ACT! 2.03 for Windows Readme 10-20-94 This file contains information about changes made since the documentation went to press. Please review this information before running ACT!. You may also want to print a copy for future reference. Table of Contents ----------------- Installation Instructions What's New in 2.03 Converting Your ACT! for Windows 1.X Databases Mail Long Date Format Address Book Printing Envelope Printing Working with Name Separators--Last Name Suffixes Dialing with ACT! WinFax DDE (Dynamic Data Exchange) Transfer from ACT! 2.0 to ACT! for Palmtops ACT! 2.0 User Guide and Reference Errata Installation Instructions ------------------------- To upgrade your ACT! 2.0 or ACT! 2.01 system to ACT! 2.03 1. Close all Windows applications and Exit Windows completely. 2. Change to the temporary directory where the Patch was downloaded to: CD 3. Expand the patch by typing: 203DOM.EXE 4. Enter Windows 5. Then select File, Run from the Program manager. 6. Select INSTALL.EXE from the temporary directory where you expanded the patch. 7. Select OK The patch will now ask for the directory where ACT! 2.x was installed. (typically c:\ACTWIN2) *NOTE* If you are running a network installation of ACT! for Windows 2.x, you will need to install the patch on each installation of ACT! for Windows 2.x. What's New in 2.03 ------------------ * Clipping tops of fonts on the screen no longer appears in word processor or notes views when HP Laserjet IV printer is selected. * ACT! for Windows now supports Apple Macintosh PowerTalk address on cross-platform networks. * You can access your E-mail briefcase directly from the Mail menu. * The Cut, Copy, and Paste commands now use the shortcut keys Shift-Del, Ctrl-Insert, and Shift-Insert. * Choosing the Add Note ID option in the Edit:Preferences Miscellaneous panel stamps your notes with your user id. * Converting ACT! 1.x documents, templates, and reports is much faster. * Importing large ACT! for DOS databases brings over all activities, notes, and histories under all conditions. * Notes, Activities Completed, and History Summary reports include only contacts which have histories or notes within the date range. * Installing over previous versions of ACT! (\ACTWIN) now works smoothly and will not cause DEFAULT.DES conflicts. * A prompt to roll over activities is invoked at midnight if ACT! is open overnight. * Partial string searches in Lookups finds the correct lookup group in all cases. * A WordPerfect DDE template is included for merging ACT! data into letters automatically. * Cutting and pasting information on the contact screen does not produce inconsistent results. * Corrupt contact notes are fixed automatically and will not display "out of memory" or I/O error messages. * Unsaved data on the contact screen will not be lost when alarms or screen savers are invoked or when switching applications. * Public activities imported form ACT!NET for DOS are imported as public. Converting Your ACT! for Windows 1.X Databases ---------------------------------------------- NOTE: Before converting your databases, you should first reindex and compress them with the version of ACT! they were created with. To maintain the integrity of your ACT! 1.X for Windows data, the ACT! 2.x for Windows files are installed to the ACTWIN2 directory. You can convert your 1.X databases easily by following this procedure: 1. Launch ACT! 2.0 and choose the Open command from the File menu. 2. Select the drive and directory where your ACT! 1.X databases are located. Unless you specified a different location, you will find your 1.X databases in the directory C:\ACTWIN\DATABASE. 3. Select the database file you want to convert and click OK. 4. When prompted, choose Yes to update the file. 5. Click OK to retain the original database name or rename it. ACT! updates the database and places it into the ACTWIN2\DATABASE directory. You can also convert your ACT! 1.X documents, templates, and reports in a similar way: 1. Launch ACT! 2.0 and choose the Open command from the File menu. 2. Check to see that the Document, Letter Template, or Reports option is selected in the List Files of Type list box depending on the type of file you want to convert. 3. Select the drive and directory where your ACT! 1.X documents, templates, or reports are stored. Usually you will find them in: C:\ACTWIN\DOCS, C:\ACTWIN\TEMPLATES, and C:\ACTWIN\REPORTS. 4. When prompted, choose Yes to update the file. 5. Click OK to retain the original file name or rename it. ACT! updates the file and places it into the appropriate ACTWIN2 subdirectory. Mail ---- If installing ACT! 2.0 to a server, make sure to set the path for your Briefcase and Outbox paths to your local drive. (To do so, choose the Preferences command from the Edit menu, and then select the Path Defaults option.) Setting the path to your local drive avoids sharing your messages with others using the same ACTWIN2.EXE file. If you are running cc:Mail version 1.1, you probably have VIM DLLs which are out of date. You must contact your mail administrator or Lotus/cc:Mail representative to get the latest version of the VIM.DLL set. To send a message to someone with a CompuServe address, you must first create an address book in CompuServe (using the CompuServe software). Attaching files to CompuServe E-mail may result in a message "Binary message not valid for receiver." This is due to a conversion that occurs if the message is routed through an Internet gateway. If this happens, you will need to send the file using CompuServe's software instead of ACT!. See the E-mail and Q&A sections of the online help for more information and trouble-shooting tips. (To access the online help, press F1 when running ACT!.) Long Date Format ---------------- The format for the day of the week, as displayed by the word processor, is controlled by your Windows settings. To view these settings, choose the Insert Date command from the Edit menu, and then select the Long Date option. To change these settings, choose International from the Control Panel group in Program Manager. For more information, consult your Microsoft Windows documentation. Address Book Printing --------------------- If you select "double sided" printing in the Address Book Options dialog, do not enable your printer's "duplex" or "double-sided" printing capability when printing your address book. Envelope Printing ----------------- If your envelope does not print correctly, you need to edit the ENVELOPE.TPL template. Every printer handles printing envelopes differently, so you may need to adjust this template slightly. If your envelope is not printing in the right direction, choose the Printer Setup command from the File menu. Most printers use Landscape orientation for printing envelopes, but some printers require Portrait orientation. This depends on how the envelopes are fed into your printer. If you are using an envelope feeder, change the paper size to Envelope, if your printer has an envelope option. However, most of the time, a paper size of Letter 8 ½ x 11 inches is fine. To change the paper size to an Envelope, when your printer has no envelope option, choose the Page command from the Format menu and start with Top Margin set to 1.00 inches and Bottom Margin set to .50 inches, and then try printing again. You may need to make further adjustments since every printer is different. Once your envelope prints correctly, save the changes to the default template ENVELOPE.TPL. This will ensure a correctly printed envelope each time. After you print a group of form letters, you can then print a group of envelopes. To print a group of envelopes, follow the same steps you used to print the form letters, but select the ENVELOPE.TPL template instead. Working with Name Separators--Last Name Suffixes ------------------------------------------------ ACT! has a number of different last name suffixes for you to choose from, such as John Smith, MD or Martha Edwards, PhD. Before you add a contact, make sure the suffix you plan to use is available. To check this, choose the Preferences command from the Edit menu, and select the Name Separators option. When the Name Separators list box appears, select the Last Name Suffixes option. If the suffix you would like to use is not on the list, click the Add button, enter the new suffix, and then click OK. Also, do not use periods in your suffixes since the program cannot determine the text correctly, and your first and last name searches will not execute properly. Using Activity Fields in Letter and Report Templates ---------------------------------------------------- When customizing or creating user-defined letter and report templates, note that the Call, Meeting, and To-Do contact fields will only print out for 1 contact. The structure of the Activities database in comparison to the Contact database does not allow for each individual Call Date, Call Time, and Call Regarding field to print out on the finished document when the document is created as a form letter. It will only contain the information for the first contact in the Lookup/Group. Dialing With ACT! ----------------- Q. Every time I access my Phone List, it displays my phone numbers as International, or otherwise incorrect. Why? A. This means you did not enter your phone number information when you first installed the product. To reset your phone numbers, you can use a text editor to edit the ACTWIN2.INI file, or you can create a new database in ACT! 2.0 for Windows and change the My Record information. By changing the My Record information, the new information is written automatically to the ACTWIN2.INI file. The [Me Record] section of the ACTWIN2.INI file should have all of the information filled in, as shown in the following example: [Me Record] Me Country Code=1 Me Company=Corporate Image Products Me Name=Chris Huffman Me Addr1=32432 St. Thomas Me Addr2= Me Addr3= Me City=Irving Me State=TX Me Zip=76062 Me Phone=214-555-9665 Me Extension= Me Country Index=85 Me Fax=214-555-9876 WinFax ------ When sending international faxes, the Auto WinFax facility does not utilize the contact’s country code. Instead, the country code must be entered manually in the WinFax PRO Send Fax dialog box. To do this, remove the scheduled fax from the Recipient List, enter the country code in the Fax field, then click the Send button. You will not be able to broadcast a form letter fax with international destinations. If your long distance numbers are not appearing correctly in the WinFax PRO Send Fax dialog box, make sure that your phone number is specified correctly in the [Me Record] section of the ACTWIN2.INI file. The ACTWIN2.INI file is located