Managing contacts with ACT! 2005: covers ACT! 2005 and ACT! 2005 Premium for workgroups

Timothy and Edward Kachinske1592003389, 9781592003389, 9781417544622

With an estimated installation base of 4.6 million, ACT! is the world’s best-selling contact manager. This new version is the first major release of ACT! in seven years. The new product includes more new features than have ever been included in any ACT! update. When new users install this new version, most will need a comprehensive guide to figure out how to get the most out of all the updated functionalities. “Managing Contacts with ACT! 7” is the perfect companion for any new and/or upgraded users. Filled with tips, notes, cautions, sales pointers, and callouts to explain the new features, this tutorial is easy to learn from and very effective for any users looking to get the most out of managing their contacts.

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Table of contents :
Managing Contacts with ACT! 2005……Page 2
Team DDU……Page 1
Contents……Page 12
Introduction……Page 30
Stability……Page 34
Security……Page 35
Contact Management……Page 36
Lookups and Queries……Page 37
Groups……Page 38
Calendars……Page 39
Activities……Page 40
Activity Series……Page 41
E-mail……Page 42
Document Management……Page 43
Opportunity Management……Page 44
Opportunity Dialog Box……Page 45
Synchronization……Page 46
Field Structure……Page 48
Internet Services……Page 49
Database Maintenance……Page 50
Other New Features……Page 51
Task A Installing ACT! on a Workstation……Page 52
Task B Updating Your Installation……Page 53
Task C Installing the ACT! Instance of Microsoft SQL Server 2000……Page 54
Task A Registering and Activating Your Copy of ACT!……Page 55
Task A Converting an Existing ACT! Database……Page 56
Task B Converting Ancillary ACT! 3-6 Files……Page 57
Task A Opening a Database on a Local Computer……Page 58
Task B Sharing a Database……Page 59
Task A Find and Correct the My Record……Page 60
Task A Creating a New Contact……Page 61
Task B Duplicating an Existing Contact……Page 62
Task C Deleting a Single Contact……Page 63
Task D Deleting Multiple Contacts……Page 64
Task A Adding a Secondary Contact……Page 65
Task B Editing and Deleting Secondary Contacts……Page 66
Task C Promoting a Secondary Contact……Page 67
Task A Specifying a First, Middle, and Last Name……Page 68
Task B Setting Name Preferences……Page 69
Task C Updating Salutations……Page 70
Task A Inserting a Note for a Contact……Page 71
Task B Entering a Note for Multiple Contacts……Page 72
Task A Attaching a File to a Contact Record……Page 73
Task B Viewing an Attached File……Page 74
Task A Finding Duplicate Contacts……Page 75
Task B Combining Duplicate Contacts……Page 76
Task A Mass Replacing a Field Value……Page 77
Task B Swapping Field Values……Page 78
Task C Copying Fields……Page 79
Task A Adding a New Company……Page 80
Task B Deleting a Company……Page 81
Task A Associating Contacts with Companies……Page 82
Task B Auto-Updating Company/Contact Address Data……Page 83
Task A Adding a New Division……Page 84
Task A Looking Up All Contacts……Page 86
Task B Looking Up Basic Fields……Page 87
Task C Looking Up Other Fields……Page 88
Task D Performing Greater Than/Less Than Lookups……Page 89
Task E Performing Right-Click Lookups……Page 90
Task A Looking Up Empty Fields……Page 91
Task B Looking Up Non-Empty Fields……Page 92
Task A Replacing a Lookup……Page 93
Task B Adding to a Lookup……Page 94
Task C Narrowing a Lookup……Page 95
Task A Looking Up on Company Fields……Page 96
Task B Saving a Lookup as a Company……Page 97
Task A Looking Up All Group Members……Page 98
Task B Finding a Group by Name……Page 99
Task C Looking Up Groups by Other Fields……Page 100
Task D Saving a Lookup as a Group……Page 101
Task A Looking Up All Opportunities……Page 102
Task B Looking Up a Specific Opportunity by Name……Page 103
Task C Looking Up Opportunities by Other Fields……Page 104
Task D Using the Filter to Lookup Opportunities……Page 105
Task A Looking Up Annual Events……Page 106
Task A Looking Up Modified Contacts……Page 107
Task A Searching for a Specific Keyword……Page 108
Task A Searching for a Field Value……Page 109
Task B Searching for Multiple Field Values……Page 110
Task C Converting a Lookup By Example to an Advanced Query……Page 111
Task A Performing an Advanced Query……Page 112
Task B Saving an Advanced Query……Page 113
Task C Editing an Existing Query……Page 114
Task A Launching the Contact List View……Page 116
Task B Sorting Contacts……Page 117
Task C Searching for Contacts in the Contact List View……Page 118
Task A Looking Up Tagged Contacts……Page 119
Task B Omitting Tagged Contacts……Page 120
Task A Adding Columns……Page 121
Task B Removing Columns……Page 122
Task C Rearranging Columns……Page 123
