Source: eGrabber Newsletters
Did you know that ACT! allows you to schedule meetings for yourself and another ACT! user? Here's how you can do it:
1. Select Schedule >> Grant Schedule Access from menu. The Calendar Access dialog box appears
2. Select the user to grant scheduling rights. Click Access
3. Select View and Schedule. Click OK
You can now begin scheduling for the user(s) granted access. To schedule an activity for someone else in your company:
1. Look up the contact to be scheduled. Create the Activity as usual
2. Click the 'Schedule For' button and pick the User from the Schedule For list
3. Click OK when you are done
Note: You have to be an Administrator or granted access to do this by one.
Showing posts with label tips for ACT users. Show all posts
Showing posts with label tips for ACT users. Show all posts
Create Custom Reports in ACT!
Source: eGrabber Newsletters
Though ACT! provides customizable pre-formatted reports, it also allows users to create new custom reports per their requirements.
Here's how you can create your own report:
1. Select Reports >> New Template >> Select a Report Type
2. Select from the basic templates, including Empty Contact Report
The Report Designer screen is separated into several sections. Sections are report and page header/footer and a detail section
3. To add objects to the report, click the Field tool
4. Draw a field where you want to place it, select a type
5. Add fields to the Detail section to show Contact information. Add Header and Footer objects as desired
6. Click Print Review to review your report and adjust spacing, sorting and formatting as needed. Save the report and provide a name
7. To run your custom report, Select Reports >> Other Reports and select your's from the list
Though ACT! provides customizable pre-formatted reports, it also allows users to create new custom reports per their requirements.
Here's how you can create your own report:
1. Select Reports >> New Template >> Select a Report Type
2. Select from the basic templates, including Empty Contact Report
The Report Designer screen is separated into several sections. Sections are report and page header/footer and a detail section
3. To add objects to the report, click the Field tool
4. Draw a field where you want to place it, select a type
5. Add fields to the Detail section to show Contact information. Add Header and Footer objects as desired
6. Click Print Review to review your report and adjust spacing, sorting and formatting as needed. Save the report and provide a name
7. To run your custom report, Select Reports >> Other Reports and select your's from the list
Design Word Templates that Incorporate ACT! Fields
Source: eGrabber Newsletters
Did you know that you can insert ACT! fields where necessary and create custom Word templates in ACT!? The Edit Template function in ACT! allows you to do this.
Here's how you can create a template using an existing Word document:
1. Open the document in Word.
2. Copy the text that needs to be incorporated into the ACT! template. Select Write >> Edit >> New Letter/E-mail Template from the ACT! menu.
ACT! opens a new template and the Mail Merge fields dialog box.
3. Paste the copied text into the body area of the template.
4. Add ACT! fields in the template where appropriate using the the E-Mail Fields dialog box.
5. Save the new template. You can view it by selecting Write >> Other Document from the menu.
Did you know that you can insert ACT! fields where necessary and create custom Word templates in ACT!? The Edit Template function in ACT! allows you to do this.
Here's how you can create a template using an existing Word document:
1. Open the document in Word.
2. Copy the text that needs to be incorporated into the ACT! template. Select Write >> Edit >> New Letter/E-mail Template from the ACT! menu.
ACT! opens a new template and the Mail Merge fields dialog box.
3. Paste the copied text into the body area of the template.
4. Add ACT! fields in the template where appropriate using the the E-Mail Fields dialog box.
5. Save the new template. You can view it by selecting Write >> Other Document from the menu.
Integrate your ACT! and Outlook Calendars
Source: eGrabber Newsletter - Tips for ACT! Users
If you maintain calendars in both ACT! and Outlook, you may want to view a consolidated calendar information in both applications. Integrating both the ACT! and Outlook calendars allows you to accomplish this.
