Act! User's Guide Working with Your Contacts
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- Lynne Edwards
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1 User s Guide (v18)
2 Act! User's Guide What s Contact and Customer Management Software?... 8 Act! Ownership Change... 8 Starting Your Act! Software... 8 Log on... 9 Opening a Database... 9 Setting Up for Class... 9 Returning to Real Life... 9 Act! Screen Elements Welcome View Changing Your Startup View The Navbar View Toolbar Layout Tabs Layouts Contact Record Basics The My Record Contact Record Our Practice Database An Overview of Security Roles Contact Fields Inserting a New Contact Record Drop-down Fields Duplicating Contacts Assigning Security Limited Access Deleting Contacts Working with Your Contacts Locating Contacts Browsing Records Detail View and List View Sorting the List View Related Task Pane Another Sort Option Adding and Removing Columns Navbar Lookup Pane Lookup Wait, We Didn t Tell Act! the Last Name Fixing a Problem Contact Name Lookup Variations Adding to Lookups Narrowing Lookups Previous Lookups Back (and Forward) Buttons Universal Search Working with the Results Lookup, Any fields Lookup Annual Events Working In List View Edit Mode Tag Mode Lookup and Omit Tagged Records Printing Lookups Secondary Contacts Promoting from Within Documents Tab Relationships Timeline Tab Social Media Tab
3 3 Connecting Your Contacts Your Contact s Website Web Info Tab Web Info tab - User Links section Attaching Web Pages From Internet Explorer Working Your Schedule Act! vs. a PIM Activity Types Simple Scheduling Adding an Outlook Meeting Request to Your Calendar Scheduling Activities Using the Calendar Viewing Your Calendar Calendar Pop-ups Navigation Tips for the Calendar Views The Today Button Filtering the Calendar Printing the Calendar Calendar vs. Task List The Task List Filtering the Task List Printing Your Task List Modifying Scheduled Activities Clearing Activities Recording an Unscheduled Activity to History Recording History to Multiple Contacts Filtering History History List View Filtering History Filtering by Date Filtering by Type Filtering by Keyword Filtering by User Excluding Private Histories Using the History List Icon bar Printing the Current List Lookup Contacts Customise Column Display Export to Excel Taking Notes Viewing and Editing Notes History vs. Notes Rolling Over Your Activities Act! Scratchpad Advanced Scheduling Scheduling Scheduling for Other Act! Users Displaying Multiple Users in Your Calendar or Task List Adding Scheduled For to Task List View Mini-Exercise: Viewing Other Users Stuff Scheduling for Multiple Contacts Availability Responding to an Act! Invitation Activity Colors Alarms Responding to an Alarm Public vs. Private Activities Attachments
4 4 Act! Scheduling Recurring Activities Syncing Your Calendar and Contacts with Act! Calendar Synching with Outlook Contact Syncing with Outlook Manually Syncing Act! and Outlook Synching your Google Calendar and Contacts with Act! Calendar Integration with Google Contacts Integration with Google Manually syncing Act! and Google Accessing Your Data via Act! Premium Mobile Using Act! Premium Mobile Working Via & Letters 125 Act! Can Help You Communicate Act! s Integration Act! s E-marketing Feature Setting Up Your System in Act! Act! s Integration with Outlook Sending from the Contact Sending from Outlook Dealing with Your Outlook Inbox Adding an Outlook Meeting Request to Your Calendar Creating a Contact from an Attaching an to a Contact Using the Quick Attach Feature Setting Your Quick Attach Preferences Handling Unattached Messages Using the Attach to Act! Icon Creating an Activity from an Sending Contact Information as a vcard Recording Gmail History Manually Syncing Gmail History to Act!! Choosing a Word Processor New Menu Item in Word Mail-merge Templates Creating a Mail-merge Template Merging the Template Creating Letters, Memos, and Fax Cover Pages Printing Documents Editing the Attached Document Envelopes and Mailing Labels E-marketing For Act! 157 E-marketing for Act! Features How Is E-marketing Different from Outlook? View Some Tracking Examples Creating an E-marketing Account Creating Templates Creating your first basic Swiftpage template Basic Template Editor Window What is [[SpePersonalMessage]]? Sending the Template Creating a New Template Using Your Base What are SwiftWindows? Editing text Saving your SwiftWindow edit Saving your template changes Getting Results
