Business Software Made Easy - Time Saving Tips

Cut and Paste to manage your ACT schedule

Sun, 12 Oct 2008 22:09:46 GMT

Originally Posted October 12 2008

If you are using ACT and take advantage of its calendar to manage your schedule, you probably know about some of its handy features like; linking appointments to specific contacts to track their history, setting up reoccurring appointments that propagate through your schedule and even assigning appointments to other members of your team. There is another handy feature that you may not know about.

If you scheduled an appointment and perhaps want to schedule a similar appointment, for a different day and time there is a short-cut - use the copy and paste feature.

For example, let's say for just this week you have schedule some time to review a list of prospective clients that you received from a trade show. After first glance, you think it will take more time than you initially thought so you need to schedule additional time to review the list. Instead of scheduling a new appointment, just use the Cut and Paste feature.

In ACT!

1. Click once on the appointment to select it

2. Edit > Copy

3. Click on the day you want to schedule the additional time

4. Edit > Paste

This works on all versions of ACT! from 2000 and newer.

That's it!

Daylight Saving is earlier this year. Is your computer ready?

Sun, 4 Mar 2007 20:14:43 GMT

February 26 2007

Q: Is there anything that I should do for my computer since the Day Light Savings change dates are different this year?

A: If you didn’t know, the change to Daylight Savings is happening earlier this year. Actually, you need to change your clocks on March 11 (three weeks earlier than usual) and end on November 4 (1 week later than usual). This affects you because all your appliances like your VCR, DVD, DVR, Alarm Clock, Microwave, and even your Computer are affected. Since I can’t really help you on your other appliances, I will help you on your computer.

If your computer is already set to automatically receive updates from Microsoft, the change will be automatic like in Windows XP or Vista– your computer will make the adjustments without any intervention. If you use Windows 2000 or if you want to just update other programs like Outlook, click on this Microsoft Link to download the update appropriate for your computer:

http://support.microsoft.com/gp/cp_dst

Even if you are an IT manager, there are downloads available to help manage your network.

If you use XP and do not have automatic updates turned on, click on this link:

http://www.microsoft.com/downloads/details.aspx?familyid=

66F1420C-DF2D-400B-A8A9-EF9061A9A3CA&displaylang=en

That’s it!

Change your default Outlook Appointments to 1-hour

Sun, 4 Mar 2007 20:12:08 GMT

February 18 2007

Q: I use Microsoft Outlook to manage my appointments. Is there a way to change the default duration for new Appointments from 30 minutes to 1 hour?

A: Unlike other Schedule Management programs, Outlook doesn’t have an option to change the duration of new Appointments – In my opinion, this is a short-coming of Outlook. The way you can get around it is by changing the time increments of your Calendar, then by default the default for new Appointments changes to 1-hour.

Here’s how:

-In Outlook (all versions)

-Change the default duration of your calendar

1. Click on the Calendar button or your Calendar Folder in your Folder tree

2. View > Day (to change to the Day view if you aren’t already there)

3. View > Arrange By > Current View > Customize Current View >

-In the Customize Current View Day/Week/Month window

4. Click the ‘Other Settings…’ button

-In the Format Day/Week/Month window

5. Change the ‘Time scale:’ to 60 minutes

6. Click ‘OK’

7. Click ‘OK’

Now when you schedule a new appointment, it will automatically be scheduled for an hour.

That’s it!

Remember important Anniversaries & Birthdays using Outlook

Sat, 3 Feb 2007 21:16:12 GMT

October 22 2006

Q: It would be nice if I could be reminded of when some of my Contacts anniversaries are – I think it would add a more personal touch when I communicate with them. Is there a way do this in Outlook?

A: Anniversaries including our own are sometimes hard to remember. Fortunately, there is a way to be reminded of them (and even Birthdays) when using Outlook. Here’s how:

In Outlook:

Create the Anniversary or Birthday

-Open your Contact folder

1. Double click on the Contact record you want to insert the Birthdate or Anniversary

-The Record opens to the 'General' tab.

