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Common Technical Support Questions

For information on how to use Help, press the F1 key while in the Help window or choose the Using Help (Windows 3.0) or How to Use Help (Windows 3.1) command from the Help menu.


Questions - Main Menu
Common Technical Support Questions

Here are some of the most common technical support questions asked by 1stACT! users. Choose the question to display the answer.

Alarms

Why aren't my alarms popping up?

Backup

How do I back up my 1stACT! data?

Database Functions

How do I insert a new contact into my database?

Can I put a different name in the "Dear" field?

How can I edit a group of contacts to have the same information in specific fields?

How do I change the date and time in 1stACT! ?

How do I import  contacts (from another source program) into my 1stACT! database?

What is the "My Record"?

Word Processor / Notes

How do I print a letter to more than one contact at a time (form letter)?

How do I print envelopes on my laser printer?

How can I create my own form letters?

Can I fax my form letters?

Other 1stACT! Functions

How do I create a popup in a field that doesn't have one and turn off the popup in another field?

What is the "Reference Library" and how do I change the library for a group of contacts?

I have a field that has a 'currency' attribute, but I can't get the cents portion to enter correctly. It only takes the dollar amount. Why?

Printer / Hardware

How do I use different printer fonts?

How do I set up my fax so that I can fax my letters from  1stACT! for Windows?

Windows

What is DDE and how do I use this feature?

When upgrading my Windows environment from 3.0 to 3.1, do I need to do anything special with 1stACT!?

I want to set my dialer (modem) to use COM3 or COM4, but they don't work correctly in my Windows 3.0. Is there a reason why?


Why aren't my alarms popping up?

If your activities were imported from 1stACT! for DOS (along with your contacts), alarms are only active if the activities in the DOS version were also active (did not elect "GOTO IT" or "FORGET IT" at the alarm, or were scheduled with Alarms set to ON). If the activity was scheduled in 1stACT! for Windows (not imported) then either the Enable Alarms option is not selected (in Edit, Preferences, Alarm Settings) or the activity had its alarm turned off (Set Alarm option in the Schedule an Activity dialog box) during the schedule process.


How do I back up my 1stACT! data?

There are several methods of backing up your data to ensure that it is safe. The type of diskette drive(s) or tape backup drive and its software installed in your computer will make a difference in the method you choose. However, no matter what type of backup hardware you have, the files you will need to back up will be the same.

The easiest way is to back up all the files in the \ACTWIN directory and all of the ACTWIN sub-directories and files in them as well. An example of a common DOS command to do this type of backup is: 'C:\BACKUP  C:\ACTWIN\*.* /S  A:'  which means to back up all the 1stACT! for Windows files from the default directory on the C: hard drive to the floppy disk drive A:. This may take more time and resources than other methods, but it is easier than having to create a complex batch file or having to remember where every data file is stored.

There are additional options in most backup software (and BACKUP in DOS) that will make backups quicker and easier (such as backing up files that have only changed since your last backup). For more information about these options, see your DOS reference manual on the command BACKUP or, if you have an additional device such as a tape backup unit, see the documentation included with the device.


Can I put a different name in the "Dear" field?

The DEAR field is filled in automatically (with the contact's First Name) as long as you are inserting a contact. If you change the Dear field, the salutation in your documents will reflect the change (be sure that your templates use the SALUTATION field as the source for this information).


How do I insert a new contact into my database?

Inserting a contact is as easy as pressing the Insert key on your keyboard.

For instructions, see the How Do I Insert a New Contact topic.


How can I edit a group of contacts to have the same information in specific fields?

For instructions, see the How Do I Edit a Group of Contacts topic.


How do I change the date and time in 1stACT!?

The time and date are functions of Windows and are based upon the time and date set in the internal clock of your computer. Refer to your computer system's manual or consult your computer dealer for instructions on changing the system time and date.


How do I import other contacts (from another source program) into my 1stACT! database?

1stACT! allows you to import several database file formats into the 1stACT! contact database, which is dBASE III and IV compatible. To import data into a new 1stACT! database, choose the File, Import command.  In the Open Import dialog box you'll notice that there is a "List Files of Type:" drop-down list. In the list are the types of files that 1stACT! can use as a source for data. For database imports, you have ACT! 2.0, 1stACT!/ACT! 2.1, dBASE III/IV and Delimited file formats from which to choose. Just select the correct type and then select the source file from the File Name list. Your contact data will be converted into the 1stACT! format automatically!

If you choose to import a Delimited or dBASE file, 1stACT! displays the Importing Options dialog box.  This dialog allows you to map the fields from the file you want to import to the appropriate fields in 1stACT!.  See How Do I Import a Database for information on importing ASCII tab or comma delimted files and dBASE III or IV databases.


What is the "My Record"?

Every 1stACT! database contains a My Record.   This record contains information about the owner or manager of the database and is ideal for scheduling personal activities and those activities not associated with other contacts.  Many standard templates get information (such as contact name and title) from the My Record to insert automatically into letters, memoranda, fax covers, and other documents.


How do I create a popup in a field that doesn't have one and turn off the popup in another field?

A popup dialog box is created using the Edit, Field Attributes command. You can disable, enable, or even make popups automatic!

For instructions, see the How Do I Specify Field Attributes topic.


What is the "Reference Library" and how do I change the library for a group of contacts?

A library is a document that contains information, such as price lists or telemarketing scripts, that may be useful to access quickly.  A library may be attached to an individual contact or group of contacts. For example, your database may contain customers that purchase a specific line of products. You could create a library file that contains information and price structures on that line of products. Then you would 'attach' that library to those contacts for a quick reference. Any changes you make to the one library file, say a price change or special, would be reflected to all of those specific customers. You attach a library file by specifying the library filename in the LIBRARY field of the Contact 2 layout.


I have a field that has a 'currency' attribute, but I can't get the cents portion to enter correctly. It only takes the dollar amount. Why?

The Windows environment controls many values. Currency is one of them. You must edit your WIN.INI file. Under the [intl] header and add the following statement:

iCurrDigits=2

You can also change this value in the Windows Control Panel (in the MAIN group) under the International Icon.

See your Windows documentation for details regarding the WIN.INI file.


How do I use different printer fonts?

There are many fonts that can be used in Windows programs. In 1stACT!, you will have a list (in the Font menu of the Word Processor window) of the available fonts that your installed printer can print. The Windows environment handles the code sent to the printer to enable the fonts. You should make sure that you have selected the correct printer driver in the Windows setup.

Note:  If you are using a printer that emulates the installed driver, or is not the exact same printer type as the installed printer driver in Windows, you may not get the results you expect.


 1stACT! runs fast, but why is printing so slow?

Printing speed is dependent upon the processing capability of your computer, your printer, and the Windows Print Manager. Windows 3.1 has a much faster Print Manager than Windows 3.0. If you want to increase the printing speed, you may want to consider upgrading to Windows 3.1.


 How do I set up my fax so that I can fax my letters from 1stACT!?

When installing the fax board and the fax software, follow the manufacturer's directions very carefully. If you are not confident that this is something you can do, you should ask your computer dealer to help you or to install the fax board and software for you. After they are installed properly, just use the Printer Setup command and select the fax board as the printing device. Then use the Print command to print your letters to the fax board.


What is DDE and how do I use this feature?

DDE stands for Dynamic Data Exchange which is a method of data exchange between Windows applications. DDE comes in separate 3.0 and 3.1 versions. The 3.0 version is upwardly compatible with 3.1. Version 3.1 extends 3.0 and some Windows applications that use 3.1 extensions will not work with other applications that use the 3.0 implementation.

1stACT! implements the DDE 3.0 version of DDE as a server (source of information). 1stACT! will exchange data (as a server only) with all other applications that also support 3.0 DDE. Currently, Microsoft WORKS and WordPerfect are not supported (due to their use of OLE and/or 3.1 DDE). To use DDE, select the text you want linked, copy it using the Edit, Copy command (Shift+Del), and then use the Edit, Paste Special command from the client (receiving) application.

1stACT! also provides DDE commands that can be included in third party macro languages, such as Word for Windows.  Using the DDE commands, you can write macros allowing you to control 1stACT! from another application, such as Word, as if you were working in 1stACT!.  Please refer to your 1stACT! documentation for details.


When upgrading my Windows environment from 3.0 to 3.1, do I need to do anything special with 1stACT!?

There is nothing special that you'll need to do.


I want to set my dialer (modem) to use COM3 or COM4, but they don't work correctly in my Windows 3.0. Is there a reason why?

Windows 3.0 did not use the common address for COM3 and COM4. To correct this, you'll need to edit your SYSTEM.INI in the \WINDOWS directory. Add these statements under the header [386Enh]:

COM1Base=3F8

COM2Base=2F8

COM3Base=3E8

COM4Base=2E8

In addition, you may need to edit the WIN.INI file under the header [ports] to set the COM port communication rates to match the modem speed. Be sure that COM1 through COM4 all have correct communications parameters (baud rate, parity, number of data bits, number of stop bits). Many modems today operate at 2400 baud, so the setting for a modem on COM3 would be: COM3:=2400,n,8,1


How do I print a letter to more than one contact at a time (form letter)?

See the How Do I Print a Form Letter topic.


How do I print envelopes on my laser printer?

Individual envelopes are printed after you print each letter. To print envelopes without first printing letters, first look up the contacts for whom you want to print envelopes, then choose Write, Form Letter command. Choose the ENVELOPE template.


How can I create my own form letters?

For instructions, see the How Do I Print a Form Letter topic.


Can I fax my form letters?

Yes, as long as you send the output of the form letter to a file and then save the file. If you have included a fax cover as part of your form letter, you can fax the form letter one letter at a time.

If you have not included a fax cover as part of your form letter, then, for each letter, you must create a Fax Cover (using the Write, Fax Cover command). Then you must open the form letter document and copy the text for each letter and paste it in the Fax Cover. Then you can fax the form letter in the Fax Cover one letter at a time.


Commands - Main Menu
Commands:

1stACT! has 2 command bars; one for each type of window. Each command bar contains several command menus.

Contact Window

Word Processor Window


Contact Window Command Menus

File Menu

Edit Menu

Schedule Menu

Clear Menu

Phone Menu

Write Menu

View Menu

Lookup Menu

Window Menu

Help Menu


Word Processor Window Command Menus
Word Processor Command Menus

File Menu

Edit Menu

Font Menu

Size Menu

Style Menu

Spelling Menu

Format Menu

Window Menu

Help Menu


Help Window Menus
Help Window Command Menus

For information on how to use Help, press the F1 key while in the Help window or choose the Using Help (Windows 3.0) or How to Use Help (Windows 3.1) command from the Help menu. Each command is fully explained.


Contact File Menu
Contact Window File Menu

New

Open

Save

Save As

Import

Maintenance

Exit


Contact Window File Menu, New Command
File - New

This command displays the New File dialog box which allows you to specify the type of new file to be created. File types include Document and Letter Template.


Contact Window File Menu, Open Command
File - Open

This command displays the Open File dialog box which allows you to open an existing file. Other types of files, including non-1stACT! files, can be opened by specifying the file type and then changing the disk and/or directory to locate the file. 1stACT! automatically imports non-1stACT! files, converting them to 1stACT! format as they are opened.

Note:  You can also execute this command by pressing the Ctrl+F12 keys.


Contact Window File Menu, Save Command
File - Save

This command saves the current database files using the original filename, disk, and directory.

If no changes have been made to the current database, this command is dimmed.

Note:  You can also execute this command by pressing the Shift+F12 keys.


Contact Window File Menu, Save As Command
File - Save As

This command displays the Save As dialog box which allows you to export a database. In this case, the file is converted automatically to the selected file type as it is saved.

Note:  You can also execute this command by pressing the F12 key.

For instructions on exporting the current database to a different file type, see the How Do I Export a Database topic.


Contact Window File Menu, Import Command
File - Import

This command displays the Open File dialog box which allows you to import a file into the currently open database. The dialog box defaults to \1stACTWIN\DATABASE to allow you to select another database to be imported. Other types of files, including non-1stACT! files, can be imported by specifying the file type and then changing the disk and/or directory to locate the file. 1stACT! automatically converts non-1stACT! files  them to 1stACT! format as they are opened.

For instructions on importing files, see the How Do I Import a Database topic.

Note:  You can also execute this command by pressing the Alt+F12 keys.


Contact Window File Menu, Maintenance Command
File - Maintenance

This command displays the Maintenance dialog box which allows you to remove old Notes or History, or to compress and reindex the database. Maintenance should be done periodically to database files so 1stACT! can access data quickly.

For instructions, see the How Do I Perform File and Database Maintenance topic.


Contact Window File Menu, Exit Command
File - Exit

Closes all windows, displays an exit confirmation dialog box (if Prompt on exit is chosen in the Preferences), and exits 1stACT!.

Note:  You can also execute this command by pressing the Alt+F4 keys.

Related topic Preferences, Miscellaneous


Word Processor File Menu

New

Open

Close

Insert

Delete

Save

Save As

Save Selection As

Revert

Print

Deferred Print

Printer Setup

Exit


Word Processor Window File Menu, New Command
File - New

This command displays the New File dialog box which allows you to create a new file. File types include Document and Letter Template.


Word Processor Window File Menu, Open Command
File - Open

This command displays the Open File dialog box which allows you to open an existing file. A non-1stACT! file can be opened by specifying the file type. 1stACT! automatically imports the file, converting it to 1stACT! format as it is opened.

Note:  You can also execute this command by pressing the Ctrl+F12 keys.


Word Processor Window File Menu, Close Command
File - Close

This command closes the active window. If you have not saved recent changes, a dialog box that allows you to save the changes appears.

Note:  You can also execute this command by pressing Ctrl+F4 keys or the ESC key.


Word Processor Window File Menu, Insert Command
File - Insert

This command displays the Insert File dialog box which allows you to choose a file to insert in your current document.

For instructions, see the How Do I Insert Another Document in your Current Document topic.


Word Processor Window File Menu, Delete Command
File - Delete

This command displays the Delete File dialog box which allows you to choose a file to delete.

For instructions, see the How Do I Delete a File topic.


Word Processor Window File Menu, Save Command
File - Save

This command displays the Save File dialog box which allows you to save the current document file.

If the file has been previously saved, this command saves the document using the original file type, filename, disk, and directory. In this case, no dialog box appears.

If no changes have been made to the current document, this command is dimmed.

Note:  You can also execute this command by pressing the Shift+F12 keys.


Word Processor Window File Menu, Save As Command
File - Save As

This command displays the Save As dialog box which allows you to save the current document file under a new filename, disk, or directory.

By selecting a different file type, you also can use this command to export a file. In this case, the file is converted automatically to the selected file type as it is saved.

Note:  You can also execute this command by pressing the F12 key.

For instructions on exporting the current document to a different file type, or saving the current document under a different filename, on another disk, or in another directory, see the How Do I Export a Document File topic.


Word Processor Window File Menu, Save Selection As Command
File - Save Selection As

This command displays the Save Selection As dialog box. This dialog box allows you to specify a disk, directory, and filename into which you will save a block of text from a Word Processor document as a separate file.

If no text is currently selected, this command is dimmed.


Word Processor Window File Menu, Revert Command
File - Revert

This command discards recent changes to the current document before you have saved the changes. The document reverts to the last saved version.

If the file has never been saved, this command is dimmed.


Word Processor Window File Menu, Deferred Print Command
File - Deferred Print

This command displays the Deferred Print dialog box which allows you to submit a document such as a letter, memorandum, or report for printing during a future 1stACT! session.

For instructions, see the How Do I Defer Printing topic.


Word Processor Window File Menu, Print Command
File - Print

This command displays the Print dialog box which allows you to specify the print parameters for printing a document such as a letter, memorandum, or report. The contents of this dialog box vary according to the printer chosen.

For instructions, see the How Do I Print a Document topic.


Word Processor Window File Menu, Printer Setup Command
File - Printer Setup

This command displays the Windows Print Setup dialog box which allows you, if you have installed more than one printer in Windows, to choose a default printer and specify printer options and configuration.

Note:  When you choose a new printer in 1stACT!, you are actually choosing it for Windows. If your other Windows applications require a different printer, remember to choose that printer when running those applications.

For instructions, see the How Do I Change Printers and Printer Options topic.


Word Processor Window File Menu, Exit Command
File - Exit

Closes all windows, displays an exit confirmation dialog box (if Prompt on exit is chosen in the Preferences), and exits 1stACT!.

Note:  You can also execute this command by pressing the Alt+F4 keys.

Related topic Preferences, Miscellaneous.


Contact Window Edit Menu

Undo/Redo

Cut

Copy

Paste

New Contact

Delete Contact

Group

Field Attributes

Preferences


Contact Window Edit Menu, Undo Command
Edit - Undo/Redo

This command returns last edited text to its original condition. When executed, this command changes to Redo, allowing you to restore text that you have undone.

Note:  You can also execute this command by pressing the Alt+Backspace keys.


Contact Window Edit Menu, Cut Command
Edit - Cut

This command removes selected text from the text field and puts it in the Windows clipboard. If nothing is currently selected, this command is dimmed.

Note:  You can also execute this command by pressing the Shift+Del keys.


Contact Window Edit Menu, Copy Command
Edit - Copy

This command copies selected text from the text field to the Windows clipboard. If nothing is currently selected, this command is dimmed.

Note:  You can also execute this command by pressing the Ctrl+Ins keys.


Contact Window Edit Menu, Paste Command
Edit - Paste

This command inserts a copy of the text contained in the Windows clipboard at the insertion point or replaces selected text in the text field.

Pasting does not remove the contents from the clipboard. You may paste additional copies of the clipboard contents as often as you like until you perform another cut or copy operation.

If there is nothing in the clipboard, the Paste command is dimmed.

Note:  You can also execute this command by pressing the Shift+Ins keys.


Contact Window Edit Menu, New Contact Command
Edit - New Contact

This command displays the Insert Contact dialog box which allows you to choose the fields that will be copied from the current record.

Blank values creates an empty set of fields for the new record.

Primary values uses the fields you defined as primary using the Edit, Field Attributes command (defaults are Company, Phone Number, Address, City, State, and Zip Code).

All values copies all values from the current contact.

When you have chosen the fields to be copied into the new contact record, the new record is inserted into the database. The Contact field is selected to allow you to type the name of the new contact.

Note:  You can also execute this command by pressing the Ins key.

For instructions, see the How Do I Insert a New Contact topic.


Contact Window Edit Menu, Delete Contact Command
Edit - Delete Contact

Note:  You can also execute this command by pressing the Ctrl+Del keys.

This command displays the Delete Contact dialog box which allows you to delete the current contact or the current group of contacts.

Warning!  This operation CANNOT be undone. Consider backing up your database before deleting several contacts.

For instructions, see the How Do I Delete a Contact topic.


Contact Window Edit Menu, Group Command
Edit - Group

This command displays a blank Contact window that lets you change the contents of all contact records in the current group.

Warning!  Be very careful when using this command. You are changing every contact record in the group. If you make an error, you can cancel the changes, but ONLY if you do it before you save the changes.

For instructions, see the How Do I Edit a Group of Contacts topic.


Contact Window Edit Menu, Field Attributes Command
Edit - Field Attributes

This command displays the Field Attributes dialog box which lets you define the attributes for individual fields on the contact windows. This allows you to customize 1stACT!. The available field labels are shown in the list box on the left. When you choose a field, its label appears in the Label text field. You can edit the field label in this box. Its data type is shown below the field label.

For instructions, see the How Do I Specify Field Attributes topic.


Contact Window Edit Menu, Preferences Command
Edit - Preferences

This command displays the Preferences dialog box which allows you to configure 1stACT!  to suit your personal needs. Preferences that may be changed include:

*	Alarm Settings

*	Dialing Settings

*	Miscellaneous

*	Name Separators

*	Schedule Icon Defaults

*	Schedule Settings

For instructions, see the How Do I Specify Preferences topic.


Word Processor Edit Menu

Undo/Redo

Cut

Copy

Paste

Select All

Insert Date

Insert Time

Insert Page Number

Preferences

Find/Replace


Word Processor Edit Menu, Undo Command
Edit - Undo/Redo

This command returns last edited text to its original condition. When executed, this command changes to Redo, allowing you to restore text that you have undone.

Note:  You can also execute this command by pressing the Alt+Backspace keys.


Word Processor Edit Menu, Cut Command
Edit - Cut

This command removes selected text and/or graphics from the document and puts it in the Windows clipboard. If nothing is currently selected, this command is dimmed.

Note:  You can also execute this command by pressing the Shift+Del keys.

For instructions, see the How Do I Cut Selected Text topic.


Word Processor Edit Menu, Copy Command
Edit - Copy

This command copies selected text and/or graphics to the Windows clipboard. If nothing is currently selected, this command is dimmed.

Note:  You can also execute this command by pressing the Ctrl+Ins keys.

For instructions, see the How Do I Copy Selected Text topic.


Word Processor Edit Menu, Paste Command
Edit - Paste

This command inserts a copy of the text and/or graphics contained in the Windows clipboard at the insertion point or replaces selected text.

Pasting does not remove the contents from the clipboard. You may paste additional copies of the clipboard contents as often as you like until you perform another cut or copy operation.

If there is nothing in the clipboard, the Paste command is dimmed.

Note:  You can also execute this command by pressing the Shift+Ins keys.

For instructions, see the How Do I  Paste Selected Text topic.