5 5 Scoring Marketing Results Tab What is Drip Marketing? Advanced Lookups 171 Queries Lookup By Example Advanced Queries Operator Options And/Or Grouping Working With Groups & Companies 181 Groups Displaying a Group Lookup Manually Adding a Contact to a Group Companies Creating and Populating a Group or Company Adding Multiple Contacts to a Group or Company Advanced Queries for Companies and Groups Linking Contacts and Companies Create a Company from a Contact Automatically Creating Companies and Assigning Contacts Create a Contact from a Company Disabling a Company Link Pushing Company Changes Back to Contacts Pulling Changes from the Company Record Divisions and Subgroups Cumulative Views of Notes, History, etc Company Note or History Changing Companies Working With Opportunities 201 Creating Opportunities Opportunities tab Updating an Opportunity Creating a Quote Closing the Deal Opportunity Management Opportunity List View Lookup Opportunities Export to Microsoft Excel Opportunity Reports Opportunity Pipeline Opportunity Graph Viewing Dashboards & Reports 219 Using Dashboards Displaying Dashboard Views Working in the Dashboard Views Other Dashboards Act! Reports Act! Report Print Preview Favorite Reports Working With Synchronisation 229 Synchronising Your Remote Database
6 6 Act! Appendix Synchronising the Remote Database Set up a Sync Schedule with the Act! Scheduler Configuring the Settings User Roles and Permissions What is Lead Capture? What are Smart Tasks? Manually running a Smart Task Pending Smart Task Steps Index 241
7 Working With Act! Basics To become acquainted with the basics of working in Act!, you will: Explore the concept of Contact and Customer Management Software. Start your Act! software. Familiarise yourself with the Act! program window. Add new Contact records to the Act! database.
8 8 Act! What s Contact and Customer Management Software? The purpose of Contact and Customer Management Software is to help you keep track of the people (contacts) and companies you do business with or would like to do business with. Act! is the number one selling Contact Management program in the world. Act! understands that the more you know about your customers, the more effective you can be in doing business with them. Keeping track of all these details could be a daunting task. However, that is one of the reasons why Act! has become so popular. With everything linked to the Contact record, these details are only a mouse-click away. Act! is a powerful, flexible, and above all, EASY TO USE software program that has one goal in mind: To turn your contacts into relationships, and your relationships into results. Act! Ownership Change Swiftpage LLC had been a long-term partner with Sage NA, providing integrated marketing solutions for Act! customers, when in March 2013, they purchased Sage Act! and SalesLogix (another CRM owned by Sage). The product ownership has now gone from being a primarily accounting-focused company (Sage NA) that sought annual upgrades (aka tax updates in other products) to a company that has made their bones in using marketing to boost your business. To signal the new change in ownership, Swiftpage rebranded the product from Sage Act! to Act! with new colors and logo style. While much of the same development, tech support, and sales teams also made the transition to the new ownership, there is a new feeling of excitement for what is being planned for the product. The product will no longer use a year designation for which version you are using (another indication that Swiftpage is not focusing on forced annual renewals). Instead, the product will be identified by version numbers. The version released in December 2015 is known as Act! Version 18. Starting Your Act! Software When normal installation is performed, the program icon is created in a program group called Act! Pro (or Act! Premium). Installation may also create a desktop icon that you can click to run the program. Procedure: To start Act! 1. Click the Start button, point to All Programs. Click the Start button (usually on the lower left of your screen) and point to All Programs. A menu opens. 2. Click on Act!. Click the program group that contains Act!. Your group might have a slightly different name. 3. Click the Act! icon. Act! starts.
