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Volume 4 — Issue 5 ExtraThe Why & How of using ACT! software to Build Your Business May 2005 Driven to ACT! Victoria Marechal Cover Story ACT! Certified Consultant, Los Angeles, CA Driven to ACT! I can’t speak for all of the millions of ACT!! users but I would suspect a o you think ACT! can guide you honestly say I’m driven by ACT!. And as lot of you have not even scratched all the way to the bank? Of far as you men are concerned, it might the surface of this program’s power. course, it is just the vehicle even be a miracle; just think: You may Here are several under-utilized to take you there. This article never need to ask for directions again! parts of ACT!! to deliver you to your destination. willD show you how ACT! can get you If you have not already, check out the where you want to go. globe icon in ACT! 2005. It is located in 5 From The ACT! Knowledge Center: Some ACT! users will find a few the upper right hand side of the toolbar. How to Back Up and roadblocks on the way. I can’t speak See Figure 1. Restore an ACT! 2005 for all of the millions of ACT! users but With one click, MapBlast will Database I would suspect a lot of these folks have automatically display a map of your This article will assist you in creating and then restoring a not even scratched the surface of this contACT!’s location. For those who have backup in ACT! 2005. program’s power. Is software similar to not upgraded to the latest, you can get our brains? In other words, are most of this to work in ACT! 6.0 or 5.0, but it will 7 New Business us using only 10% of what is available? take much more effort. You need to be Development, part 1 Why not put some of these neglected of an advanced level, otherwise, use an This month, we begin a short series of articles, designed to resources into high gear. Here is one ACC to engineer this set up. Read on for help you build your business. under-utilized part of ACT! to deliver you the roadmap on how to build the Map to your destination. interface and more related tools to draw 9 Q&A with an ACT! Pro information directly from the internet We sorted our mailbag in search Map to Contacts (see Figure 2). of a few questions to answer to keep you cool in this summer heat. ACT! will literally guide you to your First, we will give you info on PDA customers. I’m not talking about a Overview of How Internet Links Phones that link with ACT. We’ll lookup, data mining or some report; I Works with .WEB Files also be solving two issues with ACT e-mail. We will show you how to mean finding your contACT!’s location on You can get real-time information reply to e-mail so the history drops a map. It’s one of the newest goodies in related to a contACT! from the web. For into the recipient’s record avoiding ACT! 2005 and it is not even promoted instance, you can find what the weather a misplaced log onto your record, and we will aid a reader who needs as an enhancement. It is so simple to and 5 day forecast is for your contACT!’s to know how to set up an HTML use; it’s only one click. location. Beside the maps, you can look e-mail signature. Finally, work In Los Angeles, where I’m based, this up other information about a company smarter not harder via your internet feature comes in very handy when I need or contACT!. This type of link can browser as we preview ACT! 2005 Premium for the Web.browser as we to go to meet a new client. So I can Continued on page 2 preview ACT! 2005 Premium for the Web.
Figure 1. Hovering above the Map icon in ACT! 2005 Driven to ACT!... this your final destination, I’m going May 2005, Volume 4, Issue 5 Continued from page 1 to recommend you delete a couple of ACT! Extra is published monthly (12 times per year) by Buzz Publishing Inc., PO Box 828, Ro- links to eliminate a significant issue, swell, GA 30077. automatically insert your information to see Links that Provoke Debugger. And Copyright 2005, Buzz Publishing Inc. All rights do internet searches. Plus, it can deliver if you want to travel further with me © reserved. No part of this periodical may be used a handy dictionary (Sadly, it does not we can customize and fix these tools or reproduced in any fashion whatsoever (except work in the Notes area). for a lot more functionality. So come in the case of brief quotations embodied in The first part is easy -- just download with me as we create a small WEB file critical articles and reviews) without the prior written consent of Buzz Publishing Inc. ACT! the Internet Link file. But as you which will extrACT! the current contACT! Extra is a trademark of Buzz Publishing Inc. proceed, it gets progressively more information and deliver lookups via Brand and product names are registered trade- challenging. The Links are simple to Internet Explorer. That’s all there is to marks of their respective holders. All prices use; all you will have to do is land on it; does it seem simple enough? listed are subject to change. the desired contACT! and run the link, There is only one other issue for you This publication is intended as a general guide. but this is where the bigger challenges to consider besides a bit of a complex set It covers a