LoanToolbox ACT! 3.0 FAQs
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1 LoanToolbox ACT! 3.0 FAQs TABLE OF CONTENTS How To Guide: 1) How should I maintain my database? a) Backing up your database b) Indexing your database 2) How do I share the database with my assistant? 3) How do I add more than 1 address for a contact? 4) Where are the birthday fields? 5) How do I create and manage groups? 6) How do I do a mail merge in ACT! (Single Contact)? 7) How do I mail merge to a group in ACT!? 8) How do I create Letter/ Templates with ACT! 2006? 9) How can I edit an ACT! Letter/ template? 10)How do I print mailing labels for a lookup? 11)How do I print envelopes for a lookup? 12)How to configure Microsoft Outlook as your e mail client in ACT! 13)How to configure Outlook Express as your e mail Client in ACT! 14)How do I import my Outlook data into the LoanToolbox 3.0 ACT! Database Page 1 of 45
2 1) How should I maintain my database? There are 2 things that should be done on a regular basis as a normal part of ACT! maintenance, regular backups and indexing the database. A) Backing up your database: This should be done at least once a week. To back up your ACT! database, Open ACT! and login to your LoanToolbox 3.0 database. Then, click File > Backup > Database. This will bring up the Backup Database dialog box. Click the Browse button to open a Save As screen. This will open up the dialog box for you to choose where to save your backup. It is a good idea to create a folder inside your database folder to keep your backups. Also, be sure to name the backup the name of the database with the date at the end. In the example below, we chose the database name LoanToolbox30 and then added the date at the end. This way you can keep track of your backups and get historical data in case something is deleted or corrupted. Page 2 of 45
3 After selecting the folder and name, click Save. Page 3 of 45
4 You can choose to protect your backup via a password by checking the Password protect file box. This will bring up a password protection screen where you must enter a password and then re enter the password for verification. *WARNING* if you use password protection and forget the password your data will be lost. Click OK to continue. The backup process will begin. You will see the status monitor while the backup is running. When the backup completes, you ll see this dialog box, click OK. Your backup is now complete. You can also burn the backup file you created to a CD. That way, if there s a computer crash, you ll have a copy of your database. Page 4 of 45
5 B) Indexing your database: This should be done at least once a month, but can be done more often. (For example, right after you do your backup every week!) To Index your database, go to Tools > Database Maintenance > Check and Repair This will open your database maintenance screen. Place a check mark inside of both the Integrity Check and the Re index. Click OK to proceed. Page 5 of 45
6 This will open the status window showing the performance of the services. Once completed, you will see the completed window. Click OK to finish the process. 2) How do I share the database with my assistant? To share an ACT! database (including the LoanToolbox 30 database) requires some very important technical steps, such as creating network shares,, mapping drives, and setting ACT! preferences. Also, due to the numerous variables within different networks, we can ONLY recommend you hire an ACT! consultant to implement a shared or network installation. 3) How do I add more than 1 address for a contact? 1. Right click on the E mail field on the top screen of LoanToolbox Left Click on the drop down button, select Edit E mail Addresses 3. Left Click the New button Page 6 of 45
7 4. Type in the address or left click the Address Book button to access your address book. You can make the new the primary address by left clicking the white box and inserting a check mark. Left click Ok when finished. Page 7 of 45
8 5. You can add, edit, or delete address(es) from the main address screen. You can also change the primary address from this screen. When you are finished, left click Ok. 4) Where are the birthday fields? The birthday fields can be found on the Financial Plans tab on the LoanToolbox 3.0 template. The birthday fields include borrower, co borrower, and four children. Page 8 of 45
9 5) How do I create and manage groups? 1. Click the Groups button on the navigation bar. 2. To add a group, click Group > New Group. Page 9 of 45
10 3. Enter a name for the group in the Group field. This is the only required field. 4. ACT! will automatically update your groups, adding this new one to the current list of groups. 5. To Add/Remove contacts to a group, Click Group > Group Membership > Add/Remove Contacts. This will open the Add/Remove Contacts screen. Page 10 of 45
11 6. Click the Contacts button to open the membership editing screen. Page 11 of 45
12 7. From this screen you can select contacts from the left side of the screen and add them to the group. You can also move contacts from the right side of the screen and remove them from the group. Choosing a different option from the Select from drop down box allows you to choose contacts from All Contacts, Current Lookup, Groups, or Companies. Click OK once you are satisfied with your choices. Click OK from the Add/Remove Contacts screen to finish the process. NOTE: In ACT 2006 you can set criteria to automatically add contacts to a specific group. Review the ACT 2006 Help Topics section to learn more on how to do this. 6) How do I do a mail merge in ACT!? (Single Contact) 1. Look up the contact for which you would like to create the mail. 2. On the main tool bar, click on Write > Mail Merge Page 12 of 45
