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Issue 1 • ACT! 2005/2006 Edition |
Dear FIRSTNAME,
You can enter a dozen contacts in
your ACT! database. You could enter a
thousand. You could even enter ten thousand
contacts into your database. Having all these
contacts will not do you any good if you cannot find
them, though.
This issue of our tips & tricks newsletter
focuses on one of the most important aspects of
ACT!: Lookups.
Click these links to learn more detailed information
about the lookup functionality in ACT!
As always, if you have any
questions about ACT!, please do not hesitate to get
in touch with me at 800-322-1049.
Best regards,
The staff at
Innovative Solutions
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Innovative Solutions
ACT! Certified Consultants
4423 Lehigh Road
Suite 404
College Park, MD 20740
800-322-1049
www.is-crm.com
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This section removed for the newsletter archive.
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We
recommend that you purchase: |
 Managing
Contacts
with ACT! 2006
$24.99
$22.49
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In ACT! 2005 and 2006, you can easily add all of
the contacts in your current lookup to a new
group. When you save a lookup as a group, ACT!
will create a new dynamic group, and all
contacts in your current lookup will
automatically become members of this group.
In other words, if you lookup all contacts in
Texas and save that lookup as a group called
Texas, you will get a new group in your database
that contains all Texans. Any new Texans
entered into the database will automatically get
added to the group as well. If anyone moves out
of Texas, they'll automatically be removed from
the group.
It is important to remember that when you save a
lookup as a group, the resulting group will have
dynamic membership. Any time a new contact that
matches the lookup is added to the database, it
will be automatically added to the group.
To save a
lookup as a dynamic group:
- Perform a lookup of the contacts you'd
like to save as a group.
- Click Lookup | Groups | Save Lookup as
Group. The Groups view will appear.
- In the Group field, type the name of
your group. ACT! will add the contacts that
match your lookup to the group.
- As soon as you leave the groups view,
ACT! will save the new dynamic group. You
may need to click View | Refresh to begin
working with the group immediately.
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 Most
of your lookups will involve clicking the Lookup
menu and then selecting a field. Need to
find someone by his or her last name?
Click Lookup | Last Name.
What do you do
if the lookup is not listed on the menu?
If you need to lookup on a field that isn't
listed on the Lookup menu, then you can search
almost all fields in your database using the
Other Lookups search.
Some fields - like the Edit Date and Create
Date - are not searchable in this area, but any
custom fields you have added to the database are
searchable in the Other Fields lookup.
To lookup on
other fields:
- Click
Lookup | Other Fields.
- The Lookup
Contacts dialog box appears. Click on the
Lookup drop-down
to see a list of fields in your database.
- Select the
field on which you would like to search.
- In the
Search for area, type the field value you
would
like to lookup.
- Click OK to
perform the lookup.
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 You
can search for anything in an ACT! database with
the Keyword Search feature. With a keyword
search, you will have the option of searching all
fields, notes, activities, sales/opportunities,
and more.
There are two main reasons for performing a
keyword search in ACT!:
- You may
want to find all of the contacts in the
database that have something to do with a
certain keyword. Maybe you want to find all
of the contacts in the database that like to
play golf?
- You are looking
to find a specific contact that you have not
been able to find using conventional
searches. Perhaps you talked with someone
yesterday, and you can't remember his name
but you remember entering a note about his
daughter's hockey game. You could keyword
search the database for the word hockey to
find your contact.
To perform a keyword
search:
- Click
Lookup | Keyword Search.
- In the
Search for field, type the keyword you'd
like to find.
- Select the
areas of the database you'd like to search.
(You can search through contacts, groups,
and companies. You can also look in the
activities, opportunities, histories, notes,
and fields areas of the database.)
- Select
whether to search through all records, the
current record, or the current lookup.
- Click Find
Now.
- The results
of the keyword search will appear in the
lower part of the Keyword Search dialog box.
- Click
Create Lookup to view the results of the
keyword search in the Contact view.
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© 2006 Thomson Course Technology, a division of
Thomson Learning. Text adapted from
Managing
Contacts with ACT! 2006.
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