Word Processor Edit Menu, Select All Command
Edit - Select All

This command allows you to select all of the text and graphics in the current Word Processor document. By placing the insertion point inside a header or footer, you can use this command to select all of the text and graphics in the header or footer.


Word Processor Edit Menu, Insert Date Command
Edit - Insert Date

This command displays a submenu that allows you to choose one of two date formats. (The   [image] symbol to the right of the command indicates that a submenu will be displayed.)  The following formats are available from the submenu:

10/25/93

Monday, October 25, 1993

The current date is inserted in the document at the insertion point.

Warning!  The date inserted in this manner changes so that when you view or print a document with the date inserted, it reflects the current date. If you want to write that a certain event occurred on a specific date, for example, A meeting was planned for August 23, 1992., you must type the date.

Note:  You can also execute this command by pressing the Ctrl+A keys.

For instructions, see the How Do I Insert the Date topic.


Word Processor Edit Menu, Insert Time Command
Edit - Insert Time

Inserts the current time in the document at the insertion point.

Warning!  The time inserted in this manner changes so that when you view or print a document with the time inserted, it reflects the current time. If you want to write that a certain event occurred at a specific time, for example, The meeting was planned to start at 10:30 AM., you must type the time.

Note:  You can also execute this command by pressing the Ctrl+B keys.

For instructions, see the How Do I Insert the Time topic.


Word Processor Edit Menu, Insert Page Number Command
Edit - Insert Page Number

Inserts the current page number in the document at the insertion point. This command is typically used to insert a page number in a header or footer line.

Note:  You can also execute this command by pressing the Ctrl+C keys.

For instructions, see the How Do I Insert Page Numbers topic.


Word Processor Edit Menu, Preferences Command
Edit - Preferences

This command displays the Preferences dialog box which allows you to configure 1stACT!  to suit your personal needs. Preferences that may be changed include:

*	Alarm Settings

*	Dialing Settings

*	Miscellaneous

*	Name Separators

*	Schedule Icon Defaults

*	Schedule Settings

For instructions, see the How Do I Specify Preferences topic.


Word Processor Edit Menu, Find/Replace Command
Edit - Find/Replace

This command displays the Find/Replace dialog box which allows you to find a text string and, if you want to replace the found string, allows you to specify a replacement string.

For instructions, see the How Do I Find and Replace Selected Text topic.


Window Menu commands
Window Menu

Cascade

Tile

Window Selection 1 to 9


Window Menu, Cascade Command
Window - Cascade

This command arranges windows in an overlapping pattern so that the title bar of each window remains visible.


Window Menu, Tile Command
Window - Tile

This command arranges windows side by side so that all windows are visible.


Window Menu, 1 to 9 Command
1 to 9 (Window Selection)

1stACT! lists the currently open 1stACT! windows at the bottom of the Window menu. Up to 9 windows can be open at a time. A check mark appears to the left of the currently active window. To make a different open window active, choose that window from the menu.


1stACT Help Menu
1stACT! Help Menu

Index

Commands

Special

Keyboard

How Do I?

Glossary

Common Questions

About


Help Menu, Index Command
Help - Index

This command opens the 1stACT! Help file and accesses the main index.


Help Menu, Commands Command
Help - Commands

This command opens the 1stACT! Help file and accesses the Commands topic. The Commands topic gives a short description of all menu commands and explains briefly how to use them.


Help Menu, Special Command
Help - Special

This command opens the 1stACT! Help file and accesses the Special Features topic. Special Features gives a description of the Status Bar, the Icon Bar, and the Word Processor Ruler. It also provides a brief description of all 1stACT! dialog boxes.


Help Menu, Keyboard Command
Help - Keyboard

This command opens the 1stACT! Help file and accesses the Keyboard topic. The Keyboard topic gives a listing of the keyboard commands and shortcuts used in 1stACT!.


Help Menu, Procedures Command
Help - How Do I?

This command opens the 1stACT! Help file and accesses the How Do I? topic. This topic provides instructions for performing specific tasks. Select the procedure for which you need instructions. In each procedure, you can select on hot-spot terms for a popup definition, hot-spot dialog box names for a brief description of the dialog box, and hot-spot command names for a brief description of each command. Also when other procedures are recommended, a hot-spot moves you directly to the procedure.

For instructions in using hot-spot definitions, press the F1 key while in the Help window and choose the Help Basics topic. Then choose the Displaying Definitions to Get More Information topic.

For instructions in using hot-spot dialog box and command information, press the F1 key while in the Help window and choose the Help Basics topic. Then choose the Getting Information from Cross-References topic.


Help Menu, Glossary Command
Help - Glossary

This command opens the 1stACT! Help file and accesses the Glossary topic. The Glossary topic provides a popup definition of each of the terms that have special meaning in 1stACT!.

To use the glossary, you simply select the hot-spot.

For Windows 3.0, click and hold the mouse button on the hot-spot term in the Glossary list. Release the mouse button when you are done reading. To use the keyboard, press the Tab key to highlight the term, then press and hold the Enter key. Release the Enter key when you are done.

For Windows 3.1, click the mouse button on the hot-spot term in the Glossary list. Click the mouse button again when you are done reading. To use the keyboard, press the Tab key to highlight the term, then press the Enter key. Press the Enter key again when you are done.

For instructions, press the F1 key while in the Help window and choose the Help Basics topic.


Help Menu, Common Questions Command
Help - Common Questions

This command opens the 1stACT! Help File and accesses the Common Technical Support Questions topic.  This topic provides answers to the most frequently asked questions from 1stACT! users.


Help Menu, About Command
Help - About

This command displays the 1stACT! About dialog box. This dialog box shows the version of 1stACT! you are running, its serial number, the CPU type, the mode in which Windows is running, the version of Windows running, whether you have a coprocessor installed, the amount of memory that is free, the amount of disk space that is free, and the version of DOS you are running.


Contact Window Schedule Menu

Call

Meeting

To-do

Another


Contact Window Schedule Menu, Call Command
Schedule - Call

This command displays the Schedule an Activity dialog box which allows you to schedule a call with the current contact by specifying the date, time, and regarding information. You can also specify the duration, lead time, and priority of the call. 1stACT! uses this information to help you keep from scheduling conflicting activities.

For instructions, see the How Do I Schedule a Call topic.

Caution!  If a call is already scheduled for this contact, this command allows you to modify the specifications for the call. If you want to schedule another call for this contact, rather than modify the existing one, use the Schedule, Another Call command.


Contact Window Schedule Menu, Meeting Command
Schedule - Meeting

This command displays the Schedule an Activity dialog box which allows you to schedule a meeting with the current contact by specifying the date, time, and regarding information. You can also specify the duration, lead time, and priority of the meeting. 1stACT! uses this information to help you avoid scheduling conflicting activities.

For instructions, see the How Do I Schedule a Meeting topic.

Caution!  If a meeting is already scheduled for this contact, this command allows you to modify the specifications for the meeting. If you want to schedule another meeting for this contact, rather than modify the existing one, use the Schedule, Another Meeting command.


Contact Window Schedule Menu, To-do Command
Schedule - To-do

This command displays the Schedule an Activity dialog box which allows you to schedule a To-do with the current contact by specifying the date, time, and regarding information. You can also specify the duration, lead time, and priority of the To-do. 1stACT! uses this information to help you avoid scheduling conflicting activities.

For instructions, see the How Do I Schedule a To-do topic.

Caution!  If a To-do is already scheduled for this contact, this command allows you to modify the specifications for the To-do. If you want to schedule another To-do for this contact, rather than modify the existing one, use the Schedule, Another To-do command.


Contact Window Schedule Menu, Another Command
Schedule - Another

This command displays a submenu that allows you to select a command to schedule another activity. (The   [image] symbol to the right of the command indicates that a submenu will be displayed.)  The following commands are available from the submenu:

Call

Meeting

To-do


Contact Window Schedule Menu, Another Call Command
Schedule - Another - Call

This command displays the Schedule an Activity dialog box which allows you to schedule another call with the current contact without overwriting or modifying the first scheduled call. You specify the date, time, and regarding information. You can also specify the duration, lead time, and priority of the call. 1stACT! uses this information to help you avoid scheduling conflicting activities.

For instructions, see the How Do I Schedule a Call topic.


Contact Window Schedule Menu, Another Meeting Command
Schedule - Another - Meeting

This command displays the Schedule an Activity dialog box which allows you to schedule another meeting with the current contact without overwriting or modifying the first scheduled meeting. You specify the date, time, and regarding information. You can also specify the duration, lead time, and priority of the meeting. 1stACT! uses this information to help you avoid scheduling conflicting activities.

For instructions, see the How Do I Schedule a Meeting topic.


Contact Window Schedule Menu, Another To-do Command
Schedule - Another - To-do

This command displays the Schedule an Activity dialog box which allows you to schedule another To-do with the current contact without overwriting or modifying the first scheduled To-do. You specify the date, time, and regarding information. You can also specify the duration, lead time, and priority of the To-do. 1stACT! uses this information to help you avoid scheduling conflicting activities.

For instructions, see the How Do I Schedule a To-do topic.


Contact Window Clear Menu

Call

Meeting

To-do


Contact Window Clear Menu, Call Command
Clear - Call

This command clears a scheduled call. It displays the Clear Call dialog box which allows you to clear a call and specify it as Completed, Attempted, or Received. An entry is recorded in the History for the associated contact.

You can also clear a call by erasing it. Erasing a call does not make an entry in the History for the contact.

For instructions, see the How Do I Clear a Call topic.


Contact Window Clear Menu, Meeting Command
Clear - Meeting

This command clears a scheduled meeting. It displays a dialog box that asks you whether the meeting was held. An entry is recorded in the History for the associated contact.

For instructions, see the How Do I Clear a Meeting topic.


Contact Window Clear Menu, To-do Command
Clear - To-do

This command clears a scheduled To-do. It displays a dialog box that asks you whether the To-do was done. An entry is recorded in the History for the associated contact.

For instructions, see the How Do I Clear a To-do topic.


Contact Window Phone Menu

Local

Long Distance

International

Alternate Access

List

Completed Call

Attempted Call

Received Call


Contact Window Phone Menu, Local Command
Phone - Local

This command dials the phone number of the current contact using the Local prefixes and postfixes defined in the Preferences, Dialing Settings dialog box. It displays the Phone dialog box which allows you to record whether the call was successful or to redial the phone number.

Note:  To use this command, you must have a Hayes-compatible modem installed in your computer.

For instructions, see the How Do I Make a Call topic.


Contact Window Phone Menu, Long Distance Command
Phone - Long Distance

This command dials the phone number of the current contact using the Long prefixes and postfixes defined in the Preferences, Dialing Settings dialog box. It displays the Phone dialog box which allows you to record whether the call was successful or to redial the phone number.

Note:  To use this command, you must have a Hayes-compatible modem installed in your computer.

For instructions, see the How Do I Make a Call topic.


Contact Window Phone Menu, International Command
Phone - International

This command dials the phone number of the current contact using the International prefixes and postfixes defined in the Preferences, Dialing Settings dialog box and the Country Code from Contact window 1. It displays the Phone dialog box which allows you to record whether the call was successful or to redial the phone number.

Note:  To use this command, you must have a Hayes-compatible modem installed in your computer.

For instructions, see the How Do I Make a Call topic.


Contact Window Phone Menu, Alternate Access Command
Phone - Alternate Access

The Alternate Access command dials the phone number of the current contact using the Alternate prefixes and postfixes defined in the Preferences, Dialing Settings dialog box. It displays the Phone dialog box which allows you to record whether the call was successful or to redial the phone number.

Note:  To use this command, you must have a Hayes-compatible modem installed in your computer.

For instructions, see the How Do I Make a Call topic.


Contact Window Phone Menu, List Command
Phone - List

Note:  You can also execute this command by clicking on the View Phone List icon.

This command displays the Phone List dialog box which shows all the phone numbers from the current contact record including the Company phone, Fax phone, Alternate phone, and any Assistant phone numbers or user fields defined with a phone data type.  You can choose a number from the list and let 1stACT! dial it for you or you can enter a number manually.

Note:  To use this command, you must have a Hayes-compatible modem installed in your computer.

For instructions, see the How Do I Use the Phone List topic.


Contact Window Phone Menu, Completed Call Command
Phone - Completed Call

This command displays the Call dialog box which allows you to enter the regarding information for an unscheduled call that you completed manually (without 1stACT! dialing the call for you). When you choose the OK button, the call is recorded in the History for the current contact record as a Completed Call.

For instructions, see the How Do I Record Manual Call Results topic.

Note:  If you have a scheduled call for this contact, this command does not clear the call. If you want to clear the scheduled call, use the Clear, Call command.


Contact Window Phone Menu, Attempted Call Command
Phone - Attempted Call

This command displays the Call dialog box which allows you to enter the regarding information for an unscheduled call that you attempted manually (without 1stACT! dialing the call for you). When you choose the OK button, the call is recorded in the History for the current contact record as an Attempted Call.

For instructions, see the How Do I Record Manual Call Results topic.

Note:  If you have a scheduled call for this contact, this command does not clear the call. If you want to clear the scheduled call, use the Clear, Call command.


Contact Window Phone Menu, Received Call Command
Phone - Received Call

This command displays the Call dialog box which allows you to enter the regarding information for a call that you received from the current contact. When you choose the OK button, the call is recorded in the History for the current contact record as a Received Call.

For instructions, see the How Do I Record Manual Call Results topic.


Contact Window Write Menu

Letter

Memorandum

Fax Cover

Other

Form Letter

Report

Edit Template


Contact Window Write Menu, Letter Command
Write - Letter

This command starts the Word Processor with a block letter format that already contains the date, the contact name, the address, and the salutation from the current contact record, and the closing, the signature, and the title of the manager from the My Record. 1stACT! automatically positions the insertion point in the correct place for typing the body of the letter.

Note:  You can also execute this command by clicking on the Write Letter icon.

For instructions, see the How Do I Select a Document Template topic.


Contact Window Write Menu, Memorandum Command
Write - Memorandum

This command starts the Word Processor with a memorandum to the current contact. The date is inserted automatically. The contact name from the current contact record and the name of the manager from the My Record are extracted and inserted into the document in the appropriate format for a memorandum. 1stACT! positions the insertion point on the subject line.

For instructions, see the How Do I Select a Document Template topic.


Contact Window Write Menu, Fax Cover Command
Write - Fax Cover

This command starts the Word Processor with a facsimile cover sheet to the current contact. The date is inserted automatically. The contact name and the fax phone number from the current contact record and the name of the manager from the My Record are extracted from the current contact record and inserted into the document in the appropriate format for a fax cover. 1stACT! positions the insertion point in the correct place for typing the subject of the fax.

For instructions, see the How Do I Select a Document Template topic.

You can type the contents of the fax, use the Copy feature to copy text from another application (such as Microsoft Word, WordPerfect, or AmiPro) or you can insert an existing 1stACT! document into the Fax Cover document.

For instructions on inserting an existing 1stACT! document into the Fax Cover, see the How Do I Insert Another Document in your Current Document topic.

Note:  The fax cover includes a count of the pages in the fax. After creating the complete fax document, you should edit this line manually to show the total number of pages in your fax transmission.


Contact Window Write Menu, Other Command
Write - Other

This command displays the Open File dialog box from which you can choose a customized template to use to create a new Word Processor document.

For instructions, see the How Do I Select a Document Template topic.


Contact Window Write Menu, Form Letter Command
Write - Form Letter

This command displays the Open File dialog box from which you can choose a customized letter template file to use as the basis of a form letter. The body text must be included in the customized letter template. 1stACT! then displays the Prepare Form Letter dialog box from which you can choose the contacts to whom you want to send the form letter and to specify whether the output is to be sent to a Word Processor file for preview and editing or directly to a printer.

For instructions, see the How Do I Print a Form Letter topic.


Contact Window Write Menu, Report Command
Write - Report

This command displays a submenu that shows the standard reports available with 1stACT!. (The  [image] symbol to the right of the command indicates that a submenu will be displayed.)  The following commands are available from the submenu:

Task List

Contact Report

Notes

Directory

Phone


Contact Window Write Menu, Report, Task List Command
Write - Report - Task List

This command automatically generates a Task List Report that includes every contact in the database. The report lists the activities by category: Calls, Meetings, and To-do's. The report includes the following data for each activity:

*	Company

*	Contact Name

*	Phone Number

*	Date of activity

*	Time of activity

The output from the report generator can be sent to a document for review and editing, or directly to the printer for hard copy.

For instructions, see the How Do I Generate Reports topic.


Contact Window Write Menu, Report, Contact Report Command
Write - Report - Contact Report

This command automatically generates a Contact Report for the current contact, group of contacts, or every contact in the database. The report includes the contents of every field on Contact windows 1 and 2, the Notes, and the History record for each contact.

The output from the report generator can be sent to a document for review and editing, or directly to the printer for hard copy.

For instructions, see the How Do I Generate Reports topic.


Contact Window Write Menu, Report, Notes Command
Write - Report - Notes

This command automatically generates a Notes Report by Profile for the current contact, group of contacts, or every contact in the database. The report includes a listing of the Notes recorded in each contact record for a specific date or a range of dates. The report also includes the following data for each contact:

*	Company

*	Phone

*	Extension

*	Contact

*	ID/Status

*	Title

*	Referred By

*	City and State

*	Created

The output from the report generator can be sent to a document for review and editing, or directly to the printer for hard copy.

For instructions, see the How Do I Generate Reports topic.


Contact Window Write Menu, Report, Directory Command
Write - Report - Directory

This command automatically generates a Directory Report for the current contact, group of contacts, or every contact in the database. The report includes a listing of the Primary and Secondary addresses and phone numbers for each contact record. The report also includes the name of the secretary or personal assistant for each contact.

The output from the report generator can be sent to a document for review and editing, or directly to the printer for hard copy.

For instructions, see the How Do I Generate Reports topic.


Contact Window Write Menu, Report, Phone Command
Write - Report - Phone

This command automatically generates a Phone Report for the current contact, group of contacts, or every contact in the database. The report includes a listing of the Primary phone numbers in Company order for each contact record. The report also includes the telephone extension and country code for each contact.

The output from the report generator can be sent to a document for review and editing, or directly to the printer for hard copy.

For instructions, see the How Do I Generate Reports topic.


Contact Window Write Menu, Report, Edit Template Command
Write - Edit Template

This command displays the Open File dialog box which allows you to choose a report template to modify.


Contact Window View Menu

Contact List

Contact Screen 2 (or 1)

Activities

Notes

History

Reference Library

Totals

Task List

Calendar


Contact Window View Menu, Contact List Command
View - Contact List

Note:  You can also execute this command by pressing the F8 key or by clicking on the View Contact List icon.

This command displays the Contact List dialog box which allows you to view a list of the contacts in the current group. Initially, all the contacts are tagged (a + appears in the Tag column). You can remove individual contacts from the group by untagging them.

You can also double-click on a contact to go directly to that record.

For instructions, see the How Do I Remove Contacts from the Lookup Group topic.


Contact Window View Menu, Layout Command
View - Contact Screen 2 (or 1)

Note:  You can also execute this command by pressing the F6 key or by clicking on the View Previous Layout icon.

This command allows you to toggle between the two 1stACT! layout options.


Contact Window View Menu, Activities Command
View - Activities

Note:  You can also execute this command by pressing the Alt+F9 keys or by clicking on the View Activities icon.

This command displays the Activities dialog box which allows you to view a list of the scheduled activities for the current contact.

You can perform 3 major functions from the Activities dialog box.

*	Modifying activities

*	Clearing activities

*	Adding activities

For instructions, see the How Do I View Activities topic.


Contact Window View Menu, Notes Command
View - Notes

Note:  You can also execute this command by pressing the F9 key or by selecting the View Notes icon.

This command opens the Notes for the current contact. The Notes allows you to keep personal notes regarding activities related to the current contact.

For instructions, see the How Do I View Notes topic.


Contact Window View Menu, History Command
View - History

Note:  You can also execute this command by pressing the Shift+F9 keys or by clicking on the View History icon.

This command displays the History dialog box which allows you to view a History for the current contact. The History contains records for the activities performed on behalf of the current contact. Included are Calls made, Meetings held, letters sent, Faxes sent, To-do's done, and contact fields edited.

While you can remove records from the History, you cannot edit the contents of individual records.

For instructions, see the How Do I View History topic.


Contact Window View Menu, Reference Library Command
View - Reference Library

Note:  You can also execute this command by pressing the Shift+F3 keys or by clicking on the View Reference Library icon.

This command opens the Reference Library document, where you store non-contact specific information. This file is, by default,  \ACTWIN\LIBRARY\LIBRARY.WPD.

You can assign another Word Processor document by typing its name in the Library field of Contact window 2. You must type the filename and its .WPD extension. The file must be stored in the \ACTWIN\LIBRARY directory.

For instructions, see the How Do I View the Reference Library Document topic.


Contact Window View Menu, Totals Command
View - Totals

Note:  You can also execute this command by pressing the Ctrl+F9 keys.

This command displays the Totals dialog box which shows the total number of activities performed on behalf of the current contact. For each type of activity performed, the date of the last activity is included.

For instructions, see the How Do I View Totals topic.


Contact Window View Menu, Task List Command
View - Task List

Note:  You can also execute this command by pressing the F7 key or by clicking on the View Task List icon.

This command allows you to view the Task List dialog box.

For instructions, see the How Do I View the Task List topic.


