Apply categories to Business Contact Manager records

A category is a color, word or phrase that you can add to a record to help you find, sort, filter, or group records together.

You can categorize records to make it easier for you to sort, group, and manage related records of the same type, for example, Account

This article describes how to assign, remove, and rename categories.

For information about how to create new categories, see Create a new color category.

What do you want to do?

Assign a category to a record

View categories of records

Remove a category from a record

Rename or delete a category

Assign a category to a record

  1. In the Navigation Pane, under Business Contact Manager, click one of the following folders to display the workspace:

    • Contact Management.

    • Sales.

    • Marketing.

    • Project Management.

  2. Click the tab that contains the records you want.

    Tip:  You can also categorize records by using the folders for a record type. In the Navigation Pane, click the Business Contact Manager button. Click Business Records, and then click the folder, Business Contacts (also contains Leads), Accounts, Opportunities, Marketing Activities, Business Projects, or Project Tasks that contains the types of records that you want to categorize.

  3. Click the records 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

  4. On the Ribbon, in the Tags group, click Categorize, and then click the category that you want to use.

    Note: Categories that you assign to records are not visible to any other users of your Business Contact Manager database.

  5. If this is your first time using the selected category, the Rename Category dialog box is displayed. If you want, type a different name for the category, choose a color, and a shortcut key, and then click Yes.

If you do not want to rename the category, click No.

You can assign more than one category to a record. For information about how to create new categories, see Create a new color category records.

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View categories of records

To see how records are categorized, you can sort the records by category in a workspace and you can open the record. The category of a record is displayed under the Ribbon in an open record.

Sort records by category

  1. In the Navigation Pane, under Business Contact Manager, click one of the following folders to display the workspace:

    • Contact Management.

    • Sales.

    • Marketing.

    • Project Management.

  2. Click the tab that contains the categorized records that you want to view.

  3. Click the Category column heading to sort the information by category.

    Tip:  You might need to scroll to see the Category column. Some tabs don’t automatically include the Category column. To display the Category column, right-click the column headings area on the tab, and then click Add Columns. Under Available columns, click Categories, click Add, and then click OK.

    If a record contains more than one category, the record is listed in each category.

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Remove a category from a record

  1. In the Navigation Pane, under Business Contact Manager, click one of the following folders to display the workspace:

    • Contact Management.

    • Sales.

    • Marketing.

    • Project Management.

  2. Click the tab that contains the records you want.

  3. Click the records from which you want to remove the categories.

    How?

    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.

  4. Right-click the records, point to Categorize, and then do one of the following:

    • Click the category that you want to remove.

    • If you want to remove more than one category from the selected records, click Clear All Categories.

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Rename or delete a category

  1. In the Navigation Pane, under Business Contact Manager, click one of the workspace folders:

    • Contact Management.

    • Sales.

    • Marketing.

    • Project Management.

  2. On the Ribbon, in the Tags group, click Categorize, and then click All Categories.

  3. In the Color Categories dialog box, click the category that you want to rename or delete.

    • To rename a category for all records to which the category is applied, click Rename, type a new name for the category. Optionally, click a color and shortcut key. Then click OK.

    • To delete a category, click Delete and then click OK to close the dialog box.

Note:  When you delete a category, it is removed from the Color Categories list. If the category is a default or preinstalled category, Business Contact Manager records retain their category assignments, so that you can continue to find, sort, filter, or group your records by those deleted categories. However, if you delete a custom category, it will be removed from the records.

For more information about how to delete categories, see Delete a color category.

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