The QuickStudy Guide for Sage ACT! 2013

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1 The QuickStudy Guide for Sage ACT! 2013 Using ACT! Everyday The Basics How Did Quick Get Included in the Book Name? Using This QuickStudy Guide Hey, Don t Skip This What s Contact and Customer Management Software? Anytime, Anywhere Access ACT! Pro vs. ACT! Premium ACT! on the Web (Premium Only) Starting Your ACT! Software Opening a Database Setting Up for Your Self-Study Returning to Real Life ACT! Screen Elements Welcome View Changing Your Startup View The Navbar View Toolbar Layout Tabs Layouts Sizing the Contacts: Detail View Window 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 (Premium Only) Assigning Limited Access by Default (Premium Only) 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 Fixing a Problem Contact Name

2 Lookup Variations Adding to Lookups Narrowing Lookups Previous Lookups Back (and Forward) Buttons Universal Search Using Special Characters in Search Lookup, Any fields Lookup Annual Events Working In List View Edit Mode Tag Mode Lookup and Omit Tagged Records Printing Lookups Secondary Contacts Lookups on Secondary Contact Fields Promoting from Within Documents Tab Opening and Editing Files Removing Files from the Documents Tab Relationships Social Updates Tab Connecting Your Contacts Viewing Social Media Updates Your Contact s Website Web Info Tab Web Info tab - User Links section Attaching Web Pages From Internet Explorer Web Info tab - ACT! Business Info section Accessing Key Business Info for a Contact or Company Company Profile Importing Companies Company Alerts Importing Contacts Build a List Scheduling Your Day 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

3 Calendar vs. Task List The Task List Filtering the Task List Printing Your Task List Display the Mini-calendar Any Time! Modifying Scheduled Activities Clearing Activities Recording an Unscheduled Activity to History Recording History to Multiple Contacts Filtering History Taking Notes Viewing and Editing Notes History vs. Notes Deleting a Note or History Rolling Over Your Activities Sage ACT! Scratchpad Transfer a Scratchpad item to ACT! Advanced Scheduling Scheduling Scheduling for Other ACT! Users Displaying Multiple Users in Your Calendar or Task List Adding Scheduled For to Task List View Scheduling for Multiple Contacts Availability (Premium Only) Responding to an ACT! Invitation (Premium Only) Activity Colors Alarms Responding to an Alarm Public vs. Private Activities Attachments 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 Sage ACT! Premium Mobile Using Sage ACT! Premium Mobile Adding an icon to your home screen Syncing Your Contacts and Calendar Using Sage ACT! Connect Using Your Sage ACT! Connect Account Adding Photos of Your Facebook Friends

4 Sync Product Differences Alternate Third-Party Apps Working Via & Letters 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!! Understanding the ACT! Window Reading Your Sending from ACT! Send/Receive Button Choosing a Word Processor New Menu Item in Word Mail-merge Templates Creating a Mail-merge Template Merging the Template Sending an to Group or Company Members Creating Letters, Memos, and Fax Cover Pages Printing Documents Editing the Attached Document Envelopes and Mailing Labels ACT! Word Processor ACT! Toolbar Ruler Status Bar Tables Graphics Sage E-marketing For ACT! Sage E-marketing For ACT! Features How Is E-marketing Different from Outlook?

5 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 Add a signature Getting Results Scoring Marketing Results Tab Call Lists What is Drip Marketing? Surveys and Web Forms E-marketing and Swiftpage Help Advanced Lookups Activity Data Mining Queries Lookup By Example Advanced Queries Operator Options And/Or Grouping Deleting Query Files Groups & Companies 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 Using Criteria for Your Groups Linking Contacts and Companies Create a Company from a Contact Link Associate What s the Difference? Create a Contact from a Company Disabling a Company Link Pushing Company Changes Back to Contacts Pulling Changes from the Company Record

6 Convert a Group to a Company Divisions and Subgroups What's the Up Button? Move or Promote a Division Cumulative Views of Notes, History, etc. Company Note or History Manually Sharing Items with a Company (or Group) Changing Companies Filtering Tabs Lookup Companies or Groups Advanced Queries for Companies and Groups Opportunities 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 Using Dashboards Displaying Dashboard Views Working in the Dashboard Views Other Dashboards ACT! Reports The Anatomy of an ACT! Report Favorite Reports Customizing ACT! Database Design & Layouts Creating a New Database Customizing Fields Field Attributes Enter field name and type One-to-Many Tables Customize field and list behavior Customize field behavior Set field triggers