Contact Window View Menu, Calendar Command
View - Calendar

Note:  You can also execute this command by pressing the F4 key.

This command causes the Calendar dialog box to appear.

You can also use the Calendar to specify a date or date range to view the Task List dialog box.

For instructions, see the How Do I View the Task List topic.

The Calendar also appears as a popup dialog box when performing many other tasks.


Contact Window Lookup Menu

My Record

Everyone

Previous

Company

First Name

Last Name

City

State

Zip Code

ID/Status

Other

Key Word


Contact Window Lookup Menu, My Record Command
Lookup - My Record

This command looks up the My Record for the current database. The Contact indicator in the Status Bar shows 1 of 1. The Group indicator shows My Record.

For instructions, see the How Do I Look up the My Record topic.


Contact Window Lookup Menu, Everyone Command
Lookup - Everyone

This command looks up Everyone in the current database and creates a group. The Contact window displays the same contact record that was displayed prior to the lookup. The Total indicator changes to show the total number of contact records in the database. The Group indicator shows Everyone.

For instructions, see the How Do I Look up Everyone topic.


Contact Window Lookup Menu, Previous Command
Lookup - Previous

This command allows you to change the lookup group back to the group that you used immediately before looking up the current group. For example, your current group is by Company for XYZ Corp., and you choose the Lookup, Last Name command to look up contacts with the last name of Jones. To return quickly to the XYZ Corp. group, use the Lookup, Previous command.


Contact Window Lookup Menu, Company Command
Lookup - Company

This command displays the Lookup dialog box which allows you to look up all Contact records in the current database with the same company or organization name and create a group of those contacts. The Group indicator shows Company.

For instructions, see the How Do I Perform a Standard Lookup topic.


Contact Window Lookup Menu, First Name Command
Lookup - First Name

This command displays the Lookup dialog box which allows you to look up all Contact records in the current database with the same first name and create a group of those contacts. The Group indicator shows First Name.

For instructions, see the How Do I Peform a Standard Lookup topic.


Contact Window Lookup Menu, Last Name Command
Lookup - Last Name

This command displays the Lookup dialog box which allows you to look up all Contact records in the current database with the same last name (surname) and create a group of those contacts. The Group indicator shows Last Name.

For instructions, see the How Do I Perform a Standard Lookup topic.


Contact Window Lookup Menu, City Command
Lookup - City

This command displays the Lookup dialog box which allows you to look up all Contact records in the current database whose address is in a specified city and create a group of those contacts. The Group indicator shows City.

For instructions, see the How Do I Perform a Standard Lookup topic.


Contact Window Lookup Menu, State Command
Lookup - State

This command displays the Lookup dialog box which allows you to look up all Contact records in the current database whose address is in a specified state and create a group of those contacts. The Group indicator shows State.

For instructions, see the How Do I Perform a Standard Lookup topic.


Contact Window Lookup Menu, Zip Code Command
Lookup - Zip Code

This command displays the Lookup dialog box which allows you to look up all Contact records in the current database whose address is in a specified Zip Code and create a group of those contacts. The Group indicator shows Zip Code.

For instructions, see the How Do I Perform a Standard Lookup topic.


Contact Window Lookup Menu, ID/Status Command
Lookup - ID/Status

This command displays the Lookup dialog box which allows you to look up all Contact records in the current database which contain specified data in the ID/Status field and create a group of those contacts. The Group indicator shows ID/Status.

For instructions, see the How Do I Perform a Standard Lookup topic.


Contact Window Lookup Menu, Other Command
Lookup - Other

This command opens a Query window which allows you to look up all Contact records in the current database which contain certain information in selected Contact fields and create a group of those contacts. The lookup is recorded as a query document in the \ACTWIN\QUERIES directory with the extension .QRY.


Contact Window Lookup Menu, Key Word Command
Lookup - Key Word

This command displays the  Key Word Search dialog box which allows you to look up all Contact records in the current database that contain a specified data string anywhere in the record and create a group of those contacts.

For instructions, see the How Do I Look up Records by Key Word topic.


Word Processor Window Font Menu
Word Processor Font Menu

The Font menu allows you to choose a different font. Simply choose the font name that you wish to use.  If  you have access to more fonts than will fit on the Font menu, select Choose... to bring up the Font dialog box which allows you to select a different font.  If you have highlighted text, the selected text will change to the font you chose. Below are a few samples:

This is Helvetica.

This is Courier.

This is Times Roman.

This is System.


Word Processor Window Font Menu - Printer Default
Word Processor Font Menu - Printer Default

The Printer Default option instructs 1stACT! to print your document in the default font used by your printer.  You can use a different font by selecting the Choose... command.


Word Processor Window Font Menu - Choose
Word Processor Font Menu - Choose

The Choose... command displays the Font dialog box.  This dialog box allows you to select the font to use.  If you have access to more fonts than can be displayed within the Font menu, no fonts are displayed.  You must select the Choose... command to access fonts.


Word Processor Window Size Menu
Word Processor Size Menu

The Size menu holds the most common font sizes that you can choose. Simply select the text to which the new size is to be applied and then choose a new size from this menu. To choose a size not shown on the menu, choose the Other command and specify a type size.


Word Processor Window Style Menu
Word Processor Style Menu

The Style menu allows you to change the style of the currently selected text. The following styles are available:

*	This is Plain Text.

*	This is Bold Text.

*	This is Italic Text.

*	This is regular Underlined Text.

*	This is Word Underlined Text.

*	This is [image] Text.

*	This is UPPERCASE TEXT.

*	This is lowercase text.

*	The Color of this text is Blue.

Note:  If your printer does not support colors, all text, regardless of any color style you specify, will be printed in black.

For instructions, see the How Do I Stylize Selected Text topic.


Word Processor Spelling Menu

Check Selection

Check Document

Choose Main Dictionary

Choose User Dictionary

Create User Dictionary

Edit User Dictionary


Word Processor Window Spelling Menu, Check Selection Command
Spelling - Check Selection

The Check Selection command allows you to check the spelling of a selected block of text. It is dimmed if you have not selected a block of text. When you execute this command, the Spell Check dialog box appears.

When you have completed the spell check, a message dialog box appears. This dialog box tells you how many words were checked and how many words were found incorrectly spelled.

Note:  If there are no misspelled or unrecognized words in your selection, the Spell Check dialog box does not appear. Only the message dialog box appears.

For instructions, see the How Do I Spell Check Selected Text topic.


Word Processor Window Spelling Menu, Check Document Command
Spelling - Check Document

The Check Document command allows you to check the spelling of an entire Word Processor document. When you execute this command, the Spell Check dialog box appears. Spell checking begins at the top of the first page and proceeds to the end of the document.

For instructions, see the How Do I Spell Check the Entire Document topic.


Word Processor Window Spelling Menu, Choose Main Dictionary Command
Spelling - Choose Main Dictionary

The Choose Main Dictionary command allows you to choose another main dictionary to be used for spell checking. When you execute this command, the Choose Main Dictionary dialog box appears. Main dictionary files have an extension of .DCT and are stored in the \ACTWIN\SPELL directory.

For instructions, see the How Do I Check Spelling topic.


Word Processor Window Spelling Menu, Choose User Dictionary Command
Spelling - Choose User Dictionary

The Choose User Dictionary command allows you to choose another main dictionary to be used for spell checking. When you execute this command, the Choose User Dictionary dialog box appears. User dictionary files have an extension of .USR and are stored in the \ACTWIN\SPELL directory.

For instructions, see the How Do I Check Spelling topic.


Word Processor Window Spelling Menu, Create User Dictionary Command
Spelling - Create User Dictionary

The Create User Dictionary command allows you to choose another main dictionary to be used for spell checking. When you execute this command, the Create User Dictionary dialog box appears. Type the name of the new dictionary. 1stACT! automatically adds the required file extension of .USR and stores the new dictionary in the \ACTWIN\SPELL directory.

For instructions, see the How Do I Create a New User Dictionary topic.


Word Processor Window Spelling Menu, Edit User Dictionary Command
Spelling - Edit User Dictionary

The Edit User Dictionary command allows you to add words to the user dictionary, remove words from the user dictionary, and correct errors in the user dictionary. When this command is accessed, the Edit User Dictionary dialog box for the currently chosen user dictionary (or the default user dictionary) appears.


Word Processor Format Menu

Show/Hide Ruler

Show/Hide Page Guides

Paragraph

Tabs

Page

Copy Ruler

Apply Ruler

Insert Page Break

Insert/Remove Header

Insert/Remove Footer

Header/Footer Height

Show Field Names

Merge


Word Processor Window Format Menu, Show/Hide Ruler Command
Format - Show/Hide Ruler

This command allows you to show the ruler in the current Word Processor window. When the ruler is shown in the window, this command changes to Hide Ruler. Choosing Hide Ruler removes the ruler from the window.

For an example of the use of this command, see the How Do I Insert and Remove Headers and Footers topic.


Word Processor Window Format Menu, Show/Hide Page Guides Command
Format - Show/Hide Page Guides

This command allows you to show the page guides in the current Word Processor window. Page guides show you the location of the top, bottom, left, and right margins. If headers or footers are inserted in the document, the height of the headers and footers are also shown. When the page guides are shown in the window, this command changes to Hide Page Guides. Choosing Hide Page Guides removes the page guides from the window.

For an example of the use of this command, see the How Do I Insert and Remove Headers and Footers topic.


Word Processor Window Format Menu, Paragraph Command
Format - Paragraph

This command displays the Paragraph dialog box which allows you to use the keyboard (instead of the Ruler) to specify paragraph margins, type of justification, and spacing for the currently selected text.

You can also select the Keep With Next attribute.

For instructions, see the How Do I Format Paragraphs topic.


Word Processor Window Format Menu, Tabs Command
Format - Tabs

This command displays the Tabs dialog box, which allows you to add, modify and remove tab stops for the current paragraph. You can specify the offset location of the tab (the distance from the left edge of the paper), the justification of tab (Left, Center, Right, or Align), the kind of fill (None, Solid Line, Dashed Line, or Other). If you select Align Justification, you can specify the character on which the text is to align (default is period). If you select Other as the kind of fill, you can specify the character to be used.

For instructions, see the How Do I Add, Modify, and Delete Tabs topic.


Word Processor Window Format Menu, Page Command
Format - Page

This command displays the Page Margins dialog box, which allows you to specify the page margins for the current Word Processor document. You can specify the following margins:  Top, Bottom, Left, and Right.


Word Processor Window Format Menu, Copy Ruler Command
Format - Copy Ruler

This command allows you to copy the paragraph formatting, including paragraph margins, justification, spacing, and tabs for the current paragraph. You can apply that formatting to another paragraph using the Format, Apply Ruler command.


Word Processor Window Format Menu, Apply Ruler Command
Format - Apply Ruler

This command allows you to apply the paragraph formatting that you previously copied using the Format, Copy Ruler command. The paragraph formatting, including paragraph margins, justification, spacing, and tabs are applied to the current paragraph.


Word Processor Window Format Menu, Insert Page Break Command
Format - Insert Page Break

This command inserts a page break at the insertion point.

Note:  This command can also be accessed by pressing the Shift+Enter keys.

For instructions, see the How Do I Insert/Remove a Page Break topic.


Word Processor Window Format Menu, Insert/Remove Header Command
Format - Insert/Remove Header

This command inserts a header in the current document at the top of every page. The header can be edited, can have fonts, sizes, and styles applied, and can have formatting such as justification, tab stops, and header height added. You can type as many lines in the header as you like. You can add the time, the date, or the page number in the header.

When a header exists in the current document, the menu shows Remove Header. This command removes the existing header from the document.

For instructions, see the How Do I Insert and Remove Headers and Footers topic.


Word Processor Window Format Menu, Insert/Remove Footer Command
Format - Insert/Remove Footer

This command inserts a footer in the current document at the bottom of every page. The footer can be edited, can have fonts, sizes, and styles applied, and can have formatting such as justification, tab stops, and footer height added. You can type as many lines in the footer as you like. You can add the time, the date, or the page number in the footer.

When a footer exists in the current document, the Remove Footer command appears on the Format menu. This command removes the existing footer from the document.

For instructions, see the How Do I Insert and Remove Headers and Footers topic.


Word Processor Window Format Menu, Header/Footer Height Command
Format - Header/Footer Height

This command displays the Header/Footer Height dialog box which allows you to specify the height between the header or footer in a document and its nearest adjacent text.

For instructions, see the How Do I Insert and Remove Headers and Footers topic.


Word Processor Window Format Menu, Show Field Names Command
Format - Show Field Names

This command is available only when editing a Word Processor letter template file or report template file. It allows you to show the Field Names dialog box.

Note:  The Field Names dialog box appears automatically when you open a template file. Sometimes you may want to close the dialog box to remove it from the window. The Show Field Names command allows you to display the dialog box again.


Word Processor Window Format Menu, Create Report Command
Format - Merge

This command is available

Create Report appears on the menu only when creating or editing a report template file. It allows you to test the functionality of a report template by running it. You can choose the contact or contacts to be included in the test and the destination of the output:  document or printer.

Merge Template appears on the menu only when creating or editing a letter template file. It allows you to test the functionality of a letter template by running it. You can choose the contact or contacts to be included in the test and the destination of the output:  document or printer.


Procedures Main Menu
How Do I ?: Instructions for performing specific tasks.

Manage Contact Records

View Contact Information

Perform Lookups

Manage Activities

Use the Phone

Write Documents

Generate Reports

Print Documents

Specify Field Attributes

Specify Preferences


Manage Activities (menu)
How Do I - Manage Activities?

Schedule a Call

Schedule a Meeting

Schedule a To-do

Schedule a Recurring Activity

Modify an Activity

Clear a Call

Clear a Meeting

Clear a To-do

Respond to Alarms


Schedule a Call

Note:  This procedure assumes that the Preferences Schedule Settings dialog box has been configured with the following Field Choices for Call:

Date:	Calendar

Time:	Mini Day

Regarding:	Auto Popup

Duration:	Off

Lead Time:	Off

1	Click on the Schedule a Call icon or choose the Schedule, Call command. The Schedule an Activity dialog box appears, overlaid by a Calendar dialog box.

2	Choose the date on which you want to schedule the call and then choose the OK button.

The chosen date appears in the Date field. The Miniday   calendar appears.

3	Choose Timeless or choose the increments of time needed to specify the time for which you want to schedule the call. Then choose the OK button.

If you chose Timeless, 1stACT! inserts None in the Time field or, if you specified a time, 1stACT! inserts the chosen time. The Regarding popup dialog box appears.

4	Choose the Regarding reason from the list, then choose the OK button.

The chosen Regarding reason appears in the Regarding field.

Note:	Default duration times for activities can be specified using the Edit, Preferences, Alarm Settings command.

5	The default duration time appears in the Duration field.  If you want to change the default duration time,  TAB to the Duration field and insert the amount of time you want to allot for the call. Then choose the OK button.

6	The default lead time appears in the Lead Time field.  If you want to change the default lead time, TAB to the Lead Time field and insert the time needed to specify the lead time for the Call. Then choose the OK button.

7	If the current contact is not the contact for whom you want to schedule the activity, choose the Contact button. The Select a Contact dialog box appears. Select the contact and then choose the OK button.

8	Choose the Priority you want:  High, Medium, or Low.

9	If you want to be reminded of the meeting, check the Set Alarm box.

10	Choose the OK button. The Schedule an Activity dialog box disappears. The Call fields on Contact window 1 show the date, time, and regarding information for the call.


Schedule a Meeting

Note:  This procedure assumes that the Preferences Schedule Settings dialog box has been configured with the following Field Choices for Meeting:

Date:	Calendar

Time:	Mini Day

Regarding:	Auto Popup

Duration:	Off

Lead Time:	Off

1	Click on the Schedule a Meeting icon or choose the Schedule, Meeting command. The Schedule an Activity dialog box appears, overlaid by a Month View box. Today is highlighted by shading in the title.

2	Choose the date for which you want to schedule the meeting. Using the keyboard, press the Right Arrow key to position the cursor on the day you want.  Using the mouse, click on the day you want. Then choose the OK button.

The chosen date appears in the Date field. The Mini Day calendar appears.

3    Choose Timeless or choose the increments of time needed to specify the time for which you want to schedule the call. Then choose the OK button.

If you chose Timeless, 1stACT! inserts None in the Time field or, if you specified a time, 1stACT! inserts the chosen time. The Regarding popup dialog box appears.

4	Choose the Regarding reason from the list, then choose the OK button.

The chosen Regarding reason appears in the Regarding field.

Note:	Default duration times for activities can be specified using the Edit, Preferences, Alarm Settings command.

5     The Lead Time and Duration fields default to the amount specified in Preferences Alarm Settings dialog box.

6	If you want to change the Duration, locate the insertion point in the Duration field and press F2 for a Duration Time Accelerator dialog box. Choose the increments of time needed to specify the amount of time you want to allot for the Meeting. Then choose the OK button.

8	If the current contact is not the contact for whom you want to schedule the activity, choose the Contact button. The Select a Contact dialog box appears. Select a contact and then choose the OK button.

9	Choose the Priority you want:  High, Medium, or Low.

10	If you want to be reminded of the meeting, check the Set Alarm box.

11	Choose the OK button. The Schedule an Activity dialog box disappears. The Meeting fields on Contact window 1 show the date, time, and regarding information for the meeting.


Schedule a To-do

Note:  This procedure assumes that the Preferences Schedule Settings dialog box has been configured with the following Field Choices for To-do:

Date:	Calendar

Time:	Timeless

Regarding:	Auto Popup

Duration:	Date/Time

Lead Time:	Off

1	Click on the Schedule a To-do icon or choose Schedule, To-do command. The Schedule an Activity dialog box appears, overlaid by a Calendar dialog box.

2	Choose the date on which you want to schedule the To-do and then choose the OK button.

The chosen date is inserted in the Date field.

None appears in the Time field. The Regarding popup dialog box appears.

3	Choose the Regarding reason from the list and then choose the OK button.

The chosen Regarding reason appears in the Regarding field. The Duration Time Accelerator dialog box appears.

Note:	Default duration times for activities can be specified using the Edit, Preferences, Alarm Settings command.

4	Choose the increments of time needed to specify the amount of time you want to allot for the To-do. Then choose the OK button.

1stACT! inserts the chosen amount of time into the Duration field. The default lead time is inserted in the Lead Time field.

5	If the current contact is not the contact for whom you want to schedule the activity, choose the Contact button. The Select a Contact dialog box appears. Select a contact and then choose the OK button.

6	Choose the Priority you want:  High, Medium, or Low.

7	If you want to be reminded of the meeting, check the Set Alarm box.

8	Choose the OK button. The Schedule an Activity dialog box disappears. The To-do fields on Contact window 1 show the date, time, and regarding information for the To-do.


Schedule a Recurring Activity

Scheduling a recurring activity is identical to scheduling a single activity, except for the following steps:

1	While scheduling an activity, choose the Recurring button from the Schedule an Activity dialog box. The Recurring Activity dialog box appears.

2	From the Duration drop-down menu, choose the period of time over which you want the recurring activity to be scheduled. The activities can be scheduled for as little as one week in advance or for as much as 2 years.

3	From the Frequency drop-down menu, choose how often you want the recurring activity to be scheduled. The frequency can be specified for as frequently as daily or as infrequently as once per year.

4	Choose the OK button. The Recurring Activity dialog box disappears.

5	Choose the OK button to close the Schedule an Activity dialog box. The activities are scheduled.


Clear a Call

1	Locate the contact record for which the call was scheduled. Use a Lookup command or use the Status Bar buttons.

2	Choose the Clear, Call command. The Clear Call dialog box appears.

3	Choose the appropriate results of the call: Completed Call, Attempted Call, or Received Call to record the cleared call in History. Or choose Erase Call to delete the call without recording the cleared call in History. The radio button for the chosen option is highlighted.

4	Choose the OK button. The call is cleared. If you have another call scheduled for the contact, the date, time, and regarding information for that call appear on Contact window 1.

Note:  You can also clear a call from the Activities dialog box.


Clear a Meeting

1	Locate the contact record for which the meeting was scheduled. Use a Lookup command or use the Status Bar buttons.

2	Choose the Clear, Meeting command. The following message dialog box appears:

Was this meeting held?

3	Choose Yes or No. The meeting is cleared.

If you have another meeting scheduled for the contact, the date, time, and regarding information for that meeting appear on Contact window 1.

If you chose Yes, the result for the cleared meeting is recorded in History as Meeting Held. If you chose No, the result for the cleared meeting is recorded in History as Meeting Not Held.

Note:  You can also clear a meeting from the Activities dialog box.


Clear a To-do

1	Locate the contact record for which the To-do was scheduled. Use a Lookup command or use the Status Bar buttons.

2	Choose the Clear, To Do command. The following message dialog box appears:

Was this To-do done?

3	Choose Yes or No. The To-do is cleared.

If you have another To-do scheduled for the contact, the date, time, and regarding information for that To-do appear on Contact window 1.

If you chose Yes, the result of the cleared To-do is recorded in History as To-do Done. If you chose No, the result of the cleared To-do is recorded in History as To-do Not Done.

Note:  You can also clear a To-do from the Activities dialog box.


Modify an Activity

This procedure allows you to modify an existing scheduled activity. It assumes that you have selected Modify existing activity from the Preferences Schedule Icon Defaults dialog box.

Note:  You can also modify an activity from the Activities dialog box.

