipeline, lookup the contact
and update the opportunity by changing the sales stage as appropriate.
When the deal is done, complete the sale.

Run Sales Reports from the Reports menu.

To see all you of you opportunities, select the Opportunity List from the
View bar.

Figure 51: Sales opportunity list

Creating Company Records


Company records are a change from the way ACT! worked in prior versions.
In 2007, you can create company records that have no relationship to any
contact records in your database. What this means is you can track all of the
interactions you might have such as email, letters, sales opportunities and so
on with a company not with a person.

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Of course, you can link contact records with companies. There are two ways
of doing this. You can manually link the contacts with the companies or have
ACT! do it for you based on linking criteria that you specify.

Creating a new Company Record


1. Open the Companies menu and select New Company

Figure 52: Blank record to create a new company record

In this figure above, several Companies already exist. The Company record is
similar to a new contact record, as it appears blank. Enter the name for the
Company in the Company field and the other concomitant information

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Linking Contacts to Companies


You can link contacts to a Company in several ways. One is to manually
select the contacts. The second is to link them via a formula which is know as
Dynamic linking.

Manual linking
Click the Contacts tab on the Company record.

Figure 53: Adding existing contacts to the company

Click the Add/Remove Contacts button.

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Figure 54: Add/Remove contact to company dialog

Click the Contacts button.

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Figure 55: Manual add/remove dialog

At this point, you can select the contacts from the list on the left and click the
> sign to move them to the right. If you had performed a Lookup before
opening the company record, you can open the drop down at the Select from
and choose Current Lookup.
After adding the contact records, click OK

Dynamic linking
ACT! can automatically add contacts that are already in the database or new
ones you add automatically. This is done by the creation of a formula that
checks each contact record for specific field entries. What is elegant about
this technique is that you can manually add contacts that may not meet the
criteria and then create the formula for other contacts.
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Dynamic linking works both ways, in that if the contact record changes so that
it no longer meets the linking criteria, the contact record is unlinked.

Linking via a Contact Record from Contact Detail view


When a company record exists, you can link a contact record from the contact
detail view. The contact record has a button to the right of the Company field
that allows you to link the contact record in way that is different from adding
the contact record as in the previous exercise. The linking button is shown
below in the red circle:

Figure 56: Linking button in contact record

Clicking the button opens the Link to Company dialog:

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Figure 57: Link dialog

At this point, you can select the Company record to which you want to
establish a link. As you can read in the text in the dialog, linking in this
manner makes all the data listed available in the Company record. The same
is true If you Add a contact record to a company.

The key difference is that Linking creates field data links between the two
records. After your create the link, the company name data displays as
hypertext-clicking the company name entry takes you to the company field.

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Figure 58: Company name in hypertext

1. To see how the linking works, click on the company name to open the
company record.
2. Open the Companies menu and select View Linked Fields.

Figure 59: Viewing linked fields

What this means is that a change in the Phone field (and all the other fields
listed) in the company record will overwrite whatever was in the phone for all
contact records similarly linked.

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From a data entry standpoint, you can enter the company record once, and
any contact record that you enter subsequently, then link to the company, can
be populated with the data in the linked field list. This is a manual process
and can only be done from the company record.

To Update a Linked Contact record from the Company detail view


1. Lookup the company record.
2. Open the Companies menu and select Update Linked fields.

Figure 60: Updating the linked fields

3. Click Yes and all the data is copied from the company record to the
contact record.

Running Reports
ACT! has a wide variety of reports that can be used to track sales
opportunities, create customer lists, phone lists and a myriad of other reports.
With over 15 year’s worth of customer input, almost every report you can
imagine or want is already a part of ACT!.
The Reports menu is open below:

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Figure 61: Reports menu

After entering contacts, companies, groups, notes and so on, try some of the
reports. You may also test a report using the ACT9demo database.

Tip: In older versions of ACT! the Notes and Histories were on a single tab. To
see Notes and History together, execute the Notes/History report for the
current contact.

Setting User Security Levels


A major change from previous versions of ACT! is the way security is
handled. There are 4 levels: Administrator, Manager, Standard and Browse.

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Each level of security has set of permissions-what can and cannot be done to
a record by a user.

When you add a new user, you have the opportunity to set the security level
for that user. Most of the users should be set as Standard and then you can
set other permissions as needed. See the ACT! help for more details on the
levels of security.

Backup/Maintenance
On a consistent basis, it is important that you Scan and Repair the database
and then make sure you have a backup. I recommend that you backup to
portable media every day or to enable your company backup system to add
ACT! data to the process.
It is important to test your backups at least once a month to be certain that in
the case of hard drive failure.
1. Open the File menu and select Backup and then Database
2. Select the location of the backup and click Ok.

Personal files are any documents that you may have created and did NOT
attach to a contact/company/group. You may back this up separately.

Scan And Repair


Run this procedure once a week or after you have imported contact records.
If you are sharing a database, all users must exit ACT!. This procedure is
very fast and should only take a few minutes to process.

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1. Open the Tools menu and select Database maintenance.


2. Select Check and Repair database.
3. Click OK.

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