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123 Sync

123 Sync connects your Act!

123 Sync is the ultimate solution to sync Act! with your connected world. Our dedicated server application synchronizes data 24/7 and provides additional enhancements that make it ideal as a gateway product to sync Smartphones, iPhones, iPads, Androids, Windows 7/8 phones/tablets. Main features:

  • Unlimited contacts, calendar, tasks, and emails
  • Unlimited users
  • Fast, multi-user, multi-database configuration
  • Server-Only installation with 24/7 uptime and single point of maintenance.
  • Smartphone/Tablet enhancements to reverse sync actions from the field into Act!.
  • Cloud, Exchange, and Outlook connectivity and easy to setup.
  • Experienced staff to aid you in setup, maintenance and provision of a long-term solution.

Let 123 Sync synchronize your data your connected world via Exchange!

123 Sync for Act! and Outlook/Exchange - NEW FEATURES

Calendar/Tasks Sync

Scheduling of new Calendar and Tasks from Outlook/Exchange is matched to the Act! Contact by contact link and recipient entry.

What it means

Any new Calendar or Tasks from Outlook/Exchange is synched to the correct contact in Act! as long as:

  • There is a contact or contacts in Act! with a matching email address (or search field) or,
  • The contact has been synched to Outlook/Exchange from Act!
  • You can schedule Activities in Outlook/Exchange without having to sync the contact.
  • Imported Activities are correctly matched to their Act! Contacts
  • Proper Scheduling via email becomes possible
  • Best integration of Calendar with Act!
Recurring Events. Full sync support, including series, exceptions, deletions and clearing.

What it means

These major improvements indicate 123 Sync's dedication to full Sync between Act! and Outlook/Exchange. Full recurring activity sync support including:

  • Series updates from Outlook/Exchange to Act!.
  • Single Activity Modifications.
  • Single Activity Erasure
  • Single Activity Clearing
  • Activity line clearing
  • Keep up with your recurring activities, either in Act! or in Outlook/Exchange.
  • Edit, move, erase activities in ways never supported before by any Sync software or app.
  • Clear an activity series single instance by simply entering the clear tag.
Option to Add contact in Act! when an Activity from Outlook/Exchange does not have a matching Act! Contact.

What it means

When a new activity is imported from Act! and a contact does not have a matching email address or field, a matching contact is created.

  • Create matching contacts in Act! when the email address does not match anyone in the database.
  • Always have a matching contact to the synched activities.
Support of Activity Tagging for single and recurring activities.

What it means

In some installations, users usually do not want 123 Sync to delete an Outlook/Exchange activity when it is cleared in Act!. Hence, we provide an alternative method of just adding a "cleared" tag to the subject line in Outlook. Up to V2012, that only worked on individual activities. Now, it works with Recurring activities as well.

Instead of deleting items in Outlook when they are cleared in Act!, you can tag the calendar item with a "(Cleared)" tag.

This is a very powerful feature since it adds a mechanism of clearing activities with two advantages:

  • Activities, when cleared, indicate the reason why they were cleared in Outlook/Exchange thus enabling the reader to quickly know the reason of the clearing.
  • Reverse Clearing. Users, by adding the clear tag, can reverse clear activities in Act! from Outlook/Exchange.
  • Individual cleared instances of recurring series with cleared "tags" are now supported.
  • Historical maintenance of the clearing on instances is maintained between Act! and Outlook/Exchange
  • There is now a mechanism to clear activities between Act! and Outlook without having to completely erase the activity in Outlook.
  • Activities can be cleared in Act! by simply entering the cleared tag (i.e. (Cleared)) in the activity's subject line.
  • Single and recurring activities can be reverse cleared from the subject line of the activity in Outlook.
  • Smartphone clearing of activities becomes much easier while at the same time maintaining history of the activity.
Support of Cut & Paste of Activities

What it means

In previous version of 123 Sync, pasted activities in Outlook/Exchange were not detected to be integrated into Act!.

123 Sync's detection of new activities had been rewritten so whether the activity is an old one or a pasted one, it is incorporated into Act!.

