ACT 2005 for Dummies

ACT 2005 for Dummies
By Karen S. Fredricks
ACT! Certified Consultant, ACT! Premier Trainer, and Founder of the ACT! Users Group of South Florida
Contents at a Glance
Inroduction 1
Part I: The Opening ACT! .7
Chapter 1: An Overview of ACT! 9
Chapter 2: The Various Faces of ACT! .15
Chapter 3: Getting Your ACT! Together 29
Part II: Putting the ACT! Database to Work .49
Chapter 4: Making Contact(s) 51
Chapter 5: A Few Good Tabs and Lists .63
Chapter 6: Working with Your Data .75
Chapter 7: The ACT! Lookup: Searching for Your Contacts .87
Chapter 8: Stamping Out the Sticky Note .103
Chapter 9: Playing the Dating Game .113
Part III: Sharing Your Information with Others .127
Chapter 10: Advanced Dating 101 .129
Chapter 11: Using the Basic ACT! Reports .139
Chapter 12: Designing Your Own Reports 155
Chapter 13: Merging Your Information into a Document .169
Chapter 14: ACT! E-Mail 183
Part IV: Advanced ACT!ing .197
Chapter 15: Creating Contact Fields .199
Chapter 16: Customizing Layouts .215
Chapter 17: Zen and the Art of Database Maintenance 233
Chapter 18: ACT!ing with Synchronizations 251
Part V: Commonly Overlooked ACT! Features .267
Chapter 19: Integrating ACT! with Microsoft .269
Chapter 20: ACT!ing on Your Opportunities 285
Chapter 21: Grouping Your Contacts 307
Chapter 22: Joining a Company .321Part VI: The Part of Tens 339
Chapter 23: Ten Differences between ACT! 2005 and ACT! 2005 Premium 341
Chapter 24: Ten Cool New Features in ACT! 2005 .347
Chapter 25: Ten Tips to Make ACT! Work Better 355
Index 365Table of Contents
Introduction 1
About This Book 1
Conventions Used in This Book 2
What You Should Read .2
What You Don’t Have to Read .3
Foolish Assumptions 3
How This Book Is Organized 3
Part I: The Opening ACT! 4
Part II: Putting the ACT! Database to Work 4
Part III: Sharing Your Information with Others 4
Part IV: Advanced ACT!ing .5
Part V: Commonly Overlooked ACT! Features .5
Part VI: The Part of Tens 5
Icons Used in This Book .6
Where to Go from Here .6
Part I: The Opening ACT! 7
Chapter 1: An Overview of ACT! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
What Does ACT! Do? .10
The Typical ACT! User 11
Terms You Need to Know .12
The Basic ACT! Ground Rules 13
The Two ACT! Flavors .13
Chapter 2: The Various Faces of ACT! . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Locating the Correct Database 15
The ACT! Login Screen .17
The Importance of Being My Record 18
Finding Your Way Around in ACT! .19
The title bar 19
The record counter .20
The layout 21
The menu bar .22
The toolbar .22
The Back and Forward bar .22
The Contact Detail window 23
The Divider bar 23
The Navigation bar 23
The ACT! tabs .24
Getting Help When You Need It .25xii ACT! 2005 For Dummies
Chapter 3: Getting Your ACT! Together . . . . . . . . . . . . . . . . . . . . . . . . . .29
Creating a New ACT! Database 29
Copying an Existing Database .31
Adding Multiple Users to a Database .34
Deleting Login Users .37
Working with Passwords 39
Setting a password 39
Resetting a password 40
Changing a password 40
Giving ACT! the Preferential Treatment .41
General 41
Colors & Fonts .42
Calendars & Scheduling 43
E-mail .44
Communication .44
Startup 44
Customizing the Navigation Bar 45
Modifying Menus and Toolbars .45
Tackling the toolbar 46
Deleting toolbar icons .47
Part II: Putting the ACT! Database to Work .49
Chapter 4: Making Contact(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Adding New Contacts .51
Letting ACT! do the work for you: Automatic formatting .55
Getting the most out of ACT!: Using the drop-down lists .57
Duplicating Your Contacts .59
Deleting Contact Records 59
Thinking before deleting a contact .60
Three warnings before deleting a contact .61
The Contacts, They Are A’Changin’ 61
Chapter 5: A Few Good Tabs and Lists . . . . . . . . . . . . . . . . . . . . . . . . . .63
Meeting the Lists and Tabs 63
Remodeling lists and tabs 65
Sorting your lists and tabs .67
Corralling Your Secondary Contacts 67
Adding a secondary contact 68
Deleting a secondary contact 69
Promoting a secondary contact 70
Documenting Your Documents 71
Adding a document .72
Opening a document .72
Removing a document 73Table of Contents xiii
Chapter 6: Working with Your Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75
Contacting the Contact List .75
Getting to the Contact List is half the fun 75
Finding a contact in the Contact List 76
Tagging contacts in the Contact List 77
Sorting your contacts .78
Importing New Information into ACT! .80
Chapter 7: The ACT! Lookup: Searching for Your Contacts . . . . . . . .87
ACT! Is Looking Up 87
Performing Basic Lookups .88
Searching Your Groups, Companies, and Opportunities .91
Grappling with your groups .91
Calling all companies 92
Ogling your opportunities .92
Performing Special ACT! Lookups .94
Searching by keyword .94
Annual event lookups .97
Searching by contact activity 98
Creating Advanced Queries .100
Looking up by example .100
The Advanced Query 101
Chapter 8: Stamping Out the Sticky Note . . . . . . . . . . . . . . . . . . . . . . .103
Getting to Know ACT! Notes 103
Adding a note .104
Working with notes .105
Discovering ACT! Histories 106
Creating field histories 106
Recording activity histories .107
Manually recording a history .107
Working with Your Notes and Histories .110
Chapter 9: Playing the Dating Game . . . . . . . . . . . . . . . . . . . . . . . . . . .113
Scheduling Your Activities .113
Working with the ACT! Calendar .117
The mini-calendar .120
The Recap List .120
Using the Task List 121
Creating a lookup from the Task List 121
Printing the Task List 123
Exploring Activities .123
Viewing the Activities tab .123
Editing your activities .125
Clearing activities 125xiv ACT! 2005 For Dummies
Part III: Sharing Your Information with Others .127
Chapter 10: Advanced Dating 101 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129
Creating an Activity Series .129
Using the Activity Series Template Creation Wizard 130
Scheduling an activity series .132
Modifying an activity series .133
Creating an Activity Series trigger 133
Adding custom activity types 134
Editing priority types 136
Using Annual Events .136
Creating an Annual Event field 137
Creating a lookup of annual events .137
Chapter 11: Using the Basic ACT! Reports . . . . . . . . . . . . . . . . . . . . . .139
Knowing the Basic ACT! Reports 139
Running an ACT! Report .143
Printing Address Books 146
Creating Mailing Labels and Envelopes 149
Modifying Labels and Envelopes .151
Working with Quick Report 152
Creating a Quick Report .153
Setting the Quick Report preferences .153
Chapter 12: Designing Your Own Reports . . . . . . . . . . . . . . . . . . . . . .155
Understanding the Report Designer .155
Naming Your ACT! Report 156
Saving early and often 158
Using the toolbox and properties .158
Changing the Report Content 160
Working with existing fields .160
Adding a field .161
Adding a summary field 162
Filtering Data in a Report Template 163