1	Click on the appropriate Schedule icon or choose the appropriate command from the Schedule menu:  Schedule, Call, Schedule, Meeting, or Schedule, To-do.

The Modify an Activity dialog box appears. This dialog box contains the information for the existing activity. The type of activity is shown in the Type drop-down menu. The Date field is highlighted.

2	Move to the field whose value you want to change. Then change the field manually or press the F2 key for a popup dialog box.

3	Repeat step 2 until you have changed all the fields you want to change.

4	Choose the OK button. The Modify an Activity dialog box disappears. If you changed the date, time, or regarding information for the activity, the information in those fields on Contact window 1 are changed.

Note:  For more information about modifying activities, see the appropriate Schedule procedure:

Schedule a Call

Schedule a Meeting

Schedule a To-do


Respond to Alarms

If, when scheduling an activity, you specified Set Alarm, the Critical Alarm dialog box appears before an impending activity to remind you of the activity. This procedure shows you how to respond to the alarm.

Note:  If you have scheduled several activities with alarms set, when you start 1stACT!, you may have more than one alarm to which you must respond. The number of alarms is displayed at the top of the first alarm.

Grouping Contacts by Alarms

If you want to create a group of the contacts with active alarms:

1	In the Critical Alarm dialog box, choose the Group button. The contacts with active alarms are grouped. The Contact indicator in the Status Bar shows 1 of X. The Total indicator shows X, where X is the total number of contact records with active alarms. The Group indicator shows Alarm.

2	Respond to the alarmed activity for each contact in the group. For a scheduled call, place the call. For a scheduled meeting, go to the meeting. For a scheduled To-do, do the task.

3	When finished, clear each activity. See the appropriate procedure:

Clear a Call

Clear a Meeting

Clear a To-do

Snoozing Alarms

If you want to snooze (postpone) the active alarm or alarms:

1	Choose the Snooze button or, if you want to postpone all alarms, choose the Snooze All button. The Snooze dialog box appears.

2	Choose the amount of time for the alarm or alarms to be postponed. You can choose as little as 5 minutes or as much as 1 full day. The radio button for the chosen time is highlighted.

3	Choose the OK button. The Critical Alarm dialog box reappears after the chosen snooze time elapses.

Forgetting Alarms

If you want to forget the active alarm or alarms:

1	Choose the Forget It button or, if you want to ignore all alarms, choose the Forget All button. If you choose Forget It, the dialog box disappears.

2	If you choose Forget All, a confirmation dialog box appears, to allow you to confirm that you want to forget all alarms. Choose the Yes button to forget all alarms or the No button to return to the Critical Alarm dialog box.  The activities remain scheduled, however, you will not receive an alarm for the activities again.

Clearing Alarms

If you want to clear the activity associated with the active alarm or alarms:

1	Choose the Clear button or, if you want to clear all activities with active alarms, choose the Clear All button.

2	A dialog box appears allowing you to record information about the activity.  For calls, you are prompted to record the call as: completed, attempted or received.  You can also erase the call.  For meetings you are prompted to record the meeting as Held or Not Held.  For to-do's you are prompted to record the to-do as Done or Not Done.   Choose the appropriate response and the activity or activities will be removed from your schedule.

Goto It

If you want to go directly to the contact with the active alarm:

1    Choose the Goto It button.  The contact with the active alarm will be displayed.  If you have more than one active alarm, you will be placed in a group of all contacts with active alarms.  The group indicator displays Alarm.

Rescheduling an Alarm

If you want to reschedule the active alarm:

1	Choose the Reschedule button. The Modify an Activity dialog box appears.

2	See the How Do I Modify an Activity topic for instructions.


Manage Contact Records (menu)
How Do I  - Manage Contact Records?

Insert a New Contact

Delete a Contact

Edit a Group of Contacts


Insert a New Contact

Note:  In this procedure, you will be able to specify that portions of an existing contact record be copied into the new contact record you are creating. Choices include the Blank values, Primary values, and All values options. If you plan to choose Blank values, start this procedure at step 2.

1	Locate the contact record from which you want the values copied. Use a Lookup command or use the Status Bar buttons.

2	Choose the Edit, New Contact command. The Insert Contact dialog box appears.

3	Choose Blank values, Primary values, or All values to specify the fields that are to be copied into the new contact record. Then choose the OK button.

The new contact record is inserted. The Contact field is selected.

4	Type the name of the contact in the Contact field. Edit other fields as needed.

5	Choose the File, Save command.


Delete a Contact

Warning!  This operation CANNOT be undone. Consider doing a backing up your database before deleting several contacts.

1	Locate the contact record or group the contact records that you want to delete. Use a Lookup command or use the Status Bar buttons.

2	Choose the Edit, Delete Contact command. The Delete Contact dialog box appears.

3	Choose the Contact or Group button. The following confirmation dialog box appears:

Are you sure that you want to permanently delete this contact (group)?

4	Choose the OK button. 1stACT! deletes the contact record or group of contact records.


Edit a Group of Contacts

Doing a Group Edit allows you to look up a group of contacts and edit the entire group at the same time.

1	Use an appropriate Lookup procedure to look up the group of contacts to be edited.

2	Choose the Edit, Group command. A blank Contact window appears.

3	Edit the fields you want to change.

Warning!  Be very careful when using the Edit, Group command. If you make an error, you can cancel the editing, but ONLY if you do it before you save the changes.

4	Choose the OK button or the File, Save command.


Write Documents (menu)
How Do I - Write Documents?

Writing a document in 1stACT! is simple. It generally consists of 3 major steps:

*	Select a Document Template

*	Edit a Document

*	Print a Document


Select a Document Template

1	Locate the contact record for the contact to whom you want to write. Use a Lookup command or use the Status Bar buttons.

Note:  If you would like to send the same document to more than one person, see the Creating a Form Letter procedure for information on creating and printing form letters.

2	Depending on the type of document you want to write, choose the appropriate command from the Write menu on the Contact window:

*	Letter - to write a block style letter to the current contact.

*	Memorandum - to write a block style memo to the current contact.

*	Fax cover - to write a fax cover to the current contact.

*	Other - to use a template other than those listed above.

Note:  Your Write menu may also contain custom commands that allow you to access other templates.

3	The Word Processor window opens with the insertion point located at the first location in the document where you need to type information. In the Letter template, for example, the insertion point appears at precisely the place where you type the body text for the letter. Type the text you want in the document.

4	Edit the document as needed. See the Edit a Document procedure for instructions.

5	Save the document by choosing the File, Save command. The Save File dialog box appears.

6	To save the document in the default drive (C:\ACTWIN\DOCS), simply type the filename (up to 8 alphanumeric characters) in the File Name field and choose the OK button. To save the document to a different disk or directory, type the filename, choose the disk and directory where the file is to be stored, and then choose the OK button.

1stACT! automatically adds the required extension .WPD to your filename.

7	Print the document as needed. See the Print a Document procedure for instructions.


Edit a Document (menu)
Edit a Document

Copy Selected Text

Cut Selected Text

Paste Selected Text

Find and Replacing Selected Text

Stylize Selected Text

Format Paragraphs

Add, Modify, and Delete Tabs

Insert and Remove Headers and Footers

Insert Page Numbers

Insert/Remove a Page Break

Insert the Date

Insert the Time

Check Spelling

Insert Another Document in your Current Document


Copy Selected Text

1	Select the text to be copied. Use the click and drag method (mouse) or the Shift+Arrow method (keyboard).

2	Choose the Edit, Copy command. The selected text is copied into the Windows clipboard.

Note:  Text and/or graphics that you copied can be pasted into the same document or into another document in an application running in the Windows environment.


Cut Selected Text

1	Select the text and/or graphics to be cut. Use the click and drag method (mouse) or the Shift+Arrow method (keyboard).

2	Choose the Edit, Cut command. The selected text is removed from the document and copied into the Windows clipboard.

Note:  Text and/or graphics that you cut can be pasted into the same document or into another document in an application running in the Windows environment.


Paste Selected Text

Note:  You can paste text and/or graphics copied or cut from the current document or from another document in an application running in the Windows environment.

1	Locate the insertion point in the document at the place you want to paste the text. If you want to replace a block of text with the contents of the clipboard, select the text to be replaced. Use the click and drag method (mouse) or the Shift+Arrow method (keyboard).

2	Choose the Edit, Paste command. The contents of the clipboard is inserted in the document at the insertion point.

If you selected text to be replaced, the selected text is removed from the window and is replaced with contents of the clipboard.

Note:  The text remains in the clipboard until you do another cut or copy operation. You can paste the same text in more places in the document, if you want.


Find and Replace Selected Text

The procedures in this topic are very similar. The first procedure allows you to find a string of text. When you find the text, you edit it as needed. The second procedure allows you to find a string of text and replace it with another string of text.

Finding Text

1	Position the insertion point in the document at the place where you want to begin searching for the selected text.

Note:  The Word Processor searches down only. Be sure to position the insertion point above the expected location of the text.

2	Choose the Edit, Find/Replace command. The Find/Replace dialog box appears.

3	Type the text to be found in the Find What field. If you want to find text in which the case is important, type the text exactly as you want to find it.

When you have typed text in the Find What field, the Find Next button becomes active.

4	If you want to search for whole words only, select the Whole Word box.

Note:  If you do not specify Whole Word, you may find more words than you want. If, for example, you want to find the word "card", and you do not specify Whole Word, you will find "discard", "cardinal", "card", and "cards".

5	If case is important, select the Case Sensitive box.

Note:  If you do not specify Case Sensitive, you may find more words than you want. If, for example, you want to find the word "Ford", and you do not specify Case Sensitive, you will find "Ford", "ford", and "FORD".

6	Choose the Find Next button.

7	Check the context of the found text string and, if it is the string for which you were searching, choose the Cancel button.

8	If the found string is not the string for which you were searching, choose the Find Next button again and repeat step 7.

9	If the text string is not found, the following message appears:

XXXXX is not found.

Choose the OK button.

10	If the text string is not found, choose the Cancel button or repeat this procedure from step 3 to find a different text string.

Replacing Text

1	Position the insertion point in the document at the place where you want to begin searching for the selected text.

2	Choose the Edit, Find/Replace command. The Find/Replace dialog box appears.

3	Type the text to be found in the Find What field. If you want to find text in which the case is important, type the text exactly as you want to find it.

When you have typed text in the Find What field, the Find Next and Replace All buttons become active.

4	Type the replacement text in the Replace With field. If case is important, type the text exactly as you want it to appear in the document.

Note:  If you want to replace the selected text with nothing, leave the Replace With field blank.

5	If you want to search for whole words only, select the Whole Word box.

Note:  If you do not specify Whole Word, you may find more words than you want. If, for example, you want to find the word card, and you do not specify Whole Word, you will find discard, cardinal, card", and cards.

6	If case is important, select the Case Sensitive box.

Note:  If you do not specify Case Sensitive, you may find more words than you want. If, for example, you want to find the word Ford, and you do not specify Case Sensitive, you will find Ford, ford, and FORD.

7	If you want to carefully choose the instances to be replaced, skip to step 9. If you want to replace every instance of the found text with the replacement text, choose Replace All. The following message appears:

(X) instance(s) replaced.

8	Choose the OK button. The message box disappears. Skip to step 13.

9	Choose the Find Next button.

10	Check the context of the found text string and, if it is the string for which you were searching, choose the Replace button.

11	If the found string is not the string for which you were searching, choose the Find Next button again and repeat this procedure from step 9.

12	If the text string is not found, the following message appears:  XXXXX is not found. Choose the OK button.

13	Choose the Cancel button to close the Find/Replace dialog box.


Stylize Selected Text

1	Select the text to be stylized. Use the click and drag method (mouse) or the Shift+Arrow method (keyboard).

2	Choose the appropriate style command from the Style menu, for example, the Bold command. The chosen style is applied to the selected text.

Note:  Although some styles are mutually exclusive, you can apply several styles to the same block of text. For example, you could apply Bold, Uppercase, Underline, Italic, and Color Magenta with the following Results from your application of styles.

If your printer does not support colors, all text, regardless of any color style you specify, will be printed in black.

3	To deselect a style, select the text again and then choose the style to be deselected or choose the Plain Text command to remove all styles from the selected text.


Format Paragraphs

Paragraphs can be formatted using either keyboard commands or using the mouse and the Ruler. Both methods are presented here.

Note:  Adding the Keep With Next attribute to a paragraph can be done only from the command menu.

Setting Paragraph Margins (Mouse)

1	If the Ruler does not appear at the top of the window, choose the Format, Show Ruler command.

2	Select the paragraph or paragraphs to which the formatting is to be added.

3	Click and drag the left margin marker ( [image]) and right margin marker ( [image]) to the positions on the graduated ruler where you want the margins.

4	Click and drag the indentation marker ( [image]) to the position on the graduated ruler where you want the first line to be indented.

The text in the selected paragraph or paragraphs adjusts to the new margins and indentation.

Setting Paragraph Margins (Keyboard)

This procedure changes only the left and right paragraph margins and the indentation of the first line of the paragraph. Selecting other options is described in the following procedures.

Note:  Although this procedure does not use the Ruler, you may want to choose the Format, Show Ruler command so that you can see the effect of your changes.

1	Select the paragraph or paragraphs to which the formatting is to be added.

2	Choose the Format, Paragraph command. The Paragraph dialog box appears.

3	Type the margin positions in the Left margin and Right margin fields.

4	If you want the first line of the paragraph to be indented, type the position in the First field.

5	Choose the OK button. The dialog box disappears. The text in the selected paragraph or paragraphs adjusts to the new margins and indentation. If you have the Ruler displayed, you can observe the changes.

Setting Paragraph Justification (Mouse)

1	If the Ruler does not appear at the top of the window, choose the Format, Show Ruler command.

2	Select the paragraph or paragraphs to which the formatting is to be added.

3	Click on the appropriate button for the justification type that you want:

Justify Left

Justify Center

Justify Right

Justify Full

The text in the selected paragraph or paragraphs adjusts to the new justification.

Setting Paragraph Justification (Keyboard)

This procedure changes only the justification of the paragraph. Selecting other options is described in the other procedures in this topic.

Note:  Although this procedure does not use the Ruler, you may want to choose the Format, Show Ruler command so that you can see the effect of your changes.

1	Select the paragraph or paragraphs to which the formatting is to be added.

2	Choose the Format, Paragraph command. The Paragraph dialog box appears.

3	Choose the justification type from the Justification drop-down menu:

Left

Center

Right

Full

4	Choose the OK button. The dialog box disappears. The text in the selected paragraph or paragraphs adjusts to the new justification. If you have the Ruler displayed, you can observe the changes.

Setting Paragraph Spacing (Mouse)

1	If the Ruler does not appear at the top of the window, choose the Format, Show Ruler command.

2	Select the paragraph or paragraphs to which the formatting is to be added.

3	Click on the appropriate button for the spacing type you want:

Single Space

One and a Half  Space

Double Space

The text in the selected paragraph or paragraphs adjusts to the new spacing.

Setting Paragraph Spacing (Keyboard)

This procedure changes only the spacing of the paragraph. Selecting other options is described in the other procedures in this topic.

Note:  Although this procedure does not use the Ruler, you may want to choose the Format, Show Ruler command so that you can see the effect of your changes.

1	Select the paragraph or paragraphs to which the formatting is to be added.

2	Choose the Format, Paragraph command. The Paragraph dialog box appears.

3	Choose the appropriate spacing type from the Spacing drop-down menu:

Single Space

One and a Half Space

Double Space

Absolute

4	If you chose Absolute, type the spacing you want in the text box beneath the Spacing drop-down menu.

5	Choose the OK button. The dialog box disappears. The text in the selected paragraph or paragraphs adjusts to the new spacing.

Adding Keep With Next

This procedure allows you to add the Keep With Next attribute to the paragraph. Selecting other options is described in the other procedures in this topic.

1	Select the paragraph to which Keep With Next is to be added.

2	Choose the Format, Paragraph command. The Paragraph dialog box appears.

3	Select the Keep With Next box.

4	Choose the OK button. The dialog box disappears.


Add, Modify, and Delete Tabs

You can manage tabs using either keyboard commands or using the mouse and the Ruler. Procedures for both methods are included here.

Adding a Tab (Mouse)

1	If the Ruler does not appear at the top of the window, choose the Format, Show Ruler command.

2	Select the paragraph or paragraphs to which the tab is to be added.

3	Choose the type of tab by clicking on its icon on the Ruler:

Left Tab

Center Tab

Right Tab

Align Tab

4	Click on the graduated ruler at the point where you want the tab to be added. A tab marker appears.

Adding a Tab (Keyboard)

This procedure only inserts a tab. Selecting other options is described in the next procedure.

Note:  You may want to display the Ruler so that you can see the tabs as you add them.

1	Select the paragraph or paragraphs to which the tab is to be added.

2	Choose the Format, Tabs command. The Tabs dialog box appears.

3	In the Offset field, type the offset location of the tab (the distance from the left edge of the paper). The Remove button changes to an Add button.

4	Choose the Add button. The Add button changes back to a Remove button. The tab is added to the paragraph.

5	Choose the OK button. The dialog box disappears.

Modifying a Tab (Mouse)

Note:  The only modification you can make using the mouse is relocating the tab. You can change the justification by removing the tab and adding a new tab with the justification that you want.

1	If the Ruler does not appear at the top of the window, choose the Format, Show Ruler command.

2	Select the paragraph or paragraphs in which the tab is to be modified.

3	Drag the tab to the new location.

Modifying a Tab (Keyboard)

1	Select the paragraph or paragraphs in which the tab is to be modified.

2	Choose the Format, Tabs command. The Tabs dialog box appears.

3	Locate the tab to be modified by selecting the arrow icons.

4	If you want to relocate the tab, type the new offset location in the Offset field.

5	If you want to change the justification of the tab, drop down the Justification menu and select the type: (Left, Center, Right, or Align). If you select Align Justification, you can specify the character on which the text is to align (default is period).

6	If you want to change the kind of fill for the tab, choose the type from the Fill selections:  (None, Solid Line, Dashed Line, or Other). If you select Other as the kind of fill, you can specify the character to be used.

7	Choose the Modify button. The tab is modified.

Deleting a Tab (Mouse)

1	If the Ruler does not appear at the top of the window, choose the Format, Show Ruler command.

2	Select the paragraph or paragraphs from which the tab is to be deleted.

3	Drag the tab down (off the Ruler) and release the mouse button. The tab is deleted.

Deleting a Tab (Keyboard)

1	Select the paragraph or paragraphs from which the tab is to be deleted.

2	Choose the Format, Tabs command. The Tabs dialog box appears.

3	Locate the tab to be deleted by selecting the arrow icons.

4	Choose the Remove button. The tab is deleted.

5	Choose the OK button. The Tabs dialog box disappears.


Insert/Remove Headers and Footers

Inserting a Header

1	To see the area on the page where the header is to be inserted, choose the Format, Show Page Guides command. The page guides initially show the top, bottom, left, and right margins of the document.

2	To allow you to apply formatting to the header, display the Ruler by choosing the Format, Show Ruler command.

3	Choose the Format, Insert Header command. A header is inserted in the document. The page guides show the default header height. The insertion point appears in the header.

4	With the insertion point located in the header, choose the Format, Header Height command. The Header Height dialog box appears.

5	Type the height of the header. Then choose the OK button. The header height adjusts to the specified size.

6	Type the text for the header. You may wish to insert a page number, the current date, or the current time in the header.

Note:  You can type as many lines as there is space in the header height. If your header will have several lines, you may need to adjust the header height to accommodate them.

7	Add any formatting, styles, fonts, and sizes you want. You could, for example, center the text, change its font to Times Roman, change its size to 14 points, change its spacing to double, and add bold facing to the type.

Removing a Header

Note:  When a header is inserted in a document, the Insert Header command changes to Remove Header.

1	Choose the Format, Remove Header command. The header is removed.

Inserting a Footer

1	To see the area on the page where the footer is to be inserted, choose the Format, Show Page Guides command. The page guides initially show the top, bottom, left, and right margins of the document.

2	To allow you to apply formatting to the footer, display the Ruler by choosing the Format, Show Ruler command.

3	Choose the Format, Insert Footer command. A footer is inserted in the document. The page guides show the default footer height. The insertion point appears in the footer.

4	With the insertion point located in the footer, choose the Format, Footer Height command. The Footer Height dialog box appears.

5	Type the height of the footer. Then choose the OK button. The footer height adjusts to the specified size.

6	Type the text for the footer. You may wish to insert a page number, the current date, or the current time in the footer.

Note:  You can type as many lines as there is space in the footer height. If your footer will have several lines, you may need to adjust the footer height to accommodate them.

7	Add any formatting, styles, fonts, and sizes you want. You could, for example, center the text, change its font to Times Roman, change its size to 14 points, change its spacing to double, and add bold facing to the type.

Removing a Footer

Note:  When a footer is inserted in a document, the Insert Footer command changes to the Remove Footer command.

1	Choose the Format, Remove Footer command. The footer is removed.


Insert Page Numbers

1	Position the insertion point in your document at the place where you want the page number inserted. Typically, this place is in a header or footer line.

2	Choose the Edit, Insert Page Number command.

When your document is printed, the page number appears in the document at the location where you inserted it. If you inserted it in a header or footer, the page number appears in the header or footer on every page in the document.