Here's how you can do it:
1. Import your Outlook calendar items to an ACT! database (Use the ACT! Import Wizard).
2. Open each calendar entry and map the activity to the corresponding ACT! contact.
If you are using ACT! Premium, you can synchronize the ACT! calendar with Outlook so that changes are automatically reflected. Here's how:
1. Select Tools >> ACT! Scheduler from the menu.
2. Select Create a Task from the options under Schedule Tasks.
3. Choose the ACT! database where you have imported the calendar items.
4. Use the dropdown in the Select a Task window to choose Outlook activity synchronization. Select Finish.
If you maintain calendars in both ACT! and Outlook, you may want to view a consolidated calendar information in both applications. Integrating both the ACT! and Outlook calendars allows you to accomplish this.
Here's how you can do it:
1. Import your Outlook calendar items to an ACT! database (Use the ACT! Import Wizard).
2. Open each calendar entry and map the activity to the corresponding ACT! contact.
If you are using ACT! Premium, you can synchronize the ACT! calendar with Outlook so that changes are automatically reflected. Here's how:
1. Select Tools >> ACT! Scheduler from the menu.
2. Select Create a Task from the options under Schedule Tasks.
3. Choose the ACT! database where you have imported the calendar items.
4. Use the dropdown in the Select a Task window to choose Outlook activity synchronization. Select Finish.
Map your ACT! Fields to an Excel Spreadsheet
Source: eGrabber Newsletters
Did you know that you can link ACT! database fields to cells in an Excel spreadsheet? With such a mapping, the Excel file will be updated automatically when the data in the ACT! field changes.
Here's how you can do it:
1. Click on the Documents tab and select a spreadsheet.
2. Click Edit Document. The document opens in Excel.
3. Set up the first row of the spreadsheet to include the appropriate ACT! fields.
4. Identify a cell to which you can map an ACT! field. Click Map to Contact, Map to Company or Map to Group, as applicable, from the ACT! menu.
5. When the Map fields dialog box opens, choose the appropriate field and click Add.
6. Repeat this process for any additional fields, save the spreadsheet, and click Close when done.
7. To refresh the spreadsheet fields, while in the Document tab, click on the Map to Excel option in the middle of the screen.
Did you know that you can link ACT! database fields to cells in an Excel spreadsheet? With such a mapping, the Excel file will be updated automatically when the data in the ACT! field changes.
Here's how you can do it:
1. Click on the Documents tab and select a spreadsheet.
2. Click Edit Document. The document opens in Excel.
3. Set up the first row of the spreadsheet to include the appropriate ACT! fields.
4. Identify a cell to which you can map an ACT! field. Click Map to Contact, Map to Company or Map to Group, as applicable, from the ACT! menu.
5. When the Map fields dialog box opens, choose the appropriate field and click Add.
6. Repeat this process for any additional fields, save the spreadsheet, and click Close when done.
7. To refresh the spreadsheet fields, while in the Document tab, click on the Map to Excel option in the middle of the screen.
Create an ACT! Contact Directly from an Outlook E-mail
Source: eGrabber Newsletter
Did you know that you can create a new ACT! contact directly from an Outlook e-mail message?#
1. Once you integrate* your ACT! and Outlook, you will see this new ACT! icon "Create a new contact in ACT!" appearing on e-mail messages in your Outlook.
2. Open any e-mail and click on the Create ACT! Contact icon on the task bar.
3. ACT! will automatically create a contact record based on the information available in the e-mail (it populates the Contact name and E-mail Address fields).
4. You can then add additional information to fields such as phone, address, company, etc.
ACT! will even check for duplicates before adding a contact. This allows you to efficiently add new contacts, while ensuring a clean database.
#Feature available only in ACT! 2007 and 2008
*Ref our ACT! newsletter dated 12/02/09 for tips on how you can integrate ACT! and Outlook.
Did you know that you can create a new ACT! contact directly from an Outlook e-mail message?#
1. Once you integrate* your ACT! and Outlook, you will see this new ACT! icon "Create a new contact in ACT!" appearing on e-mail messages in your Outlook.
2. Open any e-mail and click on the Create ACT! Contact icon on the task bar.
3. ACT! will automatically create a contact record based on the information available in the e-mail (it populates the Contact name and E-mail Address fields).
