ACT! 2005 Tutorial – Page 52

Once you’ve created a new group or company, you can populate it with members from the contact list:

With the Group Detail or Company Detail window open, select the Contacts tab.
Click the Add/Remove Contacts button.

The Add/Remove Contacts dialog opens.

To select contacts to add, click the Contactsbutton.
1. In the Select Contacts dialog, select the contacts from the list (holding down the Ctrl key to select multiple contacts) and click the right transfer (>) button:

1. Click OK.
You can also use a query to define specific criteria for automatically selecting contacts. In general, queries are mathematical statements that evaluate to true or false, such as “Title field = Account Manager”, which tells Act! to include only records in which the contact’s title is Account Manager. Queries let you provide Act! with a simple but flexible statement to find records matching your criteria:
1. In the Add/Remove Contacts dialog, click the Edit Criteria button.

The Group Criteria (or Company Criteria) dialog opens.

1. Use the drop-down menus along the top of the dialog to compose a query. For example, if you want to populate your group or company with contacts in California, you might compose a query for finding contact records where the State field shows the state of California (CA):

·From the Type drop-down menu, select Contact.

·From the Field Name drop-down menu, select State.

·From the Operator drop-down menu, select Equal To (=).

·From the Value drop-down menu, select CA.

1. Click the Add to list button to add the query to the list.
2. You can add as many queries as necessary to populate your group or company. To see the contacts included by the queries, click the Preview button.

The contacts are displayed in the lower portion of the dialog.

1. If you need to remove a query, select it in the query list and click the Remove button.
2. Click OK.
Click OK to add the members to the group and close the Add/Remove Contacts dialog.

The Contacts tab now contains a list of members.