13 Enable the appropriate Where do you want to send this mail merge option, and then click Next to advance the Mail Merge Wizard. The Select Template dialog box appears. Page 13 of 45
14 3. Click the Browse button. An Open dialog box appears. (If necessary) navigate to, click the desired template, and then click Open. The Select Template dialog box reappears with the field now populated with your template file name. Click Next to advance the Mail Merge Wizard. The Select Contact dialog box appears. Page 14 of 45
15 Select Current Contact and then click Next to advance the Mail Merge Wizard. Mail Merge to Word Processor: If you are mail merging to the Word Processor, the Completing the ACT! Mail Merge Wizard dialog box will appear. Click Finish to complete the mail merge. Note: A history entry is not created when mail merging to the word processor. Mail Merge to E Mail: If you are mail merging to e mail, the Set E mail Options dialog box appears: Page 15 of 45
16 Type in a subject, and then click the drop down arrow at the E mail record history type field and click a history option. Enable the Return Receipt option (if desired) and then click Next, the Set Options for Missing E mail Addresses dialog box appears. Page 16 of 45
17 Enable the appropriate Missing E mail Address option, and then click Next. The Completing the ACT! Mail Merge Wizard dialog box will appear if you enable either of the top three options. Note: If you enable the Cancel the e mail mail merge, and create a lookup of contacts with missing e mail addresses option, the following warning will appear: Warning! This action will require you to re establish the target lookup and rerun the mail merge. If you then click Next, the Completing the ACT! Mail Merge Wizard dialog box appears with a Summary of tasks completed. Page 17 of 45
18 Click Finish. 7) How do I mail merge to a group in ACT!? 1. On the main tool bar, click on Write > Mail Merge Page 18 of 45
19 2. Enable the appropriate Where do you want to send this mail merge option, and then click Next to advance the Mail Merge Wizard. The Select Template dialog box appears. Page 19 of 45
20 4. 3. Click the Browse button. An Open dialog box appears. (If necessary) navigate to, click the desired template, and then click Open. The Select Template dialog box reappears with the field now populated with your template file name. Click Next to advance the Mail Merge Wizard. The Select Contact dialog box appears. Page 20 of 45
21 4. Select Selected Group and choose the group you want from the drop down list. We selected Realtors for this example. 5. Follow the steps from Question 6(How do I do a mail merge in ACT! (Single Contact)?) for the remaining steps. NOTE: When performing a group merge you will want to limit the number to less than 50 to avoid potential lockup of the ACT software during the merging process of the s. Breaking the groups up into 20 to 30 s at a time will achieve maximum result.s Page 21 of 45
22 8) How do I create Letter/ Templates with ACT! 2006? NOTE: ACT! 2006 uses the.adt file system for both and word document files. There are no.gmt files for ACT! Go to Write > New Letter/E mail Template. 2. This will open a blank document for you to edit. The example below is with Word set as your word processor. Page 22 of 45
23 3. Once the template is open, you can modify the body of the document, or use the Mail Merge Fields dialog to insert ACT! database fields into your template. 9) How can I edit an ACT! Letter/ template? All of the Perfect Loan Process and ACTion Marketing templates come preset to use the correct fields inside of the LoanToolbox database. You will need to edit the templates to add your logo and personalize each template to your needs. NOTE: For training purposes, we are using Word as the document editor. If you wish to learn how to use the ACT document editor go to Help > Help Topics to learn more. 3. Click the Write menu, and then click Edit Document Template. An Open dialog appears. Page 23 of 45
24 4. In the open window, choose the ACT! document template you would like to edit and click on Open. For these instructions, we chose the ProcessingGuarantee.adt file. 5. The ADT you choose will open in Microsoft Word 2000, 2002 (XP) or 2003 depending on your choice of your version of Microsoft Word. You will also see a window Mail Merge Fields where you can choose which fields to add to the template. For these instructions, we will not be adding/removing any fields. Page 24 of 45
25 6. You can hard code the information into the templates for fields that will not change, such as your company name. To do this, highlight the information you wish to edit/remove. 7. After you have deleted the <MY:Company> tag, type in your company s name. For example, we typed Successful Mortgage. 8. After you have finished editing your document (adding photos, logos, new text, etc.) in Microsoft Word you want to click on File and then Save. Page 25 of 45