4. You can then add additional information to fields such as phone, address, company, etc.
ACT! will even check for duplicates before adding a contact. This allows you to efficiently add new contacts, while ensuring a clean database.
#Feature available only in ACT! 2007 and 2008
*Ref our ACT! newsletter dated 12/02/09 for tips on how you can integrate ACT! and Outlook.
Add your ACT! Address Book to Outlook
Source: eGrabber Newsletters
create an email in Outlook and pick the emails from your ACT! contacts.
Here's how:
1. Select Tools >> Preferences >> Options from the ACT! menu
2. Click on the E-mail tab
3. Click on the E-mail System Setup button to open the E-mail Setup Wizard
4. Select MS Outlook as you E-mail system and choose Outlook as your default ACT! email program
You can also use the system options to automatically save emails, you send, to that ACT! contact's History tab.
create an email in Outlook and pick the emails from your ACT! contacts.
Here's how:
1. Select Tools >> Preferences >> Options from the ACT! menu
2. Click on the E-mail tab
3. Click on the E-mail System Setup button to open the E-mail Setup Wizard
4. Select MS Outlook as you E-mail system and choose Outlook as your default ACT! email program
You can also use the system options to automatically save emails, you send, to that ACT! contact's History tab.
Create A New Opportunity Process in ACT!
Source: eGrabber Newsletters
Did you know that you can create custom processes to manage your opportunities in ACT!? You can rename or reorder existing processes to better match your company’s workflow. Here's how:
Your new opportunity process will now be available when creating or modifying opportunities in ACT!.
Did you know that you can create custom processes to manage your opportunities in ACT!? You can rename or reorder existing processes to better match your company’s workflow. Here's how:
- From within the Processes dialog, click Create New Opportunity Process.
- Type the name of the Opportunity process and a Description, if needed.
- Click the Active check box to allow the new process to be selected when creating a new opportunity. Click Next to advance.
- Now you can give each sales stage a Name, Description and Probability. To add any additional sales stages, click the Add button. To move a sales stage up or down, click the Move Up or Move Down buttons.
- When finished adding sales stages, click the Finish button. The original Processes dialog appears and your new sales process will be listed.
- Click Close to close the Processes dialog.
Your new opportunity process will now be available when creating or modifying opportunities in ACT!.
Schedule Automatic ACT! Database Maintenance
Source: eGrabber Newsletter
Did you know that you can create a schedule in ACT! for database maintenance? It is enough if the computer is running at the scheduled time; your ACT! need not even be open for the automatic maintenance. Here's how you can do it:
1. Select Tools >> ACT! Scheduler.
2. Click on 'Create a task' from the Schedule Tasks box.
3. Use the Browse button and navigate to the database you would like to schedule the maintenance for.
4. Enter a User name and Password for this database.
5. Select 'Database maintenance' from the Task drop-down list, and then click Next
6. Enable Integrity Check and Re-index options. Click Next.
7. Use the Set a Schedule dialog box to specify the schedule and click Finish.
8. To Start the ACT! Scheduler Service, select Tools >> ACT! Scheduler and click on the Start Service option from the Other Tasks section. Click Exit.
Note: Only an Administrator or Manager user can create a schedule for ACT! database maintenance.
Did you know that you can create a schedule in ACT! for database maintenance? It is enough if the computer is running at the scheduled time; your ACT! need not even be open for the automatic maintenance. Here's how you can do it:
1. Select Tools >> ACT! Scheduler.
2. Click on 'Create a task' from the Schedule Tasks box.
3. Use the Browse button and navigate to the database you would like to schedule the maintenance for.
4. Enter a User name and Password for this database.
5. Select 'Database maintenance' from the Task drop-down list, and then click Next
6. Enable Integrity Check and Re-index options. Click Next.
7. Use the Set a Schedule dialog box to specify the schedule and click Finish.
8. To Start the ACT! Scheduler Service, select Tools >> ACT! Scheduler and click on the Start Service option from the Other Tasks section. Click Exit.
