Store information about your Accounts in Business Contact Manager

An Account is a business or organization with which you do business. An Account can also be a customer in a service business, such as a dental office. You can use Account records to organize and store information about the companies and organizations that you do business with.

This article describes how to complete and edit the Account form.

What do you want to do?

Edit Account records

Create a new Account from a Business Contact record

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You can do the following with Account records:

  • Add or import them

  • Assign them to an employee or co-worker.

  • Link Business Contacts and other record types to them.
    An Account record lists the communication history items of each Business Contact that is linked to it, in addition to listing its own communication history.
    This enables you have all the information related to an Account in one record. For example, if you work with two different Business Contacts who work for the same company, you can link both Business Contacts to an Account record. The Account record lists the communication history of both Business Contacts.

    Note   Account and Business Contact records do not have to be linked to other records. However, most of the other record types, except for marketing activities and project tasks, must be linked to an Account or Business Contact.

  • Link communication history items to Account records to keep track of communication and items related to the Account, such as your phone calls, e-mail messages, files, and appointments.

    Tip   You can automatically link e-mail messages to Account records. For more information, see Link and track e-mail messages in Business Contact Manager.

  • Edit the information in Account records.

  • Customize the Account form by adding or removing fields and items in the field lists.

    Tip   You can also create custom record types that are based on the Account form.

    • Create reports to view and analyze information about your Accounts.

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Open an Account form

You can manually add a new Account record by typing information on the form, or you can import the record from another program such as ACT! or Microsoft Excel. For information about how to import Accounts, and other records, see Import your data into Business Contact Manager.

It takes just a minute to open a blank Account form and enter a few key pieces of data about a new Account. Saving the form creates the new Account record. Later, as you develop your relationship with the Account, you can re-open the record and add more details.

  1. In the Navigation Pane, under Business Contact Manager, click Contact Management.
    The Accounts tab is selected.

  2. On the Ribbon, in the New group, click New Account.

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Complete an Account form

The Account form includes three pages: General, Details, and History. Each page contains one or more sections.

You can enter as much or as little information as you want in the fields. The only field that is required for you to be able to save the record is the Account name field on the General page.

Note   You can customize the form by moving sections and fields, renaming fields and pages, and adding items to lists.

General page

        Account section

  1. Enter the Account name and the name of the office where the person is located.
    This could be the office number, or it could be Paris, because the Account is located in the Paris, Texas office.

  1. Assign the Account to a co-worker or employee     Click the name in the Assigned to list.

    Note   The names in the Assigned to list are the employees with whom you have shared your Business Contact Manager database. For more information about sharing, see Connect to a shared Business Contact Manager database.

    Internet, Phone numbers, and Addresses sections

  2. Enter the e-mail and Web page addresses, telephone numbers, and business address.
    An arrow next to a field name (such as E-mail) indicates that you can make multiple entries in the field.

    Tip   If you enter more than one address for an Account, select the This is the mailing address check box to establish which address is used during a mail merge.

    Source information section

  3. In the Source information section, enter information in the following fields:

    • Source     Click the method or action, for example, External Referral, whereby this Account learned about your business.

    • Initiated by     Click this button to select the marketing activity or person (such as a Lead) that brought this Account to you.

      Tip   Entering the name of a marketing activity allows Business Contact Manager for Outlook to track the type and number of records that resulted from the activity. It also links the marketing activity record to the Account.

      Related contacts section

Link Business Contacts to an Account     Add any Business Contacts or Leads that are related to the Account. The communication history of each Business Contact and Lead is also listed on the History page of the Account.

  1. Click Add.

  2. In the Select the Business Contacts to Link to this Account dialog box. do the following:

    1. In the Item Type list, click All Business Contact Types, which includes both Business Contacts and Leads; click Business Contacts; or click Leads.

      Note   The Lead form is a custom Business Contact, because the Lead form is based on the Business Contact form.

    2. Click the Business Contact types that you want to link to the Account record, and then click OK.

      How do I select more than one record?

      To select records that are adjacent to each other, press the SHIFT key, and then click the first and last records of the group that you want to add. To select nonadjacent records, press the CTRL key, and then click the individual records. To select all records, click one, and then press CTRL+A.

  3. By default, the first Business Contact in the list is designated as the primary Business Contact, the person you work with most often. To select a different primary Business Contact, click Primary.

  4. Unlink a Business Contact     To unlink a Business Contact from an Account, in the Related contacts section, click the Business Contact, and then click Remove.