26 9. Close your word processor by clicking on the button to the top right hand corner. 10. By following these easy steps, you will be able to personalize all ADT s included with the LoanToolbox 3.0 ACT! Database. Please visit the following ACT! Support website for advanced instructions regarding Creating and Editing ACT! Document Templates. You will need to log in with an ACT profile in order to access the Knowledge Center How do I print mailing labels for a lookup? 1. Perform the lookup. 2. Go to File > Print Page 26 of 45
27 3. In the Print list box, choose Labels. Select the LoanToolbox label that you need (mailing creates a single name contact, married is for married contacts. Click Print when finished. Page 27 of 45
28 4. Under the Create report for section, enable the desired option. In most cases this will be Current lookup. 5. In the Send report output to: section, select Printer or Preview. (We recommend choosing Preview first because it allows you to view the labels as they will be printed.) You can also print from the preview if you are satisfied with the appearance of your labels. 6. Click OK. 11. How do I print envelopes for a lookup? Follow these steps to print envelopes for a lookup: 1. Perform the lookup. 2. Go to File > Print Page 28 of 45
29 3. In the Print list box, choose Envelopes. Select the envelope that you want to use (Envelope # 10 is most commonly used), then click OK. Page 29 of 45
30 4. Under the Create report for section, enable the desired option. In most cases this will be Current lookup. 5. In the Send report output to: section, select Printer or Preview. (We recommend choosing Preview first because it allows you to view the labels as they will be printed.) You can also print from the preview if you are satisfied with the appearance of your labels. 6. Click OK. Page 30 of 45
31 12) How to configure Microsoft Outlook as your e mail client in ACT! 1. Go to Tools > Preferences Page 31 of 45
32 2. The Preferences window will open. Click on the E mail tab. Click the E mail System Setup button. Page 32 of 45
33 3. You will choose Microsoft Outlook as your e mail client. Then click on Next. Page 33 of 45
34 4. You have the ability to change your Outlook settings (not recommended). You can choose to always use your Outlook profile and add/edit a signature for your ACT . Click Next when you are finished. 5. This will complete the setup of Microsoft Outlook. Click Finish to complete the transaction. Page 34 of 45
35 13) How to configure Outlook Express as your e mail client in ACT! 1. Go to Tools > Preferences Page 35 of 45
36 2. The Preferences window will open. Click on the E mail tab. Click the E mail System Setup button. Page 36 of 45
37 3. You will choose Outlook Express as your e mail client. Then click on Next. NOTE: Using Outlook Express as your e mail client limits the use of some ACT functionality. Read the note inside of the next screen for additional information Page 37 of 45
38 4. You can choose to add/edit a signature for your ACT . Click Next when you are finished. 6. This will complete the setup of Outlook Express. Click Finish to complete the transaction. Page 38 of 45
39 14) How do I import my Outlook data into the LoanToolbox 3.0 ACT! database? Disclaimer: This is a basic setup and uses the default settings for ACT! If you have a customized database we suggest that you contact an ACT! consultant to ensure that all of your data imports correctly. 1. Close all programs and open ACT! 2. Log into the LoanToolbox 3.0 database Note: if you already have contacts in your LoanToolbox 3.0 database, we recommend creating a backup before performing the import. 3. Go to File> Import. Page 39 of 45
40 4. Change the File type to Outlook then click Next. 5. You may receive a Choose Profile dialog from Outlook. Make the appropriate selection from the dropdown list then click OK. The Import Wizard continues. Page 40 of 45
41 6. Contact records only is enabled. Click the Next> button. Page 41 of 45
42 7. Enable the appropriate options by placing a check mark in the corresponding box. Select Outlook contacts if you use a POP3 server, or select Exchange if you have an onsite Microsoft Exchange Server. You can also import additional Outlook information such as tasks, notes, and appointments. Note: You cannot import records from the Global Address List on an Exchange Server. Page 42 of 45
43 7. The Additional Outlook Import Options is where you assign the tasks and appointments. By default you will want to assign yourself these tasks and appointments. Once finished click Next> to continue. 8. This will bring the map screen up where you can map your various fields from your Outlook contacts. Click Next> when finished. Notes: By default, the basic contact information should import correctly. You should check and ensure all of the Outlook contact fields you are using are mapped to the appropriate field in ACT! Notes: Outlook data in the Categories field will not import into any field in ACT! Page 43 of 45
44 9. This brings the Merge Options screen to view. Click on the Contact Merge Options to verify that the merge settings are to your standards. 10. The default settings are designed to bring over the information correctly. They should look like the screen below. Click OK when you have your settings finished. Click Next> to proceed. Page 44 of 45
45 11. This will bring the final screen for the import. Click Finish to complete the import. 12. You will see the progress screen showing your information being imported. Once completed, you will be back at the ACT contact screen. Verify that your information was imported correctly. Page 45 of 45
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