Note: Only an Administrator or Manager user can create a schedule for ACT! database maintenance.
Schedule Automatic ACT! Database Maintenance
Source: eGrabber Newsletter
Did you know that you can create a schedule in ACT! for database maintenance? It is enough if the computer is running at the scheduled time; your ACT! need not even be open for the automatic maintenance. Here's how you can do it:
1. Select Tools >> ACT! Scheduler.
2. Click on 'Create a task' from the Schedule Tasks box.
3. Use the Browse button and navigate to the database you would like to schedule the maintenance for.
4. Enter a User name and Password for this database.
5. Select 'Database maintenance' from the Task drop-down list, and then click Next
6. Enable Integrity Check and Re-index options. Click Next.
7. Use the Set a Schedule dialog box to specify the schedule and click Finish.
8. To Start the ACT! Scheduler Service, select Tools >> ACT! Scheduler and click on the Start Service option from the Other Tasks section. Click Exit.
Note: Only an Administrator or Manager user can create a schedule for ACT! database maintenance.
Did you know that you can create a schedule in ACT! for database maintenance? It is enough if the computer is running at the scheduled time; your ACT! need not even be open for the automatic maintenance. Here's how you can do it:
1. Select Tools >> ACT! Scheduler.
2. Click on 'Create a task' from the Schedule Tasks box.
3. Use the Browse button and navigate to the database you would like to schedule the maintenance for.
4. Enter a User name and Password for this database.
5. Select 'Database maintenance' from the Task drop-down list, and then click Next
6. Enable Integrity Check and Re-index options. Click Next.
7. Use the Set a Schedule dialog box to specify the schedule and click Finish.
8. To Start the ACT! Scheduler Service, select Tools >> ACT! Scheduler and click on the Start Service option from the Other Tasks section. Click Exit.
Note: Only an Administrator or Manager user can create a schedule for ACT! database maintenance.
Add Secondary Contacts to your ACT! Record
Source: eGrabber Newsletter
Note: The above is relevant for ACT! 2005 and 2006
Did you know that ACT! allows you to add an unlimited number of secondary contacts for each main contact? Each secondary contact can have its own field values. Here's how you can add a secondary contact:
1. In the ACT! Contacts view, select the Secondary Contacts tab.
2. Click on the New Secondary Contact button in the upper-left corner of the Secondary Contacts tab. The New Contact dialog box will open up.
3. Type in all relevant information for your contact and click OK to add the secondary contact.
Similarly, you can add more than one secondary contact for each main contact.
You can also customize the columns that are displayed for your secondary contacts. Simply click on the Options button in the upper right corner of the Secondary Contacts tab and from the drop-down, select the ‘Customize Columns’ option to do this.
Note: The above is relevant for ACT! 2005 and 2006
Did you know that ACT! allows you to add an unlimited number of secondary contacts for each main contact? Each secondary contact can have its own field values. Here's how you can add a secondary contact:
1. In the ACT! Contacts view, select the Secondary Contacts tab.
2. Click on the New Secondary Contact button in the upper-left corner of the Secondary Contacts tab. The New Contact dialog box will open up.
3. Type in all relevant information for your contact and click OK to add the secondary contact.
Similarly, you can add more than one secondary contact for each main contact.
You can also customize the columns that are displayed for your secondary contacts. Simply click on the Options button in the upper right corner of the Secondary Contacts tab and from the drop-down, select the ‘Customize Columns’ option to do this.
Dial out of ACT! using your Skype Account
Source: eGrabber Newsletters
Did you know that you can dial to Skype numbers from your ACT!? Well, here's how you can do it:
1. Set up a new phone number field called “Skype Number” in ACT!. Set the field Property type as “URL” (Since Skype places calls through the Internet).
2. When you enter the phone number in the field, type callto:// the country code, and then the phone number.
For example, if the phone number is +14087051106 in the Skype Number field, enter callto://+14087051106. The number is automatically created with a blue hyperlink.
3. To the right of the phone number field you will see a button with three dots. Click on that button to set the correct country code (for example, 1 for the USA, 44 for the UK, etc.).