Sectioning Your ACT! Report .164
Defining report sections .165
Modifying report sections 165
Hiding a report section .167
Chapter 13: Merging Your Information into a Document . . . . . . . . . .169
Mail Merge Isn’t Just about Mailing 169
Picking Your Word Processor 170
Converting Existing Document Templates .172
Reaching an Audience of One 173
Creating a Document Template .175
We’re Off to See the Mail Merge Wizard .179Table of Contents xv
Chapter 14: ACT! E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .183
Getting Started with ACT! E-Mail .183
Setting your e-mail preferences .184
Editing e-mail addresses .187
E-Mailing Your Contacts .188
E-mailing an individual contact .188
Sending mass e-mails 190
Working with Incoming E-Mail .194
Part IV: Advanced ACT!ing .197
Chapter 15: Creating Contact Fields . . . . . . . . . . . . . . . . . . . . . . . . . . .199
Understanding the Concept of Fields .200
Do Your Homework! 201
Adding a New Field to Your Database 202
Working with Lists .207
Creating a drop-down list field 207
Creating a drop-down list .208
Managing the Product List .210
Managing the Process List .212
Chapter 16: Customizing Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .215
Modifying an Existing ACT! Layout .216
Arranging fields the way you want them 216
Adding new fields to the layout .219
Changing the tabs 221
Changing the order of things .222
Beautifying Your Layout .224
Doing minor touch-up work .225
Creating an extreme makeover 225
Adding the Finishing Touches .227
Lining up fields and labels 227
Resizing fields 229
Adding a logo or a graphic .229
Creating a circle in a square .230
Adding text boxes 230
Building a table 231
Chapter 17: Zen and the Art of Database Maintenance . . . . . . . . . . .233
Understanding the Need to Check and Repair 234
Determining the maintenance frequency .234
A little shopping list of database horrors 235
Performing Routine Maintenance .235xvi ACT! 2005 For Dummies
Backing Up the ACT! Database 237
Performing the basic ACT! backup 238
Backing up to various media .238
Restoring a backup copy of your database .239
Backing up personal supplemental files .240
Performing Spring Housecleaning .241
Weeding out duplicate contacts 242
Removing old data 244
Deleting a database .245
Copying or moving contact data .246
Performing a global edit/replace .246
A few more housekeeping tips .248
Chapter 18: ACT!ing with Synchronizations . . . . . . . . . . . . . . . . . . . .251
What in the World Is Synchronization? 251
Why synchronize? .252
The synchronization cycle in a nutshell 252
Things that change during a synchronization .253
Performing a Synchronization in Three ACT!s 253
ACT! 1: Doing your homework .254
ACT! 2: Setting up the main database .255
ACT! 3: Setting up the remote database .259
Maintaining the Synchronization 263
Viewing the last data synchronized 263
Looking up the Sync Set lookup 264
Viewing and printing sync settings .264
Stopping the synchronization process .265
Re-creating a remote database 266
Part V: Commonly Overlooked ACT! Features 267
Chapter 19: Integrating ACT! with Microsoft . . . . . . . . . . . . . . . . . . .269
Changing Your Outlook on Life 269
Sharing ACT! and Outlook address books 270
Using ACT! with Outlook’s e-mail 272
E-mailing to Outlook contacts in ACT! 274
Sharing ACT! and Outlook calendars 274
Displaying Outlook activities in ACT! .276
Viewing ACT! activities from Outlook .277
Exploring the Internet .278
Taking advantage of Internet Links .278
Using one of the Internet Links 279
Excelling in Excel .279
Exporting a list to Excel 280
Importing a product or drop-down list into ACT! .281
Mapping ACT! fields to Excel .282Table of Contents xvii
What’s in a Word? 283
Attaching a document to a contact record 283
Sending a document as an e-mail 283
Sending a document in a fax 284
Showing ACT!’s mail merge fields 284
Chapter 20: ACT!ing on Your Opportunities . . . . . . . . . . . . . . . . . . . . .285
Creating Opportunities .285
Initiating the opportunity .286
Modifying the opportunity .292
Closing the deal .293
You Can Quote Me on That 293
Creating a quote for an opportunity .294
Editing the opportunity quote template 295
Viewing the Opportunity List 295
Filtering the Opportunity List 296
Resetting the Opportunity List filters .297
Printing the Opportunity List 297
Viewing Opportunity History 298
Tracking Opportunities 299
Reporting on a single contact 299
Reporting on all your opportunities .300
Creating an opportunities graph .301
Viewing the opportunity pipeline 303
Chapter 21: Grouping Your Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . .307
A Few Good Reasons to Create a Group .307
What All Groups Have in Common .309
Creating a Group .310
Updating group membership .312
Adding a single member to a group 313
Setting Up a Group Query Definition 313
Working with Groups 315
Using groups to schedule activities 316
Using notes with groups .317
Chapter 22: Joining a Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .321
The 411 on Companies .321
Hey Dude, Where’s My Company? 322
Hyperlinks 322
The Companies tab .323
The Company List .323
Knowing the juicy company details 325
Company Housekeeping .326
Forming a new company 326
Creating a division .328
Deleting a company .328
Converting a group to a company .329
Following the company rules .329xviii ACT! 2005 For Dummies
Joining the Company Association .331
Linking a contact to a company 331
Adding or removing company members 332
Working with a Company .333
Jotting down a company note 334
Associating a note, history, activity, or opportunity
with a company 335
Accessing the company files 336
Getting the Company Reports .337
Part VI: The Part of Tens .339
Chapter 23: Ten Differences between ACT! 2005 and
ACT! 2005 Premium . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .341
Sharing Databases between the Two Versions 341
SQL Versions 342
System Requirements .343
Scalability .343
Number of Users .344
Limited Access Contacts and Teams 344
Group Invitations and Scheduling .344
Scheduling Resources .345
Synchronization 345
Pricing and Availability 345
Chapter 24: Ten Cool New Features in ACT! 2005 . . . . . . . . . . . . . . . .347
Sequel .347
Opportunities 348
New and Very Much Improved E-Mail 349
Cool New Field Types .349
The All New Documents Tab .350
Consistency of Templates 351
All the News That’s Fit to Print 351
Quick Print .352
Redesigned Report Writer 352
Improved Activity Series 352
Grouping by Company 353
Cool New Look and Feel! 353
Chapter 25: Ten Tips to Make ACT! Work Better . . . . . . . . . . . . . . . .355
Refreshing Your Data 355
Linking Your PDA 356
Linking Your Accounting Software 356Sharing Your Database over the Web .357
ACT! Add-Ons and Enhancements 358
ASDS 358
The New Hampton Group .359
Northwoods Software .359
Reporting Software .360
E-Blast Software .360
Tips from the ACT! Guru 361
Hiring an Expert 362
Joining a Users Group .363
Index 365
IndexActivity Series command (Schedule
menu), 132
Activity Series Template Creation Wizard,