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Details page

Company information section

  1. Enter information about the company or customer such as your company's internal account number for the Account, amount of revenue, and number of employees.

    Classification section

    The Active check box is selected by default. Active indicates that the company continues to do business with your business.

    Tip   You can also select or clear the Active check box on the General page of an Account form. On the Ribbon, in the Tags group, click the Inactive button. If the Inactive button appears selected, the Active check box is not selected.

  2. Rate the company by clicking one of the options in the Account rating box. The rating can be related to whether the company pays its bills in a timely manner.

  3. Click the Payment status of the Account.

  4. Click an Area of interest.

    Communication section

  5. Click the Account's preferred method of communication.

    Select the Do not call, Do not fax, Do not e-mail, or Do not mail check boxes to indicate forms of communication that should not be used for this Account.

    Comments section

  6. In the Comments section, type notes, paste comments from other files, or attach files or Outlook items.

  7. It may be helpful to note when you entered a comment. Click Add timestamp to record the date and time of each entry.

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History page

  1. On the Ribbon, in the Show group, click History to display the History page.

  2. Add or view communication history items such as e-mail messages, business notes, or appointments.

    How do I add a communication history item?

    1. Under Communication History, click New, and then click the type of item that you want to add.

    2. Type the information on the form, and then click Save & Close.

  3. If you want to look for a particular item, you can search or filter the list of communication history items.

    1. How do I search the list of communication history items?

      • In the Search box, type the information that you're looking for, and then click the Search Search icon button.

        Note   Only the Subject and Linked To fields are searched. To list all items of a certain type, such as e-mail messages, use a filter.

    2. How do I filter the list of communication history items?

      • On the Ribbon, click the View tab.

      • In the Filter group, do one of the following:

        • Click the type of filter, such as Item Type that you want to apply, and then click the filter.

        • Click Filter, and then select the criteria for the filter.

          For more information about filtering, see Filter records in Business Contact Manager.

  4. When you're done, click Save & Close.

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Edit Account records

You can open an Account record to add or edit information or to see the communication history items that are linked to or inherited from other records that are linked to the Account.

Note   If a communication history item is listed on the History page more than once, it means that the item is linked to more than one record.

  1. In the Navigation Pane, under Business Contact Manager, click Contact Management.

  2. On the Accounts tab, double-click an Account record to open it for editing.

  3. Add or edit information as necessary.

    Tip   If you have an e-mail address for the Account, you can ensure that e-mail messages to and from the Account are automatically included in the communication history of the record. In the Edit group, click E-mail Tracking and then click Manage Linking and Tracking. Select the check box for the e-mail address of the Account, and then click OK. For more information about automatically linking e-mail messages to records, see Link and track e-mail messages in Business Contact Manager.

  4. When you're done, click Save & Close.

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Categorize Accounts

A category is a color, word, or phrase that you associate with an Account record to help you find, sort, filter, or group related records. For example, you might assign the color red to all Accounts who have made purchases totaling at least $5,000 in the past quarter.

  1. In the Navigation Pane, under Business Contact Manager, click Contact Management.

  2. On the Accounts tab, click the record that you want to categorize.

    How do I select more than one record?

    To select records that are adjacent to each other, press the SHIFT key, and then click the first and last records of the group that you want to add. To select nonadjacent records, press the CTRL key, and then click the individual records. To select all records, click one, and then press CTRL+A.

  3. On the Ribbon, in the Tags group, click Categorize, and then click the category.

    Note   Categories that you assign to records are not visible to any other users of your Business Contact Manager database. Categories are for an individual's use.

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Create a new Account from a Business Contact record

Use the following procedure to create a new Account from a Business Contact record. The process also links the Business Contact to the new Account record or links the Business Contact to a different Account record.

  1. In the Navigation Pane, under Business Contact Manager, click Contact Management.

  2. Click the Business Contact tab, and then double-click the Business Contact that you want to use to create an Account record.

  3. On the Ribbon, in the Edit group, click Linked Account, and then click New Account.

  4. In the Account record, enter an Account name.

    Other fields, such as the Business phone number and address contain the information from the Business Contact record.

  5. If necessary, enter any additional data on the Account form.

  6. Click Save & Close to close the Account record.

    The Business Contact is automatically linked to the new Account record. The Account record will not display the name of the Business Contact until after you reopen the Account record.

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Customize your Business Contact Manager forms through user-defined fields

Applies To: Outlook 2010, Outlook 2013



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