Now to call this contact, simply click on the Skype Number field. Skype will open and begin dialing your call.
Did you know that you can dial to Skype numbers from your ACT!? Well, here's how you can do it:
1. Set up a new phone number field called “Skype Number” in ACT!. Set the field Property type as “URL” (Since Skype places calls through the Internet).
2. When you enter the phone number in the field, type callto:// the country code, and then the phone number.
For example, if the phone number is +14087051106 in the Skype Number field, enter callto://+14087051106. The number is automatically created with a blue hyperlink.
3. To the right of the phone number field you will see a button with three dots. Click on that button to set the correct country code (for example, 1 for the USA, 44 for the UK, etc.).
Now to call this contact, simply click on the Skype Number field. Skype will open and begin dialing your call.
Move or Copy Items in ACT! Tabs between Contacts
Source: eGrabber Newsletter
Have you ever wanted to copy or move items from the Notes/History, Activities, Sales/Opportunities tabs of an ACT! contact / group to another? Here's how you can do it:
1. Lookup the contact or group that contains the item you would like to move and select the appropriate tab (Notes/ History, Activities, or Sales/Opportunities).
2. Highlight the item you would like to copy or move by clicking on the grey box to the left of the item.
(Note: You can select multiple items in a range by holding down the Shift key while selecting them. Select multiple items that are not in a range by holding down the Ctrl key.)
3. From the menu, select Edit >> Copy (or Edit >> Cut if you are moving the items).
4. Lookup the destination contact or group.
5. From the menu, select Edit >> Paste.
The item will now be pasted to the destination ACT! contact or group.
Have you ever wanted to copy or move items from the Notes/History, Activities, Sales/Opportunities tabs of an ACT! contact / group to another? Here's how you can do it:
1. Lookup the contact or group that contains the item you would like to move and select the appropriate tab (Notes/ History, Activities, or Sales/Opportunities).
2. Highlight the item you would like to copy or move by clicking on the grey box to the left of the item.
(Note: You can select multiple items in a range by holding down the Shift key while selecting them. Select multiple items that are not in a range by holding down the Ctrl key.)
3. From the menu, select Edit >> Copy (or Edit >> Cut if you are moving the items).
4. Lookup the destination contact or group.
5. From the menu, select Edit >> Paste.
The item will now be pasted to the destination ACT! contact or group.
Automatically Create your Mailing List in ACT!
Source: eGrabber Newsletters
Did you know that you can create mailing lists in ACT! for contacts that have something in common? You can create a list (group)of contacts from a specific industry, region, etc. Every time a new contact is created, it will automatically be added to this list, if it matches your criteria.
Here's how you can do it:
1. Select Groups >> New Group from the Menu.
2. Enter the Group Name. Let's say you wish to create a list of contacts from the Real Estate industry; enter the Group Name as "Real Estate" followed by a description in the next field.
3. Click on the Add/Remove Contacts button and select Edit Criteria.
4. Use the drop-down options here to choose.
Type as Contact, Field Name as Industry, Operator as Contains and Value as Real Estate. Click on the Add to list button.
5. Click OK to create the new group.
Now, every time you mark an ACT! contact as belonging to the Real Estate industry, it will automatically be added to the new group that you created.
Did you know that you can create mailing lists in ACT! for contacts that have something in common? You can create a list (group)of contacts from a specific industry, region, etc. Every time a new contact is created, it will automatically be added to this list, if it matches your criteria.
Here's how you can do it:
1. Select Groups >> New Group from the Menu.
2. Enter the Group Name. Let's say you wish to create a list of contacts from the Real Estate industry; enter the Group Name as "Real Estate" followed by a description in the next field.
3. Click on the Add/Remove Contacts button and select Edit Criteria.
4. Use the drop-down options here to choose.
Type as Contact, Field Name as Industry, Operator as Contains and Value as Real Estate. Click on the Add to list button.
5. Click OK to create the new group.
Now, every time you mark an ACT! contact as belonging to the Real Estate industry, it will automatically be added to the new group that you created.