Task A Exporting the Contact List View to Excel……Page 124
Task A Creating a Group……Page 126
Task B Creating a Subgroup……Page 127
Task C Deleting Groups or Subgroups……Page 128
Task D Renaming an Existing Group……Page 129
Task E Converting Groups to Companies……Page 130
Task A Adding Static Members to a Group……Page 131
Task B Adding Selected Contacts to a Group……Page 132
Task C Removing Contacts from a Group……Page 133
Task D Changing Dynamic Group Membership……Page 134
Task E Saving the Current Lookup to a Group……Page 135
Task A Looking Up Group Members……Page 136
Task B View Group Membership for a Contact……Page 137
Task A Associating Notes and History Entries……Page 138
Task B Associating Activities with a Group……Page 139
Task C Associating Opportunities with a Group……Page 140
Task D Viewing Associated Items in the Groups View……Page 141
Task A Viewing Your Calendar……Page 142
Task B Using the Mini Calendar……Page 143
Task C Filtering the Calendar……Page 144
Task A Scheduling an Activity……Page 145
Task B Editing/Rescheduling an Existing Activity……Page 146
Task C Adding Activity Details……Page 147
Task D Automatically Creating an E-mail for Activity Participants……Page 148
Task E Scheduling a Private Activity……Page 149
Task F Scheduling a Global Event……Page 150
Task A Clearing an Activity……Page 151
Task B Erasing an Activity……Page 152
Task C Recording a History of an Unscheduled Activity……Page 153
Task A Filtering the Task List……Page 154
Task B Editing Activities in the Task List……Page 155
Task C Sorting the Task List……Page 156
Task D Changing Task List Columns……Page 157
Task A Creating/Removing Activity Types……Page 158
Task B Creating/Removing Custom Priorities……Page 159
Task A Creating Resources……Page 160
Task B Checking Resource Availability……Page 161
Task C Scheduling a Resource……Page 162
Task A Scheduling an Activity for Multiple Contacts……Page 163
Task B Scheduling a Recurring Activity……Page 164
Task A Creating an Activity Series Template……Page 165
Task B Editing an Activity Series Template……Page 166
Task C Scheduling an Activity Series……Page 167
Task A Granting Calendar Access……Page 168
Task B Viewing Meeting Invitations……Page 169
Task A Setting Calendar Preferences……Page 170
Task B Setting Scheduling Preferences……Page 171
Task A Printing a Standard Calendar……Page 172
Task B Quick Print a Calendar View……Page 173
Task A Filtering the Opportunity List……Page 174
Task B Looking Up Opportunities……Page 175
Task C Customizing the Opportunity List Columns……Page 176
Task A Entering a New Opportunity……Page 177
Task B Editing an Existing Opportunity……Page 178
Task C Closing an Opportunity……Page 179
Task D Deleting an Opportunity……Page 180
Task A Writing a Quote for an Opportunity……Page 181
Task B Editing the Quote Template……Page 182
Task A Exporting the Opportunity List to Excel……Page 183
Task B Viewing Excel Pivot Tables for Opportunity Data……Page 184
Task A Creating a Sales Process……Page 185
Task B Modifying an Existing Sales Process……Page 186
Task C Looking Up Contacts by Opportunity Stage……Page 187
Task A Adding Items to the Product List……Page 188
Task B Modifying the Product List……Page 189
Task C Importing a Product List……Page 190
Task A Changing the Opportunity User Fields……Page 191
Task A Running Opportunity Reports……Page 192
Task B Filtering Opportunity Reports……Page 193
Task C Running an Opportunity Graph……Page 194
Task D Running an Opportunity Pipeline……Page 195
Task A Setting the Default Word Processor……Page 196
Task A Writing Letters, Memos, and Fax Cover Pages……Page 197
Task B Writing Other Template-Based Letters……Page 198
Task C Creating a History of a Letter Sent……Page 199
Task A Printing Standard Envelopes……Page 200
Task B Creating Envelope Templates……Page 201
Task C Editing Envelope Templates……Page 202
Task A Printing Standard Avery Labels……Page 203
Task B Creating Non-Standard Label Templates……Page 204
Task A Creating a Letter Template from Scratch……Page 206
Task B Editing an Existing Letter Template……Page 207
Task A Inserting Field Placeholders……Page 208
Task B Inserting My Record Field Placeholders……Page 209
Task C Testing Letter Templates……Page 210
Task A Configuring Page Setup Options……Page 211
Task B Formatting Text……Page 212
Task C Formatting a Paragraph……Page 213
Task D Inserting Tables……Page 214
Task E Spell Checking a Document……Page 215
Task A Preparing for a Mail Merge……Page 216
Task B Ensuring Complete Data for a Mail Merge……Page 217
Task A Performing a Mail Merge……Page 218
Task B Printing Letters and Creating a Letter Sent History……Page 219
Task A Adding a Document……Page 220
Task B Removing a Document……Page 221
Task C Viewing an Attached Document……Page 222
Task A Attaching a File to a Contact……Page 223
Task B Launching an Attached File……Page 224