highly technical and complex subject begin. It is necessary to fix these links up. Before you download, you will find and should not be used for making decisions to get it to run perfectly. You will need a Disclaimer regarding Internet Links. concerning specific products or applications. to read this article thoroughly to be This legal notice says this download Articles and advertising in ACT! Extra may or prepared. I have described the fix in hasn’t been tested extensively and Tech may not reflect the views of Buzz Publishing Inc. detail. After you have gotten up to Support will not assist you with this or Sage Software, makers of ACT!. speed and are confident to move forward, “patch”. Although a significant issue SUBSCRIPTION RATES: you can customize these links for a world popped up with a two Internet Links, United States: One year (12 issues) $109.95 of possibilities. it was easy for me to handle without Two years (24 issues) $219.95 In general, we are going to download dire consequences. I will describe International: One year (12 issues) *$129.95 Two years (24 issues) *$239.95 a little file, unzip it, and load it onto a these exceptions in detail and how I Single issue rate: $14.95 (International specific location. If you choose to make handled the problem. Continue to read *$16.95)*Funds must be in US currency
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ACT! Technical Support Best Software, makers of ACT! Online at: www.act.com/support/index.cfm Figure 2. MapBlast displays address location
2 ACT! Extra – May 2005 through this article before you decide NetLinks folder. to progress. If you decide to move To verify the location forward and are very confident you can of NetLink s folder, handle the consequences, I suggest you open ACT! and click on make a backup beforehand. It is very Edit | Preferences. important for me to let you know -- your Underneath the General circumstances could be different from tab, look to the left for mine. Therefore, Caveat Emptor. the Default Locations area. Select the File Download Internet Links Type, NetLinks, and the Are you ready to warm up your location will appear in engines and download? Go to www. the field. If it is not Figure 4. Unzip to NetLinks ACT!.com/support/updates. Scroll correct, you can Browse way down the page to “Updates”. Select to get the program to ACT! 6.0 Internet Links. Click Download point to the right place. now. A dialogue window will open and If you have not already, allow you to select either to Open or complete the Unzip of Save the file. the download to the appropriate location While ACT! suggests you save it (see Figure 4). on your Desktop, I prefer to save it on a portable USB hard drive where I Get Driving Directions, Maps, permanently store all downloads. I Stock Prices, and Weather Too do this instead of burning individual Open ACT!. Click on the Online from CDs. It is my way of easily keeping the the main menu and go to Internet Links. multitude of downloaded programs that You will now see several new links for might be needed for a clean reinstall Driving Directions, Maps, Weather, and (see Figure 3). so forth. Notice you can keep tabs on Shut down ACT!. Locate the saved stock value too if you have filled in the Figure 5. Menu of Internet Links download and unzip the file. Answer the company’s ticker symbol for a contACT! dialogue box with the specific location (see Figure 5). of your ACT! program folder NetLinks. Not all of these links worked as contACT!’s company name Yahoo will Usually this folder rests underneath planned so here is a detail listing of the give you the stock symbol. Place C:\Program Files\ACT! in a folder titled links including the file name and what I this symbol into the field Ticker NetLinks. The unzip must go to the found to be performance issues. Symbol to make the next lookup work. File is named 9908tick.web Internet Links Described in Detail Stock Quote: Yahoo give real time stock Links that worked flawlessly for me: quotes from the Ticker Symbol field, Dictionary: Opens One Look Dictionary 9907quot.web. and delivers definitions or links to, Person Search: Gives you a Yahoo search 50001dic.web of the contACT!’s name, 9910per. Maps: Opens a Yahoo map for the current web. contACT!, 9901map.web. Imperfect Links – these work but need Weather: Yahoo will get the 5 day a little hand from you to work exactly forecast for your current contACT!, as planned. Figure 3. Download Internet Links.exe 9903wthr.web from www.ACT!.com/support/updates Ticker Symbol Lookup: Using the current Continued on page 4
ACT! Extra – May 2005 3 Driven to ACT!... Continued from page 3
