Coaching

Conversations for Action...the power training with the secret keys to effective communication

Workshops 

Newsletter for Success

Golf and

Sales

Mastery

Time Management

Quick Tips

Home

Search

Act! tips for the Spring of 2004

Here are three topics to keep around because they are recurring problems.  First how to merge duplicate records. Second, why do the links in my templates disappear? Third, how do I do a mass e-mail?

First how to do mass e-mail in Act!

With all of the Internet and email action in business today this is a very good tool to use for Act

1.     First look up a group of people that you want to email. (Look through their records to insure that they all have an email address in the email field of their contact record)

2.     Choose Write and then Mail Merge

3.     When the Mail merge dialogue box pops up choose Email down on the left corner. Make sure you have the line marked Current Lookup selected too

4.     Now choose the template message you want from the list in the dialogue box. (Good email etiquette advises people to send small email messages in a broadcast, because some email boxes have a maximum size for a message.)

5.     Choose the subject and then click OK

6.     Act will start your mail merge. DO NOT SEND TO LARGE GROUPS OF PEOPLE THIS MAY CRASH YOUR SYSTEM. Email takes up a lot of system resources.

7.     When your email is sent Act will advise you if it has been successful and put a note in the history of everyone that got the email

Second, What happens to my links and how do I repair them?  

If you have a crash on your computer, by crash I mean where the computer freezes or some other problem that makes your computer close programs without your help, this crash if Act! is open can cause your links to be disabled.  The only solution is to copy the text of your template and reedit the original letter or other type of document.  Then past the text in the renamed template.

Third, How do I merge duplicate records?  I love the fact that Act! has built a huge database of solutions in their knowledge base.  This allows the average user to be as skilled at problem solving as a full time consultant.  You must be patient in your search cause your question may not find the right answer on the first try, but keep working with the order and choice of words and you'll find many solutions. 

About merging duplicate records  here is what the knowledge base suggests. 

Back up your database before starting this procedure.

1. Choose Tools, Scan for Duplicates. When complete, the status bar (at the bottom left of the ACT! window) will indicate Lookup: Duplicate.
2. If you want to merge all duplicate records, skip to step 3; otherwise, to select which contact records to merge, follow these steps before going on to step 3:

1. Choose the View menu, and click Contact List.
2. Select the records you want to merge.
3. Right-click on the contact list and choose Lookup Selected from the shortcut menu.
4. Choose the View menu, and click Contacts.

3. Choose the File menu, point to Data Exchange, and then click Export.
4. Make sure that the file type is ACT! 3.0, 4.0, or 2000, (depending on your version), type a unique filename for the temporary database (for example, DUPES.DBF), and then click Next.
5. Choose Contact Records Only, and click Next.
6. Choose Current Lookup, and click Finish.
7. In the Enter "My Record" Information dialog box, click Select. Highlight your name in the list and click OK. ACT! creates a new database for the duplicate records, but you remain in the lookup you created.
8. Choose the Contact menu, and click Delete Contact.
9. Click Lookup, then click Yes when asked if you are sure you want to permanently delete the lookup. Then, when you are told there are no more records in the lookup, click OK.
10. Choose the File menu, point to Data Exchange, and then click Import.
11. Make sure that the file type is ACT! 3.0, 4.0, or 2000, (depending on your version), browse to locate the temporary database you created for the duplicate records (for example, DUPES.DBF), and then click Next.
12. In the Contact Map dialog box, click Finish. (The fields in both databases already are in the same locations.)
13. The Import function will merge the duplicate contacts.

Need a speaker for your next event or sales meeting? Contact Brad Sandy @ 800-735-5717   (800-Sell-717)

If you are interested in advertising in our Newsletter Email us.

1-800-SELL-717

  Home

    The Zen masters say, "One day with a master is better than reading 1000 books."  You can improve your sales and develop a life long strategy that puts you in the 20% category. 

Send mail to brad.sandy - at - 800sell.com with questions or comments about this web site.
Copyright © 2003-2008 Mastery of Sales