Running a Report in ACT! 2005
The following steps apply to all ACT! reports. The dialog box is the same for all reports. Depending on the report that you’re running, however, some of the options may be unavailable and thus appear grayed out.
To run an ACT! report, just follow these steps:
1. Perform a lookup or display the contact record or records that you want to include in the report.
All roads in ACT! lead — or at least pass by — the lookup. Before running a report, decide which contact’s or group’s data you want to include in your report. For example, you may run a History Summary Report for a single contact or a Contact Report for all contacts in a state or region. You can include data from the current contact or group record, the current contact or group lookup, or from all contacts or groups.
2. Sort the contacts before running the report if you want the contacts in the report to appear in a particular order.
Do you want the contacts to appear alphabetically by company name or by last name? If you have numerous contacts with the last name Smith, do you then want to sort them by company or state? You must make these decisions before running an ACT! report.
Sort your contacts in one of two ways: Sort by up to three criteria by choosing Edit –> Sort, or sort your contact by a criterion by clicking the appropriate contact heading in the Contact List.
3. Choose the Reports menu and then select the name of the report that you want to run. (To run a report that doesn’t appear in the menu, choose Reports –> Other Contact Reports and select the appropriate report.)
The Define Filters dialog box opens. The General tab is identical for any and all ACT! reports that you create.
4. In the Send the Report Output To drop-down list, select an output for the report:
• Preview: Choose the Preview option if you’re at all hesitant about your reporting capabilities. A preview of the report appears on-screen. After previewing the report, print it or run it again if it isn’t looking exactly the way that you intended it to look.
• Rich-Text File: Saves the report as an RTF file, which you can open in Word.
• HTML File: Saves the report as an HTML file. Choose this option if you want to use the report on your Web site.
• PDF File: Saves the report as a PDF file that can be read in Adobe reader.
• Text File: Saves the report as a TXT file, which you can read with a wide variety of software, including Excel.
• Printer: If you’re fully confident that your report will print correctly the first time, go for it! This option sends the report directly to your default printer.
• E-mail: Sends the saved report as an attachment to an e-mail message. The attachment has an .rpt extension and can be read only by recipients who have ACT! installed on their computers.
5. In the Create Report For area, specify the contacts to include in the report.
The choices are self-explanatory. You’re either going to run the report for the current contact, the current lookup, or all contacts.
If you sorted the contacts, select the Current Lookup radio button, even if you want to include all contacts in the database. If you don’t select this option, the contacts in the report don’t appear in the sort order that you specified.
6. Select the Exclude ‘My Record’ check box to exclude information from your My Record in the report.
This option is not available for all reports.
7. In the Use Data Managed By area, select the Record Manager of the contacts that you’re including in your report.
• All Users: Includes contact records managed by all users of the database.
• Selected Users: Includes contact records managed by selected users of the database. If you’re the only user of the database, only your name appears in the list.
8. On the Activities, Note, and/or History tabs, make the appropriate selections.
• On the Activities tab, select the type of activities and the corresponding date range of the activities to include in your report.
• On the Note and History tab, select the type of histories and the corresponding date range that you’re including in your report.
• In the Use Data Managed By area, select the users whose information you want to include in the report.
9. Click the Opportunity tab if you’re running a Sales report.
• In the Sale Opportunities area, select whether you want to include Sales Opportunities, Closed/Won Sales, and/or Lost Sales in your report.
• In the Within Date Range drop-down menu, specify the date range of the Sales Opportunities to include in the report.
• In the Use Data Managed By area, choose to include information from All Users or Selected Users of your database.
10. Click OK.
ACT! runs the report. If you aren’t happy with the results, run the same report a second time by using different criteria, or try running a different report.