Create Graphic HTML Email Templates using ACT!
Source: eGrabber Newsletters
Did you know that you can use ACT! to create and send emails that look like web pages? You can include your company logo, a link to your website, and other graphical elements. Here's how:
| 1. | Select File >> New from the ACT! menu. Double click Graphical email template. |
| 2. | The ACT! Word processor opens with a list containing Mail Merge fields displayed. |
| 3. | Copy your company logo. Navigate to the ACT! Word processor and Left (mouse) click in the area where you would like your logo to appear. Right click and choose paste. |
| 4. | You can also customize the template with information from ACT!. From the menu, select Insert and choose Mail Merge Fields. Scroll down the list of ACT! fields and double click on the First Name field. |
| 5. | Press the Enter key to insert a blank line, and then type in the message. |
| 6. | To insert a link to your website, choose Hyperlink from the Insert menu and type the website URL. |
| 7. | Finally, save the file (File >> Save As) in the Template sub-folder of ACT!. |
Now, whenever you have an ACT! contact for which you would like to send this email, select Write >> Mail Merge >> Current Contact >> Email and select the email template you created.
Add Secondary Contacts to your ACT! Record
Source: eGrabber Newsletter
Did you know that ACT! allows you to add an unlimited number of secondary contacts for each main contact? Each secondary contact can have its own field values. Here's how you can add a secondary contact:
1. In the ACT! Contacts view, select the Secondary Contacts tab.
2. Click on the New Secondary Contact button in the upper-left corner of the Secondary Contacts tab.
The New Contact dialog box will open up.
3. Type in all relevant information for your contact and click OK to add the secondary contact.
Similarly, you can add more than one secondary contact for each main contact.
You can also customize the columns that are displayed for your secondary contacts. Simply click on the Options button in the upper right corner of the Secondary Contacts tab and from the drop-down, select the ‘Customize Columns’ option to do this.
Did you know that ACT! allows you to add an unlimited number of secondary contacts for each main contact? Each secondary contact can have its own field values. Here's how you can add a secondary contact:
1. In the ACT! Contacts view, select the Secondary Contacts tab.
2. Click on the New Secondary Contact button in the upper-left corner of the Secondary Contacts tab.
The New Contact dialog box will open up.
3. Type in all relevant information for your contact and click OK to add the secondary contact.
Similarly, you can add more than one secondary contact for each main contact.
You can also customize the columns that are displayed for your secondary contacts. Simply click on the Options button in the upper right corner of the Secondary Contacts tab and from the drop-down, select the ‘Customize Columns’ option to do this.
Note: The above is relevant for ACT! 2005 and 2006
Lookup Contacts by City in ACT!
Source: eGrabber Newsletter
Did you know that you can find all the contacts from a given city or cities, in your ACT! database, using a simple Lookup? Here's how:
1. Select Lookup >> By Example from the main menu.
2. Place the cursor on the City field and type in the city name (for example, San Jose).
3. Hit Search.
Your lookup will return all contacts in San Jose.
To lookup contacts in two cities, use the OR operator ( | ) while entering the city names in step 2 above. For example, to find contacts in San Jose and Sacramento, you will have to enter San Jose || Sacramento.
Note: The “ | ” character is the uppercase character sharing the key with your backslash character " \ " (above the Enter key). To type it, you will have to hold the Shift key and hit the Backslash key.
Did you know that you can find all the contacts from a given city or cities, in your ACT! database, using a simple Lookup? Here's how:
1. Select Lookup >> By Example from the main menu.
2. Place the cursor on the City field and type in the city name (for example, San Jose).
3. Hit Search.
Your lookup will return all contacts in San Jose.
To lookup contacts in two cities, use the OR operator ( | ) while entering the city names in step 2 above. For example, to find contacts in San Jose and Sacramento, you will have to enter San Jose || Sacramento.
Note: The “ | ” character is the uppercase character sharing the key with your backslash character " \ " (above the Enter key). To type it, you will have to hold the Shift key and hit the Backslash key.
