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Chicago ACT! USER GROUP
Meeting Notes
Meeting Date: February 11, 1997
NEWS YOU CAN USE: ACT! 3.0 users, the
latest release of ACT! is version 3.0.3. (Use the command HELP, ABOUT ACT! to check which
version you have.) If you don't have the latest update, you can download it from
Symantec's Web site (or use ACT!'s LiveUpdate feature). Patch disks will also be available
at User Group meetings.
MEETING FEATURE: This month we took the
opportunity to conduct an ACT! "mini lesson" at our SIG meeting. We focused on
one of the basic features of ACT!: Lookups.
Simple Lookups
Put simply, lookups enable you to cull out or select
contacts on the basis of the specific criteria of your choice. For example, you can look
up everyone in your database who is a customer, or, all contacts in Peoria. These simple
lookups are called quick lookups. This is because they are fast and they search on
specific parameters (fields) appearing on the LOOKUP drop-down menu. These fields are:
First Name, Last Name, Company, City, State, Zip, Phone, and ID Status. Each of these
fields is "indexed" by ACT!, therefore making lookups fast.
More Complex Lookups
ACT! 3.0 users can perform more sophisticated lookups
without becoming experts in Boolean algebra thanks to a new feature which enables you to
"build" lookups. This feature makes use of a new dialog box having three
choices: Replace, Add To, and Narrow. Here's an example. To look up all contacts in Texas
and California who are customers (i.e., ID Status = Customer) the commands would be:
LOOKUP, STATE (TX), LOOKUP, STATE (CA), then check off "Add" in the dialog box.
Next, LOOKUP, ID STATUS (Customer) and check off "Narrow" in the dialog box.
This new dialog box appears only when doing quick lookups
- i.e. lookups on indexed fields. If you find that you are frequently performing these
sorts of lookups involving other fields, you can designate these other field(s) as indexed
fields. The command to do so is EDIT, DEFINE FIELDS. Click on "Advanced" in the
Define Fields dialog box. Then check off "New Index". A word of caution: define
indexed fields judiciously. Adding indexed fields will slow down your system.
Other ACT! 3.0 lookups include Keyword lookups and Lookup
By Example. Keyword lookups allow you to search contacts, notes, history, activities, and
e-mail addresses for specific words or phrases. The command LOOKUP, BY EXAMPLE replaces
ACT! 2.0's LOOKUP, OTHER command and permits users to type Boolean operators (such as
>, <, or = ) right in fields.
This makes it possible to easily find all contacts who
were sent a letter after January 1, for example. To find these contacts, use the lookup by
example command and type ">1/1/97" in the Letter Date field. You can refine
searches by entering search criteria in as many fields as you would like.
Advanced Searches
ACT!'s advanced searches are called Advanced Queries. They
represent the most sophisticated and detailed searches and are written in Boolean algebra.
Advanced queries can be saved as files for later use as needed. The easiest way to create
an advanced query is to start with the LOOKUP, BY EXAMPLE command and to plug in as much
information as possible into the contact screen. The command QUERY, CONVERT TO SMART QUERY
will convert the query into its Boolean equivalent. At this point, the query can be
altered, appended, or saved.
Tips and Tricks for Lookups
· Search for blanks in any field (such as missing phone
numbers) using "CTRL F5" to designate a blank field.
· Search for the presence of any characters in a field by
typing ">*" in the appropriate field to designate any text.
· Acceptable Boolean Operators in Lookup By Example
searches are >, <, =, >=, or <=.
· Search for any specific text in a field by using
asterisks to designate 'include'. For example, typing "*vice*" into the Title
field tells ACT! to find all contacts whose titles are Vice President, Executive Vice
President, or Service Technician (among others).
· When writing advanced queries, use parentheses to
specify which algebraic operations are to be performed first.
OPEN FORUM:
Deleting the Contents of a Field
Q How can I delete the contents of a single field in my
entire database??
A As a first step, it is a good idea to back up your
database. It is impossible to recover this information once a field is deleted. Next,
execute the command EDIT, CURRENT LOOKUP. Move the cursor to the field of interest and hit
the keys CTRL F5 simultaneously. This inserts "<<>>" (a blank) in
the field. Click OK to execute. In ACT! 3.0, the command is called REPLACE.
Caller ID
Q How can I get Caller ID to work with ACT! 3.0?
A The first step in getting Caller ID to work with ACT! is
to get Caller ID to work without ACT!. This means making sure the hardware is appropriate
and the correct drivers are properly configured. You'll need a TAPI (Telephony
Applications Programmers Interface) compliant modem. (The standard fax/modem that came
with your PC probably won't work.) The TAPI modem operates through a TAPI port (not a COM
port).
Once the correct hardware is properly installed and
configured, you'll need to configure ACT!. To do so, execute the command EDIT,
PREFERENCES. Select Use Dialer and Lookup Contact Using Caller ID.
OUR NEXT MEETINGS . . .
of the ACT! User Group will be on April 8 (ACT! 3.0 Mini
Lesson on Writing Form Letters) and on May 13 (ACT! and E-mail).
The ACT! User Group (a SIG of the C.C.S.) holds meetings
on the second Tuesday of the month eight months out of the year. User Group meetings are
free and open to all C.C.S. members. They are held at the Midway Motor Lodge in Elk Grove
Village. Call E Tech Systems at 847-352-4770 or visit www.etechsys.com for details.
© Copyright 1997 by Alan M. Lee, all rights reserved.
Other nonprofit computer user's groups may reprint this material providing credit is given
the author and C.C.S. Future rights for publication reserved by Alan M. Lee. ACT! is a
registered trademark of Symantec Corporation.
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