2. Click the 'Details' tab.

3. Enter the Birthday or Anniversary (No need to enter the correct year, just the Month & Day are OK)

4. Click 'Save and Close'

Set the Pop-up reminder

5. Double click the Contact record again to re-open it

6. Click the 'Activities' tab

7. Find the Birthday or Anniversary (Listed something like 'Jane Doe Birthday'. You may need to scroll up or down the list)

8. Double Click on it to open it

-In the 'Jane Doe's Birthday - Recurring Event window

9. Change the Reminder to 2-3 days or what ever you like

-This will give you the advance notice we all need before the Birthday or Anniversary!

10. Click 'Save & Close'

That’s it!

Get all those scheduled calls off my ACT! calendar

Sat, 20 Jan 2007 16:46:48 GMT

May 1 06

Q: I manage several important contacts using ACT!, but when I schedule a reminder to Call Contact in ACT!, ACT! automatically schedules a 30 minute block of time on my Calendar for that particular day. This is helpful if it is truly a scheduled call (like a conference call) but for calls that I merely need to remind myself as a follow-up, this becomes cumbersome. Is there a way in ACT! to have all my scheduled Calls default where they don’t show up on my calendar?

A: Yes. Here’s how:

In ACT! 6.0

Edit > Preferences…

Click the - Scheduling tab

Select ‘Calls’ from the drop down list in the ‘Settings for’ field

Select ‘0 minutes’ in the ‘Duration’ field

Click ‘Apply’

Click ‘OK’

In ACT! 2005 and newer:

Tools > Preferences…

Click the ‘Calendar & Scheduling’ tab

Click the ‘Scheduling Preferences…’ tab

Select ‘Calls’ in the ‘Activity type settings’ field

Select ‘0 minutes’ in the ‘Duration’ field

Click ‘OK’

That's it!

Change the start time for the Day in Outlook's calendar

Wed, 18 Oct 2006 21:36:49 GMT

Dec 12 2005

Q: My Company uses Outlook 2003. When I open the calendar it always starts at 8a. My schedule is off-set where my day starts at 7a. Is there an option to make the Day Calendar in Outlook start at 7a too?

A: Well, you have more will power than I. At 7a I am barely through my first cup of coffee!

Anyway, here’s how you do it:

In Outlook

1. Tools > Options…

2. Click the ‘Calendar Options…’ button

-Under the Calendar Work Week section

Change the ‘Start time:’ field to 7a or the time you desire

In here you will also find options to change the work week and even display dual time zones!

I hope this Tip saves you time!

Two clicks away from your Contact's phone number

Sat, 14 Oct 2006 15:49:55 GMT

Oct 10 2005

Q: Is there a fast way to look up the phone number of a person with whom I have Meeting scheduled on my ACT calendar?

A: In ACT:

-While viewing your Calendar

1. Right click on the Icon (Two hands shaking) for the scheduled Meeting on your Calendar

-The mouse menu appears

2. Select ‘Go to Contact’

-That Contact record is automatically pulled-up

That’s it!

Bonus:

You can use the same technique when looking at your Task list too!

Link a scheduled Meeting to multiple contacts in ACT!

Wed, 27 Sep 2006 07:48:15 GMT

Sept 5 2005

Q: I use ACT! 6.0 to manage my contacts. Sometimes I need to schedule a meeting that involves more than one contact and I would like to ‘link’ that meeting to all the individuals involved so it can be tracked in their Notes/History section. How can I do this?

