Introduction: In this tutorial, Tony Hollywood demonstrates how to utilize a PivotTable to gain a better understanding of the data in your Act database. By cleaning up the ID status field, users can effectively categorize their contacts and work with them more efficiently. Tony showcases how to export the data to Microsoft Excel and create a PivotTable, allowing users to visualize and analyze their contacts’ ID statuses easily.
- Preparing the Act Database:
- Tony emphasizes the importance of keeping the ID status field clean and filled for efficient contact management.
- He notes that having contacts without an ID status may hinder the ability to work effectively with the database.
- Accessing Lookup Options:
- Tony demonstrates how to access the lookup options in the ID status field by right-clicking on it.
- He selects the “Does Not Contain Data” option to find all contacts with blank ID statuses.
- Exporting Data to Excel:
- Tony exports the contacts with blank ID statuses to Microsoft Excel using the Excel icon in the toolbar.
- Creating a PivotTable:
- In Excel, Tony clicks on the “Insert” tab and selects “PivotTable” to analyze the data.
- He then selects the entire dataset and creates the PivotTable.
- Understanding the PivotTable:
- Tony drags the ID status field into the rows section to analyze the different types of contacts.
- By dragging the ID status into the values section, he gets the count of each type of contact, including the blank ones.
- Interpreting the Results:
- The PivotTable displays the counts for different ID statuses, helping users understand their contact distribution.
- Tony highlights the importance of knowing the number of contacts with blank ID statuses, as this indicates the potential data cleanup required.
- Conclusion:
- Tony encourages users to perform periodic audits using PivotTables to gain insights into their Act database.
- By visualizing the data, users can efficiently manage their contacts, ensuring that their database is organized and valuable for business success.