How to Customize Opportunity User Fields in ACT!

Did you know that you can customize Opportunity User Fields that you have created in ACT!.

Here's how you can do it:
1.     Select Tools >> Define Fields.

2.     From the View Fields drop-down list, select Opportunities.

3.     Select the Opportunity Field that you want to rename and then click Edit Field.

4.     Change the Field Name as you would want to display.

5.     Click Finish.The Customized Opportunity user field will be displayed under the User Info tab of an Opportunity.

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How to Add Custom Activity Types to Your ACT! Toolbar?

Do you often create custom activity types in ACT! and would you like to add a shortcut icon on the toolbar?

Here is how you can do it:

1.Click on Tools menu, point to Customize, and then click Menus and Toolbars. The Customize Menus and Toolbars dialog box appears.

2.Under the Commands tab, from the list of Categories, click Schedule.

3.From the list of Commands, click Other, and then drag this command to the toolbar.

4.With the Customize Menus and Toolbars dialog box still open, click the down arrow next to the Other button (on your toolbar) to view your custom activity types.

5.Drag the desired activity type from this drop-down menu to the desired location on the toolbar.

6.To remove the Other button; before closing the Customize Menus and Toolbars dialog box, right-click the Other button, and then click Delete.

7. Once complete, click Close to exit the Customize Menus and Toolbars dialog box.

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How to Transfer Custom Menus or Toolbars to Another Computer?

In ACT! 2010, a file named ConnectedBarsV12.ser controls menu and toolbar configuration. In ACT! 2009, a file named ConnectedBars259 controls menu and toolbar configuration. In ACT! 2008, a file named ConnectedBars258 controls menu and toolbar configuration. In ACT! 2007, a file named ConnectedBars253 controls menu and toolbar configuration. In ACT! 2006, this file is named ConnectedBars237. In ACT! 2005, menu and toolbar configuration is controlled by two files named ConnectedBars232 and ConnectedBars233. These files are located as follows for your version of ACT!:

Note: Prior to browsing for your ACT! Preferences file, you will need to make sure you have enabled the option to view hidden files and folders. Follow these steps to enable this view:


Note: Prior to browsing for your ACT! Preferences file, you will need to make sure you have enabled the option to view hidden files and folders. Follow these steps to enable this view:

Windows XP®
From the Windows Explorer menu, select Tools, then Folder Options.
Click the View tab.

Select the option "Show hidden files and folders". Click Apply, then click OK.
Windows Vista®, Windows 7®

From Windows Explorer toolbar, select Organize, then Folder and Search Options.
Select the View tab.

Select the option "Show hidden files and folders". Click Apply, then click OK.

ACT! 2010:
Windows XP: C:\Documents and Settings\[USERNAME]\Application Data\ACT\ACT For Windows 12\Preferences
Windows Vista, Windows 7: C:\Users\[USERNAME]\AppData\Roaming\ACT\Act for Windows 12\Preferences

ACT! 2009:
C:\Documents and Settings\[USERNAME]\Application Data\ACT\ACT For Windows 11\Preferences
Windows Vista, Windows 7: C:\Users\[USERNAME]\AppData\Roaming\ACT\Act for Windows 11\Preferences

ACT! 2008:
C:\Documents and Settings\[USERNAME]\Application Data\ACT\ACT For Windows 10\Preferences
Windows Vista, Windows 7: C:\Users\[USERNAME]\AppData\Roaming\ACT\Act for Windows 10\Preferences

ACT! 2007:
C:\Documents and Settings\[USERNAME]\Application Data\ACT\ACT For Windows 9\Preferences

ACT! 2006:
C:\Documents and Settings\[USERNAME]\Application Data\ACT\ACT For Windows 8\Preferences

ACT! 2005:
C:\Documents and Settings\[USERNAME]\Application Data\ACT\ACT For Win 7\Preferences

You can copy the ConnectedBarsV12.ser or ConnectedBars259 or ConnectedBars258 (ConnectedBars253 or ConnectedBars237 or ConnectedBars232 and ConnectedBars233) file to the \Preferences folder on another computer to transfer menu and/or toolbar customizations.

Note: If you reference a specific path in your custom commands for toolbar icons (i.e. c:\mytoolbaricons) or similar items such as templates, these items must reside in the exact same file location on each computer for those references to be valid.

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How to Clear ACT! Multiple Activities in One Go?

Did you know that you can clear multiple ACT! activities, you no longer need, that have been created for different contacts in one process?