in your Windows subdirectory. The Auto WinFax facility will not work unless the phone and fax numbers are specified with dashes, for example, 408-555-1212. To reset your phone numbers, you can use a text editor to edit the ACTWIN2.INI file, or you can create a new database in ACT! 2.0 for Windows and change the My Record information. By changing the My Record information, the new information is written automatically to the ACTWIN2.INI file. If you are running ACT! from a shared ACTWIN2.EXE file on a Windows for Workgroups network server, you will not be able to use your ACT! phone book in WinFax. Dynamic Data Exchange linking is not available since you cannot set your path (in the AUTOEXEC.BAT file) to a Workgroups drive. If your database is shared or password protected, you are using ACT!PhoneBook as your default, you will receive an error message when launching ACT! from WinFax. This error message says that it cannot communicate with the application program that provides the phone book. To fix this, press ALT+TAB until ACT! 2.0 is selected, enter your password and/or user name to open the database, and then press ALT+TAB until WinFax is selected again. Now you can see your contacts displayed in the Phonebook list box. An alternative to this method is to make sure that ACT! 2.0 is running before launching WinFax Pro. For further information regarding the WinFax facility, consult your WinFax Pro documentation. DDE (Dynamic Data Exchange) --------------------------- If you are running ACT! from a shared ACTWIN2.EXE file on a Windows for Workgroups network server, you will not be able to use DDE. Dynamic Data Exchange linking is not available since you cannot set your path (in the AUTOEXEC.BAT file) to a Workgroups drive. Using DDE and Microsoft Word version 6.0 Microsoft Word version 6.0 does not recognize the DDE linking format. Thus, the Paste Link option is dimmed. However, you can access the Paste Link option by using an embedded field code in your Word document, as outlined in the following steps. 1. To open a field code, press CTRL+F9. Word inserts two bold braces and leaves the cursor in the middle of them. 2. Inside the braces, type: DDEAUTO ACTWIN2 \* MERGEFORMAT \T where is the complete path and filename of the database using double backslashes, that is, C:\\ACTWIN2\\DATABASE\\FOO.DBF and is the ACT! DDE field name (that is, Company, State, and so on). 3. To update and display the field, press F9. 4. To edit the field code, press ALT+F9 to toggle the View Field Code mode. Note: Word version 6.0a fixes all the DDE problems listed above. Transfer from ACT! 2.0 to ACT! for Palmtops ------------------------------------------- To avoid getting duplicate notes records when receiving from the HP Palmtop, the date and time formats on the PC and the HP Palmtops should be the same. Please make sure that the PC date format is set for leading zeros for day and month. ACT! 2.0 User Guide and Reference Errata ------------------------------------------- Chapter 5, page 5-5 Refer the section titled Mail earlier in this document to find out more about sending mail to CompuServe addresses. Chapter 6, page 6-4 The Map file for importing data Lotus Organizer is incorrectly listed. The LOTUSORG.MAP file is not available because Organizer does not export data in a format that can be imported without modification. Chapter 6, Page 6-7 The two steps under "To use a predefined MAP file" are really steps 4 and 5 of the previous step procedure. Chapter 6, Page 6-17 The first bullet under step 6 should refer to the "Export Secondary Fields" option, NOT the "Export User Fields" option. Chapter 7, Page 7-23 The ACT!.DOC and ACT!.DOT document and template files do not exist and do not ship with ACT!. However, an additional WordPerfect document file called WPLINK.WP6 will be shipped with ACT! 2.01 along with WPLINK.WP5. Chapter 8, Page 8-26 When you choose the Options button from the Calendar Printouts dialog box, you will not see the "Mon - Sun" and "Sun - Mon" options at the bottom of the dialog box. Chapter 8, Page 8-142 The Map file for importing data Lotus Organizer is incorrectly listed. The LOTUSORG.MAP file is not available because Organizer does not export data in a format that can be imported without modification. Chapter 8, Page 8-168 In the "Note Auto Save" section, pressing the Esc key does NOT automatically save your notes. Chapter 8, Page 8-179 The step procedure under "If you forget your password" is wrong. For security reasons, ACT! was designed to protect your data. So, if you forget your password, contact ACT! Technical Support. Symantec has a Password Removal Service to help you solve this problem. Appendix E, Page E-11 LANtastic or Windows for Workgroups are used for peer to peer networks, usually with no more than five workstations networked together. In these networked environments, it's important to set the file handles statement on all the workstations as high as the setting on the server/workstation. So, in the CONFIG.SYS file, if you set: files=150 on the server/workstation, make sure the CONFIG.SYS file on all the other workstations have a file handles setting of 150 or higher too. Also, in the Configuring Novell Netware section, "ready only" should say "read only." Customer Service Plan, Page CSP-5 The Fax on Demand number is (800) 554-4403.