Scheduling activities

ACT! Premium Web 2005 Server

To complete the General tab

  1. Select an Activity Type, Start Date, Start Time, Duration, End Date, and End Time using the calendars and lists.

  2. (Optional) Select Use Banner if you want to set a banner for the activity.

  3. In the Schedule With list, select the contact or contacts with whom the activity is scheduled.

To schedule an activity with a new contact, My Record, or to select contacts from a list, click the Contacts button and select the appropriate option. For more information about selecting multiple contacts, see Scheduling an activity for multiple contacts. For more information on adding a contact from the Schedule Activity dialog box, see Adding a contact when scheduling an activity.

  1. (Optional) Click the browse (...) button for the Associate With field if you want to associate a group or company with the activity.

  2. (Optional) In the Regarding field, select an item from the list, or type a description.

  3. (Optional) In the Resources field, select a resource or resources.

If a location was associated with the resource, it appears in the Location field.

You can also schedule resources from the Availability tab.

  1. (Optional) In the Location field, type the location.

  2. Set the Priority and Color.

  3. In the Ring Alarm field, select a time for the reminder alarm.  

  4. (Optional) If you want to schedule an activity on behalf of another user, and you have access, click the Schedule For button and select the user you are scheduling the activity for. For more information, see Scheduling an activity for other users.

  5. (Optional) To make the activity private, select Private.

Press F1 for field definitions.

You can copy and paste text from another application into the Details tab.

To add activity details

  1. Click the Details tab.

  2. Type the details in the text box. Use the toolbar buttons to format the text.

  3. (Optional) To check the spelling of the details, click the Check Spelling tool.

  1. (Optional) To print the activity details, click the Print tool.

Activity details are indicated in the daily recap area of a calendar and in the details column of the Task List and contact's Activities tab.

View or add details for an activity after scheduling it by double-clicking the details column of the Task List or Activities tab for the activity.

 

To attach a file to the activity

  1. Click the Attach button.

  2. Browse to the file you want to attach, and then click Open.

To set a recurring activity

  1. Click the Recurrence tab.

  2. Select the Occurs option for the recurrence.  

  3. In the Starts field, select a start date.

  4. Select an option for the ending date.

To add users

  1. Click the Availability tab.

  2. Click the Users/Resources button.

The Select Users and Resources dialog box appears. For field definitions, press F1.

  1. In the Find field, type all or part of the user's last name. As you type, the closest match is located in the Users list.

  2. In the Users list, select the user or users you want to add, and then click the right arrow button.

  3. Click OK.

The users you selected appear in the Users/Resources list of the Availability tab.

To add resources

  1. Click the Availability tab.

  2. Click the Users/Resources button.

The Select Users and Resources dialog box appears. For field definitions, press F1.

  1. Click the Resources button.

  2. In the Resources list, select the resource or resources you want to add, and then click the right arrow button.

  3. Click OK.

The resources you selected appear in the Users/Resources list of the Availability tab.

To delete users or resources

  1. From the Users/Resources list, select the user or resource.

  2. Press DELETE.

To check availability for all users and resources

  • Click the Auto Select forward button to locate the first available time for all users and resources.

Scheduling activities

You schedule activities using the tabs on the Schedule Activity dialog box.

When an activity is scheduled with an ACT! Premium for Web Server user, an invitation to attend the activity is sent to that user, and the activity is placed on the user's calendar. The user is notified of the invitation by a pop-up window that appears in the lower right corner of the ACT! Premium for Web Server window. When an activity is scheduled with an ACT! Premium for Web user, the activity is placed on the user's calendar and no notification is sent to the user.

To schedule an activity

  1. From the toolbar, select an activity type: Meeting, Call, or To-do.

To schedule a custom activity, from the Schedule menu, click Other, and then select the activity type. For information about adding a custom activity, see Adding a custom activity type.

The Schedule Activity dialog box appears. For field definitions, press F1.

  1. Complete the fields in the General tab.

  2. (Optional) Complete the fields in the Details tab.

  3. (Optional) Complete the fields in the Recurrence tab.

  4. (Optional) Complete the fields in the Availability tab

  5. Click OK.