About business notes in Business Contact Manager

In Business Contact Manager for Outlook, you can create business notes and add them to the communication history of one or more Account, Business Contact, Opportunity, or Business Project records. A business note includes the subject of the note, the name of the person who created it, and comments about its linked Account, Business Contact, Opportunity, or Business Project.

What do you want to do?

Create a business note and link it to a record

Link a business note to a record

Edit a business note

Move a business note

Remove the link to a business note

Delete a business note

Create a business note and link it to a record

When you create a business note from the Communication History view of a record in Business Contact Manager for Outlook, it is automatically linked to that record. You can also create a business note first and then link it to one or more records.

Create a business note from a record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.

  2. Double-click the record that you want to add a business note to.

  3. On the Ribbon, in the Communicate group, click New History Item, and select Business Note.

  4. In the Subject box, type the subject of the note.

  5. In the Comments box, type your notes.

    If you want to record the date and time that you typed the comment, click the Add Time Stamp button.

  6. On the Ribbon, in the Actions group, click Save & Close.

    Note: To print a business note before closing it, click the Microsoft Office Button  Office button image , and then click Print.

Create a business note and then link it to a record

  1. On the File menu, point to New, and then click Business Note.

  2. In the Subject box, type the subject of the note.

  3. In the Linked account, business contact, opportunity or project section, click Link To .

  4. In the Link to Business Contact Manager record dialog box, in the Folder list, select the type of record that you want to link the business note to.

  5. Type a record name or select one in the list. To select adjacent names, press the SHIFT key, and then click the first and last name. To select nonadjacent names, press the CTRL key, and then click the individual names.

  6. Click Link To, and then click OK.

  7. In the Comments box, type your notes.

    If you want to record the date and time that you typed the comments, click the Add Time Stamp button.

  8. On the Ribbon, in the Actions group, click Save & Close.

    Note: To print a business note before closing it, click the Microsoft Office Button  Office button image , and then click Print.

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Link a business note to a record

When you create a business note from within a record, Business Contact Manager for Outlook automatically links the business note to the communication history of that record.

You can link business notes to multiple records. Each time you link a business note to a record, an additional copy of the note appears in the Communication History folder.

Add links to a business note from within a record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.

  2. Double-click the record that contains the business note that you want to link to another record.

  3. On the Ribbon, in the Show group, click History, and then double-click the business note that you want to link to another record.

  4. Click Link To.

  5. In the Link to Business Contact Manager record dialog box, select the type of record that you want to link the business note to, in the Folder list.

  6. Type a name or select one in the list. To select adjacent names, press the SHIFT key, and then click the first and last name. To select nonadjacent names, press the CTRL key, and then click the individual names.

  7. Click Link To, and then click OK.

Add links to a record from within a business note

  1. On the Business Contact Manager menu, click Communication History.

  2. Double-click the business note that you want to link to multiple records.

  3. Click Link To.

  4. In the Link to Business Contact Manager record dialog box, select the type of record that you want to link the business note to in the Folder list.

  5. Type a name or select one in the list. To select adjacent names, press the SHIFT key, and then click the first and last item. To select nonadjacent names, press the CTRL key, and then click the individual names.

  6. Click Link To, and then click OK.

Add links to a business note from the Communication History folder

  1. On the Business Contact Manager menu, click Communication History.

  2. Double-click the business note that you want to link to another record.

  3. Click Link To.

  4. In the Link to Business Contact Manager record dialog box, select the type of record that you want to link the business note to, in the Folder list.

  5. Type a name or select one in the list. To select adjacent names, press the SHIFT key, and then click the first and last item. To select nonadjacent names, press the CTRL key, and then click the individual names.

  6. Click Link To, and then click OK.

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Edit a business note

You can edit a business note in a record it is attached to, or in the Communication History folder.

Edit a business note in a record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.

  2. Double-click the record that contains the business note that you want to edit.

  3. On the Ribbon, in the Show group, click History, and then double-click the business note that you want to edit.

  4. Make your changes on the Business Noteform, and then, on the Ribbon, in the Actions group, click Save & Close.

Edit a business note in the Communication History folder

  1. On the Business Contact Manager menu, click Communication History.

  2. Double-click the business note that you want to edit.

  3. Make your changes on the Business Note form, and then, on the Ribbon, in the Actions group, click Save & Close.

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Move a business note

If you remove a business note from the communication history of a record, Business Contact Manager for Outlook automatically deletes it from the Communication History folder. Therefore, if you want to remove a business note from one record and then link it to another, you must link the note to the second record first, before removing it from the first record.

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.

  2. Double-click the record that contains the linked business note that you want to move.

  3. On the Ribbon, in the Show group, click History.

  4. Double-click the business note that you want to move.

  5. Click Link To.

  6. In the Link to Business Contact Manager record dialog box, select the type of record that you want to link the business note to, in the Folder list.

  7. Type a name or select one in the list. To select adjacent names, press the SHIFT key, and then click the first and last item. To select nonadjacent names, press the CTRL key, and then click the individual names.

  8. To unlink the business note from the record, select it in the list of Communication history items, and then click Remove.

  9. On the Ribbon, in the Actions group, click Save & Close.

Note: When you copy or move a business note in Business Contact Manager for Outlook to an Outlook folder, it becomes an Outlook Journal item, but contains the same information that was in the original business note.

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Remove the link to a business note

When you unlink a business note from a record, and the business note is not linked to any other record, the business note is deleted from Business Contact Manager for Outlook, and cannot be restored. However, if there are links to that business note in other records, only the link is deleted and not the business note. For example, if you unlink a business note from an Opportunity record, and the business note is also linked to a record in Business Contact Manager for Outlook, that link is not changed.

However, if that record is the only record that the business note is linked to, then Business Contact Manager for Outlook removes the link, and also removes the business note from the Communication History folder. When the Link to Business Contact Manager record dialog box is open, you can see if a business note is linked to another Account, Business Contact, Opportunity, or Business Project record, by viewing the Linked Records section for each record type.

Unlink a business note from a record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.

  2. Double-click the record that you want to unlink the business note from.

  3. On the Ribbon, on the Show group, click History.

  4. Double-click the business note that you want to unlink.

  5. Click Link To.

  6. In the Link to Business Contact Manager record dialog box, select the type of record that you want to link the business note to, in the Folder list.

  7. If you want to link a business note to a different record, type or select a name in the list, and then click Link To.

  8. To unlink the business note from the record, select it in the list of Communication history items, and then click Remove.

  9. Click OK.

  10. Click Save & Close.

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Delete a business note

When you remove the link to a business note from a record, and there are links to that business note in other records, only the link is deleted and not the business note. To delete a business note from Business Contact Manager for Outlook, you must unlink it from each record it is linked to.

Important: After all links to a record are removed, the business note is deleted and cannot be restored.

Delete a business note with a link to a single record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.

  2. Double-click the record that contains the linked business note that you want to delete.

  3. On the Ribbon, in the Show group, click History.

  4. Select the business note you want to delete and click Remove.

Delete a business note with multiple links

  1. On the Business Contact Manager menu, click Communication History.

  2. Select one or more copies of the business note you want to delete. Note that a separate copy of a business note is created every time it is linked to another record in Business Contact Manager for Outlook.

  3. As you have the copies selected, right-click and select Delete.

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