Here are the two that worked partially. These two are dependant upon you to type in some info. So it was not automatic as it did not exchange info in such a way as to make the lookup complete. But even so, I did get the opportunity to complete the lookup manually. I believe these are flawed due to rewritten HTML on the featured website. Therefore the field info does not drop in where it was originally planned. Less likely but another possible affect is due to the way the .WEB file identifies the contACT! fields. Some of the fields, I have noticed, do not contain the numeric designation for that particular field. Read on, you can learn a do it yourself fix and maybe create a few new ones of your own. Driving Directions: Because Yahoo has rewritten the HTML code for this page Figure 6. View the existing .WEB files it only partially works, you will need to type in yours and the contACT!’s corrupt the program and maybe your each of the Internet Link menu items zip code to make it work. File is data. If that is the case you may have corresponds to a separate text file with named 9901driv.web. to reload the whole ACT! program. That the .WEB file extension. These files are Local Info: this will open the Yahoo lo- is why I suggested you backup your data stored in ACT!’s NetLinks folder which cal search but it does not load auto- earlier in this article. If you can not is the same place we put the unzipped matically the location address. File make the Debugger go away, use Ctl – Internet Links file, as was described is named 9904locl.web. Alt – Del to open Task Manager and shut above. down the debugger. If you choose not Careful, unlike most ACT! files, WEB Links that Provoke Debugger to fix these links, I strongly recommend files are read once when ACT! starts. If Debuggers. -- Gee, this would be the you delete these from Netlinks so some you create or modify .WEB files, first you perfect opportunity to come up with unsophisticated user doesn’t cause a must exit, make your changes and then a rakish joke, but propriety and my crash and/or corruption. restart ACT! publisher put on the brakes. Why don’t Company News: Broken interface, I have chosen the buggy Lookup Text you come up with one of your own. The Debugger opens. File is named to tune up. We can adapt it to use a following Internet Links invoke Just-In- 9906comp.web. Google search and it will run beautifully. Time Debugger. I had to click on “No” Text Search: Riles up the Debugger Follow along, I think you will find it three times to make it go away. too. File is called 9911test.web. a very smooth ride from here to our Caution: If you by accident click destination. yes, the Debugger will start to debug .WEB Fix It the entire ACT! program and possibly As we begin our fix it, you may recall,
4 ACT! Extra – May 2005 Figure 7. Contents of both old and n e w W E B files
Go to the .WEB files via Windows from the Figure 6 screen shot, shown file extension at the end of the file name Explorer above, I have already modified the file (see Figure 7). Close ACT!. Go to Windows Explorer name to 9915text.WEB. The WEB files and navigate to your ACT! program files are arranged on the drop down menu in View the WEB file in Notepad.exe (usually C:\Program Files\ACT!). Go one numerical order so that is why I chose a The old 9911text.WEB file contains the step further and find the NetLinks folder. file name to fit in line with the number following: Click to open this folder. You will find sequence. [Text S&earch]http://search.yahoo. about 15 files; most have the file name It is important to save the file as com/bin/search?p=
Product(s): ACT! 2005 for Windows; ACT! 2005 Premium for Workgroups Knowledge Base document for Operating System(s):Windows 2000; Windows XP additional information on this You Can Check out Lots of Great article Home; Windows XP Pro; Windows 2003 Server topic: FREE on the ACT! Knowledge Center: Title : What are the Security Levels http://www.act.com/support/ Situation: in ACT! 2005 technicalsupport/index.cfm You would like to create a backup of your Document ID : 20031061474 database or restore a previous backup. Web URL : http://itdomino.act. Floppy disks cannot be used to back com/act.nsf/docid/20031061474 up your ACT! 2005 database. Solution: The following steps will assist you in If you are creating a backup to your What files are included in an ACT! creating and then restoring a backup. local hard drive, to a network drive, or 2005 backup? Please note that ACT! 2005 has security to a removable drive such as a Zip drive, ◆ Database features which apply to backup and follow these steps. If you are creating ◆ Attached Documents restore functions. your backup on CD or using a tape backup ◆ Layouts system, read the section for creating a Please see the following backup to these devices. Continued on page 8
ACT! Extra – May 2005 5 Driven to ACT!... Figure 8. Continued from page 5 G o o g l e
The second part is the sample of http portion which query text shows the specific URL link to Yahoo lookup. Within that and after the equal = sign, and enclosed in angle brackets, is the text is the part we will modify. Test your new Internet Lookup drawn from inside ACT!. Open ACT! and go to a field within a Modify the Text and Save contACT! that has suitable text to test Find Structure to the New Lookup There are two parts to change. Keep in our lookup. First highlight the text you Criteria mind there are no spaces in a browser want Google to lookup. Go to the Online To find out what I needed for a lookup based query. First is the menu designa- menu, drop down to Internet Links and in Google, I went to Google and typed tion. It leads the text and is shown with- select our new Text Search Google. If in Selected