Insert/Remove a Page Break

Inserting a Page Break

1	Position the insertion point in your document at the place where you want the page break inserted.

2	Press Shift+Enter or choose the Format, Insert Page Break command.

Removing a Page Break

1	Position the insertion point before the first character on the page following the page break.

2	Press the Backspace key. The page break is deleted.


Insert the Date

Inserting the date in your document is simple. Position the insertion point in your document at the place where you want the date inserted. Then choose the Edit, Insert Date command.

Warning!  The date inserted in this manner changes so that when you view or print a document with the date inserted, it reflects the current date. If you want to write that a certain event occurred on a specific date, for example, A meeting was planned for August 23, 1992., you must type the date.


Insert the Time

Inserting the time in your document is simple. Position the insertion point in your document at the place where you want the time inserted. Then choose the Edit, Insert Time command.

Warning!  The time inserted in this manner changes so that when you view or print a document with the time inserted, it reflects the current time. If you want to write that a certain event occurred at a specific time, for example, The meeting was planned to start at 10:30., you must type the time.


Check Spelling

This topic contains 3 procedures:

Create a New User Dictionary

Spell Check the Entire Document

Spell Check Selected Text


Create a New User Dictionary

This procedure tells you how to create a new user dictionary so that you can store words unique to a segment of your business.

1	Choose the Spelling, Create User Dictionary command. The Create User Dictionary dialog box appears. The default directory is \ACTWIN\SPELL. The default file type is User Dictionary and the default name is NEW.USR.

2	If you want to store the new dictionary on a different disk or in a different directory, choose the disk and/or directory. Type the name of the new dictionary. 1stACT! automatically appends the .USR extension.

The new user dictionary is created.


Spell Check the Entire Document

This procedure tells you how to check the spelling of all the words in the document.

Note:  If you want to use the default main dictionary and the default user dictionary, start this procedure at step 7.

1	If you want to use a Main Dictionary other than the default main dictionary, choose the Spelling, Choose Main Dictionary command. The Choose Main Dictionary dialog box appears.

2	Choose the disk drive and/or directory from which you want to select a main dictionary. Choose the dictionary name from the selection list or type the name in the File Name field.

3	Choose the OK button. The dialog box disappears.

4	If you want to use a User Dictionary other than the default user dictionary, choose the Spelling, Choose User Dictionary command.  The Choose User Dictionary dialog box appears.

5	Choose the disk drive and/or directory from which you want to select a user dictionary. Choose the dictionary name from the selection list or type the name in the File Name field.

6	Choose the OK button. The dialog box disappears.

7	Choose the Spelling, Check Document command. 1stACT! begins searching from the beginning of the document. If a misspelled or unrecognized word is found, the Spell Check dialog box appears. The misspelled or unrecognized word appears in the Word field.

Note:  If there are no misspelled or unrecognized words in your document, the Spell Check dialog box does not appear. Instead, a message dialog box appears. It tells you how many words were checked and that no words were found incorrectly spelled.

8	If the word found is correctly spelled but unrecognized, go to step 9. If the word is misspelled, type the correct spelling of the word in the Replace With field, or, if 1stACT! has suggested a correct spelling in the Suggestions list, select that spelling from the list. Then choose the Replace button.

The word is replaced and spell checking resumes.

Note:  If, in the Preferences, Miscellaneous dialog box, you have previously selected Auto Suggest Spell Check, the Auto-Suggest selection box in the Spell Check dialog box is already selected. For every misspelled or unrecognized word found, 1stACT! will search through the dictionaries for possible replacements.

Having 1stACT! auto-suggest on every misspelled or unrecognized word found makes the spell checking process quite lengthy. If you are a good speller, consider leaving Auto Suggest deselected and choosing the Suggest button only when you need a suggestion.

9	If the word found is correctly spelled but unrecognized and you want to add it to your user dictionary, choose the Add button. The word is added to your chosen user dictionary and spell checking resumes.

10	If you want to ignore the word, choose the Skip button. Spell checking resumes.

When you have completed the spell check, a message dialog box appears. It tells you how many words were checked and how many words were found incorrectly spelled.


Spell Check Selected Text

This procedure tells you how to check the words in a selected block of text.

Note:  If you want to use the default main dictionary and the default user dictionary, start this procedure at step 7.

1	If you want to use a Main Dictionary other than the default main dictionary, choose the Spelling, Choose Main Dictionary command. The Choose Main Dictionary dialog box appears.

2	Choose the disk drive and/or directory from which you want to select a main dictionary. Choose the dictionary name from the selection list or type the name in the File Name field.

3	Choose the OK button. The dialog box disappears.

4	If you want to use a User Dictionary other than the default user dictionary, choose the Spelling, Choose User Dictionary command. The Choose User Dictionary dialog box appears.

5	Choose the disk drive and/or directory from which you want to select a user dictionary. Choose the dictionary name from the selection list or type the name in the File Name field.

6	Choose the OK button. The dialog box disappears.

7	Select the block of text to be spell checked. Use the click and drag method (mouse) or the Shift+Arrow method (keyboard).

8	Choose the Spelling, Check Selection command. 1stACT! begins searching the selected text. If a misspelled or unrecognized word is found, the Spell Check dialog box appears. The misspelled or unrecognized word appears in the Word field.

Note:  If there are no misspelled or unrecognized words in your selection, the Spell Check dialog box does not appear. Instead, a message dialog box appears. It tells you how many words were checked and that no words were found incorrectly spelled.

9	If the word found is correctly spelled but unrecognized, go to step 10. If the word is misspelled, type the correct spelling of the word in the Replace With field, or, if 1stACT! has suggested a correct spelling in the Suggestions list, select that spelling from the list. Then choose the Replace button.

The word is replaced and spell checking resumes.

Note:  If, in the Preferences, Miscellaneous dialog box, you have previously selected Auto Suggest Spell Check, the Auto-Suggest selection box in the Spell Check dialog box is already selected. For every misspelled or unrecognized word found, 1stACT! will search through the dictionaries for possible replacements.

Having 1stACT! auto-suggest on every misspelled or unrecognized word found makes the spell checking process quite lengthy. If you are a good speller, consider leaving Auto Suggest deselected and choosing the Suggest button only when you need a suggestion.

10	If the word found is correctly spelled but unrecognized and you want to add it to your user dictionary, choose the Add button. The word is added to your chosen user dictionary and spell checking resumes.

11	If you want to ignore the word, choose the Skip button. Spell checking resumes.

When you have completed the spell check, a message dialog box appears. It tells you how many words were checked and how many words were found incorrectly spelled.


Insert Another Document in your Current Document

Note:  This procedure is especially useful when faxing a letter or other document to a contact. By using the Write, Fax Cover command, you can open a Fax Cover document and then use this procedure to add a document to the end of the fax cover to create a complete document for transmission.

1	Locate the insertion point in your current document at the place where you want to insert the other document.

2	Choose the File, Insert command. The Insert File dialog box appears.

3	Choose the disk drive and/or directory from which you want to select a file to insert in your current document. Choose the filename from the selection list or type the name in the File Name field.

The dialog box disappears. The chosen document is inserted in your current document.


Perform Lookups (menu)
How Do I - Perform Lookups?

Look up the My Record

Look up Everyone

Do a Standard Lookup

Look up Records by Key Word

Remove Contacts from the Lookup Group


Look up the My Record

Looking up the My Record creates a group that contains only the My Record for the current database. To look up the My Record, choose the Lookup, My Record command. The Group indicator on the Status Bar shows My Record.


Look up Everyone

Looking up Everyone creates a group that contains every contact record in the current database. To look up everyone, choose the Lookup, Everyone command. The Group indicator on the Status Bar shows Everyone.


Perform Standard Lookups (menu)
Perform Standard Lookups

Standard lookups include the following:

*	Company

*	First Name

*	Last Name

*	City

*	State

*	Zip Code

*	ID/Status

1	Choose the appropriate command (listed above) from the Lookup menu. The Lookup dialog box appears.

2	Type the specific information requested and then choose the OK button. The dialog box disappears and the Group indicator on the Status Bar changes to show the type of lookup you just performed.


Look up Records by Key Word

1	Choose the Lookup, Key Word command. The Key Word Search dialog box appears.

2	Type the string for which you want to search and then choose the OK button. The dialog box disappears and the Group indicator on the Status Bar shows Key Word.


Remove Contacts from the Lookup Group

To remove a contact from the current group, choose the Contact List command. The Contact List dialog box appears.

You can remove individual contacts from the group by untagging them. You untag a single contact by selecting it and then selecting the Untag button. If you want to include only one or two contacts out of a large group, you can untag the entire group of contacts by selecting the Untag All button. Then you can tag the individual contacts you want in the group by selecting a contact that you want to tag and then selecting the Tag button.

Note:  Tagged contacts are indicated by a  +  in the Tag column.


Perform File and Database Maintenance (menu)
How Do I - Perform File and Database Maintenance?

Delete a File

Import a Database

Export a Database

Export a Document File

Purge Notes and/or History

Reindex the Database

Reindex and Compress the Database


Delete a File

1	From the Word Processor window, choose the File, Delete command. The Delete File dialog box appears.

2	Choose the file type of the file to be deleted.

3	Choose the disk, directory, and filename of the file to be deleted.

4	Choose the OK button.

5	A confirmation dialog box appears. Choose the Yes button.

The specified file is deleted.


Export a Database

This procedure allows you to export the current database or the current group of contacts to a new database format. The new file can be in one of several other formats.

1	If you intend to export a group of contacts, use a Lookup command to group the contacts.

2	While in the Contact window, choose the File, Save As command. The Save Contacts dialog box appears.

3	Choose to export the Active Contact, Active Group or All Contacts.  If you choose Active Contact, 1stACT! displays the Save Contact As dialog box.  If you select Active Group, 1stACT! displays the Save Group As dialog box.  If you select All Contacts, 1stACT! displays the Save Database dialog box.

4	Choose the disk, directory, and file type of the database to be exported.

Choices for file type include the ACT! 2.0, ACT! 2.1, and Delimited options.

ACT! 2.0 saves the current database in ACT! 2.0 export format. ACT! 2.0 export files have an extension of .CCX.

ACT! 2.1 saves the current database in ACT! 2.1 export format. ACT! 2.1 export files have an extension of .CCX.

Delimited saves the current database in a format that is widely used for transferring database information between computer applications. Delimited files have an extension of .TXT.

5	Type the name of the new file, then choose the OK button. 1stACT! automatically appends the appropriate extension.

If you chose Delimited, the Delimited File Type dialog box appears.  Choose the delimiter to be used: Tab or Comma.  If you chose Comma, choose quotation marks ("") or braces (<>) as field separators. The default is quotation marks.  If you want to include user fields in the exportation, select the Export User Fields box.  If you want to include the field names in the exportation, select the Export Field Names box.

6	The database is then exported in the chosen database format.


Export a Document File

1	While in the Word Processor window, choose the Save As command. The Save As dialog box appears.

2	Choose the disk, directory, and file type of the document to be exported.

Choices for file type include the Document, Rich Text Format (RTF), and Text options.

Document saves the current document in 1stACT! format.

Rich Text Format (RTF) saves the current document in RTF format (styles and paragraph formatting are retained).

Text saves the current document in plain text format (all styles and paragraph formatting are lost).

3	Type the filename and then choose the OK button. The file is exported.


Import a Database

This procedure allows you to import data in 1stACT! format, or in one of several other formats including:  ACT! 2.0 (.CCD and .CCX), 1stACT!/ACT! 2.1 (.CCD and .CCX), ASCII Delimited (tab or comma) and dBASE III/IV.

To import data into an existing database

1	To import data into an existing 1stACT! database, select the database using the File, Open command.

2	Select the File, Import command.  1stACT! displays the Open File dialog box.

3	Choose the disk, directory, file type and name of the database to be imported.  Choices for file type include the Database, ACT! 2.0 (DOS or .CCX), 1stACT!/ACT! 2.1 (DOS or .CCX), Delimited and dBase III/IV options.

Database imports the selected 1stACT!or ACT! for Windows format database.

ACT! 2.0 (DOS) imports the selected ACT! 2.0 format database. ACT! 2.0 files have an extension of .CCD.

ACT! 2.0 .CCX imports the selected ACT! 2.0 export format database. ACT! 2.0 export files have an extension of .CCX.

ACT! 2.1 (DOS) imports the selected ACT! 2.1 format database. ACT! 2.1 files have an extension of .CCD.  This option also imports a 1stACT! for DOS database.

1stACT! 2.1 .CCX imports the selected 1stACT! 2.1 export format database. 1stACT! 2.1 export files have an extension of .CCX.

Delimited imports the selected tab- or comma-delimited file.  Delimited format is widely used for transferring database information between computer applications. Delimited files should have an extension of .TXT.

dBase III/IV imports the selected dBASE III, III+ or IV format file.  dBase files have an extension of .DBF.

4	If you choose to import another 1stACT! database using the Database option, the contact records in the selected database are imported into the open database.  The records are simply added to the open database; they are not merged.

If you choose to import an 1stACT! for DOS (2.0, 2.1 or 1stACT!) database, the records from the selected database are converted into 1stACT! format and imported into the open database.

If you choose to import a Delimited or dBase file, 1stACT! displays the Importing Options dialog box.

5	This dialog box displays the contents of the first record of the selected import file.  Next to the import data in the "Fields in 1stACT!" column, 1stACT! field names are displayed.  Each line contains a separate field.  You can map each field from the import file to the appropriate 1stACT! field using the Map To button.  For example, if you want a particular field listed in your import file to be imported into 1stACT!'s User 1 field, you would highlight that field and click the Map To button.  The Map Fields dialog appears allowing you to select any 1stACT! field.  Pick User 1 from this list.  If you do not want to import a field from the import file into 1stACT!, highlight the field and click the Exclude Field button.

You can scroll forwards and backwards through the import file by selecting the View Previous and View Next buttons.  Viewing other records in the import file may help you determine where each field should be mapped.

Select the appropriate Character Set:  Windows (ANSI), DOS or Macintosh.  You can also choose whether to import the first record of the import file.  If you want to store your import settings, choose the Save Map button.  You can recall previously stored import settings using the Use Map button.  1stACT! ships with several predefined map files for importing data from other applications.  Refer to your documentation for details.

6	Click OK to import the data into 1stACT!.


Purge Notes and/or History

Although you can purge Note and History in combination with other maintenance operations, each procedure is described separately.

Purging Notes

1	Use an appropriate Lookup procedure to look up the group of contacts for which the Notes are to be purged.

2	Choose the File, Maintenance command. The Maintenance dialog box appears.

3	Select the Purge Notes box. Leave the Index setting on the Do not reindex option.

4	Choose the OK button. The Calendar dialog box appears. The default date is Today.

5	Choose a date or a range of dates for which the Notes are to be purged:

If you choose a specific date and then choose the OK button, only the Notes for that date are purged.

If you choose a specific date and then choose Past, only the Notes prior to that date are purged.

If you choose a specific date and then choose Future, only the Notes after that date are purged.

If you choose a range of dates and then choose the OK button, only the Notes in that date range are purged.

If you choose All dates, all the Notes, regardless of date, are purged.

6	When you have selected the date or date range, wait for the Notes to be purged. A series of progress dialog boxes appears. These dialog boxes show the purge process.

When the process is complete, the dialog box disappears. The selected Notes are purged. If all the Notes in a Contact record were purged, the Notes indicator disappears from the Status Bar.

Purging History

1	Use an appropriate Lookup procedure to look up the group of contacts for which the Notes are to be purged.

2	Choose the File, Maintenance command. The Maintenance dialog box appears.

3	Select the Purge History box. Leave the Index setting on the Do not reindex option.

4	Choose the OK button. The Calendar dialog box appears. The default date is Today.

5	Choose a date or a range of dates for which the History records are to be purged:

If you choose a specific date and then choose the OK button, only the History records for that date are purged.

If you choose a specific date and then choose Past, only the History records prior to that date are purged.

If you choose a specific date and then choose Future, only the History records after that date are purged.

If you choose a range of dates and then choose the OK button, only the History records in that date range are purged.

If you choose All dates, all the History records, regardless of date, are purged.

6	When you have selected the date or date range, wait for the History records to be purged. A series of progress dialog boxes appears. These dialog boxes show the purge process.

When the process is complete, the dialog box disappears. The selected History records are purged. If all the History records in a Contact record were purged, the History indicator disappears from the Status Bar.


Reindex the Database

1	Choose the File, Maintenance command. The Maintenance dialog box appears.

2	To reindex the database, choose the Reindex Database radio button.

3	Choose the OK button. A confirmation dialog box appears.

4	Choose the Yes button. A series of progress dialog boxes appears. These dialog boxes show the reindexing process.

5	Wait for the reindexing to be done.

When the process is complete, the dialog box disappears.


Reindex and Compress the Database

Note:  You should reindex and compress your database after deleting contacts. 1stACT! will run faster.

1	Choose the File, Maintenance command. The Maintenance dialog box appears.

2	To compress and reindex the database, choose the Compress and reindex database radio button.

3	Choose the OK button. A series of progress dialog boxes appears. These dialog boxes show the reindexing and compression process.

4	Wait for the reindexing and compression to be done.

Warning!  Do not interrupt the reindexing and compression process. Doing so might damage the current database.

When the reindexing and compression process is complete, the dialog box disappears.


Use the Phone (menu)
How Do I - Use the Phone?

Make a Call

Use the Phone List

Record Manual Call Results


Make a Call

This procedure dials the telephone using the Company phone number listed on Contact window 1. It also uses the prefixes and postfixes you assigned using the Edit, Preferences, Dialing Settings dialog box. It assumes that you have a working modem installed.

1	Locate the contact record for which the call is to be made. Use a Lookup command or use the Status Bar buttons.

2	Depending on the location of the called party in relation to your location, choose the appropriate command from the Phone menu:  Local, Long Distance, International. If you are using an alternate access method of long distance calling, choose the Alternate Access command.

1stACT! takes the phone line offhook (picks up the phone) and dials the phone number using any prefixes and postfixes you defined.

3	The following message dialog box appears:

Please pick up the receiver and select the OK button.

Pick up the receiver of the telephone set connected to the same line as your modem and choose the OK button. You are connected to the dialed line. The Phone dialog box appears.

4	If the line is busy, hang up the phone and choose the Attempted, Cancel, or Redial option.

If you chose Attempted, a record of the attempted call is made in the History record for the contact.

If you chose Cancel, no record is made.

If you chose Redial, 1stACT! redials the number. Repeat this procedure from step 3.

5	When your conversation is complete, adjust the Regarding information, if needed, and choose the Yes button.

If the call was scheduled, the call is cleared and recorded in History as a Completed Call.


Use the Phone List

1	You can display the Phone List dialog box in 2 ways:

*	By choosing the Phone, List command

*	By clicking on the View Phone List icon

2	Choose a number from the list. The number appears in the Enter Manually field. Or enter the number to be dialed manually.

3	Choose the type of call being made. Choose the Local, Long Distance, International, or Alternate Access radio button.

4	Choose the OK button. 1stACT! dials the number for you as entered.

The following message dialog box appears:

Please pick up the receiver and select the OK button.

5	Pick up the receiver of the telephone set connected to the same line as your modem and choose the OK button. You are connected to the dialed line. The Phone dialog box appears.

6	If the line is busy, hang up the phone and choose the Attempted, Cancel or Redial option.

If you chose Attempted, a record of the attempted call is made in the History record for the contact.

If you chose Cancel, no record is made.

If you chose Redial, 1stACT! redials the number. Repeat this procedure from step 3.

7	When your conversation is complete, adjust the Regarding information, if needed, and choose the Yes button.

If the call was scheduled, the call is cleared and recorded in History as a Completed Call.


Record Call Results
Record Manual Call Results

This procedure allows you to record in the History record of the contact the placing or receiving of a telephone call that was not dialed by 1stACT!.

Recording a Manually Placed Call

1	Locate the contact record for the party to be called, and dial the phone number manually.

2	Proceed with the phone call. When finished, hang up the phone.

3	If you reached the called party, choose the Phone, Completed Call command. If you did not reach the called party, choose the Phone, Attempted Call command. The Call dialog box appears.

4	Enter the Regarding information.

5	Choose the OK button. If you chose the Completed Call command, the call is recorded in the History for the current contact record as a Completed Call. If you chose the Attempted Call command, the call is recorded in the History for the current contact record as an Attempted Call.

Note:  If you have a scheduled call for this contact, this command does not clear the call. If you want to clear the scheduled call, use the Clear, Call command.

Recording a Received Call

1	Answer the phone, look up the contact who called, and proceed with the phone call.

2	When finished, hang up the phone.

3	Choose the Phone, Received Call command. If you did not reach the called party, choose the Phone, Attempted Call command. The Call dialog box appears.

4	Enter the Regarding information.

5	Choose the OK button. The call is recorded in the History for the current contact record as a Received Call.

Note:  If you have a scheduled call for this contact, this command does not clear the call. If you want to clear the scheduled call, use the Clear, Call command.


Specify Field Attributes (menu)
How Do I - Specify Field Attributes?

1	If you want to change the attributes for a particular field, locate the insertion point in that field.

2	Choose the Edit, Field Attributes command. The Field Attributes dialog box appears.

The Field list shows the field in which you located the insertion point already selected.

3	If you want to change the attributes for a field other than the field currently selected, scroll to the appropriate field and then select the field you want to change.

The Label text field contains the current label for the field. If the attributes have never been changed, the Label is identical to the field name.

Note:  The Call Time, Meeting Time, and To-do Time fields appear blank in the Label field. These fields cannot be changed, since there is no room on the Contact window in which to display a label.