9 The Basics 9 Log on Depending on the options you selected during the Act! software installation, you can also double-click the icon on the desktop or single-click the icon on the Quick Launch Toolbar to the right of the Start button. You may be asked to log on to your database when you start Act!. If this happens, don t worry about it. Act! is just asking who you are, so it knows what information to display (it may also ask you to input your password, if you have one). Mini-Exercise: Start Your Engines Step What to do How to do it/comments 1. Start Act!. Start, All Programs, Act! Premium, Act! Premium. Opening a Database When the Act! software is installed, a copy of the ACT2016Demo database is also installed and is perfect for our practice exercises. ACT2016Demo is a sample database for a company called CH TechONE, which is run by Chris Huffman. Chris has grown this company (since the early days of Act!) from a small import/export company to a multi-national company. Setting Up for Class We are assuming that you have already installed Act! 2013, so you can easily find the ACT2016Demo database files on your PC. Procedure: To open the ACTDemo 1. With Act! open on your PC, choose File, Open/Share Database If you are in a different database, Act! automatically closes it before opening our practice database. 2. Click ACT2016Demo and click Open Database. 3. If prompted to roll over your activities in our practice database, click Cancel. If you don t see the ACT2016Demo listed, click The database I want is not listed and navigate to your \My Documents\ACT\ ACT Data\Databases folder. or \Users\Public\Public Documents\ACT\ACT Data\Databases. If prompted for a logon name, use: Chris Huffman (no password). Returning to Real Life You can easily move back and forth from the ACT2016Demo to the one you use every day. Remember, in this QuickStudy Guide, review the Procedure section to understand the procedure, and then, go to the practice to Mini-Exercise.
10 10 Act! Procedure: To open a different database 1. Choose File, Open/Share Database Regardless of the method you use, the Open dialog box appears. 2. Select the database you want to open. If you don t see the database listed, click The database I want is not listed hyperlink. 3. Click Open Database. The database opens in Act!. Act! can only have one database open at a time. If you have a database open and choose to open another, the first one closes automatically before the second one opens. If you constantly move between two or more databases, you can change quickly by selecting the database from the Recent Files list at the bottom of the File menu. The names of the last four databases you have opened appear immediately above the Exit command. If you have not yet started using a working database for your business, you can skip this practice (moving back and forth between the practice database and your real one) and go straight to the Windows Screen Elements section on the next page. Mini-Exercise: Open Another Database Step What to do How to do it/comments 1. If you just opened the ACT2016Demo database, then switch back to your working database. File, click option 2 at the bottom of the menu. This should be the database that you were in before you opened the class database. 2. Enter your name, if prompted. If you share your company database with other users, you need to enter your name (instead of Chris Huffman) in the Enter your user name for this database: area. 3. Enter your password, if necessary, and click OK. 4. Now re-open the practice database called ACT2016Demo. [Tab] to or click in the password area and enter your password. Click OK. File, click option 2 at the bottom of the menu, or you can try, File, Open, click ACT2016Demo, and click Open. 5. If you are prompted to roll over activities, click Cancel. Since the ACT2016Demo has only one active log-on user and the password feature has not been enabled (by default), you should not be prompted to enter a user name or password. Act! Screen Elements The first time you open Act!, the Welcome view displays with options to
11 The Basics 11 help you learn more about, and better utilise, Act!. Title bar displays the name of the program, (e.g., Act! Premium) and the currently open database name. Menu bar displays the commands that are available for the active window. Menu options change depending on the view you are in. The Global Toolbar with the large easy-to-read (and most commonly used) buttons sits below the menu bar. The Current View name displays at the left below the global toolbar. Welcome View The Welcome View is full of hyperlinks to help you better use Act!. Some links will display help files and feature tour videos. Some are actually shortcuts to common Act! commands. The options that are available will depend on how you log into Act! (For example, if you are not an Administrator, the Add/Modify Fields option will not be available for you.) There are also separate options for new users (Getting Started) and more experienced users (Do More With Act!). Mini-Exercise: Welcome, Bienvenidos, Willkommen, Howdy Step What to do How to do it/comments 1. Display the Welcome view, if necessary. Click the Welcome button on the Navbar. 2. Under Try It, click Manage Users. (This link only displays if you are a Manager or Administrator user.) 3. Under Learn About It, click the Organizing Contacts into Groups link. 4. Check out one of the Featured Video tutorials. Clicking this link is the same as clicking Tools, Manage Users. We will talk about creating new users later on so click Close for now. An Act! Help dialog displays with steps for adding contacts. Click on one of the links to view a quick tutorial on the selected item. Changing Your Startup View When you start the Act! program, the default initial view is the Welcome page. While this is a handy view for locating resources to help you become more efficient in using Act!, you may want to change your startup view to one that gets you working with your Act! data. Act! provides you with four options for a startup view: Welcome, Contacts, Contact List, or Dashboard. We will be looking at all of these views as we go through the book. Procedure: To change your startup view. 1. From the Welcome Page, under Try It, click Change the Default View, or click Tools, Preferences, click the Startup tab. 2. Change the Startup view: to your choice. The next time you log into Act!, your selected view will be the first one you see.