Here's how:
1. Select the View menu and click Task List

2. Select the first activity that you want to clear

3. If all the activities you want to clear are in the list in order, you can hold down the Shift key and select the last activity you want to clear

4. If the activities you want to clear are randomly scattered, hold down the Ctrl key and individually select each activity you want to clear

5. After you've selected the activities to be cleared, right-click one of the selected activities, and choose Clear Multiple Activities from the shortcut menu

This will clear all of the outdated activities that have been selected.

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How to Duplicate your Existing Contacts in ACT!?

Do you often find yourself adding new ACT! contacts for the same company by re-typing the address and other common information?

Well, ACT! allows you to duplicate data from an existing contact. Here's how you can do that:

1. In the Contacts view, select the contact record you would like to duplicate.

2. Select Contacts >> Duplicate Contact from the menu. The Duplicate Contact dialog box will pop-up.

3. From the options, choose if you would like to 'Duplicate data from primary fields' or 'from all fields'.

Note: Even if you choose to duplicate data from all fields, ACT! will not duplicate data that is specific for a contact, such as name, email address and phone extension.

Once you have done this, just enter the new contact's name and ACT! will pull the other field information from your original contact.

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Map your ACT! Fields to an Excel Spreadsheet

Did you know that you can link ACT! database fields to cells in an Excel spreadsheet? With such a mapping, the Excel file will be updated automatically when the data in the ACT! field changes.

Here's how you can do it:

1. Click on the Documents tab and select a spreadsheet.

2. Click Edit Document. The document opens in Excel.

3. Set up the first row of the spreadsheet to include the appropriate ACT! fields.

4. Identify a cell to which you can map an ACT! field. Click Map to Contact, Map to Company or Map to Group, as applicable, from the ACT! menu.

5. When the Map fields dialog box opens, choose the appropriate field and click Add.

6. Repeat this process for any additional fields, save the spreadsheet, and click Close when done.

7. To refresh the spreadsheet fields, while in the Document tab, click on the Map to Excel option in the middle of the screen.

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7 Steps to Create Create Custom Reports in ACT!

Though ACT! provides customizable pre-formatted reports, it also allows users to create new custom reports per their requirements.

Here's how you can create your own report:

1. Select Reports >> New Template >> Select a Report Type

2. Select from the basic templates, including Empty Contact Report

The Report Designer screen is separated into several sections. Sections are report and page header/footer and a detail section

3. To add objects to the report, click the Field tool

4. Draw a field where you want to place it, select a type

5. Add fields to the Detail section to show Contact information. Add Header and Footer objects as desired

6. Click Print Review to review your report and adjust spacing, sorting and formatting as needed. Save the report and provide a name

7. To run your custom report, Select Reports >> Other Reports and select your's from the list

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Integrate your ACT! and Outlook Calendars

If you maintain calendars in both ACT! and Outlook, you may want to view a Consolidated calendar information in both applications. Integrating both the ACT! and Outlook calendars allows you to accomplish this.

Here's how you can do it:

1. Import your Outlook calendar items to an ACT! database (Use the ACT! Import Wizard).

2. Open each calendar entry and map the activity to the corresponding ACT! contact.

If you are using ACT! Premium, you can synchronize the ACT! calendar with Outlook so that

changes are automatically reflected. Here's how:

1. Select Tools >> ACT! Scheduler from the menu.

2. Select Create a Task from the options under Schedule Tasks.

3. Choose the ACT! database where you have imported the calendar items.

4. Use the drop down in the Select a Task window to choose Outlook activity synchronization.

Select Finish.

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Four Steps to Set Multiple Window Views in your ACT!

Whenever you open a new window in ACT!, it will replace the existing window. But, have you ever wanted to display several ACT! windows simultaneously?

Well, here's how you can do it:

1.Select Tools >> Preferences. The Preferences dialog box appears.

2.Click on the Start up tab and check the 'Open each view in its own window' option.

3.Click OK.

Your ACT! menu will now include a Window option. This option is usually hidden, but now you can see it between the Tools and Help menu.4.Select the Window menu and choose from Cascade or Tile for your preferred format.

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How to Create an ACT! Contact Directly from an Outlook E-mail?

Did you know that you can create a new ACT! contact directly from an Outlook e-mail message?

1. Once you integrate* your ACT! and Outlook, you will see this new ACT! icon "Create a new contact in ACT!" appearing on e-mail messages in your Outlook.

2. Open any e-mail and click on the Create ACT! Contact icon on the task bar.

3. ACT! will automatically create a contact record based on the information available in the e-mail (it populates the Contact name and E-mail Address fields).

4. You can then add additional information to fields such as phone, address, company, etc.

ACT! will even check for duplicates before adding a contact. This allows you to efficiently add new contacts, while ensuring a clean database.

#Feature available only in ACT! 2007 and 2008

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