4	To change the label for the selected field, edit the Label text field. Take care to make your new label fit in the space provided on the Contact window.

5	To change the data type for the field, choose a new type from the Data Type drop-down menu.

Character indicates that alphanumeric characters are acceptable in the Contact window field.

Uppercase indicates that alphanumeric characters are acceptable in the Contact window field.  When you type a letter into the field, it is automatically converted to uppercase text.

Phone number indicates that only numeric characters are acceptable in the Contact window field. When you type a number in the field, the number is automatically shown in the XXX-YYY-ZZZZ format, where XXX is the area code, YYY is the telephone exchange number, and ZZZZ is the extension number. The dash (-) is inserted automatically as you type.

Date indicates that only numeric characters and the / separator are acceptable in the Contact window field. When you type a number in the field, the number is automatically shown in the MM/DD/YY format.

You can either type the / separators or enter leading zeroes. When you use leading zeroes, the / separators are added as you type. For example, if you want to enter the date January 2, 1993, type 1/2/93 or 010293; if you want to enter the date December 14, 1993 entered, type 121493.

Numeric indicates that only numeric characters, comma, and period are acceptable in the Contact window field.

Currency indicates that only numeric characters, dollar sign ($), dash (-), comma, and period are acceptable in the Contact window field. You can either type the $ and the decimal point in their appropriate places or, when you move the insertion point to another field, 1stACT! adds them automatically.

0 - 9 only indicates that only numerals are acceptable in the Contact window field.

Time indicates that only numeric characters, the colon (:) separator, and the letters P and A are acceptable in the Contact window field. When you type a number in the field, the number is automatically shown in the HH:MM format.

You can either type the colon separator or enter leading zeroes. When you use leading zeroes, the colon separator is added as you type. You must type A to indicate AM or P to indicate PM. Hint: The A and P must be uppercase.

6	Select the attributes for the selected field.

Popup indicates that the field will have a Popup menu. When this selection box is selected, the Auto Popup and Code Field selection boxes become available.

Auto Popup indicates that the popup menu will appear automatically when the insertion point is positioned in the field. When this box is not selected, you must press the F2 key to access the popup.

Code Field indicates that a code field is to be included in the popup menu for this field.

Set Group Stop indicates that this field will have a group stop. When the Group Stop key (defined in Miscellaneous Preferences) is pressed, the insertion point advances to the next field with this attribute.

History Record indicates that any additions, deletions, or changes to this field will create a record in History.

Primary Field indicates that when a new contact is added, this field is to be copied from the current contact record.

Protect Field indicates that this field cannot be edited or deleted.

Hide Field indicates that this field is not displayed on the Contact window.

7	If you want to change the attributes for another field, repeat this procedure from step 3.

8	Choose the OK button. The field attributes you have selected are applied.


Specify Preferences (menu)
How Do I - Specify Preferences?

Choose a category:

Alarm Settings

Dialing Settings

Miscellaneous

Name Separators

Schedule Icon Defaults

Schedule Settings


Preferences - Alarm Settings

1	Choose the Edit. Preferences command. The Preferences dialog box appears.

2	From the Modify list, select the Alarm Settings option. The Preferences dialog box changes to show Alarm Settings options.

3	Type the default lead times and duration times for each type of activity.

4	If, when scheduling an activity, you want the Schedule an Activity dialog box to have the Set Alarm box always set, select the Enable Alarm box.

5	If, when scheduling an activity, you want 1stACT! to check for a schedule conflict and notify you so that you can accept the conflict or reschedule the activity for another time, select the Conflict Checking box.

6	Choose the OK button. The dialog box disappears.


Preferences - Miscellaneous

1	Choose the Edit. Preferences command. The Preferences dialog box appears.

2	From the Modify list, select the Miscellaneous option. The Preferences dialog box changes to show Miscellaneous options.

Note:  To specify the layout switch key, proceed to step 3. To specify Prompt on Exit or Database Auto Save, skip to step 4. To specify Word Processor spell and measurement preferences, skip to step 5.

3	To specify the layout switch key, select the Tab Key or Enter Key radio button.

Skip to step 7, if finished.

4	To select Prompt on Exit, Note Auto Save or Database Auto Save, click on the options you want or use the Alt+ access keys. An X appears in the selection box.

To deselect a previously selected option, click on the option again or use the Alt+ access keys again. The X disappears.

Skip to step 7, if finished.

5	To specify Word Processor Auto Suggest Spell Check or Measurement Units, click on the selection box or use the Alt+ access keys. An X appears in the selection box.

To deselect a previously selected option, click on the option again or use the Alt+ access keys again. The X disappears.

 	To specify the units of measurement to be used in formatting Word Processor documents, choose the units from the drop-down menu. Options include: Inches, Centimeters, Points, and Picas.

7	In the Preferences dialog box, choose the OK button. The dialog box disappears.


Preferences - Dialing Settings

1	Choose the Edit. Preferences command. The Preferences dialog box appears.

2	From the Modify list, select the Dialing Settings option. The Preferences dialog box changes to show Dialing Settings options.

Note:  To set up your modem for dialing, proceed to step 3. To specify dialing codes, skip to step 6.

3	To change the default initialization code for your modem, type it in the Initialize text field. The code ATZE1V1 (which resets the modem, requires it to echo commands, and requires it to return verbose result codes), works with most Hayes-compatible modems, so you probably will not need to change the code.

4	To specify the serial port to which your modem is connected, choose the port from the drop-down menu. Options include: COM1, COM2, COM3, and COM4.

5	To specify the method of dialing used on your telephone line, select the Tone or Pulse radio button.

Skip to step 7, if finished.

6	To specify dialing codes for different kinds of calls, type the appropriate calling prefixes and postfixes in the text fields.

For example, if your telephone line is connected to a Private Branch Exchange (PBX), to dial a local call, you may need to dial an access code of 9 for an outside line. In this case, you would enter 9 in the Local Prefix field.

To dial a long distance call on the same telephone, you may need to dial a long-distance access code, for example, 6, and wait for a dial tone before you dial the area code and phone number. In this case, you would enter 6 followed by a comma (6,) in the Long Distance Prefix field.

Note:  The comma causes the modem to wait (typically 2 seconds). This allows the telephone system to get a dial tone before outpulsing digits. If your telephone system is particularly slow in providing the dial tone, you can specify more time by typing an additional comma in the prefix field.

For this same long-distance call, you may be required to dial an authorization code to account for your corporate telephone usage. In this case, you would type the code in the Long Distance Postfix field.

For international calls, the usual International Prefix is 011. Depending on your telephone system, you may need to add other digits to gain access to a telephone line.

For Alternate Access calls, you may need to dial the Alternate Access carrier, and then dial a Personal Identification Number (PIN) to complete the call. In this case, type the number for the carrier in the Alternate Access Prefix field and the PIN in the Alternate Access Postfix field.

7	In the Preferences dialog box, choose the OK button. The dialog box disappears.


Preferences - Name Separators

1	Choose the Edit. Preferences command. The Preferences dialog box appears.

2	From the Modify list, select the Name Separators option. The Preferences dialog box changes to show Name Separators options.

Note:  To add a name separator to the list, proceed to step 3. To delete a name separator from the list, skip to step 6.

3	To add a name separator to the list, choose the type from the Type drop-down menu. The list changes to show the existing name separators of the chosen type.

4	Choose the Add button. The Name Separators dialog box appears.

Note:  In the next step, do not add periods at the end of abbreviated titles (such as Mr., Dr., Ms., or Rev.).

5	Type the new name prefix or suffix to be added to the list. Then choose the OK button. The new name separator appears in the Name Separators list.

Skip to step 8, if finished.

6	To delete a name separator to the list, choose the type from the Type drop-down menu. The list changes to show the existing name separators of the chosen type.

7	Select the name separator to be deleted. Choose the Delete button.

The chosen name disappears from the list.

8	In the Preferences dialog box, choose the OK button. The dialog box disappears.


Preferences - Schedule Icon Defaults

1	Choose the Edit. Preferences command. The Preferences dialog box appears.

2	From the Modify list, select the Schedule Icon Defaults option. The Preferences dialog box changes to show Icon Defaults options.

3	To change the Icon Defaults, select the radio buttons for the options you want.

When scheduling an activity using the Icons on the Icon Bar, if an activity of the type being scheduled already exists, Modify existing <activity> allows you to change the specifications for the existing activity. Schedule new <activity> allows you to schedule another activity of the same type.

Note:  These settings do not affect the actions performed by the commands on the Schedule menu.


Preferences - Schedule Settings

1	To set schedule options, choose the radio button for the type of activity that you want to change. The Date Time, Duration, and Lead fields change to show the current settings for the chosen activity type.

2	Choose the settings you want from the drop-down menus.

For the Date field, the Calendar, Date/Time accelerator, and Off options are available.

For the Time field, the Date/Time accelerator, Off, Mini-Day, and Timeless options are available.

For the Duration field, the Date/Time accelerator and Off options are available.

For the Lead field, the Date/Time accelerator and Off options are available.

3	Repeat steps 1 and 2 for any other activity types.

4 	Check the activity types that you want to automatically rollover to the next day's schedule after they are past due.  Click on the selection box or use the Alt+ access keys. An X appears in the selection box.

To deselect a previously selected option, click on the option again or use the Alt+ access keys again. The X disappears.

5	In the Preferences dialog box, choose the OK button. The dialog box disappears.


Print Documents (menu)
How Do I - Print Documents?

In 1stACT!, you can print your Word Processor document now or, if you are on the road, you can defer printing for a subsequent 1stACT! session.

To defer printing, you submit the document to a deferred print queue. Then, when you get back to your office, you can print the deferred documents.

Choose a procedure:

Change Printers and Printer Options

Print to the Default Printer

Print a Form Letter

Defer Printing


Change Printers and Printer Options

To change printers and printer options:

1	Choose File, Printer Setup from the Word Processor File menu. The Printer Setup dialog box appears.

Note:  In the following step, if you want to send a Fax, select your internal Fax as your destination printer.

2	Select, from the list, the printer to which you want to change.

If you do not want to change the printer options, skip to step 5.

3	To change the default printer options, choose the Setup button. The printer setup dialog box appears.

Note:  The printer options vary depending on the printer you selected. If you need additional information concerning the options available, refer to your printer documentation.

4	Choose the options you want and, when done, choose the OK button. The printer options dialog box disappears.

5	Choose the OK button. The Printer Setup dialog box disappears.


Print to the Default Printer

Note:  This procedure assumes that the document to be printed is open and that you have selected the default printer using the How Do I Change Printers and Printer Options topic. If you have not selected the default printer, you can do so while performing this procedure by choosing the Setup button from the Print dialog box.

1	Choose the File, Print command. The Print dialog box appears.

Note:  The options available in the Print dialog box vary according to the type of printer you have installed and selected. Generally, you can specify the beginning and ending page, the print orientation, and the number of copies to be printed. If necessary, check your printer documentation to determine whether the options settings are correct. If the printer is an internal Fax, you can specify the destination Fax phone number.

2	If all of the options in the dialog box are correct, choose the OK button. The current document is printed to the default printer, as specified. A message dialog box appears:

Is this a finished document that will be sent out?

3	Choose the Yes or No button.

If you choose No, no entry is made in the History record for the contact. The task is complete.

If you choose Yes, the printing of the document is recorded in the History for the associated contact and the following message dialog box appears:

Do you want to print an envelope?

3	Choose the Yes or No button.

If you choose No, no envelope is printed. The task is complete.

If you choose Yes, the Print dialog box appears. The print parameters are preset for printing an envelope, including feed type and size.

4	Choose the OK button. Manually feed the envelope into the printer, if required.


Print a Form Letter

This procedure provides an example of how you can create a new letter template with simple body text and print that letter for several contacts. The process may seem complex, but it actually is easily performed.

This procedure first shows you how to create a new document file containing the body text. Then it shows you how to insert that text document in an existing letter template file, save the file under another name, and then print the form letter to the printer or to a document.

If you print the form letters to a document, you can proofread the document and then print it to the default printer.

Creating the Body Text

1	Choose the File, New command. The New File dialog box appears.

2	Choose the Document icon. A new Word Processor window opens.

3	Type a simple paragraph as the body text for your letter, for example:

Thank you for your recent order. It was shipped from our warehouse today and should arrive at your address shortly.  Please inspect the packages carefully to ensure your order is complete and undamaged.

Please call me if you have any questions concerning the products.  Your satisfaction is our most important product.

4	Save the document by choosing the File, Save command. The Save File dialog box appears.

5	To save the document in the default drive (C:\ACTWIN\DOCS), simply type the filename (up to 8 alphanumeric characters) in the File Name field and choose the OK button. To save the document to a different disk or directory, type the filename, choose the disk and directory where the file is to be stored, and then choose the OK button.

1stACT! automatically adds the required extension .WPD to your filename.

Note:  For this example, save the document as BODY.WPD in the default directory.

Creating a New Template

6	Choose the File, Open command. The Open File dialog box appears.

7	Choose Letter Template from the List Files of Type drop-down menu. Change the directory to \ACTWIN\TEMPLATE. (This is the default location of 1stACT! template files. You may have stored your template files elsewhere.)

8	Choose the letter template to be used as the basis for your form letter.

Note:  For this example, choose LETTER.TPL.

The dialog box disappears and the LETTER template file appears in the Word Processor window. The Field Names dialog box appears on the window.

9	Choose the Close button in the Field Names dialog box. The dialog box disappears. The insertion point appears on the second line after the salutation.

10	Choose the File, Insert command. The Insert File dialog box appears.

11	Choose the disk drive and/or directory from which you want to select a file to insert in your current document. Choose the filename from the selection list or type the name in the File Name field.

Note:  For this example, choose the BODY.WPD file from the \ACTWIN\DOCS directory.

The dialog box disappears. The body text is inserted in your template document.

12	Choose the File, Save As command. The Save As dialog box appears.

13	Type the name of the new template file.

Note:  For this example, type SHIPPED.  1stACT! automatically appends the .TPL extension.

14	Close the template file by choosing the File, Close command or pressing the ESC key. The Contact window appears.

Printing the Form Letter

15	If you intend to send the form letter to a group of contacts, use an appropriate Lookup procedure to look up the group of contacts.

If you intend to send the form letter to only one contact, locate the contact record by using a Lookup command or by using the Status Bar buttons.

16	Choose the Write, Form Letter command. The Open File dialog box appears.

17	Choose the form letter template file you prepared.

Note:  For this example, choose SHIPPED.TPL.

The Prepare Form Letter dialog box appears.

18	Choose the contacts to whom you want to send the form letter. Choose the Active Contact, Active Group, or All Contacts radio button.

19	Choose Document or Printer as the destination of the output.

If you choose Document and then choose the OK button, the form letters are directed to the Word Processor window to an untitled file. You can proofread and edit the file and then print it on the default printer without saving the document or you can save the document for future printing. In this case, the procedure is done.

If you choose Printer and then choose the OK button, the form letters are sent directly to the printer without allowing you to proofread or edit the letters. Since no file is created, you cannot save a copy of the output.

20	If you chose Printer as the destination of the output, a message dialog box appears:

Is this a finished document that will be sent out?

21	Choose the Yes or No button.

If you choose No, no entry is made in the History record for the contacts. The task is done.

If you choose Yes, the printing of the document is recorded in the History for the associated contact and the following message dialog box appears:

Do you want to print an envelope?

22	Choose the Yes or No button.

If you choose No, no envelope is printed. The task is complete.

If you choose Yes, the Print dialog box appears. The print parameters are preset for printing an envelope, including feed type and size.

23	Choose the OK button. Manually feed the envelope into the printer, if required.


Defer Printing

This procedure is used when you are traveling with 1stACT! on a laptop or notebook computer and need to keep up with your correspondence. Deferred printing involves 2 major steps. First, you submit the print job to a queue and, second, when you have access to a printer, you print the queued documents.

Note:  This procedure assumes that the document to be printed is open and that you have selected the default printer that you intend to use by performing the procedures covered in the How Do I Change Printers and Printer Options topic.

Submitting a Deferred Print Job

1	Choose the File, Deferred Print command. The Deferred Print dialog box appears.

2	Type a brief description of the print job. For example, Letter to John Doe, Thanks for order.

3	Choose the OK button. The dialog box disappears and the print job is submitted.

Printing a Deferred Print Job

Note:  The opportunity to print deferred print jobs occurs only at startup of 1stACT!.

1	Ensure that your computer is connected to the default printer.

2	Start 1stACT!. The Pending Print Jobs dialog box appears. It contains the following message:

You have previously deferred print jobs pending action. Do you want to print them now?

3	Choose the Yes button. The Select Jobs dialog box appears. The Pending Jobs list shows the jobs waiting to be printed.

4	If you want to print only a portion of the jobs in the list, select the jobs you want to print, then choose the Print Selected button.

5	If you want to print all of the jobs in the list, choose the Print All button.

6	The Print dialog box appears. If all of the options in the dialog box are correct, choose the OK button. The selected jobs are printed. A message dialog box appears:

Is this a finished document that will be sent out?

7	Choose the Yes or No button.

If you choose No, no entry is made in the History record for the contact. The task is done.

If you choose Yes, the printing of the document is recorded in the History for the associated contact and the following message dialog box appears:

Do you want to print an envelope?

8	Choose the Yes or No button.

If you choose No, no envelope is printed. The task is complete.

If you choose Yes, the Print dialog box appears. The print parameters are preset for printing an envelope, including feed type and size.

9	Choose the OK button. Manually feed the envelope into the printer, if required.

Deleting a Deferred Print Job

1	From the Select Jobs dialog box, select the job you want to delete, then choose the Delete button. The selected job is deleted.


Generate Reports (menu)
How Do I - Generate Reports?

Create a Standard Report


Create a Standard Report

1	If you intend to create the report for a group of contacts, use an appropriate Lookup procedure to look up the group of contacts.

If you intend to create the report for only one contact, locate the contact record by using a Lookup command or by using the Status Bar buttons.

2	Choose the Write, Report command. The Reports submenu appears.

3	Choose the type of report to be created:

Task List

Contact Report

Notes

Directory

Phone

4	If the Calendar dialog box appears, choose a date or a range of dates for which the report is to be created (the default date is Today):

If you choose a specific date and then choose the OK button, the report includes only the information for that date.

If you choose a specific date and then choose Past, the report includes only the information prior to that date.

If you choose a specific date and then choose Future, the report includes only the information after that date.

If you choose a range of dates and then choose the OK button, the report includes only the information in that date range.

If you choose All dates, all the information, regardless of date, is included.

5	The Prepare Report dialog box appears. Choose the contacts to be included in the report. Choose the Active Contact, Active Group, or All Contacts radio button.

Note:  The Task List report defaults to All Contacts. You cannot select another option.

6	Choose Document or Printer as the destination of the output.

If you choose Document, the report is directed to the Word Processor window to an untitled file. You can proofread and edit the file and then print it on the default printer without saving the document or you can save the document for future printing. In this case, the procedure is done.

If you choose Printer, the report is sent directly to the printer without allowing you to proofread or edit it. Since no file is created, you cannot save a copy of the output.

The Print dialog box appears.

7	Choose the OK button. The report is printed on the default printer.

Note:  For information from a contact record to be included in reports, you must type the word Public in the Access field on Contact window 2. If the Access field contains Private, the information for that contact will not appear in any report.


View Contact Information (menu)
How Do I - View Contact Information?

View Activities

View History

View the Reference Library Document

View Notes

View the Task List

View Totals


View Activity
View Activities

To view the activities for a contact, locate the record for the contact and then choose the View, Activities command. The Activities dialog box appears. The dialog box contains a list of the scheduled activities for the current contact.

You can perform 3 major functions from the Activities dialog box:

*	Modify Activities

*	Clear Activities

*	Add Activities

Modifying Activities

To modify an existing activity, select the activity and then choose the Schedule button. The Modify an Activity dialog box appears. See the How Do I Modify an Activity topic for more information.

Note:  You can also access the Modify an Activity dialog box by double-clicking on the activity to be modified.

Clearing Activities

To clear an existing activity, select the activity and then choose the Clear button. See the appropriate Clearing procedure under the How Do I Manage Activities topic for more information.

Adding Activities

To add an activity, choose the Add button. The Schedule an Activity dialog box appears. See the appropriate Scheduling procedure under the How Do I Manage Activities topic for more information.

Note:  The Schedule an Activity dialog box defaults to Call as the type of activity to be scheduled. Be sure to change the Type field to the appropriate activity type: Call, Meeting, or To-do.


View History

To view the History for a contact, locate the record for the contact and then choose the View, History command. The History dialog box appears. The History contains records for the activities performed on behalf of the current contact. Included are Calls made, Meetings held, letters sent, Faxes sent, To-do's done, and contact fields edited.

You can remove records from the History by using the Remove button, however you cannot edit the contents of individual records.


View Reference Library
View the Reference Library Document

To view the Reference Library, click on the Reference Library icon or choose the View, Reference Library command. A Word Processor window opens with the library document you designated in the Library field of Contact window 2 or the default \ACTWIN\LIBRARY\LIBRARY.WPD file.

Note:  Although the Reference Library window is abbreviated, many of the features of the Word Processor such as editing, stylizing, and printing are available.


View Notes

To view the Notes for the current contact, choose the Notes command, press the F9 key, or click on the View Notes icon.

