The Act CRM Edit Menu

Today we are going to explore Act’s Edit Menu to show you some of the key points of using this menu.

This menu gives you options to manipulate data within Act and I cannot stress enough how important it is to make backups before you make radical changes to your Act data. You will never be mad at yourself if you take a little of time to be safe by creating multiple incremental backups. You will make a mistake…eventually. Thankfully, the backups you made will save you.

As a computer user and Act user it is good to know about a few keyboard shortcuts that play a role on this menu and a few more:

  • Ctrl C is the keyboard shortcut for Copy
  • Ctrl V is the keyboard shortcut for Paste
  • Ctrl X is the keyboard shortcut for Cut
  • Ctrl P is the keyboard shortcut to Print
  • Ctrl Z is the keyboard shortcut to Undo


Act’s edit menu allows you to copy, move and swap data and this video explores and explains that in greater detail. Enjoy.

Searching for an Act Contact. Act Lookup’s Simplified.

Looking up contact information in act is one of the most fundamental tasks in act that you will do on a regular basis.

For example, if you are looking for contact information on John Smith you could look him up by his first name or his last name. You could also do a lookup for all contacts whose first name begins with the J and then narrow your list to John Smith upon completing that lookup.  To start a lookup all you have to do is click on the lookup option on the toolbar or you can simply right-click in the field of your choice.  So for example, if you were looking up a city you can right-click on the city field and start your search from there. Fundamentally, this is the most simple and common way to search in act.

Act Lookup’s are simple and easy to use

For the sake of our discussion let’s assume you have more than one John Smith in your act database. In fact, let’s assume there were 100 John Smith’s in your database. After you do your initial lookup of John Smith you can then narrow that lookup down based on any criteria within act that you desire. For example, you can narrow down the initial lookup to only the John Smith’s that live in Boston.

When should you use groups?

If you do complex lookups on a regular basis then it is worth learning how to create groups. However, groups are discussion for another day.

When should you use complex queries?

You can create complex queries and act that search for a lot of detailed information all at the same time. In fact, you can create a query and have contacts saved to a group automatically via group membership rules.

I’m mentioning groups in queries only so you know that you have options if you are doing complex searches on a regular basis. The purpose of this tutorial is only to make you aware of how to do a simple look up and I will create more tutorials in the future to deal with complex lookups.

Here are some simple steps to maximize and simplify the way you look-up contacts in ACT.

Always remember if you need assistance you can contact me at 781-728-9777. Tony Holowitz.

Using Boolean Logic in Act CRM


Boolean Logic in Act

In a previous post, I talked about a tool called Social Networking by Durkin Computing. You can customize the tool to Google just about anything that appears in the fields that reside in ACT.  This tool will eventually lead you to searches that are more complex. These searches can use Boolean logic to make Google even more productive. For example, you can use this tool to find missing contact information such as an email address. Watch my video to learn more.

Today, Act’s Web Info Tab can be used to find this information.

How to Deactivate your Act CRM License

Deactivate Your Act CRM License

Recently, a client (Jill) moved Act from an old computer to a new computer.  When Act CRM is initially installed it starts as a 30-Day free trial.  When she attempted to register it she could not because it had been activated on multiple devices.  Therefore, she has to deactivate Act on the old computer before she can register it on the new computer.  This video shows you how.


It is easy to deactivate your Act CRM license.

11 Fantastic Act CRM Software and Microsoft Outlook Tips

Many Act software users also use Microsoft Outlook for managing email. If you do not use Microsoft Outlook, you should be using it to make more out of Act.

Act is a great contact manager. Microsoft Outlook is a fantastic email program. Act and Microsoft Outlook used in combination is a powerful tool for most small business people, salespeople and entrepreneurs. Because each of these software programs has strengths and weaknesses, it is important to understand the distinction and differences between act and Microsoft Outlook. We will examine some of the gaps that exist between act and Microsoft Outlook and I will show you ways to narrow those technological gaps to make both programs more effective.

Microsoft Outlook and Act CRM

I will look at a wide variety of subjects that many small business people need to consider when it comes to email and using act. Here is a partial list of some of the things I’m to be discussing:

  • General email knowledge
  • Adding email contacts to act
  • Act add-on products
  • Outlook add-on products
  • Gmail
  • Email providers and email provider tools such as webmail
  • Exporting and importing contacts
  • Outlook versus Act Email Marketing and Swiftpage
  • Common sense tips to working with email

The more efficient you can become with email and act the better off you will be as an everyday computer user. As always, I welcome your questions and curiosities. Thank you.

Upgrading Act: How do I upgrade my Act Software?

In this tutorial I will teach you how prepare to install an upgrade of your Act software.

Let me just clarify the key point here: this tutorial talks about upgrading your Act software from one year to the next. For example, you might be upgrading your Act software from version 19 to version 20. Occasionally, through the course of the year you might receive notices that there is an update available. That is different from an upgrade and if you have any questions please feel free to reach out to me (Tony Holowitz: 781-728-9777) and I would be more than happy to answer those questions.

The 1st Step to upgrading your software is to make a backup of your database. When you uninstall Act software the proper way the data will not be removed. All that will be removed is the actual software, not the data. I asked you to make a backup because I think it is a good habit to get into but not necessary for this tutorial about how to upgrade your Act database to a new version. It is just a safety net.

The 2nd Step is to go into the control panel of your computer and uninstall Act. The video I have included with this tutorial will show you how to complete that task.

The 3rd Step is to reboot your computer before you install the newest version of Act. When you install the newest version of Act you might be prompted to reboot again. No problem. Just allow the software to reboot your computer a 2nd time. It is no big deal. When your computer restarts it will initiate the install again, so you don’t have to do anything.