12 12 Act! 3. Click OK. An Administrator can easily push up this update by clicking the Update button just above the Default View dropdown field. The Navbar The Navbar appears at the left of the Act! window. It contains a Lookup panel, a list of Related Tasks to help you be more productive in your current view, and the Navigation buttons. Act! has so much to offer, you can t see everything on one screen. Clicking a Navigation button will show a different view of your Act! database. When you click the Calendar icon, the display switches to the last Calendar view you selected (the Day, Week, Work Week or Monthly view). When you click the Contacts icon, you are returned to the Contacts view. We ll review each of these functions as we go through the manual. You can easily collapse the Navbar by clicking on << (minimise) next to the Current View label. Mini-Exercise: Playing with the Navbar Step What to do How to do it/comments 1. Notice how clicking on the Navbar buttons at the left, changes your views. 2. Drag the separator bar between Related Tasks and the Navigation buttons down. Notice how the Navigation icons fall into place on the bottom bar. 3. Collapse the Navbar by clicking on the << at the top of the Navbar. 4. Drag the separator bar back up so that you can see all of the Navbar icons. 5. Expand the Navbar and drag the separator bar to the location that works best for your PC. View Toolbar In all views (except the Welcome page), a View toolbar displays directly beneath the Global toolbar. View toolbars change as you work in the different Act! views. When the meaning of a toolbar button is unclear, just point to the icon (don t click it). After a moment, a tool tip appears, and identifies the button.
13 The Basics 13 Mini-Exercise: What the Heck Is This Button!?! Step What to do How to do it/comments 1. Click on the Contacts button in the Navbar at the left. 2. Notice that there is now a second row of smaller icons (under the Global toolbar). This switches from Welcome page to Contacts view in your database. The View Toolbar changes depending on which view you have selected. 3. What s the name of this icon? Point to the icon, but don t click it. The tool tip appears telling you that it s the Duplicate Contact icon. 4. Find out the names of several other icons on the View toolbar. Layout Tabs Running across the middle of the screen are the Layout Tabs. You can track lots of information about your contacts (far more information than can comfortably fit on your screen at once). Each notebook-style tab provides you with a page where you can record additional data about your contacts. Click a tab to display the information stored on it. The names on the tabs describe the type of information stored on them. If your screen is not wide enough to display all of the available tabs, they may wrap around to a second row. Mini-Exercise: View Layout Tabs Step What to do How to do it/comments 1. What layout tab is displayed now? The contents of its page appear in the bottom part of the window. 2. Display the Secondary Contacts tab. Click the Secondary Contacts tab to see if any additional Contacts are listed for the current Contact. 3. Display the History tab. You can also press [Shift+F9] to display the History tab for the current Contact. 4. Click some additional tabs to view their contents. 5. When finished browsing, click the Notes tab. What kind of information do you think you will find there? Let s all be on the same page, shall we? Layouts At times, you may find it advantageous to see less (or more) information or to see it ordered in a different way. Screen layouts allow you to arrange the information stored in your database in many different ways (the same data, just arranged differently). Act! has two default Basic Contact Layouts: one for a smaller screen resolution (800x600) and one for a larger screen resolution (1024x768). The Layout button is used to switch between available layouts: ones that come with Act! or ones that you design.
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