130–131, 133
Activity Types command (Schedule
menu), 134
Act7Demo database, 139, 155, 235
Add Activity dialog box, 130–131
Add Activity Type dialog box, 134–135
Add Mail Merge Fields dialog box, 175,
176–177
add-ons and enhancements
ASDS, 358–359
e-blast software, 360–361
New Hampton Group, 359
Northwoods Software, 359–360
reporting software, 360
Add/Remove Contacts command (Groups
menu), 311
Address Book Options dialog box, 148–149
address books
configuring Outlook to include ACT!,
271–272
importing from Outlook, 270–271
printing, 146–149
Address fields, 53, 204, 350
Administrator security role
assigning two users to, 36
backing up or restoring and, 237
creating contact fields and, 202
database maintenance and, 236
Layout Designer access and, 215
overview, 36
.adt files, 172, 179
Advanced Query window, 101–102
Advanced submenu (Lookup menu)
Advanced Query command, 101
Last Synchronized command, 263
Sync Set command, 264
alarms, 115, 116, 137
aligning fields, 160–161, 227–228
All Companies command (Lookup
menu), 324
All Opportunities command (Lookup
menu), 297
Always, Rules of, 13
.aly files, 216
America Online (AOL), 184
Annual Event fields, 97–98, 136–138, 204
Annual Events Search dialog box, 97–98,
137–138
ASDS add-ons, 358–359
asterisk (*)
no longer used for lookups, 90
for password on login screen, 17
for password when creating databases, 31
Attach File dialog box, 72
attaching files
to companies, 336
e-mail preferences for, 186
e-mail to History tab, 194–195
to notes, 105
Outlook e-mails to histories, 272–273
synchronization and attachments, 253
Word document to contact record, 283
automatic synchronization, setting up,
261–262
Avery labels. See labels
• B •
Back and Forward bar, 22–23
Back Up Database dialog box, 238
Back Up Personal Files dialog box, 241
Back Up submenu (File menu)
Database command, 238
Personal Files command, 241
backing up
file extension for backups, 259
frequency for, 13, 237
to Internet site, 237
before major changes, 61, 81, 237, 243
media for, 238–239
networks and, 237
overview, 237
personal supplemental files, 240–241
reminder for, 237
restoring from backup, 237, 239–240
security level required for, 237
steps for, 238–239
synchronization versus, 252
blank contact records, 52–55
blank database, copying as, 33
Browse security role, 35
business cards, scanning, 85
By Example command (Lookup menu), 100
366 ACT! 2005 For Dummies• C •
calendars. See also scheduling activities
accessing, 117
ACT! versus calendaring programs, 113
annual events not displayed on, 137
banner for activities, 115
daily, 118
editing activities, 125
filters and, 117
mini-calendar, 57, 120
monthly, 118, 119
navigating, 120
preferences, 43
Recap Lists, 120–121
removing Outlook activities, 275–276
scheduling meetings using, 113–116
sharing ACT! and Outlook, 274–276
synchronization and, 253
synchronizing ACT! and Outlook, 275
viewing Outlook activities in ACT!, 277
weekly, 118
work week, 118, 119
CardScan (Corex), 85
Change Password dialog box, 39, 40–41
Character fields, 204
Check and Repair Database window, 236
check box (Yes/No) fields, 205, 219–220,
349
Check Document command (Spelling
menu), 178
checking spelling, 105, 178
circle enclosing layout fields, 230
cleaning up data. See housekeeping
clearing activities, 125–126
closing sales, 293
.cly files, 216
colors, 42–43, 111, 115, 226–227
combining duplicate contacts, 242–243
companies
adding members, 332–333
associating items with, 335–336
attaching files to, 336
in basic lookup, 90
complexity of, 321–322
converting groups to, 329
creating companies, 326–327
creating divisions, 328
deleting, 328–329
deleting members, 332–333
file extension for layouts, 216
hyperlinks to, 322–323
keyword search for, 94–96
linking to contacts, 331–332
lookups for, 92, 324
mapping fields to Excel, 282
naming uniformly, 244
notes for, 334–335
overview, 353
reports, 337
saving lookups as, 92
setting up rules for, 329–331
uses for, 322
Companies submenu (Lookup menu), 324
Companies tab, 323
Company Criteria dialog box, 330–331
Company Detail window
creating companies, 327
creating divisions, 328
hyperlinks in, 322–323
overview, 325–326
Company List. See also lists
lookups using, 92
overview, 64, 323–325
Company List command (View menu), 324
completing activities, 106, 107, 135
Composing Options dialog box, 184–186
compressing databases, 13
Contact Activity dialog box, 98–99
Contact command (Tools menu), 216
Contact Detail window
adding new contacts, 51–55
Contact List versus, 75
entering notes for groups, 318
Home Address tab, 55
illustrated, 20
as initial screen, 16
overview, 23
scheduling activities from, 114
starting tasks from, 2, 202
switching from Contact List, 76
tabs, 23, 24–25
top half, 23, 24
Index 367Contact List. See also lists
Advanced Query displayed in, 102
Contact Detail window versus, 75
described, 64
finding a contact, 76–77
going to Contact List window from, 76
lookup by activity displayed in, 99
removing contacts from, 78
scanning for duplicate contacts and, 242
sorting contacts, 78–80
for sync set, 264
tagging contacts, 77–78
untagging contacts, 77–78
viewing, 75
Contact List command (View menu), 75
Contact menu
Delete command, 60
Duplicate Contact command, 59
New Contact command, 52
Record History command, 109
Contact Name dialog box, 56, 57
contact records. See also contacts; records
adding notes, 104–105
adding to sync set, 262–263
attaching files to notes, 105
attaching Word document to, 283
blank, avoiding, 52
creating from incoming e-mail, 194
defined, 13
deleting, 59–61
saving new contact information, 55
contacts. See also contact records; lookups
activity, lookups based on, 98–99
adding a secondary contact, 68–69
adding new contacts, 51–55
archiving instead of deleting, 61
associating opportunities with, 297
automatic formatting for, 55–57
basic reports for, 140
cautions before deleting, 61
changing information in, 61–62
combining duplicates, 242–243
copying data, 246
current contact defined, 61
deleting a secondary contact, 69–70
deleting field information, 62
duplicating information, 59
file extension for layouts, 216
finding in Contact List, 76–77
importing, 80–85
inserting in document templates, 176–177
keyword search for, 94–96
limiting access to, 344
linking companies to, 331–332
mapping fields to Excel, 282
moving data, 246
primary versus secondary, 68
promoting secondary contacts, 70
recording histories manually, 107–109
removing from Contact List, 78
saving new contact information, 55
scanning for duplicates, 242–244
scheduling activities for, 113–116
selecting for mail merge, 181
selecting for synchronization, 254
sorting before running reports, 143
sorting in Contact List, 78–80
synchronization and, 253
tagging and untagging, 77–78
Contacts tab, 65, 326
conventions used in this book, 2
converting
groups to companies, 329
templates from previous versions, 172
Copy Field command (Edit menu), 247
copying or duplicating. See also importing
data
contact data, 246
