2017 Install Setup & How to Guide

Install Setup & How to Guide 2017 Contents Installation ..................................................................................................................................................................................... 4 Post Install Configuration for Outlook ....................................................................................................................................... 4 Configuring ACT4Outlook Settings ................................................................................................................................................ 6 ACT4Outlook Settings ................................................................................................................................................................ 6 Act Database: ............................................................................................................................................................................. 6 History Recording: ......................................................................................................................................................................... 7 History Settings: ......................................................................................................................................................................... 7 History Type: .......................................................................................................................................................................... 7 Inbound Email History Settings .............................................................................................................................................. 7 Update Tab: ............................................................................................................................................................................... 8 About ......................................................................................................................................................................................... 8 View Logs ............................................................................................................................................................................... 8 Act! Database Settings: .................................................................................................................................................................. 9 Contact Field Mapping: .............................................................................................................................................................. 9 Activity Settings: ...................................................................................................................................................................... 10 History Settings: ....................................................................................................................................................................... 10 Features Tour ............................................................................................................................................................................... 11 ACT4Outlook - Right Click Menu.............................................................................................................................................. 11 Composing New Emails, Replies or Forwards .............................................................................................................................. 15 Send and link............................................................................................................................................................................ 15 Send without attaching............................................................................................................................................................ 15 From Outlook Contacts ................................................................................................................................................................ 15 Send Contact to Act! ................................................................................................................................................................ 15 Send Multiple Contacts to Act! ................................................................................................................................................ 16 Link Contacts to: ...................................................................................................................................................................... 16 From Calendar View..................................................................................................................................................................... 17 Send Activity to Act:................................................................................................................................................................. 17 Send Multiple Activities to Act! ............................................................................................................................................... 18 Support ........................................................................................................................................................................................ 18

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017

Installation 1. Download the Act4outlook installer file to your desktop or download directory. The location has to be easily accessible to you. Click the link to download: http://act4work.com/files/a4o/act4outlookinstaller.exe 2. During download you may get a security warning from Microsoft Windows saying the program may be unsafe to run. Continue with the download anyway, taking care to download first instead of trying to run from the download link. 3. Once the download is complete, Microsoft may display addition warnings. Click Actions, and then More Options, and Run Anyway. These warnings may or may not appear based on the security settings of your computer or network. 4. Close Act! and Outlook. (Note: The install will also prompt you to close the programs if they are left open) 5. Double-click on the Act4outlook installer file to install the program. If User Access Control is enabled, you will receive a security prompt to confirm the installation. Note: Some Anti-Virus programs may attempt to intercept the installation of Act4outlook application. If yours is one of them, please disable the Anti-Virus program or disable realtime scanning, and then resume the installation of Act4outlook. 6. You will receive a welcome screen for the Act4outlook setup program, Click Next 7. The next screen will display a checkbox beside the installation package it intends to deploy. Click Next. 8. The next window will display the default destination folder for the Act4outlook program; C:\Program Files (x86)\Act4Work\Act4Outlook. The default is recommended. DO NOT change this folder unless instructed by your Administrator. Click Next. 9. The final screen click Finish. 10. Once installed the Act4Work Updater will launch to check to see if there is a more current version of Act4Outlook. If there is an update available, click Next then click Finish, otherwise click OK.

Post Install Configuration for Outlook 1. After completing the installation, launch Outlook. Once loaded, click on File from the top pull down menu, and then Account Settings. You'll be prompted to click on Account Settings again before the settings screen displays.

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 2.

Click on the Address Book tab on the furthest tab to the right (1), and you should see Outlook Address Book, and Act! Address Book. Select the Act! Address Book (2) and then click on Remove (3) just above it. Once removed, click Close, and restart Outlook.

3. Once Outlook has reloaded, you should be safe to launch your Act! and begin the configuration of Act4outlook. Important note: all the configuration settings for Act4outlook can be found in Outlook, not Act!. See Configuring Act4Outlook Settings Guide at kb.Act4Work.com for more details.

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Configuring ACT4Outlook Settings ACT4Outlook Settings After installation click on ACT4Outlook Settings button found in the top right side of the Outlook window on the Home tab.

Act Database: Fill in the database login information and click Log in: Note: In order to find your Act database path, please refer to the following article: Article ID: 1007

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 History Recording: Click the History Recording tab to change settings for how emails will be recorded in Act!.