Text and hit Enter. The in brackets. We must make this unique your syntax is properly tuned you will browser address box displays the syntax from the older file, [Text S&earch]. So see the results immediately. I need. The part of the web query with I have modified it to read [Text Search Selected Text is the only area I will need Google]. Use an optional ampersand Other Thoughts on Developing to modify. to create a menu shortcut. The amper- New Internet Lookups In general, and for future reference, if sand should proceed the shortcut letter Keep this function in mind for regularly you want to create a new Internet Link, and must be unique to that portion of performed searches on the internet. You you can use this same technique to pull the menu. can automate anyone of those queries formats which indicate the field name. Now we will break down the other and it can be a huge time saver. Since Just go to the online address and fill in part which specifies ACT! field data to you now understand all of the pieces to each box with the ACT! field name. This push out into the internet. Specific put this together, you can modify and will help you retain the exACT! syntax to our new link is “selected text” which correct the flawed, existing IL or make and just drop in the right field tags. You we were able to include in the Google your own from scratch. might want to open ACT!DIAG to locate syntax. To specify the exACT! field The basic secret is to find a form on the field names and numerical identifier. information to be uploaded, refer to the the internet and fill in the boxes with I noticed that some of the existing IL in old query in Figure 7. You will want to ACT! field names. This will help you ACT! have field numerical designations insert the same field syntax as the old identify exACT!ly the area to modify but some did not. Although I did not file. In this case it will be
6 ACT! Extra – May 2005 New Business Development, part 1 Andrea B. Edwards Vice President, Business Development at Bullfrog Solutions
his month, we begin a short se- phone was our friend, often carrying Three letters, sent once a week for ries of articles, designed to help good news (“You’ve been awarded the three weeks, followed up by two phone you build your business. Each contract.”). All of a sudden, when we calls in the fourth week. The genesis month for the next few months, have to pick up the phone, call strangers of this program was some research done Twe’ll touch on a different aspect of New (strange people?), and talk about our a few years ago by Sales and Marketing Business Development (aka: prospect- product/services, the phone becomes Magazine, showing that the vast majority ing for new business, trolling, dialing our enemy! of sales people stop calling prospects for dollars, etc.). I’d like to propose an updated (suspects?) after two – maybe three- In my experience as a sales person approach to New Business Development, tries, and it’s after the fifth touch point and a sales consultant, I find that this which is a combination of sending a that the probability of closing business entire subject of prospecting makes letter via conventional mail (sounds goes up to 50%! grown ups act like petulant children quaint, doesn’t it?) and following it Letter 1, sent out on a Monday, and use every available (lame) excuse up with several phone calls. I call it talks about common business issues to avoid it. Like going to the dentist, the Five Touch Point Campaign (FTP). or common goals that your targeted you’re glad when it’s over, and it’s This approach has been developed audience can identify with. For example, awful getting yourself there. I’ve often over the past few years with a former in the technology arena, I might suggest wondered why we loathe prospecting business partner and is a reflection of that some of the issues they’re dealing so much, and after much thought and understanding that our buyers now buy with are “shrinking profit margins” and research, I’ve concluded what you, differently than in the past. It’s really “significant dollars spent outsourcing dear reader, have already figured out: a bow to accepting that our buyers work.” Be sure to target goals or issues who wants to be rejected, or talk to a are much more sophisticated (and that your product or service can fix. recording device (voice mail) and never demanding) now, and therefore need to Reference no more than 4 issues. get any confirmation that we’re getting be “sold to” in a different way. Many of Letter 2, sent to the same group anywhere????? my clients have used this approach and a week later, should include how your For a long time, the most commonly have had a very good close ratio (when product or service can specifically known form of New Business Development compared to only cold calling): a 3.6% address the issues you referenced in (only then it was known as prospecting) close ratio (standard rates are less than the earlier letter. If you brought up 4 was the telephone. Until we had one per cent). issues, be sure to include 4 highlights to use it to speak to strangers, the The FTP campaign has two parts: of your product that can rescue them. Think of the first letter as the “hurt” and TABLE 1 Week 1 Week 2 Week 3 Week 4 the second letter as the “rescue.” Be Group A Letter 1 Letter 2 Letter 3 Phone calls 1 and 2 careful that this letter does not become a “core dump” of how simply fabulous Group B Letter 1 Letter 2 Letter 3 your product or service is. Your reader will be turned off and your approach Group C Letter 1 Letter 2 will fail. Letter 3, sent to the same group a Table 1. A suggested schedule for the FTP campaign Continued on back cover