contact information, 59
creating empty database copy, 32–33
database exactly, 31–33
information between fields, 247
notes, 110
Copy/Move Contact Data command (Tools
menu), 246
Copy/Move Contact data window, 242–243
Corex CardScan, 85
Create History dialog box, 107, 108, 174
creating contact fields
criteria for adding a field, 200–201
default value, 206
drop-down lists, 200, 201, 206, 207–213
field format setting, 206
field length setting, 206
field type selection, 204–205
fields overview, 200
naming the field, 203, 204
368 ACT! 2005 For Dummiesoptional attributes, 205–206
other users logged on and, 202–203
pre-planning for, 199, 201
security level required for, 202
steps for, 199–200
triggers, 206–207
Currency fields, 204
current date, 51, 125, 290
Customize columns dialog box, 65–67
Customize Menus and Toolbars dialog box,
46–47
Customize submenu (Tools menu), 46
customizing. See also designing custom
reports
adding columns to lists and tabs, 65–66
adding custom activity types, 134–135
adding custom fields, 202–207
colors, 226–227
column width in lists and tabs, 67
creating custom lookups, 78
groups, 315
layouts, beautifying, 224–227
layouts, designing from scratch, 216
layouts, finishing touches, 227–231
layouts, modifying existing layouts,
216–224
Navigation bar, 45
ordering items in lists and tabs, 66
priority types, 136
removing columns from lists and tabs, 66
• D •
data cleanup. See housekeeping
data entry
adding new contacts, 52–55
always entering as much as possible, 13
automatic formatting for, 55–57
fields automatically filled in, 51
reordering enter stops in layouts, 224
reordering tab stops in layouts, 222–224
synchronization and, 254
undoing after overwriting, 62
undoing multiple changes, 62
database administrator, 17, 31
Database command (File menu)
Back Up submenu, 238
Restore submenu, 239, 260
database maintenance
backing up, 237–241
backing up before, 242
checking and repairing, 236
deleting a database, 245–246
deleting duplicate contacts, 242–244
frequency for, 234
housekeeping, 235, 241–249
need for, 233–235
removing old data, 244–245
security level required for, 236
synchronization maintenance, 263–266
users’ awareness of, 235
warning signs of corruption, 235
Database Maintenance submenu (Tools
menu)
Check and Repair command, 236
Delete Database command, 245
Remove Old Data command, 244
database supplemental files, 17, 240–241
databases. See also database maintenance;
synchronization
Act7Demo, 139, 155, 235
adding fields, 202–207
adding multiple users, 34–37
copying exactly, 31–33
corruption in, determining, 235
creating empty copy, 32–33
creating from File menu, 31
creating remote, 258–259
creating with wizard, 29–31
default location, 15, 31
defined, 12
deleting, 245–246
deleting users from, 37, 38
disabling user access to, 37
exporting to Excel, 280–281
groups of data stored for, 16–17
importing information, 80–85
Karen’s Four Rules of Always for, 13
main database, 17
master versus remote, 251
multiple, using lookups versus, 88
naming, 30
opened when ACT! is opened, 15
passwords for, 31
personal supplemental files, 17, 240–241
restoring from backup, 237, 239–240, 252
Index 369databases (continued)
sharing between Standard and Premium
versions, 341–342
sharing over a network, 215
sharing over the Web, 357–358
supplemental files, 17, 240–241
terminology, 12–13
warning signs of corruption, 235
Date fields, 57, 204
dates. See also Annual Event fields;
scheduling activities
for Annual Event lookup, 98, 138
automatic formatting for, 57
changing on notes, 105
current, inserted automatically, 51
filter for, 64
lookups based on contact activity, 98–99
lookups for annual events, 97–98
recurring activity options, 116
removing old data and, 245
for Task List lookups, 122
Date/Time fields, 204
dBase, importing supported for, 81
Decimal fields, 204, 350
Define Fields dialog box
creating an activity series trigger, 133, 207
creating an Annual Event field, 137
creating contact fields, 202–207
creating drop-down list fields, 208–210
creating drop-down lists, 208
Define Filters dialog box, 144–146, 150–151,
163–164
Define Sections dialog box, 165–166
Delete command (Contact menu), 60
Delete Database command (Tools menu),
245
Delete Database window, 245–246
deleting
archiving instead of, 61
backing up before, 61, 237, 243
cautions before deleting contacts, 61
columns from lists and tabs, 66
companies, 328–329
company members, 332–333
contact records, 59–61
contacts from Contact List, 78
databases, 245–246
document from Documents tab, 73
drop-down list items, 209
duplicate contacts, 242–244
field information, 62
fields from custom reports, 160
fields from layouts, 218, 220
group members, 312
histories, 110
history entries produced by, 106
lookups, 60, 61
notes, 110
old data, 244–245
Outlook activities from ACT!, 275–276
records belonging to deleted user, 38
secondary contacts, 69–70
tabs from layouts, 222
toolbar icons, 47
users from databases, 37, 38
Design Layout submenu (Tools menu), 216
designing custom reports
adding a field, 161–162
adding a summary field, 162–163
database familiarity needed for, 155–156
editing field labels, 156
fields versus field labels, 156
filtering data, 163–164
hiding report sections, 167
modifying report sections, 165–167
naming your report, 158
previewing reports, 158
procedure for, 158
report examples in Act7Demo
database, 155
report sections overview, 164–165
saving reports, 158
from scratch, 155, 156–157
using properties, 159
using the toolbox, 158–159
working with existing fields, 160–161
discount items, 289
displaying. See viewing
Divider bar, 23
Division fields, 326
document templates
converting from previous versions, 172
creating, 179
creating from existing templates, 179
creating from scratch, 175–177
default templates, 179
defined, 170
editing, 177–178
370 ACT! 2005 For DummiesE-mailbody template, 188
as mail merge requirement, 170
pre-packaged templates, 171
saving, 177, 351
selecting for mail merge, 180
sending templated e-mail, 190, 193–194
spell checking, 178
synchronization and, 253
Documents tab, 65, 71–73, 350–351
drives for backing up, 238–239
drop-down lists
adding multiple entries to fields, 54–55
changing content of, 58–59
choosing items from, 58
creating drop-down list fields, 207–208
creating drop-down lists, 208–210
deleting items when creating, 209
entering items when creating, 209–210
importing from Excel, 281
items automatically added to, 58
naming, 209
for new fields, 206
overview, 57–58
planning for new fields, 200, 201
synchronization and, 253
typing items in, 58
duplicate checking, 81, 242–244, 254
Duplicate Checking dialog box, 242, 246
Duplicate Contact command (Contact
menu), 59
duplicating. See copying or duplicating
• E •
e-blast software, 360–361
Edit List Items dialog box, 58–59
Edit menu
Copy Field command, 247
Define Filters command, 163
Replace Field command, 247
Sort command, 79, 143
Swap Field command, 247
Tabs command, 221
Undo Changes to Contact command, 62
Edit Properties dialog box, 225