Task A Setting ACT! to Work as a Stand-alone E-mail Client……Page 226
Task B Setting ACT! to Work with Microsoft Outlook……Page 227
Task C Setting E-mail Signatures……Page 228
Task D Setting E-mail Composing Options……Page 229
Task A Checking Your Messages……Page 230
Task B Creating New E-mail Folders……Page 231
Task A Composing a Message to an ACT! Contact……Page 232
Task B Composing a Message to a Non-ACT! Contact……Page 233
Task A Setting the Default E-mail History Options……Page 234
Task B Recording a History for Outgoing E-mails……Page 235
Task A Creating an E-mail Template……Page 236
Task B Editing and Existing E-mail Templates……Page 237
Task A Formatting Basic Text……Page 238
Task B Inserting E-mail Merge Field Placeholders……Page 239
Task C Inserting an Image……Page 240
Task D Adding a Table……Page 241
Task E Adding Hyperlinks to a Template……Page 242
Task A Performing a Mail Merge……Page 243
Task A Creating an ACT! Address Book in Outlook……Page 244
Task B Setting Default Attachment Options……Page 245
Task A Sending an E-mail to an ACT! Contact……Page 246
Task B Checking E-mail Properties for an ACT! Contact……Page 247
Task C Specifying Message History Options……Page 248
Task A Attaching a Single E-mail to an ACT! Contact……Page 249
Task B Attaching Multiple E-mails to an ACT! Contact……Page 250
Task A Updating ACT! and Outlook Activities……Page 251
Task B Removing Shared ACT!/Outlook Activities……Page 252
Task A Attaching a Web Page to a Contact……Page 254
Task B Viewing an Attached Web Page……Page 255
Task C Launching Web Sites in URL Fields……Page 256
Task A Generating a Map for a Contact……Page 257
Task B Generating Driving Directions……Page 258
Task A Running a Standard Report……Page 260
Task B Running a Custom Report……Page 261
Task A Filtering an Activity Report……Page 262
Task B Filtering a History Report……Page 263
Task C Filtering an Opportunity Report……Page 264
Task A Creating a Report Template from Scratch……Page 265
Task B Editing an Existing Report Template……Page 266
Task A Adding Fields……Page 267
Task B Adding Text Objects……Page 268
Task C Adding Lines and Shapes……Page 269
Task D Using the Properties Window……Page 270
Task A Testing a Report in the Report Designer……Page 271
Task A Creating a Custom Command……Page 272
Task B Adding a Command to the Menus and Toolbars……Page 273
Task C Creating a Custom Keyboard Shortcut……Page 274
Task D Resetting Menus and Toolbars……Page 275
Task A Changing Navigation Bar Options……Page 276
Task B Customizing Navigation Bar Icons……Page 277
Task A Backing Up Your Database and Supplemental Files……Page 278
Task B Restoring a Backup……Page 279
Task A Checking and Repairing Database……Page 280
Task A Removing Old Data……Page 281
Task A Viewing Server Information……Page 282
Task B Viewing Database Audit Logs……Page 283
Task C Deleting a Database……Page 284
Task A Creating a Local Database……Page 286
Task B Sharing a Database……Page 287
Task C Moving a Database……Page 288
Task A Adding Users……Page 289
Task B Deleting Users……Page 290
Task C Editing an Existing User……Page 291
Task A Adding Fields to the Database……Page 292
Task B Editing Field Attributes……Page 293
Task C Managing Drop-Downs……Page 294
Task D Deleting Fields from a Database……Page 295
Task A Opening the Layout Designer……Page 296
Task B Adding Fields to a Layout……Page 297
Task C Managing Tabs……Page 298
Task D Adding Objects to a Layout……Page 299
Task E Setting Field Entry Order……Page 300
Task A Setting General Preferences……Page 301
Task B Setting Color and Font Preferences……Page 302
Task C Setting Calendar and Scheduling Preferences……Page 303
Task D Setting Communication Preferences……Page 304
Task E Setting Startup Preferences……Page 305
Task A Controlling Duplicate Merging During Imports……Page 306
Task B Importing a Text File……Page 307
Task C Exporting Contact Data……Page 308
Main Differences Between ACT! 60 Sync and 2005 Sync……Page 310
Task A Enabling Synchronization……Page 311
Task B Creating a Sync Set……Page 312
Task C Managing the Subscription List……Page 313
Task D Creating a Remote Database……Page 314
Task E Restoring a Remote Database……Page 315
Task A Installing the Sync Service……Page 316
Task B Performing a Synchronization……Page 317
Task C Setting an Automatic Sync Schedule……Page 318
Task A Recreating a Remote Database……Page 319
Task B Viewing the Synchronization Log……Page 320
Task C Looking Up Synchronized Records……Page 321
Task A Finding ACT! Certified Consultants (ACT! CCs)……Page 322
Task B Finding ACT! Premier Trainers……Page 323
Task C Finding ACT! Advantage Technical Support……Page 324
Task A Searching the Knowledge Base……Page 325
Noteworthy Add-Ons……Page 326
ASDS Computer……Page 327
Crossroads Automation Solutions……Page 328
eGrabber……Page 329
Index……Page 332