ACT! Extra – May 2005 7 Backup and Restore... 3. For added security, password protect suggested), enter a new File name Continued from page 5 your backup file by enabling the (if desired) and then click Save. The Password protect file option. Backup Database dialog re-appears. ◆ Document Templates ◆ Report Templates Note: Once you have set a Hint: Adding today’s date to ◆ Saved Queries password for this backup file, the the File Name will help organize file can not be restored and there your backup files and prevent Personal Files may also be backed will be no way to retrieve the data overwriting of your previous backup. up. without the password. 4. At this point, you have the option Personal Files include: 4. Click OK to start the backup. A Back to set a password for your backup. ◆ Documents that you have saved Up progress indicator appears as your Adding a password is not required. ◆ Internet links database is backed up. This adds more security, ensuring ◆ Spell check Dictionaries 5. If the backup is successful, a Backup that only an administrative user of dialog will also appear to indicate that database who has the password There is a separate process for that the backup was completed will be able to restore the backup. creating this backup, covered in successfully. Note: Once you have set a password the following document: for this backup file, the file can Title : How to Backup and Restore Creating a Backup on CD or not be restored and there will Personal Files in ACT! 2005 automated backup system be no way to retrieve the data Document ID : 200432514219 You will not be able to create a backup without the password. Web URL : http://itdomino.act. file directly to CD or use an automated 5. Click OK to start the backup. A com/act.nsf/docid/200432514219 backup system to work through the ACT! progress indicator appears as your program to backup the ACT! database. database is backed up. Database Backup You will need to create the backup file 6. Use your CD Burning software, 1. Click the File menu, point to Backup, separately, and then use your CD burning provided with your CD Recorder, to and then click Database. The Back Up software to store the backup file on the safely store the file on CD, or use your Database dialog appears. CD or direct your automated backup automated backup system to back the 2. Verify the location for the backup. system to your backup file. file up to tape. If you need assistance This backup may go to a removable with these products, please contact drive, such as a zip drive, to a 1. Click the File menu, point to Backup, the software vendor. Sage Software network drive, such as H: or S:, or and then click Database. The Back Up does not provide support for these to your local hard drive. Under most Database dialog appears. products. ◆ circumstances, you will NOT be able 2. Click the Browse button. A Save As to send your backup file to your CD- dialog appears. For Restoring a Database, see the ROM drive using the ACT! backup 3. Click the Desktop button or change continuation of this article on function. Click Browse to change the Save In field to an alternate http://itdomino.act.com/act. the destination of your backup. (if location on your hard drive for this nsf/docid/20043108032 necessary) backup. (the Windows Desktop is
Are you missing an issue? Did you receive a damaged issue? We want to know about it, and we want to fix it. Write to us: [email protected]
8 ACT! Extra – May 2005 “Ask The Pro” Q&A with an ACT! Pro THIS MONTH Victoria Marechal ACT! Certified Consultant, Los Angeles, CA
n the heat of summer, most of us alize it’s a dummy phone; it won’t even phone functions only. It is not exactly want to keep chillin’. So we sort- talk to ACT! Would you give me info on an operating system, it doesn’t interface ed our mailbag in search of a few the latest units to choose from? with a PC desktop, and it is unlikely to questions to answer to keep you KDW via e-mail to Buzz mailbox evolve to that point. Idew fresh and not force you to breaking It is hard to cull through all the hype. into a sweat. First, we will give you info You hit the nail on the head; You will find carriers pushing “smart on PDA Phones that link with ACT. You some of these so called smart phones” without the a clarity of func- can keep in touch with your clients at phones don’t measure up. It tions. At my cell phone carrier’s retail the same time looking good to your boss depends upon who is defining stores there is a proliferation of phones despite the fact you’re multitasking, and A“smart”. Obviously it is a subjective de- on display. But the more sophisticated, getting a tan. We’ll provide a little air scription, loosely