Edit Tabs dialog box, 221–222
Edit Template command
Reports menu, 156
Write menu, 177
e-mail. See also address books
clients supported, 183–184
creating in Outlook, 273–274
editing addresses, 187–188
e-mailing Outlook contacts in ACT!, 274
histories from Outlook e-mails, 272–273
history entries produced by, 107
improvements in ACT! 2005, 349
incoming, working with, 194–195
for individual contacts, 188–189
Mail Merge Wizard options, 181–182
merged e-mail, 190, 193–194
non-merged mass e-mails, 190–193
preferences, 44, 184–187
sending Word documents as, 283–284
signatures, 186
spam, 190
E-mail Accounts Wizard, 271–272
E-mail dialog box, 191
E-mail fields, 187–188, 204, 350
E-mail Message command (Write menu), 188
E-mail Setup Wizard, 186–187
E-mail signatures dialog box, 186
E-mailbody template, 188
empty contact records, 52–55
empty database, copying as, 33
empty fields, lookup setting for, 90
enabling synchronization, 255–256
enhancements. See add-ons and
enhancements
Enter Phone Number dialog box, 56
enter stops, 224
Enter Stops submenu (View menu), 224
entering data. See data entry
envelopes
creating, 149–151
modifying, 151–152
printing issues for, 149
printing with mail merge, 174
erasing. See deleting
Eudora e-mail client, support for, 183
example, lookups by, 100–101
Excel (Microsoft)
exporting lists to, 280–281
importing data from, 281
mapping ACT! fields to, 282
Opportunity List with pivot tables, 280
quote template, 293
exporting lists to Excel, 280–281
Index 371• F •
fax cover page.adt file, 179
faxes. See also mail merge
default template for, 179
history entries produced by, 106, 107
preferences, 44
sending Word documents in, 284
features new in ACT! 2005, 347–353
field labels
aligning in layouts, 227–228
deleting from custom reports, 160
editing, 156, 226
fields versus, 156
inserting in document templates, 176–177
in Layout Designer, 217
Field Properties dialog box, 162
fields. See also creating contact fields;
specific fields
adding to custom reports, 161–162
adding to layouts, 219–220
aligning, 160–161, 227–228
copying information, 247
criteria for adding, 200–201
defined, 12
deleting from custom reports, 160
deleting from layouts, 218, 220
deleting information from, 62
drop-down lists for, 57–59
empty, lookups for, 90
global replace for, 246–248
inserting in document templates, 175–176
in Layout Designer, 217
layouts for restricting access to, 220
layouts versus, 215
mapping for data import, 83–84
mapping Outlook to ACT!, 271
mapping to Excel, 282
multiple entries in, 54–55
new types in ACT! 2205, 349–350
non-empty, lookups for, 90
overview, 200
rearranging on layouts, 219
sorting Contact List by, 79
swapping information, 247
synchronization and, 253
tables for layout fields, 231
triggering activity series, 133–134
types of, 204–205
updated when clearing activities, 125
5160-style labels, 53
file extensions
for ACT! document templates, 172, 177
for backup files, 259
for converting e-mail templates, 177
for converting Word templates, 172, 179
for database shortcuts, 15
for document templates, 351
for layouts, 216
for synchronization backup files, 258
File menu
Back Up submenu, 238, 241
Import command, 81, 270
New command (Layout Designer), 216
New Database command, 31
Open command, 16
Print command, 146, 150, 151
Print Preview command, 158
Quick Print Current Window command,
123, 153
Restore submenu, 239, 260
Save As command, 158
Save command, 158
Save Copy As command, 32
Set Password command, 39, 40
files. See also databases; Documents tab
database supplemental files, 17, 240–241
defined, 13
personal supplemental files, 17, 240–241
filters
for Activities tab, 123–124
for custom reports, 163–164
disappearing information and, 64, 117
for Opportunity List, 296–297
for reports, 144–146
for Task List, 121
finding. See also lookups
contact in Contact List, 76–77
disappearing information, filters and, 64
duplicate contacts, 242–244
global replacement, 246–248
follow-up activities, 126, 195
fonts, 42–43, 111, 175
Four Rules of Always, 13
Fredricks, Karen S. Web site, 85
frequency for database maintenance, 234
372 ACT! 2005 For Dummies• G •
Getting Started Wizard, 26, 29–31, 41
global replace, 246–248
.gly files, 216
.gmt files, converting, 172
graphics, adding to layouts, 229–230
graphing opportunities, 301–303
gridlines, showing on Notes tab, 111
Group List
adding members, 312–315
converting groups to companies, 329
deleting members, 312
described, 64
lookups using, 91–92
Group List command (View menu), 312,
314, 319, 329
Group Membership submenu (Groups
menu), 311
groups
adding members, 312–315
characteristics, 309
converting to companies, 329
creating, 310–312
customizing, 315
defined, 307
deleting members, 312
file extension for layouts, 216
group definition query, 313–315
histories, 319
keyword search for, 94–96
lookups for, 91–92
mapping fields to Excel, 282
notes with, 317–319
overview, 315–316
poor use of, 308
reasons for using, 307–309
recording histories manually, 108–109
reports related to, 141–142
saving lookups as, 91
scheduling activities using, 316–317
sending invitations to, 344–345
Groups menu
Group Membership submenu, 311
New Group command, 310
New Subgroup command, 310
Groups/Companies tab, 65
• H •
Help system
accessing, 25
ACT! update, 26
Getting Started Wizard, 26, 29–31
Help Topics option, 25
“How to Use Help” area, 25–26, 27
online manuals, 26
service and support options, 26
hiding
report sections, 167
tabs on layouts, 221–222
Hierarchy fields, 326
histories
actions producing history items, 106, 107
associating with companies, 335–336
clearing activities and, 125, 126
creating field histories, 106–107
deleting, 110
editing opportunity histories, 298
for e-mail received in Outlook, 272–273
for groups, 319
for mail merge, 174
for opportunities, 298
recording manually, 107–109
synchronization and, 253
history fields
creating, 106–107
deleting contacts and, 60
History tab and, 56
History tab
actions producing history items, 106, 107
attaching e-mail to contact’s tab, 194–195
described, 64
histories from Outlook e-mails, 272–273
history fields and, 56
mail merge history record for, 174
preferences, 110–111
Home Address tab (Contact Detail
window), 55
housekeeping. See also database
maintenance
backing up before, 241
copying or moving contact data, 246
deleting a database, 245–246
deleting duplicate contacts, 242–244
Index 373housekeeping (continued)
global replace, 246–248
removing old data, 244–245
synchronization and, 255
tips, 248–249
users’ awareness of, 235
hyperlinks to companies, 322–323
• I •
icons (on screen)
adding to toolbar, 46–47
deleting from toolbar, 47
improvements in ACT! 2005, 353
ID/Status fields, entering data in, 53
Import Wizard
mapping fields, 83–84
opening, 81
for Outlook address book, 270–271
specifying import options, 82–83
specifying merge options, 84
specifying records to import, 82
specifying source file, 81–82
importing data
backing up before, 81, 237
duplicate checking and, 81
