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ACT! Outlook SynchronizationWe 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!
You can modify contacts in both ACT! and Outlook and the 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. To sync ACT! data with Exchange Public Folders, just choose any public contact folder for Contacts and a Task folder for Opportunities and Activities. All versions starting from ACT! 2007 (9.0), 2008 (10.0), 2009 (11.0), 2010 (12.0) and Outlook 2003, 2007, 2010 are supported. How it works:
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 Tasks 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 the 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 the activity type (call/meeting/todo..) date and time. Contact would be automatically prefilled based on the email. Similarly you can create an 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 developer version Opportunities are currently under development) 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 send an email right click over it at Sent Items folder and choose Export to ACT! A History record will be created with the 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:
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. When you compose an email use "Send and Export" button to send and automatically link it to ACT History. Calendar synchronization Since ACT! 2009 Calendar sync can be easily done by ACT! itself. This feature is called "ACT! Scheduler" and can be found at ACT Tools menu. This keeps your schedule up to date throughout the day, without manual updating. Alternatively you can use "One Click Calendar Copy": just a click to access the calendar copy option directly from the Outlook ACT! toolbar. Conversation History (Google style) Whenever you read an email you can view recent ACT history related to the email sender (similar to Google mail threads) You can view recent Outlook emails and ACT notes related to this contact as well. Just click Show history at ACT ribbon tab when reading an email. Ribbon is supported by Outlook 2007 only. QuickSearh Toolbar Do you find ACT! Address book fast to use? How about Outlook style To,Cc inline search when you type: when you compose an email there is QuickSearch toolbar with To Cc and Bcc fields and Send button, whenever you type we will match a contact from ACT database based on partially entered name. (coming next release). Web Leads processing If you have a web form 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 latest build ACT! Connect is now available for free Download a copy! or View program screenshots
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