  • Closer reflection to real-world sync where users copy and paste activities.
  • No longer "ignored activity" syndrome.

Email Integration, Privacy and Email Address Matching

Up to 10 Fields Supported

What it means

Up to 10 different fields to search the Act! database for corresponding Email related fields. These matching can either be email or field value search.


  • 10 fields to search Act! from incoming emails.
Email search strategy can be sender email or email plus a delimited string on the subject line

What it means

Apart from Email matching, users can incorporate fields into the email string that match specific fields in Act!. For example, you can incorporate {348593} into the subject string and that may be a case number or incident number related to the customer. 123 Sync will match 348593 to the contact that has a field with that value.

  • Enhanced incoming emails matching.
  • Support for email-centric tracking mechanisms that depend on an identifier on the email subject line.
Privacy Settings Support. User can now determine whether emails are recorded as private or public.

What it means

User can setup 123 Sync to integrate:

  • Public emails as public or private
  • Private emails as public, private or just not integrate these emails
  • Exclude integration keyword support where 123 Sync will ignore any email that has a subject keyword that indicates the wish to not integrate the email.
  • Provision of automatic background integration with tools for users to integrate or not integrate emails.
  • Automatic support of email privacy integration.
Bounced Email Detection. New technology allows 123 Sync to detect bounced emails.

What it means

Detection of bounced emails allows users to quickly sort and identify contacts that have changed or modified their email address.

  • Cleaner databases with the correct email address.

Bounced Email Detection

Bounced emails detection when integrating emails.

What it means

Users can now automatically have 123 Sync detect which contacts have incorrect email addresses from their Bounced emails.


  • Awesome new technology where Bounced emails are detected and the offending contact in Act! is flagged.
  • No more sending emails to nowhere....
  • 20% of emails go "bounce" in a database every year. This allows users to maintain and improve customer service
User Editable Bounced Emails Identifiers.

What it means

The Bounced Email Identifiers can be added and edited so that many kinds of responses from contacts can be easily integrated.

  • Multi-Lingual Support.
  • Additional bounce emails identifiers may be added for a wide range of identifications.
Set a contact field when the email bounces

What it means

This allows the user to quickly list the offending contacts by simply using a lookup.

  • Simple lookup lists bounced contacts
  • Quick way to list bounced contacts

Windows Sync Service

Improved Sync Service

What it means

A new and much better Windows Sync Service. Even if the system is shutdown while synchronizing, the next time the sync is due, the new windows service will sync.


  • Always syncs, even when interrupted
  • If the machine is turned on and working, 123 Sync Service will always sync.

Data Consistency

Timed Force Overwrite instructs 123 Sync to overwrite data from Act! to Outlook or Exchange after a number of syncs

What it means

Ensures that all the data from Act! is transferred to Outlook/Exchange on a regular basis.

Why is this feature provided? We've seen the Act! interface (and addons) not updating the modification time of Act! contacts and activities when data changes on the record. Since 123 Sync only updates items that have been modified after the last sync, these erroneous items are ignored. The timed overwrite simply ensures that ALL data is regularly updated even if modification times are incorrectly set by Act!


  • Ensures data consistency
  • Provides a user-controllable interface to time these operations in the background.

Compatibilities and Limitations

  • Compatible with Act! 2007 through Act! 2013
  • Compatible with Outlook 2000 through 2010, Exchange 2003 through 2010
  • Compatible with ALL post 2000 Windows operating systems, including all Servers
  • Unlimited Contacts, Calendar and Tasks
  • Unlimited Emails
  • Unlimited Act! Users (limited only by the number of licensed users)

Relevant Links

Please find below a list of relevant link to make your understanding of our product easier.


We have just finished producing new YouTube video tutorials that demonstrate the amazing capabilities of 123 Sync on connecting Act! with the World as well as adding functionality and integration with Outlook/Exchange/Smartphones.

Click on the underline linked text to view the tutorials. Enjoy!

For the full llist of video tutorials, click here.

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