History Settings: History Type:

Attach emails to Act! database users Make history private Attach all Sent Messages eve if they are not sent from this machine

Inbound Email History Settings Automatically attach incoming emails This option will match incoming email addresses in the From field to ANY Email address field in the database NOT just the primary email address. Ignore Senders Domain: If incoming emails are being recorded to you can ignore domain names to exclude them from being automatically attached to contact records. Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Update Tab: by default this button is unchecked so you will be notified of any updates

About

View Logs button on the About page This is used by Tech Support if you are asked to send the logs for trouble shooting: Email Logs to: [email protected]

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Act! Database Settings: To configure ACT4Outlook Database Settings click on ACT! Database Settings button found at the top right side of the Outlook window on the Home tab.

Contact Field Mapping: Choose which fields from your Outlook will match to fields in Act. This is useful if you have used Outlook as a CRM in the past and have recorded information in Outlook for your contacts. Also used for duplicate checking when sending Contacts to Act!

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Activity Settings: Set your Default Activity Type for creating activities in Act from Emails sent from your In-box

History Settings: For incoming Emails automatically attached to a contact record, you can set the default History type

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Features Tour ACT4Outlook - Right Click Menu

Right click on an email in Outlook will present you with several NEW options. Go To Contact This option requires ACT to be open and will show you the contact in your act database that has a matching email. Note: Act4Outlook will search ANY email field you have created in your database, not just the primary email. Quick attach Email to Act! Apart from the emails that are automatically attached to ACT, you can manually attach emails using Quick Attach:  

From the Inbox: Quick Attach Email to Act! > will attach the email to the ACT! contact found in the FROM field. Note: Quick Attach will search ANY email field for a match. Once found Click OK. From the Sent Folder: Quick Attach Email to Act! > will attach the email to the ACT! contact found in the TO and CC fields. Note: Quick Attach will search ANY email field for a match. Once found Click OK. Note: To save time, you can select multiple emails at one time to quick attach to contacts

If a Contact is not found you will be able to Create, Skip or Skip All. (See create contact below)

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Send Email To Act! Send Email to Act! will present you with a new window which allows you to manually select the Company, Group, Opportunity or Contact to attach the email to. You can select multiple options here and attach to as many as you need. Choose the History Type when attaching. Once you define who the Email will be attached to click Send

Using the buttons along the top you will be presented with a list to select from and clicking send will then attach it to your selections. Contacts will be matched with ANY email address field in Act and are automatically added to this list.

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Create Contact in Act! The first time you launch Create Contact in Act! you will see a list of ALL available fields in your Act Database. Click the Settings button to limit the list and Select the Fields (Screen Shot below) that you want to use when creating a Contact in ACT. Email address and Contact Name are grabbed automatically and all available ACT fields are displayed.

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Once your field list is defined, you will only see the fields you want to complete when creating a new Contact.

Create Activity in Act! This option gives you the ability to create an activity directly from the email and choose what the activity is linked to. Contacts with matching email addresses in Act are automatically added to this list.

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Composing New Emails, Replies or Forwards ACT4Outlook gives you two new options when composing emails.

The traditional Send button (or using CTRL+Enter) will automatically attach the email based on your preferences. Send and link: will send the email and present you with a dialogue box allowing you to choose where the email is attached just like the Send Email To Act! dialogue. Send without attaching will send the email without attaching the email to the contact in Act!.

From Outlook Contacts Send Contact to Act! Within the Outlook Contacts section, ACT4Outlook allows you to send contacts to Act.

There is no dialogue or user confirmation. Contacts will be sent using the mapping setup in the Configuring ACT4Outlook section.

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Send Multiple Contacts to Act! From the List view in Outlook Contacts you can select multiple contacts to send to Act! at one time Highlight multiple contacts, Right Click > Send Contacts to Act!

Link Contacts to: A dialogue box appears to allow you to link the contacts to Companies, Groups and Opportunities when sending them to Act!

Click Send Click Ok

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 From Calendar View From the Outlook Calendar ACT4Outlook allows you to send calendar entries to Act!

The activity will be sent to Act and where possible, attach to a contact with the matching email address. If the activity was previously sent and has been updated it will update the one in Act, not create a duplicate.

Send Activity to Act: From the Calendar in Outlook, if you have activities you have recorded in your Outlook Calendar you can send them to Act with a Right Click of the mouse.

Act4Outlook Install and Complete Setup Guide

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Install Setup & How to Guide 2017 Send Multiple Activities to Act! If you have Multiple Activities you would like to send to Act you can do the same thing with the List View in the Calendar and send Multiple Activities to Act

Support Please visit our knowledgebase at http://kb.act4work.com/ Contact us: 1-800-857-0558 E-Mail: [email protected]

Act4Outlook Install and Complete Setup Guide

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