Use the ACT! Activity Series to Automate Lead Follow-up
Source: eGrabber Newsletters
How many times have you wanted to follow-up on a lead but let it slip away? By using a tool in ACT!, called the Activity Series, you can easily automate a process to ensure that you follow-up on all your leads and avoid losing them forever.
Here's how you can create a set of follow-up activities for every lead that you get from a given lead generation activity - Trade Shows, Webinars, Conferences, etc.
How many times have you wanted to follow-up on a lead but let it slip away? By using a tool in ACT!, called the Activity Series, you can easily automate a process to ensure that you follow-up on all your leads and avoid losing them forever.
Here's how you can create a set of follow-up activities for every lead that you get from a given lead generation activity - Trade Shows, Webinars, Conferences, etc.
- From the menu, select Schedule >> Manage >> Activity Series Templates. The Activity Series Template Creation Wizard dialog box appears.
- Check the 'Create a new activity series' option.
- Click Next to create a template for the activity series. Enter the Name and Description.
- The next step in the wizard allows you to enter the activities in the series. Click on the Add button and use the Add Activity dialog box to enter activity type (call, email, etc.), start date, priority, alarms, etc.
- Click Ok. Repeat the above step to add more activities in the series.
- Once you have finished adding activities, click Next to finish the wizard.
- Now to schedule an activity series for a contact, select Schedule >> Activity Series and choose the template you would like to use.
- In the Series anchor date field, select the anchor date. Now select the activities and from the With list, choose the contacts or users. Click Schedule.
Perform a 'Lookup' on Any Field in ACT!
Source: eGrabber Newsletters
Most of your lookups will involve clicking the Lookup menu and then selecting a field. Have you ever come across a situation where you needed to lookup on a field that is not listed on the lookup menu?
ACT! allows you to search for almost all fields, including the custom fields. Here's how:
1. Select Lookup >> Other Fields from the menu. The Lookup Contacts dialog box appears.
2. The drop-down below 'Look in this field' option shows the list of all fields in your database.
3. Select the field for which you would like to search.
4. In the 'Search for' area, type the field value you would like to lookup.
5. Click OK.
Note: Fields such as Edit Date and Create Date are not searchable in this area.
Most of your lookups will involve clicking the Lookup menu and then selecting a field. Have you ever come across a situation where you needed to lookup on a field that is not listed on the lookup menu?
ACT! allows you to search for almost all fields, including the custom fields. Here's how:
1. Select Lookup >> Other Fields from the menu. The Lookup Contacts dialog box appears.
2. The drop-down below 'Look in this field' option shows the list of all fields in your database.
3. Select the field for which you would like to search.
4. In the 'Search for' area, type the field value you would like to lookup.
5. Click OK.
Note: Fields such as Edit Date and Create Date are not searchable in this area.
Transfer Records between Databases
Source: eGrabber Newsletters
Did you know that you can move a contact record from one ACT! database to another - along with the corresponding notes and activities - with just a few quick keystrokes or mouse clicks?
Here's how you do it:
Now, ACT! will automatically export the selected record(s) from one database to another.
Did you know that you can move a contact record from one ACT! database to another - along with the corresponding notes and activities - with just a few quick keystrokes or mouse clicks?
Here's how you do it:
- Find the individual contact(s) you want to export by performing a Lookup.
- Select File >> Data Exchange >> Export from the main menu. The Export Wizard opens.
- Select the file type you want to export. You can also export your contacts as a text file.
- Select the ACT! database that you want to export this information into and hit the Next button.
- Select the kind of record(s) you want to export. You can choose between Contact, Group or both.
- Click the Options button and the Merge Options dialog box opens. Here you tell ACT! what you want it to do if it finds the same record in the destination database. Select OK to close the Merge Options box and click Next.
- Select the Contact or Group records you want to export. Click Next.
- The final step in the export process is mapping your fields. If your fields aren’t mapped properly you will lose data. Hit Finish.
Now, ACT! will automatically export the selected record(s) from one database to another.