7 Manage Drop-down Lists Creating Drop-down Lists for Importing Importing the Drop-down List Minor Changes to the Drop-down List Editing the Database Structure Field Security Creating New Fields for Other Entities Defining and Modifying Layouts Designing Layouts Saving Layouts The Tool Palette Formatting Toolbar Modifying Layouts Renaming the Field Labels Moving Objects Aligning Objects Adding New Fields to Your Layout Layout Tabs Adding Other Objects Formatting Changing Background Tab Color Make Same Width or Height Testing Your Layouts Field Entry Order Customizing the Product View Feature Customizations Customizing Menus and Toolbars Adding an Object to the Menu/Toolbar/Keystroke Resetting Toolbars, Menus, and the Keyboard Modifying the Navbar Creating Custom Web Info Links Priorities Customizing Priorities Creating New Activity Types Events Creating a Custom Opportunity Process Creating Defined Product Lists Editing the Quote Template Activity Series & Smart Tasks Activity Series Scheduling an Activity Series What are Smart Tasks? Creating a Smart Task Adding Steps to the Smart Task

8 Manually running a Smart Task Pending Smart Task Steps Status of Smart Tasks Editing a Smart Task Creating An Automated Smart Task Enabling a Smart Task How Does A Smart Task Run Automatically? Running Smart Tasks as a Service Smart Tasks vs Activity Series Criteria for when to use Activity Series Criteria for when to use Smart Tasks Keep These Suggestions in Mind Drip Marketing vs. Smart Tasks Designing Dashboard & Reports Creating Your Own Dashboards Custom Components Alternative Dashboards Report Templates The Report Designer Screen The Report and Page Header Sections The Detail Section The Report and Page Footer Sections Adding Report Objects Formatting Is it a Field or a Label? Sizing Sections Using Group By for Sorting or Subtotals Section Behavior Summary Fields Subreports Report Filters Using Custom Reports Using Scripting in Your Reports Removing Blank Space Between Fields Using Checkmarks for Yes/No Fields in Reports Make Your Label Choose Home or Business on Print Administering ACT! Setting Up Using Available Documentation Using the ACT! Knowledge Base Enabling Your Database for Multiple Users Examining Structure File Structure Directory Structure

9 Moving the Database to the Server Enable Share for an Existing Database Opening the Shared Database Pre-Install Checklist Database Security Database Security Understanding Security Roles Custom Permissions for Manager or Standard Roles Creating New Users Making Users Inactive Password Management Defining a Global Password Policy Setting a Password for Yourself Team Management (Premium Only) Limiting Contact Access (Premium Only) Assigning Limited Access to a Lookup (Premium Only) Lookup Contacts by Access (Premium Only) Managers Team Field Security Database Maintenance Database Preferences Disabling Notes and History Editing Disabling History on User Records Disabling File and/or Attachments Changing ACT! s Default Duplicate Checking Criteria File Locations for a Multi-user Database General Database Maintenance Automatic Update Notification Back Up Automatically Backing Up Your Database Manually Backing Up Your Database Restoring a Backup Restore As Deleting a Database Check and Repair Scheduling Database Maintenance Checking the ACT! Scheduler Log Importing an Excel File Cleaning Up the Data Duplicates Tips for Dealing with Duplicates Combine Duplicate Records Edit, Replace Remove Old Data

10 Synchronization Synchronizing Databases Administrator Tasks Setting Up the Sync Environment Determine and Setup the Connection Method Define Remote User(s) Restore the Database to Its Final Location Administrator Tasks Creating the Sync Databases Enable Synchronization Remote Synchronization Assistant Manually Creating Remote Databases Manage Sync Sets Create Remote Databases Prepare the Remote Database(s) for Delivery Administrator Task Completing Synchronization Setup Setting Up Application Sync Setting Up the Network Sync Service (Premium Only) Setting Up Port Forwarding Setting Up Internet Sync (Premium Only) User Tasks Restoring and Syncing Your Database Changes for Remote Internet Sync Synchronizing the Remote Database Set Up a Sync Schedule with the ACT! Scheduler Using the Subscription List in a Remote Database Administrator Task Territory Realignment Synchronization Troubleshooting Moving Databases Appendix User Roles and Permissions Converting an Older ACT! Database-Custom Conversion Standard vs. Custom Conversion Using the OLE DB2 Provider

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