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ACT! Outlook Synchronization

We are ACT! users and we prefer to do basic CRM tasks in Outlook such as creating and modifying contacts, attaching incoming emails to contact history, creating ACT activities in Outlook, and starting opportunities based on incoming emails. That's why we created Outlook addin integration to synchronize all these changes with ACT!
There are two advantages of data synchronization: first it allows you to keep a specific subset of your own data in your Outlook profile and you can further synchronize Outlook with mobile devices such as: Blackberry, Windows mobile, Apple iPhone and Palm.
You can select specific contacts for synchronization by Group(s) or Account manager or you can sync all records you have in your ACT! database. On top of it you can create ACT! Opportunity and Activity straight from Outlook!
act synching
  • Contacts
  • Notes
  • History
  • Activities
  • Opportunities
 outlook
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Contacts and History synchronization

You can modify a contacts in both ACT! and Outlook and synchronization routine keeps your changes in sync. Whenever you create a contact in Outlook it will be exported to ACT! and new ACT! contacts will be imported back to Outlook. Custom fields you have defined in ACT! will be transferred to Outlook as well as contact notes. In order to synchronize specific contacts to Outlook you can specify ACT! group(s) and sync exports only contacts from these groups. It is designed to skip private contacts as well. One way or two way merge is supported - just define your preferences during setup.
You can sync ACT! data with Exchange Public Folders just choose any public contact folder for Contacts and Task folder for Opportunities and Activities. All ACT! versions starting from 2007(9.0),2008(10.0),2009(11.0),2010(12.0) are supported.

How it works:
After you installed plugin you go to Outlook->Tools->Options->ACT! Connect and configure your database login. Then at Sync setup you type comma separated list of ACT! groups you want to synchronize. You may choose to sync all or contacts by record manager. You choose Outlook folder you want to link ACT! groups to. Then you have "Export to ACT!" button integrated into main toolbar. Click Sync Contacts submenu to start synchronization process. ACT! Sync will import all contacts from ACT! group(s) into Outlook folder of your choice as well as it will export all contacts from this folder to ACT! skipping "Private" of course. Whenever you make a change in Outlook or ACT! during next synchronization it will be picked up. You may choose to copy ACT! notes to contact body text. Notes would be placed between "ACT NOTES"..."END ACT NOTES" tags.

Activities and Opportunities synchronization

You can choose if you want to copy current Activities or open Opportunities to your Outlook or mobile. They will be copied as Tasks with ACT! related properties added to Task description. By changing this description you can Clear task or in case of Opportunities progress them to a next stage straight from you mobile phone. You can create a new Activity or Opportunity from your phone by typing special text at description so next time you synchronize a new Activity or Opportunity will be created in ACT!
On top of it you can create an Activity by clicking on any Inbox or Outbox email. A dialog will be shown where you choose activity type (call/meeting/todo..) date and time. Contact would be automatically prefilled based on the email. Similarly you can create Opportunity by right clicking on email fill Opportunity properties, choose process and stage and save. Next when you look at the contact from Outlook there will be a list (coming soon) of opportunities from ACT! displayed. You can progress the opportunity to the next stage straight from Outlook as well. (Current version transfers Activities one way from ACT, if you need 2 way Activity sync request a developer version)

Email history

If you prefer to receive and send emails with Microsoft Outlook then ACT! Connect will help you record any incoming or outgoing emails to ACT! Contact History with attachments.
- When you receive an email just right click on it and choose Export to ACT!
- When you sent an email right click over it at Sent Items folder and choose Export to ACT!
History record will be created with body of the email as a description You can also link multiple emails from your Outlook inbox/outbox to a contact history in ACT!

How it works:
Outlook 2007 and ACT! history Toolbar button Addin Plugin On the main Outlook toolbar there is Export to ACT! button. If you have an email selected in any of the Inbox folders this email will be assigned to sender of the email message. If you are inside Outbox folder the email will be linked to recipients of the email message.
As email may have multiple recipients ACT! Outlook Connect Addin scans To and Cc and give you a list of matching contacts in ACT!. You can further search for other contact then transfer to one or many found or even create a new ACT! contact on the fly.
 
Outlook 2007 Context menu You can also right mouse click on any email message and assign to sender or recipients depending on Outlook folder you are in. Context menu will change based on Outlook folder as well.
Assign manually designed when you want to copy a message to another contact. If you want to synchronize contacts with ACT! you click Sync Contacts to start merge process.

If you want to link Outlook email to a different ACT! contact you can right click->Assign Manually and search for a contact by company name, first/last name and email. You can even transfer this email to multiple found contacts.
 
Web Leads processing

If you have a webform that sends you emails with prospects registration data ACT Connect can scan received email and extract form data to create a contact. You can map web form fields to any ACT field. Multiple forms are supported. This feature is not released yet but you can ask for the latestbuild


ACT! Connect is now available for free Download a copy! or View program screenshots

ACT! Outlook attach Contact history Copy or Link Opportunity Export Import Store or Save contacts transfer merge activities/calendar ACT! Database Opener

export/import synchronize and link all contacts

Sage ACT! provides a chargeable service to open your sql server instance database.
Open/unlock potential of your ACT! database with our database opener tool for free.
  • Allows you to backup or schedule SQL Server tasks after open
  • Outlook ACT Integration addin synchronizes and links both systems. No need to go through export/import again
  • 1 way or 2 way transfer
  • Save money on ACT! license. Create Opportunities, Schedule Activities, manage history notes straight from Outlook
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