from Excel, 281
formats supported, 80–81
Import Wizard for, 81–84
mapping fields, 83–84
merging duplicate records, 84
need for, 80
Outlook address book, 270–271
recurring activities, 85
scanning business cards to import, 85
setting import options, 82–83
source file for, 81–82
specifying records to import, 82
tweaking contacts after, 85
types of data that can be imported, 80
Initial-Caps fields, 205
Insert Note window, 104–105
integrity check for database, 234, 236
Internet Explorer (Microsoft), 278–279
Internet Links, 278–279
Internet Mail e-mail client, 183, 186, 187
Internet resources
ACCs (ACT! Certified Consultants), 26
ACT! 2005 For Dummies site, 85
ACT! update, 26
company hyperlinks, 322–323
Internet Links, 278–279
sharing databases over the Web, 357–358
users groups, 363
viewing contact Web sites, 278
invitations to groups, 344–345
ISPs (Internet Service Providers), 190
• K •
Karen’s Four Rules of Always, 13
keyword search, 94–96
Knowledge Base, 26
• L •
Label Designer dialog box, 151–152
labels. See also field labels
creating, 149–151
5160-style, Address field and, 53
modifying, 151–152
Last Synchronized window, 263–264
Laudenslager, Roy, tips from, 361–362
Layout Designer
adding colors, 226–227
adding logo or graphic, 229–230
adding new fields, 219–220
adding text boxes, 230–231
aligning fields and labels, 227–228
creating a new layout, 216
creating circle or square around
fields, 230
deleting fields, 218
Edit Properties dialog box, 225
field elements in, 217
naming layouts, 218
opening, 216
Properties window, 217, 225–227
rearranging fields, 219
reordering enter stops, 224
reordering tab stops, 222–224
resizing fields, 229
security level required for, 215
374 ACT! 2005 For Dummiestables for layout fields, 231
toolbox, 217, 218
layouts
adding logo or graphic, 229–230
adding new fields, 219–220
adding text boxes, 230–231
aligning fields and labels, 227–228
changing tabs for, 221–222
colors for, 226–227
creating circle or square around fields, 230
defined, 21
deleting fields, 218, 220
deleting tabs, 222
designing from scratch, 216
fields versus, 215
file extensions for, 216
illustrated, 20
knowing the one you’re using, 22
modifying an existing layout, 216–224
naming, 218
overview, 21–22
rearranging fields, 219
reordering enter stops, 224
reordering tab stops, 222–224
resizing fields, 229
for restricting access to key fields, 220
sharing databases over network and, 215
synchronization and, 253
tables for fields, 231
letter.adt file, 179
letters. See also mail merge
default template for, 179
history entries produced by, 106, 107, 108
licensing, 345–346
linking
to accounting software, 356–357
contacts to companies, 331–332
hyperlinks to companies, 322–323
to PDA, 356
lists. See also specific lists
adding columns, 65–66
changing column width, 67
exporting to Excel, 280–281
most often used, 64
on Nav bar, 45, 63
ordering columns and items in, 66
Quick Reports supported for, 152
removing columns, 66
similarity among, 63
sorting entries, 67
logging in, 13, 17–18, 235
login privileges, shutting off for user, 37
login screen, 17–18
logo, adding to layouts, 229
Lookup by Example window, 100–101
Lookup Companies dialog box, 92
Lookup Contacts dialog box, 88–89
Lookup Groups dialog box, 91–92
Lookup menu
Advanced submenu, 101, 263, 264
Annual Events command, 97, 137
By Example command, 100
Companies submenu, 324
Contact Activity command, 98
Keyword Search command, 94
Opportunities submenu, 297
overview, 88–89
Lookup Opportunities dialog box, 92–93
lookups
Advanced Query, 101–102
for annual events, 97–98, 137–138
basic, performing, 88–90
for companies, 92, 324
by contact activity, 98–99
creating for contacts, 78
creating from Task List, 121–122
creating multiple databases versus, 88
custom, creating, 78
defined, 60, 61, 87
deleting, 60, 61
by example, 100–101
for global replace, 247
for groups, 91–92
keyword search, 94–96
for last data synchronized, 263–264
for mail merge, 173, 179
for non-merged mass e-mails, 191
for opportunities, 92–94, 286
performing before actions, 87
for printing address books, 146
for sync set, 264
uses for, 87–88
wild card for, 90
Lowercase fields, 205
Index 375• M •
mail merge
Annual Event lookup with, 97
choosing your word processor, 170
converting templates, 172
Create History dialog box, 174
e-mail options, 181–182
history entries produced by, 106
for individual contacts, 172–174
lookups for, 173
merged e-mail, 190, 193–194
for multiple contacts, 179–182
overview, 169–170
pre-packaged templates for, 171
requirements for, 170
viewing ACT! fields in Word, 284
Mail Merge Wizard, 180–182
mailing labels. See labels
main database
defined, 17
delivering remote data, 259
disabling master database, 266
as master database, 251
setting up for synchronization, 255–259
maintenance. See database maintenance
Manage Activity Types dialog box, 134, 135
Manage Priorities dialog box, 136
Manage Product List dialog box, 211
Manage submenu (Schedule menu)
Activity Series Templates command,
130, 133
Activity Types command, 134
Priorities command, 136
Manage Users command (Tools menu),
34, 37, 40
Manager security role
backing up and, 237
creating contact fields and, 202
Layout Designer access and, 215
overview, 36
manual, PDF file for, 26
mapping fields
ACT! fields to Excel, 282
for importing data, 83–84
Outlook to ACT!, 271
master database. See main database
Memo fields, 205, 219–220, 350
memo.adt file, 179
menu bar, 20, 22
Menus and Toolbars command (Tools
menu), 46
merged e-mail, 190, 193–194
Microsoft Excel. See Excel (Microsoft)
Microsoft Internet Explorer, 278–279
Microsoft Outlook. See Outlook
Microsoft Outlook Express. See Outlook
Express
Microsoft SQL Server 2000, 343
Microsoft Word. See Word
mini-calendar, 57, 120
moving objects. See also ordering
aligning fields, 160–161, 227–228
contact data, 246
fields in custom reports, 160
fields in layouts, 219
tabs in layouts, 222
My Record, 18–19, 145, 176–177, 276–277
• N •
naming
automatic name formatting, 56
custom reports, 158
databases, 30
drop-down lists, 209
layouts, 218
new contact fields, 203, 204
opportunities, 287
renaming User fields, 54
sorting contacts and, 79
uniformity in, 244
Navigation bar (Nav bar)
Contacts icon, 52
customizing, 45
Internet Services button, 278
overview, 23
New command (Layout Designer File
menu), 216
New Contact command (Contact menu), 52
New Database command (File menu), 31
New Database dialog box, 31
new features in ACT! 2005, 347–353
New Group command (Groups menu), 310
New Hampton Group add-ons, 359
New Letter/E-mail Template command
(Write menu), 175
376 ACT! 2005 For DummiesNew Message – ACT! E-mail window,
188–189
New Subgroup command (Groups
menu), 310
New Template command (Reports
menu), 156
Northwoods Software add-ons, 359–360
notes
adding to a contact record, 104–105
associating with companies, 335–336
attaching files to, 105
benefits of, 104
changing date for, 105
for companies, 334–335
copying, 110
deleting, 110
deleting contacts and, 60
editing, 105