Each time you access Notes, a Word Processor window is opened and the Notes for the current contact are loaded. The current date appears at the top of the document. The insertion point appears immediately to the right of the date. This is the point at which you type the note.

Note:  When you have typed anything in the Notes for the current contact, the Notes status indicator appears on the Status Bar.

The Notes file, in some respects, is like a regular Word Processor document. You can copy from it, cut from it, and paste into it just like a regular Word Processor file. You can add styling, change fonts, and change type sizes. You can also print the Notes for the current contact.

But, unlike a regular document file, you cannot save the Notes using a filename. The Notes for all the contacts in your database are stored in a special database file.

You also must limit editing of the Notes. For example, you can edit the numerals in the dates inserted by 1stACT!, but you must not change the format or location of the date. You can delete individual Notes. Other Word Processor functions that you should not use in Notes include:

*	Headers/Footers

*	Insert Time

*	Insert Date

*	Insert Page Break

*	Insert Page Number


View Task List
View the Task List

To view the Task List dialog box, choose the View, Task List command, press the F7 key, or click on the View Task List icon.

Note:  You can also view the Task List by selecting a date or range of dates from the Calendar dialog box.

Viewing Activities by Date

The Task List defaults to the activities for Today. You can specify that the activities for other time periods be displayed:  Tomorrow, Past, All, and Date Range. If you select Date Range, the Calendar dialog box pops up for you to select a different date or range of dates.

Viewing Activities by Type

The Task List defaults to all activities. You can select the type of activities to be displayed:  Calls, Meetings, and To-do's, by selecting the box to the left of the activity type.

Viewing Activities by Priority

You can also specify that activities with a specific priority be displayed:  Low, Medium, and High.

Modifying Activities

To modify an existing activity, select the activity and then choose the Schedule button. The Modify an Activity dialog box appears. See the How Do I Modify an Activity topic for more information.

Note:  You can also access the Modify an Activity dialog box by double-clicking on the activity to be modified.

Clearing Activities

To clear an existing activity, select the activity and then choose the Clear button. See the appropriate Clearing procedure under the How Do I Manage Activities topic for more information.

Grouping Contacts by Displayed Activities

Once you have specified the activity types, the time period, and the priority, you can create a group of contacts that have activities with those specifications. Choose the Group button. The Task List closes and the new group is created. The Group indicator in the Status Bar shows Date Range.


View Totals

To view totals for the current contact, choose the View, Totals command. The Totals dialog box appears. This dialog box shows the total number of activities by type for the current contact. It also shows the last date for performed activities.


Special Features (menu)
Special Features

This topic shows the various graphic elements and icons used in 1stACT!.

Choose a topic:

Status Bar

Icon Bar

Dialog Boxes

Word Processor Ruler


Status Bar Description
Status Bar

The Status Bar is a small section that appears to the left of the Contact window. It contains buttons for moving though the contact database, a contact indicator, a Group indicator, a Total indicator, a time and date indicator, and status indicators that tell you if the current contact has Notes, History, or Activity information.


Status Bar Contact Buttons
Status Bar - Contact Buttons

There are 6 buttons on the Status Bar that you can use to find a contact record. They are as follows:

Previous Record

Next Record

Fast Previous Record

Fast Next Record

First Record

Last Record


Status Indicators
Status Bar - Status Indicators

The status indicators are small icons in the Status Bar. They appear under the following conditions:

         The contact record has 1 or more Activities scheduled.

         This contact record has Notes information stored.

         The contact record has at least 1 History record.


Icon Bar Description
Icon Bar

The Icon Bar appears at the top of the Contact window, and contains 15 standard icons on the Icon Bar.  The Icon Bar is not customizable.


Standard Icons
Icon Bar - Standard Icons

There are 15 standard icons in the Icon Bar. These icons are always visible, but may not be active depending on whether you are looking at the Contact window or the Word Processor window. For instructions in using the icons, select the icon title:

Schedule a Call

Schedule a Meeting

Schedule a To-do

View Notes

Write Letter

View Reference Library

View Task List

View Contact List

View Previous Layout

View Phone List

View Activities

View History


Word Processor Ruler (menu)
Word Processor Ruler

The Ruler has four regions, from left to right:

Tab selection buttons

Justification selection buttons

Line spacing selection buttons

Graduated Ruler


Graduated Ruler

The ruler is graduated in the increments you specified in the Miscellaneous procedure, starting at 0 where the left margin has been defined. There are 2 markers showing the location of the left and right margins, an indentation marker showing the indentation of the first line in the selected paragraph, and tab markers that show any tabs currently configured into the paragraph.


Tab Selection Buttons
Ruler Tab Selection Buttons

The 4 pyramids on the upper left of the Ruler represent the kinds of tab stops that can be inserted in a paragraph, from left to right:

Left Tab

Center Tab

Right Tab

Align Tab

You can add a tab to the graduated ruler by clicking on the appropriate tab selection and then clicking on the ruler at the location where you want the tab inserted. Once a tab marker is on the ruler, you can drag it left or right to locate it in any position.

To delete a tab from the ruler, simply drag the tab marker down (off the ruler).

Default tabs are shown on the graduated ruler at regular intervals. Default tabs cannot be removed from the ruler.

Default Tab


Margins
Ruler Margins

The graduated ruler has 2 markers that indicate the current location of the left and right margins:

You can drag the markers left and right to locate them on the ruler in any position.


Indentation
Ruler Indentation

The graduated ruler has a marker near the left margin marker that indicates the indentation for the first line of the current paragraph:

You can drag the marker left and right to locate it on the ruler in any position. The first line in the paragraph will appear aligned to the marker.


Justification
Ruler Justification

Justification adds immeasurably to the appearance of your Word Processor document. You can add justification before or after you enter text. There are 4 types of justification supported. The 4 line arrangements on the upper center of the Ruler represent, from left to right:

Justify Left

Justify Center

Justify Right

Justify Full

Note:  You also can choose the type of justification to be applied to a paragraph using the Format, Paragraph command.


Line Spacing
Ruler Line Spacing Selections

There are 3 line arrangements on the upper right of the Ruler that represent, from left to right:

Single Space

One and a Half  Space

Double Space


Keyboard Commands (menu)
Keyboard Commands

Editing Keys

Commands for Viewing 1stACT! Windows

Other Command Keys


Editing Keys
Keyboard - Editing Keys

Alt+Backspace	Undo

Shift+Del	Cut

Shift+Enter	Insert Page Break

Ctrl+Ins	Copy

Shift+Ins	Paste

Ctrl+A	Insert Date

Ctrl+B	Insert Time

Ctrl+C	Insert Page Number

Tab	Inserts a tab stop at the insertion point.

Enter	Inserts a carriage return at the insertion point.

Up Arrow	Moves the insertion point up one line.

Down Arrow	Moves the insertion point down one line.

Left Arrow	Moves the insertion point left one character.

Right Arrow	Moves the insertion point right one character.

Home	Moves the insertion point to the beginning of the current line.

End	Moves the insertion point to the end of the current line.

Page Up	Moves the insertion point to the beginning of the previous screen of text.

Page Down	Moves the insertion point to the beginning of the next screen of text.

Ctrl+Up Arrow	Moves the insertion point to the beginning of the previous paragraph.

Ctrl+Down Arrow	Moves the insertion point to the beginning of the next paragraph.

Ctrl+Left Arrow	Moves the insertion point to the beginning of the previous word.

Ctrl+Right Arrow	Moves the insertion point to the beginning of the next word.

Ctrl+Page Up	Moves the insertion point to the beginning of the previous page.

Ctrl+Page Down	Moves the insertion point to the beginning of the next page.

Ctrl+Home	Moves the insertion point to the beginning of the document.

Ctrl+End	Moves the insertion point to the end of the document.


Viewing Keys
Keyboard - View

F1	View Help

Shift+F1	View context-sensitive Help

F2	View Popup

Shift+F3	View Reference Library

F4	View Calendar

F6	View Previous Layout

F7	View Task List

F8	View Contact List

F9	View Notes

Alt+F9	View Activities

Shift+F9	View History

Ctrl+F9	View Totals


Other Keys
Keyboard - Other Keys

Insert	Create a new contact

Ctrl+Del	Delete a contact

Ctrl+Home	Displays first Contact record in group

Ctrl+End	Displays last Contact record in group

Ctrl+F6	Toggle between Contact window and open Word Processor window

Ctrl+F12	Open a file

Shift+F12	Save a file

Alt+F12	Import a file

F12	Save As

Ctrl+F4	Close a file

Alt+F4	Exit 1stACT!


Glossary
Glossary:  A definition of terms as they apply to 1stACT!.

-A-

Activity

Align Tab

Alternate Access

-C-

Center Tab

Clear

Click and drag

Compress

Contact

-D-

Database Files

Default Tab

Deferred Printing

-F-

Fast Next Record Button

Fast Previous Record Button

First Record Button

Footer

Forget

-G-

Group

Group Edit

-H-

Header

Hidden

History

-J-

Justify Center

Justify Full

Justify Left

Justify Right

-K-

Keep With Next

-L-

Last Record Button

Lead Time

Left Tab

Lookup

-M-

Map

Modem

My Record

-P-

Preferences

Primary

Protected

-Q-

Query

-R-

Reference Library

Reindex

Reschedule

Right Tab

Rotary Index

-S-

Shift+Arrow

Snooze

Status Bar

-T-

Task List

Template

To-do


GlossaryActivity
Activity

An activity is a Call, Meeting, or To-do that you have scheduled to be done. You primarily schedule activities on behalf of a selected Contact. If you want to schedule non-Contact specific activities, you should do so on the My Record.

Activities can be scheduled using the Schedule menu from the Contact window, by manually entering the activity in the Call, Meeting, or To-do fields on the Contact window, or by choosing Schedule from the Activities dialog box.


GlossaryAlign Tab
Align Tab

This is a type of tab stop that, when specified for a paragraph in a Word Processor document, causes the text such a monetary amounts to appear aligned on the decimal point. This type of tab is useful when a list of numbers to be summed must be aligned.


GlossaryAlternate Access
Alternate Access

Alternate Access is a method of placing a long distance telephone call in which you use prefixes and postfixes other than those used the default dialing methods. An example of using alternate access is when you are traveling with 1stACT! and you need to place a call to a Contact using a telephone line that is owned by someone else. In this case, you would use your telephone calling card.

Before using the alternate access method of dialing, you must enter the appropriate prefix and postfix dialing codes in the Dialing Codes section of the Preferences dialog box. Choose the Edit, Preferences command and then choose Dialing Settings from the Modify list.


GlossaryCenter Tab
Center Tab

This is a type of tab stop that, when specified for a paragraph in a Word Processor document, causes the text to appear centered on the tab. This type of tab is useful when the items in a list must be centered, for example, the second column here has a center tab:

First Item:	large

Second Item:	medium

Third Item:	small


Glossary--Clear
Clear

Clearing an alarm instructs 1stACT! to delete the activity for which the alarm is associated. You can also instruct 1stACT! to clear all active alarms, if more than one alarm is active. When an activity is cleared, 1stACT! prompts you for the status of the activity and records that information into the contact's history.


GlossaryClick and drag
Click and drag

This is a method of selecting text in Windows that uses the mouse. Click and hold the mouse button at the beginning of the text to be selected. Drag the mouse to the right and down to select the text.

Note:  This procedure works equally well by starting at the end of the text and dragging to the left and up to select the text.


GlossaryCompress
Compress

Compressing removes deleted contact records from the database files, releasing that disk space for use and reducing the amount of search time for looking up and accessing contact records. Since compression of database files removes deleted records from the database files, reindexing is done at the same time to clean up the database.


GlossaryContact
Contact

Contact is a field on Contact window 1 where you record the name of the person with whom you are doing business.


GlossaryDatabase Files
Database Files

A 1stACT! database is made up of the following 11 files: filename.ADB, filename.ADX, filename.DBF, filename.DBT, filename.DES, filename.HDB, filename.HDX, filename.MDX, filename.NDB, filename.NDX, and filename.PRF.


GlossaryDefault Tab
Default Tab

Default tab markers appear on the Ruler at regular intervals. If you do not have a tab stop defined for the current paragraph and you type a tab character in the paragraph, the text aligns to the right of the default tab.

The position of default tabs cannot be changed.


GlossaryDeferred Printing
Deferred Printing

Deferred print allows you to queue a print job for later printing. This feature is especially useful when using 1stACT! away from your office and printer. Using the File, Deferred Print option, you can defer the printing for a subsequent 1stACT! session when you have access to a printer.


GlossaryFast Next Record button
Fast Next Record button

This button appears in the Status Bar. Clicking on it moves you to the next contact in your database or group whose company name starts with the next higher letter of the alphabet. For example, if the Company name of your current contact is Acme Corp., clicking on this button will fast-forward you to the first contact whose Company name is Beta Corp.


GlossaryFast Previous Record button
Fast Previous Record button

This button appears in the Status Bar. Clicking on it moves you to the next contact in your database or group whose company name starts with the next lower letter of the alphabet. For example, if the Company name of your current contact is Beta Corp., clicking on this button will fast-reverse you to the first contact whose Company is Acme Corp.


GlossaryFirst Record button
First Record button

This button appears in the Status Bar. Clicking on it moves you to the first contact in your database or group. From the keyboard, this command can be executed by pressing the Ctrl+Home keys.


GlossaryFooter
Footer

A footer is special text that you type on the first page of a document. When you print the document, the footer appears automatically at the bottom of each page in the document.

To insert a footer in a document, use the Insert Footer command from the Format menu on the Word Processor window, then type the footer text at the insertion point.

To remove a footer from a document, use the Remove Footer command from the Format menu on the Word Processor window.


GlossaryForget
Forget

Forgetting an alarm acknowledges that the alarm was issued, but allows you to continue working with the current contact record. No additional alarms for the associated activity are displayed.


GlossaryGroup
Group

A group is a portion of the Contact records selected from your current database through a lookup process. The lookup searches for Contact records with specific identical characteristics.

Contacts can also be grouped by alarms and by scheduled activities.

The Group indicator on the Status Bar shows the type of lookup last performed.

Once you have grouped Contact records, you can perform tasks related to the group, such as generating a standard report, doing a Group Edit, or sending a form letter.


GlossaryGroup Edit
Group Edit

Group Edit allows you to select a group of contact records and edit their contents at the same time. If, for example, you have several contacts that work at XYZ Business Systems, plc in London, England, and the company relocates to Brighton, you can do a lookup based on Company and then change the addresses for all the contacts at the same time.

Warning!  Be very careful when doing a Group Edit. If you make an error, you can cancel to restore the original content, but ONLY if you do it before you save the changes.


GlossaryHeader
Header

A header is special text that you type on the first page of a document. When you print the document, the header appears automatically at the top of each page.

To insert a header in a document, use the Insert Header command from the Format menu on the Word Processor window, then type the header text at the insertion point.

To remove a header from a document, use the Remove Header command from the Format menu on the Word Processor window.


GlossaryHelp
1stACT! Help


GlossaryHidden
Hidden

Hidden is a field attribute that specifies that the field is not to appear on the Contact window.


GlossaryHistory
History

History is a record of activities that you have scheduled for each contact. Events that cause a record to be placed in History include placing Calls, attending Meetings, performing To-do's, and sending correspondence such as letters, memos, and faxes. History records include the date and time the event occurred, the type of event, and a brief description of the event.


GlossaryJustify Left
Justify Left

Justify Left is used in the formatting of a Word Processor document. It means that text lines in the paragraph are aligned to the left margin. The right margin appears ragged.


GlossaryJustify Center
Justify Center

Justify Center is used in the formatting of a Word Processor document. It means that text lines are centered between the left and right margins. Both the left and right margins appear ragged.


GlossaryJustify Right
Justify Right

Justify Right is used in the formatting of a Word Processor document. It means that text lines in the paragraph are aligned to the right margin. The left margin appears ragged.


GlossaryJustify Full
Justify Full

Justify Full is used in the formatting of a Word Processor document. It means that text lines in the paragraph are aligned to both the left and right margins. The Word Processor adds spaces between words as necessary to fill in the text to fit the line from the left margin to the right margin. Neither margin appears ragged.


GlossaryKeep With Next
Keep With Next

In some cases in word processing, the page would naturally break between 2 paragraphs that you would like to keep together, for example, a header and its follow-on paragraph. Keep with Next allows you to specify that if this condition arises, the page break will appear before this paragraph, not between the 2 paragraphs.


GlossaryLast Record button
Last Record button

This button appears in the Status Bar. Clicking on it moves you to the last contact in your database or group. From the keyboard, this command can be executed by pressing the Ctrl+End keys.


GlossaryLead Time
Lead Time

Lead time specifies when you want to be reminded of an impending activity. For example, if you are scheduling a meeting that requires you to drive several miles in moderate traffic, specify enough lead time (perhaps 30 minutes) to allow you to make the trip. If you are scheduling a meeting in the conference room just next door, specify less lead time (perhaps 5 minutes).


GlossaryLeft Tab
Left Tab

This is a type of tab stop that, when specified for a paragraph in a Word Processor document, causes the text to appear left aligned on the tab. This type of tab is useful when the left side of a list must be aligned.


GlossaryLookup
Lookup

Doing a lookup allows you to screen your Contact database for Contact records with similar or identical characteristics and include them in a group for further processing. For example, if you want to write a form letter to all Contacts in the state of New York, you can use the Lookup, State option to group the Contacts, then use the Form Letter option from the Write menu to create the letters.

You can also do a lookup for a single Contact. For example, if you want to call an old Contact, but can remember only her first name, you can use Lookup, First Name to find that Contact quickly.


Glossary--Map
Map

Mapping is the process of matching fields from a file you want to import into 1stACT! to the appropriate 1stACT! contact fields.  Each field in an import file can be mapped to the 1stACT! field you choose, or it can be excluded from importing.  Mapping settings may also be saved, making it easy to import data into 1stACT! if you need to frequently import from the same source.


GlossaryModem
Modem

A modem is a device used to communicate digital signals from computer to computer over telephone lines. While 1stACT! does not support such transfers, it does use the built-in autodialing capabilities of the modem. Only Hayes-compatible modems can be used with 1stACT!.


GlossaryMy Record
My Record

The My Record contains information about the primary user of the database. Presumably, this person is you. It contains your name, your company name, your title, your telephone numbers, your address, and any other information that is not contact-related that you want to store in the database. The essential information for the My Record is entered into a dialog box during installation of 1stACT!.


GlossaryNext Record button
Next Record button

The Next Record button appears on the Status Bar. By clicking on this button, you can view the next higher Contact in the current group. That is, if you are currently viewing Contact 9 of 12, clicking on the Previous Record button displays Contact 10 of 12.

From the keyboard, this command can be executed by pressing the Page Down key.


GlossaryNotes
Notes

Notes are additional text associated with the current contact. You may use this feature to keep track of any miscellaneous information that you do not want to store in User field. Notes are accessed by selecting the View, Notes command, by clicking on the Notes icon, or by pressing the F9 key.


GlossaryPreferences
Preferences

Preferences allows you to define the way 1stACT! looks, feels, and operates. You access preferences by choosing the Edit, Preferences command.


GlossaryPrimary
Primary

Primary is a field attribute that specifies that, when you create a new contact record and choose Primary, this field is to be copied into the new record.


GlossaryPrevious Record button
Previous Record button

The Previous Record button appears on the Status Bar. By clicking on this button, you can view the next lower Contact in the current group. That is, if you are currently viewing Contact 9 of 12, clicking on the Previous Record button displays Contact 8 of 12.

From the keyboard, this command can be executed by pressing the Page Up key.


GlossaryProtected
Protected

Protected is a field attribute that specifies that the field is to appear on the Contact window, but the field cannot be modified or deleted.  A protected field has a small lock [image] displayed next to its name.


GlossaryQuery
Query

A query specifies the criteria to be used when doing a contact record lookup. Standard simple queries are provided in 1stACT! on the Lookup menu. My Record, Everyone, Company, First Name, Last Name, City, State, Zip Code, and ID/Status are included.

You can create your own simple or complex queries using the Lookup, Other command.


GlossaryReference Library
Reference Library

The Reference Library document allows you to display general information such as a price lists, a shipping schedule, or a product specification sheet quickly. When accessed, a Word Processor window opens with the Reference Library document. The filename of the Reference Library document appears at the top of the window.


GlossaryReindex
Reindexing

Reindexing rebuilds the index files (those with an extension ending in DX) for the current database. It is especially helpful to reindex after you have deleted several contact records. Reindexing allows the deleted records to be ignored. This helps 1stACT! find information faster because the size of the index files is reduced.


GlossaryReschedule
Reschedule

Reschedule displays the Modify an Activity dialog box so that you can schedule the activity for another time or date.


GlossaryRight Tab
Right Tab

This is a type of tab stop that, when specified for a paragraph in a Word Processor document, causes the text to appear right aligned on the tab. This type of tab is useful when the right side of a list must be justified.


GlossaryRotary Index
Rotary index

A rotary index is an office desk accessory in which a person inserts small cards containing the names, addresses, and phone numbers of clients and prospects. In 1stACT!, Rotary Index is a window layout that mimics the paper version. Only basic contact information is displayed in this layout.


GlossarySnooze
Snooze

Snoozing an alarm lets 1stACT! remind you of the alarm again later. You can specify the amount of time to wait--as little as 5 minutes, as much as 1 full day.


