act fundamentals 2012 -...

ACT FUNDAMENTALS 2012

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GET STARTED WITH ACT 2012

MY RECORD

When you open your ACT! database, the My Record contact will always show first. Make sure all the fields for this record

have been filled in. This information will appear in all your letter templates, reports and emails.

My Record Contact

In a multi user environment it is important that users log into the database with their User name and password (optional).

Please check that the My Record is displayed properly with full contact details


2 ACT FUNDAMENTALS 2012

MULTI VIEWS

There are 2 views for Contacts, Companies, Groups and Opportunities,

Detailed view

List view

It’s important to be clear which (entity) window you are working on because the Look ups, Edit commands will be

associated with that (entity) window

Use the tabs in the lower half of the window to:

Add notes

Add histories

Add appointments, meetings etc

Add contacts to groups

Relate contacts to each other

Attach documents

Look up information on Web Info tab

Detail View



NAVIGATION SHORTCUTS

View the Contact Detail view F11

View the Contact List F8

View Groups F10

View Task F7

View Opportunities SHIFT F7

View monthly calendar CONTROL F5

View weekly calendar SHIFT F3

Mini calendar F4

CONTACT WINDOW SHORTCUTS

Here are some useful shortcuts when working with contacts:

Add a contact INSERT

Insert a note F9

Record history CTRL + H

Undo last action CTRL+Z

Copy the selected item or text CTRL+C

List View



Cut the selected item or text CTRL+X

Delete the selected contact CTRL+DELETE

DROP DOWN SHORTCUTS

To expand the drop down list for the current field, use F2, the down arrow keys and press Enter to select the field value.

Tip: To close a menu or dialog box without saving any selections, press ESC.

DUPLICATE CONTACTS

To add another contact from the same company, select Duplicate contact from the Contact Menu or the Duplicate Contact

icon on the toolbar

SECONDARY CONTACTS

To make a secondary contact a main ACT! contact, use the Promote button in the Secondary Contacts window.

PHONE FORMATS

To customize the way your telephone numbers are displayed, select the ellipsis button next to the Phone field and Edit

Formats. You can choose one of the Preset formats, Free Format or define your own.

For example (%%%) %%%-%%%% format would display this phone format (714) 832-4525



SALUTATION PREFERENCES

You do not need to fill out the Salutation field; this will fill out automatically for you and will show the contact’s first name

by default.

TO SET THE SALUTATION PREFERENCES

From the Tools menu, click Preferences.

In the General tab, under Names, click Salutation Preferences.

Select an option, and then click OK.

You can type a personal name or nickname in the salutation box if you prefer. This name will now appear in your letters

and emails following the word Dear….

TO UPDATE THE SALUTATION FIELD

From the Tools menu, click Update Salutation Field.

In the Update Salutation Field dialog box, select:

o Current Contact

o Current Lookup

o or All Contacts

This field will now be updated to show new preferences.



NAME PREFIXES

Administrator or Manager Users can customize the lists of contact first name prefixes, last name prefixes, and last name

suffixes.

From the Tools menu, click Preferences.

On the General tab, click Name Preferences

To add a new prefix or suffix, select the appropriate option, and then click Add.

CAN’T FIND A CONTACT?

Select the ellipsis button next to the Contact Name box. If you have the contact’s first name only, you might find that this

name has dropped into the Last Name field. This contact is now difficult to find. Adjust the fields to show the correct

details.



EDIT FIELDS IN CONTACT, GROUP, COMPANY LIST VIEWS

Click Edit Mode

Select the field to edit

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