What Features are Available in the Microsoft Word Integration for version 23?
Product Family: Act!
NOTE: To check compatible versions of Microsoft Word that can be integrated with, please see the system requirements page on our website here.
The Microsoft Word Add-In has been completely updated for Act! v23. It now utilizes much more modern API technology, provides a much better platform for future developments, and is fully compatible with 64 bit versions of Microsoft Office.
To utilize this feature, please follow the instructions below.
The Word integration links to the same database that you use for Outlook integration. This means that if you have already integrated your database with Microsoft Outlook, there is no setup required, as soon as you open up Microsoft Word the Act! menu will appear immediately. For instructions on how to integrate your emails with Act!, or to synchronize your calendar and/or contacts please see the following articles:
NOTE: As mentioned the integration between these systems will use the same database. Therefore, if you ever change the database that Outlook is linked to using the steps in the linked articles above, this will also change the database that Word is linked to as well. This can be used to swap the integration to a different database if ever required
If you are not using the Outlook integration, then in order to use the Word integration all you need to do is open up your Act! database. The Word integration will link to the first database opened in Act! so please make sure to open up the database you wish to look to. Once done, all you need to do is open up Microsoft Word and the tab will be present, there is no additional setup required.
The Act! Add-In Menu
Once you have gone through the steps above, when you open up Microsoft Word you will see the following Act! menu has been added at the top:
These menu functions can be used when working within any Microsoft document. We will discuss each of the buttons’ functionality below.
NOTE: This option should only be used when creating mail merge templates. These are used to populate documents with information pulled from an Act! contact record. For example, you could create a letter that shows the individual contact's name and address at the top, and use that template to create a letter for multiple contacts at the same time. More information on creating templates and using them can be found in this article:
This option opens up the Field list to add Mail Merge fields to the document.
Attach to Act!
This button allows you to attach the current document you are working within to the Documents tab of any of your Act! contacts. If you attempt to do this with any unsaved changes, a message will pop up advising that you must save the document first.
Once saved, when you click Attach to Act! you will be presented with your contacts list.
NOTE: Selecting E-mail Address, Name or Company will allow you to search for contacts based on the selected field. Choosing Group however will present you with a dropdown list allowing you to choose all the contacts in one of your selected groups as per the screenshot below.
Select the contact(s) within which you want to attach the document, and use the right arrow button to move them across. Once finished, click OK and a message will appear advising the document has been attached successfully.
The document will now appear within the Documents tab on the contact record.
Record to History
This button allows you to attach the current document to the History tab of any of your Act! contacts. Just like before, if you attempt to do this with any unsaved changes, a message will pop up advising that you must save the document first.
Once saved, when you click Record to History you will be asked first of all to enter a Regarding value for the History entry that will be created.
Once you click OK you will then be presented with your contacts list as before.
Select the contact(s) within which you want to attach the document, and use the right arrow button to move them across. Once finished, click OK. A new entry will now appear within the History tab for the selected contact. The Word document will appear as an attachment within the History entry. Note also that the History Type is Attachment.
This button allows you to either send the current document as an email, or else send an email with the current document as an attachment. Once again, you must make sure to save the document first.
Once saved, when you click Send Email you will be prompted to choose whether to use the document as an attachment, or to use the document to form the body of the email. You will also be prompted to enter a Subject for the email too.
Once you click OK you will be presented with your list of contacts from Act!. Make sure to only choose contacts with an Email address for the integration to work.
Select the contact(s) within which you want to attach the document, and use the right arrow button to move them across. Once finished, click OK and the email will be sent through Outlook immediately without any further input, so it is important to make sure to be careful when selecting the contact(s).
If you have Outlook integration setup, then this email will then record into Act! as per your configured preferences.
Print and Record
This button allows you to both print the document you are currently working within, and also record the document to the History tab of a contact or contacts in Act!. This can also be used alongside the mail merge feature, please see the following article for more information on performing a mail merge:
To use the function, make sure to save the document first as previously discussed, then click Print and Record. You will be presented with your contacts list.
Remember that you can choose to use a Group here as discussed. Once you have added your contacts, click OK. The following message will appear.
Choose whether to record the History, and if so, whether you want to attach the document to the History record. You can also fill in the Regarding field for the History entry as well. Click OK once finished and a final confirmation message will appear.