tossed around. Even PC friendly ones are not displayed promi- conditioning between your ears solving Microsoft earlier this year decided to opt nently. Fewer yet are models available two issues with ACT e-mail. We will show out of the trade names Smartphone and for immediate activation. Am I to as- you how to reply to e-mail so the history Pocket PC in favor of the very branded sume all of the really “smart” phones drops into the recipient’s record avoid- moniker “Windows Mobile.” are at a Mensa meeting, or are they just ing a misplaced log onto your record, and Following up on last month’s question on backorder? we will aid a reader who needs to know about the latest PDA Phone we have put Since the marketplace changes quick- how to set up an HTML e-mail signature. together a comparison chart (see Figure ly, you may find a phone listed that has Finally, we will see to it your vacation 1) to help you make your decision. In been dropped by a carrier, or a phone not is much easier, or at least subvert your compiling the chart we selected best listed on our list. If you are perplexed, attention to the productivity mantra: selling units available in the United keep in mind you can automatically ex- Work smarter not harder via your inter- States. In doing so, we searched five clude some PDA phones based upon the net browser as we preview ACT! 2005 major cell phone providers and manu- phone operating systems because they Premium for the Web. factures in addition to independent re- don’t talk to ACT. If it runs on Symbian, We enjoy our subscriber’s questions views. All of that research aside, the don’t even think twice. Or if it is a pro- and comments. Keep in mind we do need durability of data on the internet fluc- prietary systems, read homemade, with to know the version of the software you tuates greatly, so there is the possibility the exception of the Blackberry, just are using so we can tailor our response some sources are out of date. Comparing walk away. You don’t need the aggra- to your query. And it bears repeating - this list to a chart I created less than a vation. - although we wish we could, we do not year ago, it is interesting that in time Caution: Readers using earlier ACT! reply to reader queries directly. the marketplace has narrowed with fewer versions, be very careful which ACT! link Palm and Microsoft units. Yet the most you choose to download. There are two ACT! 2005 Performance with surprising revelation is the proliferation versions of either ACT! Link for PocketPC Pocket PC/Phone of Symbian. Even though Symbian is a which could be confusing. One of I’m a CEO of a startup company joint venture by Ericsson, Panasonic, these only synchronizes with ACT! 2005 with a “smartphone”. Before Nokia, Samsung, Siemens AG and Sony Standard or Premium, the other works I got ACT!2005 I was rather Ericsson, and has a big foothold in the with 6.0. The only clue on the website Qpleased with it. But now I re- cellular industry, it’s limited to cell Continued on page 10
ACT! Extra – May 2005 9 Q&A... ing systems. Check out Companion Link can be maddening. Continued from page 9 Professional ($79.95), Chapura’s Pocket It can be changed but you must do Mirror ($29.95), Puma Tech’s Intellisync it each and every time you reply to an is the positioning underneath the related ($69.95), TransACT! for Pocket PC e-mail. I guess you do have a choice; version, therefore the 6.0 link is listed ($99.00), XTNDConnect ($44.95), plus you don’t have to reply to anyone’s mail under ACT! 6.0. It’s easier to see the dif- Handheld Connect for Blackberry, a wire- – Now that’s a refreshing thought. ference for the Palm sync as it is identi- less sync service ($179.00 one year). If Here is how you fix the reply is- fied as ACT! Link 2.0 for Palm OS (6.0) or you are dealing with MS Exchange, this sue. Initiate an e-mail Reply. Click on ACT! Link 2005 for Palm OS. Bottom line: could restrict your selection of soft- the “To” button to open the “Select Your sync software is determined by the ware link. Recipients” dialog box. Select from the ACT! version on your computer. In an upcoming issue we will look scroll down list or use the type ahead While there is the ACT! for Palm, an at the most exciting ability to access feature to send. This will apply the e- application that puts your whole ACT da- and maybe sync directly to ACT! via mail history, be it subject or subject to tabase on the Palm, it does not work with the internet with the upcoming initial the appropriate contact. 