GlossaryShift+Arrow
Shift+Arrow

This is a method of selecting text in Windows. First you place the insertion point at the beginning of the text to be selected. Then you press the Shift key and press the Arrow keys to select the block of text. Use the Shift+Right Arrow keys or the Shift+Down Arrow keys.

Note:  This procedure works equally well by placing the insertion point at the end of the text and pressing the Shift+Left Arrow or Shift+Up Arrow keys to select the text.


GlossaryStatus Bar
Status Bar

The Status Bar is a small section of the Contact window. It appears on the top, left, bottom, or right sides of the Contact window, according to your preferences. It contains buttons for moving though the contact database, a contact indicator, a time and date indicator, and other indicators that tell you if the current contact has Notes, History, or Activity information.


GlossaryTask List
Task List

The Task List shows your activities by type according to date ranges and priorities specified.


GlossaryTemplate
Template

A template is a Word Processor document that contains selected fields that extract information from contact records and insert them into another Word Processor document. An example is LETTER.TPL, which creates a letter to the current contact which extracts information from the contact record for the active contact or the record for every contact in the current group.


GlossaryTo-do
To-do

An activity other than a phone call or a meeting that you must accomplish for the selected contact. Examples of To-do's are finding an answer to a question, writing a memo, and mailing a package. To-do's that are not contact-specific should be scheduled while the My Record is displayed. In this way, you designate that the task is to be done, but it does not apply to a particular contact. Examples include updating a price list, writing a form letter template, and creating a report.


Glossary--Transfer
Transfer

Transfer allows you to copy contacts from the active database into another database.  You can choose to transfer the active contact, active group or all contacts to the other database and you have the option of deleting the transferred contacts from the active database after they have been transferred.

Note:  After you transfer contacts, you remain in the database you transferred from.


GlossaryUser Field
User Field

User fields appear on both Contact windows for most layouts. You can customize these fields using the Edit, Field Attributes command.


Dialog Boxes (menu)
Dialog boxes: A complete reference for 1stACT! dialog boxes.

Note:  Some dialog boxes are used several times throughout 1stACT!. The name that appears at the top of the dialog box may not match the name shown in this Help system.

-A-

About

Activities

-C-

Calendar

Call

Choose a File

Choose Main Dictionary

Choose User Dictionary

Clear Call

Conflict

Contact List

Create Directory

Create User Dictionary

Critical Alarm

-D-

Date/Time Accelerator

Deferred Print

Delete Contact

Delete File

Delimited File Type

Directory

-E-

Edit User Dictionary

Enter String

-F-

Field Attributes

Field Names

Find/Replace

Font

Footer Height

-H-

Header Height

History

-I-

Importing Options

Insert Contact

Insert File

-K-

Key Word Search

-L-

Lookup

-M-

Maintenance

Mini Day

Modify an Activity

Modify String

-N-

New File

-O-

Open File

-P-

Page Margins

Paragraph

Phone

Phone List

Popup

Preferences Alarm Settings

Preferences Miscellaneous

Preferences Dialing Settings

Preferences Name Separators

Preferences Schedule Icon Defaults

Preferences Schedule Settings

Prepare Form Letter

Prepare Form Report

Print

Printer Setup

-R-

Recurring Activity

-S-

Save As

Save Contact As

Save Database

Save File

Save Selection As

Schedule an Activity

Select a Contact

Select Contacts For Query

Select Jobs

Snooze

Spell Check

-T-

Tabs

Task List

Task Progress

Totals


About Dialog Box
Dialog Box - About

The About dialog box shows the version of 1stACT! you are running, its serial number, the CPU type, the mode Windows is running in, the version of Windows running, whether you have a coprocessor installed, the amount of memory free, the amount of disk space free, and the version of DOS you are running.


Activities Dialog Box
Dialog Box - Activities

The Activities dialog box allows you to view the activities scheduled for the current contact. It has command buttons that provide you another means of scheduling activities, clearing activities, and adding activities for the current contact. Also, by double-clicking on a scheduled activity, you can modify that activity.

For instructions, see the How Do I View Activities topic.


Calendar Dialog Box
Dialog Box - Calendar

This dialog box allows you to view the Calendar and to select a date or range of dates. It appears when you are scheduling activities and when you are creating reports. You use it to specify the date or range of dates for which an activity is to be scheduled or report information is to be extracted.

You can also use the Calendar (press F4) to display a Task List dialog box for the specified date or date range.


Clear Call Dialog Box
Dialog Box - Clear Call

This dialog box allows you to clear a call and specify it as Completed, Attempted, or Received. When you clear a call with one of these options, an entry is recorded in the History for the associated contact.

You can also erase a call. In this case, no entry is made in History.

For instructions, see the How Do I Clear a Call topic.


Conflict Dialog Box
Dialog Box - Conflict

This dialog box appears when you are scheduling or modifying an activity and a conflict arises. The activity or activities that are in conflict with the new activity are shown in a list. You can accept the conflict or reschedule the activity to avoid the conflict.

Note:  This dialog box appears only if you have selected Conflict Checking using the Edit, Preferences, Alarm Settings command.


Contact List Dialog Box
Dialog Box - Contact List

This dialog box provides a list of the contacts in the current group. Each contact is tagged (designated as a part of the group). You can remove individual contacts from the group by untagging them. You can also untag all the contacts and then tag individual contacts to build a small group.

You can also go directly to a contact in the current group by double-clicking on the contact in the list.

For instructions, see the How Do I Remove Contacts from the Lookup Group topic.


Critical Alarm Dialog Box
Dialog Box - Critical Alarm

This dialog box alerts you of an impending critical activity. It appears before the activity is scheduled to occur by the amount of time specified by the lead time for the activity.

The dialog box shows the number of critical alarms, the type of activity scheduled, the company and contact name, the date and time of the activity, and the Regarding information.

You can snooze the current alarm or all alarms, forget it (or forget all alarms), create a group of all contacts with active alarms, clear the activity for the current alarm or all alarms, or reschedule the activity.

For instructions, see the How Do I Respond to Alarms topic.


Date/Time Accelerator Dialog Box
Dialog Box - Date/Time Accelerator

The Date/Time Accelerator dialog box allows you to specify quickly when an activity is to be scheduled. It contains a listing of several time periods which, when individually chosen, adds to or subtracts from the current time specified. You can specify as little as 5 minutes or as much as a Quarter (3 months) with each selection.

You can also select Timeless to specify that the activity must be performed, but the timing is not important. In this case, None appears in the Time field.

In scheduling a call, for example, when the Date/Time Accelerator appears, it is assumed that unless you specify otherwise, the call is to be scheduled for 8:00 AM. By selecting 1 Hour twice, you can advance the scheduled time to 10:00 AM. By choosing 5 Minutes and then selecting Subtract twice, you can move the time back to 9:55 AM.

In snoozing an activity for which you have received an alarm, you may want to choose Day to be reminded of the activity tomorrow at the same time.


Delete Contact Dialog Box
Dialog Box - Delete Contact

This dialog box appears when you have specified that you want to delete a contact. It gives you the opportunity to specify whether you want only the current contact deleted, the current group to be deleted, or all the contacts in the current database to be deleted.

For instructions, see the How Do I Delete a Contact topic.


Delimited File Type Dialog Box
Dialog Box - Delimited File Type

This dialog box is used when exporting data to a delimited file for use in another application. It allows you to choose a delimiter type and to choose whether field names and user fields are to be included in the exportation.

For instructions, see the How Do I Export a Database topic.


Directory Dialog Box
Dialog Box - Directory

This is a generic dialog box used widely in 1stACT! when performing a file operation such as opening, saving, and deleting. It allows you to choose the disk, directory, file type, and filename for the target file.


Edit User Dictionary Dialog Box
Dialog Box - Edit User Dictionary

This dialog box allows you to add words to, remove words from, and correct errors in the user dictionary. When you access this dialog box, the contents of the currently chosen user dictionary (or the default user dictionary) appear in the User List box. Select the word to be removed or modified, and the word appears in the Word field.

If you want to remove the word from the dictionary, choose the Remove button.

If you want to correct the spelling of the word, edit it in the Word field. The Remove button changes to Add and the Modify button is undimmed. Choose the Modify button to change the existing word in the dictionary; choose the Add button to add the new word to the dictionary and not modify the word originally edited.

Note:  If you add a word or change a word such that it matches a word already in the main dictionary, 1stACT! displays a message and does not add the word to the dictionary.


Enter or Modify Dialog Box
Dialog Box - Enter or Modify String

This dialog box asks you to enter or modify a text string. If you are to type a text string, the text field is empty;  if you are to modify a text string, the text string is provided in the text field.


Field Attributes Dialog Box
Dialog Box - Field Attributes

This dialog box allows you to set the characteristics for each field on the Contact window. You can change the label of the field, assign a popup to the field, and set the field as a group tab stop. You can designate that when the field is edited, a record is made in the History for the contact. You can also designate the field to have the Primary, Protected, and Hidden attributes.

For instructions, see the How Do I Specify Field Attributes topic.


Field Names Dialog Box
Dialog Box - Field Names

The Field Names dialog box appears in the Word Processor window when you are editing a letter template or a report template. It allows you to select fields from the database to be inserted into the template. Fields can be selected from the Contact record, the My Record, or the Field Labels. For the report template, this dialog box also allows you to specify whether you will be prompted for the group to be included in the report and whether you will be prompted for a date range for the information to be included in the report.

When the template is used to produce a document or report, each inserted field automatically extracts the appropriate information from the database and inserts it in the document.


Find/Replace Dialog Box
Dialog Box - Find/Replace

This dialog box allows you to specify a text string to be found and, if you want to replace the found string, to specify a replacement text string.

For instructions, see the How Do I Find and Replacing Selected Text topic.


Font Dialog Box
Dialog Box - Font

This dialog box allows you to select the font for your document.  If you have access to more fonts that can be displayed in the Font menu, no fonts are displayed.  Instead you must select the Choose command from the Font menu.


Header/Footer Height Dialog Box
Dialog Box - Header/Footer Height

This dialog box allows you to set the height of the header or footer in a document.

For instructions, see the How Do I Insert and Remove Headers and Footers topic.


History Dialog Box
Dialog Box - History

This dialog box displays a list of the History records for the current contact. You cannot edit the History records. You can remove individual History records from the list. Select the record or records to be removed and then choose the Remove button.

For instructions, see the How Do I View History topic.


Importing Options Dialog Box
Dialog Box - Importing Options

This dialog box is displayed when importing a dBASE III or IV database or an ASCII delimited file.  It displays the contents of the of the import file beginning with the first record.  You can map the fields you want to import to the appropriate 1stACT! fields and exclude the fields you do not want to import.

You can also save the current map or recall a previously saved map.

For instructions, see the How Do I Import a Database topic.


Insert Contact Dialog Box
Dialog Box - Insert Contact

The Insert Contact dialog box allows you to choose what portion of the current contact record is to be copied into a new contact record being inserted in the database. Options include Blank, Primary, and All.

For instructions, see the How Do I Insert a New Contact topic.


Key Word Search Dialog Box
Dialog Box - Key Word Search

The Key Word Search dialog box allows you to input a string to be looked up in a key word search through the database for grouping contacts.

For instructions, see the How Do I Look up Records by Key Word topic.


Lookup Dialog Box
Dialog Box - Lookup

The Lookup dialog box allows you to enter a Company name, First Name, Last Name, City, State, Zip Code, or ID/Status. Using the data you entered, a lookup is performed on the contact database. The resulting contact records are grouped.

For instructions, see the How Do I Perform a Standard Lookup topic.


Maintenance Dialog Box
Dialog Box - Maintenance

This dialog box allows you to purge Notes and/or History from the current database. It also allows you to reindex or to compress and reindex your database.

For instructions, see the How Do I Perform Database Maintenance topic.


Mini Day View Dialog Box
Dialog Box - Mini Day

This dialog box allows you to select a time and duration for an activity you are scheduling. To prevent conflicts, the currently scheduled activities are displayed. You simply click on the time for the new activity and then drag the mouse as necessary to specify the duration. The minimum duration is 15 minutes; the duration can be extended in 15 minute increments.

For instructions, see the How Do I Manage Activities topic.


Modify an Activity Dialog Box
Dialog Box - Modify an Activity

The appearance of the Modify an Activity dialog box is identical to that of the Schedule an Activity dialog box. The Modify an Activity dialog box changes a previously scheduled activity, so when it appears, it contains the information about the activity. See Schedule an Activity dialog box.

For instructions, see the  How Do I Manage Activities topic.


New File Dialog Box
Dialog Box - New File

This dialog box allows you to choose the type of file to create. The dialog box contains the Document and Letter Template graphic icons. When you select an icon, an appropriate window opens to allow you to create the new document.


Page Margins Dialog Box
Dialog Box - Page Margins

This dialog box allows you to specify the page margins for the current Word Processor document. You can specify the following margins:  Top, Bottom, Left, and Right.


Paragraph Dialog Box
Dialog Box - Paragraph

This dialog box allows you to use the keyboard (instead of the Ruler) to specify paragraph margins, type of justification, and spacing for the currently selected text.

You can also select the Keep With Next option.

For instructions, see the How Do I Format Paragraphs topic.


Phone Dialog Box
Dialog Box - Phone

This dialog box appears when you use 1stACT! to automatically dial a call for you. If the call you are making is a scheduled call, the Regarding information already appears in the dialog box. If you are making an unscheduled call, you can enter regarding information manually.

If the call is successful, you can record a Completed Call event in History by choosing the Yes button. If the call was not answered, you can record an Attempted Call event in History by choosing the Attempted button.

If the call is unanswered or busy, you can cancel or redial the call.

For instructions, see the How Do I Use the Phone topic.


Phone List Dialog Box
Dialog Box - Phone List

This dialog box displays a complete list of the available phone numbers for the current contact including the Company Phone, Fax phone, Alternate phone, and any Alternate Contact phones. Choose a number from the list and then choose an appropriate dialing button. 1stACT! dials the number for you.

For instructions, see the How Do I Use the Phone List topic.


Popup Dialog Box
Dialog Box - Popup

This is a generic dialog box that pops up for a field either on request (by pressing F2) or automatically (when the Field Attributes for a field specifies Auto Popup), and allows you to select an item from a list to be inserted in the field. Some popup dialog boxes are coded. Coded dialog boxes have 2 columns: Description and Code. An example of a coded popup is the State field on the Contact window. It contains the full name of the state (Washington) and the code (WA).


Alarm Settings Dialog Box
Dialog Box - Preferences - Alarm Settings

This dialog box allows you to specify alarm lead times and duration times for activities. You can specify that when you schedule an activity, the alarm is set automatically. (You can deselect the alarm on a case-by-case basis in the Schedule an Activity dialog box.)

You can also specify that when you are scheduling activities, 1stACT! will check for a schedule conflict and notify you so that you can accept the conflict or reschedule the activity for another time.

For instructions, see the Preferences, Alarm Settings procedure.


Preferences Miscellaneous Dialog Box
Dialog Box - Preferences - Miscellaneous

This dialog box allows you to specify Miscellaneous preferences. For Layouts, you can specify that the Tab key or the Enter key can be used to move to the next field.

For the Word Processor, you can specify whether you want the Spell Checker to always auto-suggest on misspelled or unrecognized words, and you can specify the units of measurement to be used in the document format.

You can also choose the Prompt on Exit, Database Auto Save and Note Auto Save options.

Prompt on Exit allows you to confirm that you really want to exit.

Database Auto Save automatically saves changes to contact records when you move to a new record, open another window, or close the database.

Note Auto Save automatically saves changes to notes when you close the notes window.

For instructions, see the Preferences, Miscellaneous procedure.


Preferences Dialing Settings Dialog Box
Dialog Box - Preferences - Dialing Settings

This dialog box allows you to set up your modem for dialing. You can specify the initialization codes for your modem, choose its communications port, and specify the method of dialing used on your telephone line.

You can also specify dialing prefixes and postfixes used for placing different types of telephone calls.

For instructions, see the Preferences, Dialing Settings procedure.


Preferences Name Separators Dialog Box
Dialog Box - Preferences - Name Separators

This dialog box allows you to add and delete common name separators that are used in doing a lookup of contact records. These name separators allow you to include in your contact names honorary titles as first name prefixes (such as Mr., Mrs., Sir, and Rev.), last name suffixes (such as PhD., CPA., MD, and CLU), and last name prefixes (such as St., von, and de) and still be able to perform lookups properly.

For instructions, see the Preferences, Name Separators procedure.


Preferences Schedule Icon Defaults Dialog Box
Dialog Box - Preferences - Schedule Icon Defaults

This dialog box allows you to specify, when scheduling an activity where at least one activity of the same type already exists, whether 1stACT! modifies the existing activity or overwrites the existing activity.

For instructions, see the Preferences, Schedule Icon Defaults procedure.


Preferences Schedule Settings Dialog Box
Dialog Box - Preferences - Schedule Settings

This dialog box allows you to choose options that determine how much assistance 1stACT! will give you when scheduling activities. You can choose popup dialog boxes, calendars, default entries, or none (to allow you to manually edit the fields).

You can also choose whether to have 1stACT! automatically rollover scheduled calls, meetings or to-do's to the next day's calendar.

For instructions, see the Preferences, Schedule Settings procedure.


Prepare Form Letter/Report Dialog Box

Dialog Box - Prepare Form Letter/Report

This dialog box allows you to specify whether the current operation (for example, form letter or report generation) will involve only the current contact, the contacts in the currently defined group, or all the contacts in the database. Also allows you to direct the output to a file for review or directly to a printer.

For instructions, see the How Do I Print a Form Letter topic or the How Do I Create a Standard Report topic.


Printer Setup Dialog Box
Dialog Box - Print

This dialog box allows you to print parameters for the selected printer. The printer options vary depending on the type of printer selected.

For instructions, see the How Do I Print Documents topic.


Recurring Activity Dialog Box
Dialog Box - Recurring Activity

The Recurring Activity dialog box appears when the Recurring button is selected from the Schedule an Activity or Modify an Activity dialog box. It allows you to schedule activities that occur on a repeated basis. The frequency can be specified for as frequently as daily or as infrequently as once per year. The activities can be scheduled for as little as one week in advance or for as much as 2 years.

For instructions, see the How Do I Schedule a Recurring Activity topic.


Schedule an Activity Dialog Box
Dialog Box - Schedule an Activity

This dialog box allows you to enter the date, time, and regarding information to schedule an activity. You can specify the planned duration of the activity, assign a priority to the activity, and specify the lead time for the activity. You can also specify that 1stACT! will issue an alarm to alert you that the activity is pending.

For instructions, see the How Do I Manage Activities topic.


Select a Contact Dialog Box
Dialog Box - Select a Contact

This dialog box allows you to select a contact for which to schedule a new activity. This option is available on the Schedule an Activity or Modify an Activity dialog box through the Contact button. All contacts in the current database are shown in the contact list, regardless of the current lookup grouping. You can select an individual contact from the list. You can also specify that the new activity be scheduled or modified for the current group of contacts by choosing the Group button.

For instructions, see the How Do I Manage Activities topic.


Select Contacts For Query Dialog Box
Dialog Box - Select Contacts For Query

This dialog is displayed when executing a query when there is an active group of contacts that does not include everyone in the current database.  The choices are:

*	All Contacts - search through every contact in the database

*	Active Group -  search through the contacts in the current group only


Select Jobs Dialog Box
Dialog Box - Select Jobs

This dialog box appears when start 1stACT! after having submitted one or more deferred printing jobs. It allows you to select the jobs to be printed or deleted from a print job queue. Choices are:

Print Selected  --  print the selected document

Print All  --  print all deferred documents

Delete  --  delete the selected job from the queue

For instructions, see the How Do I Defer Printing topic.


Snooze Dialog Box
Dialog Box - Snooze

The Snooze dialog box allows you to specify a snooze time, an amount of time to wait before redisplaying an associated Critical Alarm dialog box. It contains a listing of several time periods which, when chosen, specifies the time to wait. You can specify as little as 5 minutes or as much as a full Day.

For instructions, see the How Do I Respond to Alarms topic.


Spell Check Dialog Box
Dialog Box - Spell Check

This dialog box is used when spell checking your document or a block of text in a document. 1stACT! loads the main dictionary and the user dictionary you have previously chosen (or the default dictionaries if you have not chosen). Spell checking begins automatically.

For instructions, see the How Do I Check Spelling topic.


Tabs Dialog Box
Dialog Box - Tabs

This dialog box allows you to add, modify and remove tabs from a selected paragraph in a Word Processor document. You can set the offset, select the type of justification, and select the type of fill, if any.

For instructions, see the How Do I Add, Modify, and Delete Tabs topic.


Task List Dialog Box
Dialog Box - Task List

This dialog box allows you to view your activities in list form.

You can specify that the activities for different time periods be displayed:  Today (default), Tomorrow, Past, All, and Date Range. When you select Date Range, the Calendar dialog box pops up for you to select a different date or range of dates.

You can also specify that activities with a specific priority be displayed:  Low, Medium, and High.

For instructions, see the How Do I View the Task List topic.


Task Progress Dialog Box
Dialog Box - Task Progress

This is a generic dialog box that lets you know how much of the required work is done. The more full the meter is, the closer to finishing the task.


Totals Dialog Box
Dialog Box - View Totals

This dialog box displays the total number of activities performed on behalf of the current contact. The totals include the number of attempted calls, completed calls, meetings held, and letters sent. For each type of activity performed, the date of the last activity is included.

For instructions, see the How Do I View Totals topic.