with groups, 317–319
for mail merge, on History tab, 174
reports related to, 140
spell checking, 105
synchronization and, 253
uses for, 103–104
Notes tab, 64, 104–105, 110–111
Number fields, 205
numbers, sorting contacts and, 79
• O •
Open dialog box, 16
Open Template dialog box, 171
opening
database opened when ACT! is opened, 15
document from Documents tab, 72
e-mail messages, 194
Help system, 25
opportunities
Advanced Query lookups, 101–102
associating with companies, 335–336
closing sales, 293
creating, 286–291
defined, 285
editing histories, 298
graph for, 301–303
lookups for, 92–94, 286
modifying, 292
naming, 287
overview, 348–349
pipeline, 303–305
quotes created from, 293–295
reports, 142–143, 145–146, 299–300
tracking, 299–305
using filters instead of lookups, 94
viewing histories, 298
Opportunities submenu (Lookup
menu), 297
Opportunities tab, 65, 285, 286, 287
Opportunity dialog box
creating opportunities, 287–288
Details tab, 290
modifying opportunities, 292
Opportunity tab, 290–291
Product/Services tab, 288–289
User Fields tab, 289–290
Opportunity Graph command (Reports
menu), 301
Opportunity List. See also lists
Advanced Query displayed in, 102
with Excel, 280
filtering, 296–297
filtering instead of using lookups, 94
filters and, 64
lookups using, 92–93
overview, 64, 285, 295–296
printing, 297–298
resetting filters, 296–297
Opportunity Pipeline command (Reports
menu), 303
Opportunity Reports submenu (Reports
menu)
Opportunity Graph command, 301
Opportunity Pipeline command, 303
ordering. See also sorting
columns and items in lists and tabs, 66
tab stops on layouts, 222–224
Other Document command (Write menu),
171, 193
Outlook Activities submenu (Tools menu)
Remove Activities command, 276
Update Activities command, 275
Outlook E-mail (Microsoft)
ACT! History option, 272, 273
ACT! support for, 183
ACT! versus, 269
creating ACT! e-mails in, 273–274
creating histories from e-mails, 272–273
E-mail dialog box and, 191
Index 377Outlook E-mail (Microsoft) (continued)
e-mailing Outlook contacts in ACT!, 274
importing address book from, 270–271
including address book in ACT!, 271–272
Outlook Express versus, 183
reasons for using, 269
setting up, 187
sharing calendars with ACT!, 274–276
viewing ACT! activities from, 277–278
viewing activities in ACT!, 276–277
Outlook Express (Microsoft)
ACT! support for, 183
E-mail dialog box and, 191
Outlook E-mail versus, 184
setting up, 187
• P •
.pad files, 16–17
Palm Desktop, importing supported for, 81
paper formats for printing, 147
parentheses [( )] in Advanced Query
lookups, 102
passwords
for backup files, 238, 240
changing, 40–41
for databases, 31
entering on login screen, 17
not case sensitive, 17
for primary user of database, 33
for remote database, 259
resetting, 40
saving when logging in, 18
setting, 39
PDA, links to, 356
percent sign (%) as lookup wild card, 90
personal supplemental files, 17, 240–241
Phone fields, 56, 205
Picture fields, 205, 219–220, 350
pipeline for opportunities, 303–305
preferences
default salutation, 54
e-mail, 44, 184–187
History tab, 110–111
Notes tab, 110–111
overview, 41–44
Quick Reports, 153–154
quotes, 295
set by Getting Started Wizard, 30–31, 41
word processor, 44, 170
Preferences dialog box
Calendars & Scheduling tab, 43
Colors & Fonts tab, 42–43, 111
Communication tab, 44
E-mail tab, 44, 184, 185, 186
General tab, 41–42, 54
Startup tab, 44
previewing custom reports, 158
pricing, 346
Print dialog box, 147, 150–151
Print Preview command (File menu), 158
printing. See also mail merge
activity details, 115
address books, 146–149
envelopes, for mail merge, 174
envelopes, issues for, 149
Opportunity List, 297–298
opportunity pipeline, 305
paper formats for, 147
reports, 143–146
sync settings, 264–265
Task List, 123
priority types, editing, 136
Process List, 212–213, 287–288
Product List, 210–211, 281
Promote Secondary Contact dialog box, 70
Properties window
Layout Designer, 217, 225–227
Report Designer, 159, 167
• Q •
Quick Print Preferences dialog box, 154
Quick Reference card, 26
Quick Report dialog box, 123
Quick Reports, 152–154, 352
quote.adt file, 293
quotes, 293–295
quote.xlt file, 293
• R •
.rdb files, 258, 259–260
reassigning records for deleted user, 38
Recap Lists, 120–121
record counter, 20–21
378 ACT! 2005 For DummiesRecord History window, 109
Record Manager, 34, 145, 290
recording histories manually, 107–109
records. See also contact records; lookups
defined, 13
deleted user and, 38
undoing multiple changes to, 62
recurring activities, 85, 116
Referred By field, 54
refreshing your data, 355–356
reindexing databases, 13, 234, 236
reminders
for activities, 116, 125
for annual events, 137
for backing up, 237
remote database
creating, 258–259
defined, 251
delivering remote data, 259
disabling, 266
re-creating, 266
restoring, 259–260
selecting sync set for, 258
setting up for synchronization, 259–263
Remove Activities command (Tools
menu), 276
Remove Old Data window, 244–245
removing. See deleting
reordering. See ordering; sorting
Replace Field command (Edit menu), 247
replacing
contact information, 61–62
global replace, 246–248
Report Designer
adding a field, 161–162
adding a summary field, 162–163
designing reports from scratch, 156–157
filtering data, 163–164
hiding report sections, 167
modifying report sections, 165–167
overview, 352
previewing reports, 158
Properties window, 159
report sections overview, 164–165
saving reports, 158
toolbox, 158–159
working with existing fields, 160–161
report templates. See designing custom
reports
reporting software, 360
reports. See also designing custom reports
Act7Demo database examples, 139, 155
basic reports available, 139–143
for companies, 337
excluding My Record from, 145
filters for, 144–146
for opportunities, 299–300
output for, 144
planning for new fields, 201
Quick Reports, 123, 152–154
Record Manager for, 145
running, 143–146
specifying contacts for, 144–145
Reports menu
choosing reports on, 143
Edit Template command, 156
New Template command, 156
Opportunity Reports submenu, 301, 303
resetting passwords, 40
resources, scheduling, 345
Restore Database dialog box, 239–240, 260
Restore submenu (File menu), 239, 260
restoring from backup, 237, 239–240, 252
restoring remote databases, 259–260
Restricted security role, 36
restricting access to fields, layouts for, 220
rules for companies, 329–331
Rules of Always, 13
running reports, 143–146
• S •
sales contacts. See opportunities
sales stage for opportunities, 288
Salutation field, 53–54, 56
Save As command (File menu), 158
Save command (File menu), 158
Save Copy As dialog box, 32–33
saving
custom reports, 158
document templates, 177, 351
lookups as companies, 92
lookups as groups, 91
new contact information, 55
password when logging in, 18
Index 379scalability, 343
scanning business cards, 85
scanning for duplicate contacts, 242–244
Schedule Activity dialog box
Details tab, 115
for follow-up activities, 126
General tab, 114–115
for groups, 314–315
opening, 114