2005 -7.0 versions. The 1.0 version is a release of ACT! Premium for the Web. couple of years old and we have not been You might want to plan to upgrade your Elegant Signature for E-mail informed of an upcoming release. wireless phone to include internet ac- Besides the free ACT! Links, there are cess to take advantage of this ultra cool I have noticed quite a few several other linking applications that innovation. people who have a fancy clos- work with Palm and/or Microsoft operat- ing at the end of their e-mail. Errant E-mail Sometimes they even use their ownQ handwritten signature. Can you When I reply to an show me how to do this? Oh, by the way email, it does not I am using ACT 6.0. go under the notes/ Lisa via e-mail history column of Qthat contact. Instead, it Yes, this is done by setting gets attached underneath the up an HTML e-mail signature. Notes/History of My Contact. Take your pick, the hard way or In other databases I have the simple way. We will tackle set up, the reply gets filed Athe easier one first. If you decide to take away under the appropriate the challenge and go the more difficult contact. Any ideas? path, you should have some understand- Joe via e-mail ing of the HTML code. And you want to make sure you have the right software Of the ACT! e-mail tools for composing in an HTML mode, preferences “Create like Outlook, FrontPage, Netscape/ History,” including Mozilla Composer, or Microsoft Word, etc. the subject and text Aof my e-mails is a wonder- Verify Your Settings ful thing. It is the best tool Within ACT!, check your composing op- for my business since I use so tions. Go to Edit | Preferences. Look for much e-mail, and one that I the E-mail tab. Click on the Composing would have a hard time doing Options box to open the selection win- without – so if it gets mis- dow. The Send Messages preference Figure 1 Comparison of PDA Phones placed under My Contact, it must be specified as HTML. Notice the
10 ACT! Extra – May 2005 pointing arrow in Figure 2. extension for the 6.0 e- If you are using Outlook you can mail templates is .GMT. Go verify the HTML settings. Go to Tool | to Write | Edit Graphical Options. Click on Mail Format and verify E-mail Template. Open the setting for HTML. Do not checkmark the file called emailbody. the other boxes regarding Word and RTF. gmt. This is the file we See the Outlook options in Figure 3). use when we use the e-mail merge within ACT!. Usually Simple Solution: Create Default I immediately “Save As” HTML E-mail with Signature when I am working with a Inside default template. However, Figure 4 Edit Graphical (HTML) E-mail Template The easiest solution is to set up a new in this instance it is our default e-mail template so you can use it goal to keep this file as the default so it to check your e-mail by sending it to automatically each time. The file name will work with the standard Menu com- yourself before you distribute it to oth- mands. (See Figure 4). ers. The ACT! Word Processor will open. Close the Mail Merge Fields window. If Create Customized HTML you need it later you can find it in a Signature to Use with Outgoing drop down menu. This is where you will E-mail get creative. Set up your typed signa- This is the more complicated method ture by customizing it with your font but it will give you the most flexibility and size. Insert your web address, tele- as you can use this signature with any phone number, and so forth. If you do e-mail template. Open one of the above use a special font, keep it one that is named applications (Outlook, FrontPage, widely distributed therefore relatively Netscape/Mozilla Composer, or Microsoft basic so you can rely on it to be available Word, etc). on the recipient’s computer. Basic san The Mozilla Composer I use is very seirf fonts are Arial, Helvetica, Tahoma, helpful. It offers three different views. and Verdana. Widely distributed serif You can see the hard HTML code, a tagged fonts are Georgia, Times New Roman, and view, as well as a preview tab. Plus it Figure 2. Composing Options Times. You can also add your handwrit- creates a much simpler code than the ten signature or your photograph by in- other three Microsoft products. serting a gif or jpg image. Go to Insert If you are a novice, you can find a | Image. You should add alternate text sample e-mail signature file on the ACT! to identify the image if for some reason Knowledge Base to use as a starting the image is blocked by e-mail reader point. Drop this code into one of these (see Figure 5). applications and modify it to suit your As you finish, Save the file. Remember circumstances. As a precaution, once your signature is refined, save your work using Save As F i g u r e as a text file in the raw code format of 5. Insert the HTML. You will however, be copy- Image ing and pasting this hard code into the E-mail Preferences of ACT!. So keep the Figure 3. Outlook Options for Composing file open for convenience. Mail Format Continued on back cover
ACT! Extra – May 2005 11 Q&A... cleaned out. Somehow the style was af- Continued from page 11 fected by the carriage returns within. Keep in mind when you do use Open ACT! Go to Edit | Preferences | HTML in ACT! it only recognizes the E-mail |Composing Options (see Figure most elementary HTML codes. So 6). keep it simple to insure a clean look. Look at the lower left of the Composing Options window and click ACT! via Web Browser on the Signature box (see Figure 7). Do you know where to find Click on New. It will by default name step-by-step on how to set your new signature “Signature 1.” up and share an ACT! database Figure 6 Composing Options Look carefully back at the code you online through a Web site be- have developed. See the place where we Qtween two users? I came across an want to begin to copy. It is identified add-on product but it seemed pricey at by