A: ACT! is a great software to track and record historical activities with all your contacts. Instead of creating individual meetings for each contact involved with a specific meeting, you can create a single meeting and link it to all contacts in one motion. Here’ how:

In ACT 2004/6.0 and 5.0

1. Contact > Schedule Meeting

2. Add any details about the meeting you would like to record

3. Click the 'Contacts' button at the right hand side of the window – about mid way down

-All the contacts in your database are displayed in the left column

4. Select ‘Contacts...' from the drop-down menu

5. Select/Highlight on the Contacts you want to 'link' to this Meeting

6. Click the 'Add >' button

-When all the contacts are selected

7. Click 'OK'

8. Click 'OK'

ACT 2005/7.0:

1. Schedule> Meeting

2. Add any details about the meeting you would like to record

3. Click the 'Contacts' button at the right hand side of the window – about mid way down

4. Select/Highlight 'Select Contacts...' from the drop-down menu

-All the contacts in your database are displayed in the left column

5. Select/Highlight on the Contacts you want to 'link' to this Meeting

6. Click the '>' button

-When all the contacts are selected

7. Click 'OK'

8. Click 'OK'

Create a personal calendar in Outlook 2003

Mon, 28 Aug 2006 00:03:17 GMT

July 18 2005

Q: I would like to create a calendar to track my personal events and keep them separate from my business activities in Outlook 2003. But, I would like to view them side-by-side so I make sure that I don't schedule myself for a business meeting and a personal appointment at the same time. Is there a way to do this?

A: Yes, Here's how:

First you have to create a new Calendar by:

1. Click on the 'Calendar' button to open your default Calendar in Outlook 2003

2. File > New > Folder...

3. Type in a Calendar name Ex. 'Karate Schedule'

4. From the 'Folder contains:' drop-down menu, select 'Calendar Items' (at the top of the list)

5. Click on 'Personal Folders' in the folders list window

-This will place your new Calendar at the same hierarchy level as your other folders

Now, you can display your new Calendar side-by-side to your default one by:

-Under the 'My Calendars' box at the upper left hand side of the screen, your Calendars are listed. The default Calendar is selected (has a check mark by it)

6. Place a check next to your new Calendar (Ex. Karate Schedule)

-Both your default Calendar and new Calendar are displayed side-by-side!

That's it!

Rescheduling a meeting in ACT! is just a drag-and-drop away!

Sat, 12 Aug 2006 15:27:35 GMT

June 20 2005

Q: I love my ACT! 6.0, but hate having to open a meeting just to reschedule it?

A: Yes, there is a fast way to reschedule meetings in ACT! versions 5.0/2000 through ACT! 2005

Here's how:

In ACT!:

1. Open your Calendar (Daily, Weekly, or Monthly whatever)

2. Find the Meeting you want to reschedule

3. Click and drag the 'Handshake' icon located on the scheduled Meeting to the new time within the same day or onto the new day.

*You can even reschedule the Meeting into a new week by dragging it into the appropriate day on the mini calendar at the upper right hand side of the window (Strangely, this works only with ACT! 5.0/2000 or ACT! 6.0/2004)

How can I fast forward through the mini-calendar in Outlook?

Wed, 26 Jul 2006 09:32:04 GMT

May 2 2005

Q: In Outlook, how can I quickly move ahead several months with in the Mini-Calendar (for clarification, I consider the Mini-Calendar the month calendar either at the upper right or left hand side of your screen when you are looking at your calendar folder)?’

A: All you need to do is:

1. Click on the name of the month in the Mini-Calendar

-A list of months before and after the current month are displayed

2. Drag the Pointer to the desired month then

3. Let go

That’s it!

*Bonus: This Tip also works in ACT! 6.0 - 2006 if you Right Click on the name of the month.

To revert to the current day in Outlook:

1. Right Click on the Day displayed (Ex. ‘Sunday, May 01, 2005’)

2. Select ‘Today’

I hope this Tip saves you time!

Let your mouse be your schedule administrator

Fri, 16 Jun 2006 00:57:01 GMT

February 21 2005

Q: Is there a faster way to reschedule my Appointment in Outlook than opening the meeting and entering in the new day & time?

A: Yes, you can just drag and drop the Appointment/Meeting to the new date. Here's how:

In Outlook:

1. Open your Calendar folder

2. Find the Appointment you want to reschedule

3. Click once on the Appointment to select/highlight it

-It is outlined in blue

4. Click on the left vertical blue margin of the Appointment and drag it to the new time within the same day or onto the new day in the mini Calendar.