Recurrence tab, 116
Schedule Activity Series dialog box,
132–133
Schedule menu
Activity Series command, 132
Manage submenu, 130, 133, 134, 136
scheduling activities. See also activities;
calendars
adding an activity, 113–116
follow-up activities, 126, 195
groups for, 316–317
preferences, 43
priority types for, 136
scheduling resources, 345
searching. See finding; lookups
Secondary Contacts tab
adding a secondary contact, 68–69
deleting a secondary contact, 69–70
described, 65
primary versus secondary contacts, 68
promoting secondary contacts, 70
uses for, 67
sections of reports, 164–167
security. See also passwords
methods for, 39
need for, 39
roles for users, 35–36
security level
for backing up, 237
for creating contact fields, 202
for database maintenance, 236
for Layout Designer access, 215
for restoring databases, 237
Select a Field to Group By dialog box,
166–167
Select Field dialog box, 161–162, 219–220
Select Names dialog box (Outlook), 273
Select Recipients dialog box, 274
Select Trigger window, 133–134
sending e-mail. See e-mail
service and support, 27
Set Password command (File menu), 39, 40
sharing databases over the Web, 357–358
Show Enter Stops (View menu), 224
Show Tab Stops command (View menu),
223, 224
shutting off user login privileges, 37
signatures (e-mail), 186
sorting. See also ordering
ascending versus descending order,
79–80
contacts in Contact List, 78–80
e-mail messages, 194
list and tab entries, 67
numbers and, 79
before running reports, 143
spell checking, 105, 178
Spelling menu, 178
SQL, 14, 342, 348
SQL Server 2000 (Microsoft), 343
square enclosing layout fields, 230
Standard security role, 36
Startup options, setting, 44
stopping synchronization, 265–266
summary fields, 162–163
Swap Field command (Edit menu), 247
sync set, 256–258, 262–264
Sync Set command (Lookup menu), 264
Sync Set Criteria window, 257–258
synchronization
by ACCs, 254
adding records to sync set, 262–263
automatic, setting up, 261–262
backing up and restoring versus, 252
changes occurring during, 253
creating remote database, 258–259
cycle overview, 252
defined, 252
defining a sync set, 256–258
delivering remote data, 259
disabling master or remote database, 266
enabling, 255–256
maintaining, 263–266
380 ACT! 2005 For Dummiesmaster versus remote database, 251
need for, 252
preparing for, 254–255
re-creating remote database, 266
restoring remote databases, 259–260
Standard versus Premium Edition and, 345
stopping the process, 265–266
synchronizing data, 260–261
viewing and printing sync settings,
264–265
viewing last data synchronized, 263–264
Synchronization Panel
adding contact records to sync set, 262
automatic synchronization, 261–262
creating remote database, 258–259
defining a sync set, 256–258
disabling master or remote database, 266
enabling synchronization, 255–256
re-creating remote database, 266
viewing and printing sync settings, 265
Synchronize command (Tools menu), 260
system requirements for ACT!, 343
system tabs. See also specific tabs
Contact Detail window, 24
filters and, 64
most often used, 64–65
overview, 24
Quick Reports supported for, 153
as tables, 24
• T •
Tab key for data entry, 222
tab stops, reordering on layouts, 222–224
Tab Stops submenu (View menu), 223, 224
tables for layout fields, 231
tabs. See also system tabs; specific tabs
adding columns, 65–66
adding to layouts, 222
changing column width, 67
changing for layouts, 221–222
Contact Detail window, 23, 24–25
deleting from layouts, 222
filters and, 64
ordering columns and items in, 66
removing columns, 66
similarity among, 63
sorting entries, 67
system versus user, 64
Tabs command (Edit menu), 221
tagging contacts in Contact List, 77–78
Task List. See also lists
clearing multiple activities, 125–126
creating lookups from, 121–122
described, 64
editing activities, 125
filtering criteria for, 121
filters and, 64
printing, 123
synchronization and, 253
viewing Outlook activities on, 277
teams, 344
templates. See designing custom reports;
document templates
text boxes, adding to layouts, 230–231
Time fields, 205
title bar, 19, 20
toolbar, 22, 46–47, 52
toolbox (Layout Designer)
Drawing button, 229, 230
Field button, 219
field types in, 219–220
overview, 217
Pointer tool, 218
toolbox (Report Designer), 158–159
Tools menu
Convert ACT! 3.0 – 6.0 Items
command, 172
Copy/Move Contact Data command, 246
Customize submenu, 46
Database Maintenance submenu, 236,
244, 245
Define Fields command, 133
Design Layout submenu, 216
E-mail Accounts command, 271
Manage Users command, 34, 37, 40
Outlook Activities submenu, 275, 276
Preferences command, 41, 54, 154, 184
Scan for Duplicates command, 242
Synchronization Panel command, 255
Synchronize command, 260
.tpl files, 172, 177. See also document
templates
Index 381382 ACT! 2005 For Dummies
tracking opportunities
opportunity graph, 301–303
reporting on single contact, 299
reports available, 300
viewing the opportunity pipeline, 303–305
triggers
for activity series, 133–134, 207
for new fields, 206–207
troubleshooting. See also database
maintenance
warning signs of database corruption, 235
wrong information on My Record, 18
• U •
undoing, 62
uniformity in naming, 244
untagging contacts in Contact List, 77–78
Update Activities command (Tools
menu), 275
Uppercase fields, 205
URL fields, 205
User fields, 54, 202–207, 289–290
User Management dialog box, 34–38, 40
user name
for creating a new database, 31
entering on login screen, 17
inserted automatically, 51
for primary user of database, 33
users
adding to a database, 34–37
database maintenance and, 235
deleting from databases, 37, 38
filter for, 64
maximum number per database, 14, 344
as Record Managers, 34
security roles for, 35–36
shutting off login privileges for, 37
users groups, joining, 363
• V •
View menu
Company List command, 324
Contact List command, 75
Enter Stops submenu, 224
Group List command, 312, 314, 319, 329
Properties Window command, 167
Tab Stops submenu, 223, 224
viewing. See also hiding; opening
ACT! activities from Outlook, 277–278
ACT! mail merge fields in Word, 284
Contact List, 75
contact Web sites, 278
enter stops in Layout Designer, 224
last data synchronized, 263–264
opportunity history, 298
opportunity pipeline, 303–305
Outlook activities in ACT!, 276–277
sync settings, 264–265
tab stops in Layout Designer, 223
volume licensing, 345–346
• W •
Word (Microsoft). See also mail merge
attaching document to contact record,
283
choosing as your word processor, 30, 170
converting templates, 172
quote template, 293
sending documents as e-mail, 283–284
sending documents in faxes, 284
viewing ACT! mail merge fields in, 284
word processor
choosing, 30, 170
preferences, 44
Write menu
Edit Template command, 177
E-mail Message command, 188
Mail Merge command, 180
New Letter/E-mail Template
command, 175
Other Document command, 171, 193
• Y •
Yes/No fields, 205, 219–220, 349
• Z •
.zip file extension, 259
Zip files for database backups, 237
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