About Business Projects in Business Contact Manager

As you manage your business, you want to ensure all the tasks for a project are identified, assigned, and tracked. In Business Contact Manager for Outlook, you can use Business Project records to manage these project tasks.

What do you want to do?

Create a new Business Project

Add project tasks

Manage your Business Project

Edit a Business Project

Add a history item

Delete a Business Project

Create a new Business Project

You can use the Business Project form to track the work needed for a single project, such as a sales meeting or seminar.

Tip: If the Business Project is likely to result in increased sales or interest, you may want to create a Marketing Campaign to track the results of your actions.

  1. On the Business Contact Manager menu, click Business Projects, and then, on the Standard toolbar, click New.

  2. Complete the following information.

    • On the General view, in the Project information section, in the Project name box, type a name for your project.

    • In the Linked account or business contact section, click the Link To button and, in the Link to an Account or Business Contact dialog box, select a single Account or Business Contact.

      Note: A Business Project record is assigned to a primary Account or Business Contact, but you can add other Accounts and Business Contacts involved in the Business Project, in the Related accounts and business contacts section.

You can complete the rest of the form by using the General, Details, History, or the User-Defined Fields views.

Note: User-defined fields are only available if you, or one of your team members, have customized this form.

To get assistance while entering information on the form, click the Help  Help icon  button.

Note: Journal items cannot be linked to Business Projects or project tasks

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Add project tasks

A Business Project has one or more subsidiary project tasks that you can assign to the Business Project owner or other members of your team. For example, if your Business Project is a sales meeting, there may be project tasks such as arranging for the meeting space, delivering refreshments, or creating, producing, and delivering presentation materials. You can add all of these to the Project tasks section of the Business Project record.

  • In the Project tasks section, click New.

  • Complete the Project Task form. Type a name for the project task. You can also assign the task to an Account or Business Contact, and set the due date, priority, and other details.

Note: Journal items cannot be linked to Business Projects or project tasks

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Manage your Business Project

You can track the progress of your Business Project, on the Business Project form, in the General view, through the following sections:

  • Project overview     Includes a summary of tasks that are completed, overdue, incomplete, or important. You can also see the days remaining to the completion date that was set when the Business Project was created.

  • Status information     In the Project Status field, select the current project status in the list, for example, Not Started or In Progress. Click Edit this list to customize this list.

  • Project tasks     Includes a list of project tasks linked to this Business Project. After each task is updated in the database, the latest information appears here.

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Edit a Business Project

  1. On the Business Contact Manager menu, click Business Projects.

  2. In the Business Projects list, double-click the Business Project record that you want to edit.

  3. Make the changes.

  4. On the Ribbon, click Save & Close.

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Add a history item

Note: Communication History items that you can add to a Business Project include business notes, phone logs, mail messages, appointments, and files.

  1. On the Business Contact Manager menu, click Business Projects.

  2. In the Business Projects list, double-click the Business Project record that you want to add a history item to.

  3. In the Communicate group, click New History Item.

  4. Click one of the following:

    • Business Note

    • Phone Log

    • Mail Message

    • Appointment

    • File

  5. Add the information for the communication history item.

    The item is automatically linked to the Business Project.

  6. On the Business Project record, click Save & Close.

    Note: Attachments to e-mail messages are not linked to records along with the e-mail messages. You can save an attachment as a file and then you can link the file to the communication history of the Business Project record.

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Delete a Business Project

When you delete a Business Project record, Business Contact Manager for Outlook deletes all its linked communication history items.

Before deleting an Business Project record, verify that you have saved any of its linked items that you want to keep.

  1. On the Business Contact Manager menu, click Business Projects.

  2. In the Business Projects list, click the Business Project record that you want to delete.

  3. On the Edit menu, click Delete.

A deleted linked item can still be available after a Business Project record is deleted if:

  • The item is saved in another location on your computer

    • A linked Outlook item—an e-mail message, appointment, or task—was deleted together with a Business Project record in Business Contact Manager for Outlook, but is still intact in your Outlook folders.

    • An item was deleted from its original location outside of Business Contact Manager for Outlook, but is linked to a Account, Business Contact, or Opportunity record in Business Contact Manager for Outlook.

  • Business Contact Manager for Outlook is the only location where the item is saved on your computer, and the deleted item is a dependent link

    • The item was unlinked before the Business Project record is deleted.

    • The item was linked to another Business Project record before it was deleted with the linked Business Contact record.

    • The item is an Account, Business Contact, or Opportunity, which are independent records.

  • The Deleted Items folder has not yet been emptied

    Note: Only the database owner can permanently delete items in the Deleted Items folder.

The following table shows the dependent linked item types for Business Project records and whether they are saved in Business Contact Manager for Outlook.

Type of communication history item

Saved in
Business Contact Manager for Outlook only?

Business note

Yes

Phone log

Yes

Mail Message

Yes

Appointment

No

File

No

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