Keep your details straight—use Business Notes in Business Contact Manager

In Business Contact Manager for Outlook, you can add business notes to the communication history of 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. You can link a business note to one or more records.

This article explains how to create, link, edit, and delete a business note.

What do you want to do?

Create and link a business note

Link an existing business note to more than one record

Edit a business note

Delete a business note

Create and link a business note

If you create a business note from within a record, it is automatically linked to that record. You can also create a business note and link it to one or more records at the same time.

  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 that you want.

  3. Do one of the following:

  4. Double-click a single record to open it.

  5. Click multiple records that you want to link the new business note to.

    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

  6. On the Ribbon, in the Add History Item group, click Business Note.

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

  8. In the Comments section, type your notes.

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

  10. Click Save & Close.

    The business note is listed on the history page of each of the selected records.

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Link an existing business note to more than one record

If you need to, you can link a business note to more than one record. Each time you link a business note to a record, another copy of the note appears in the Communication History folder.

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

  2. Click the Link To button

  3. In the Link to a Business Contact Manager record dialog box, in the Item Type list, click the type of record that you want to link the business note to.

  4. In the list, click the records that you want to add the business note to.

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.

  1. Under Linked Records, click Link To. The records that you selected are listed in the Link To box.

  2. Click OK.

  3. Click Save & Close.

Note:  The Communication History folder lists an item more than once only if the item is linked to more than one record. If you edit an item in one record, the item changes in all linked records.

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Edit a business note

Note:  If you edit a business note that is linked to more than one record, the business note changes in all linked records.

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

  2. Make your changes in the business note.

  3. Click Save & Close.

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Delete a business note

If a business note is linked to a single record, and you delete it from the communication history of that record, Business Contact Manager for Outlook moves the business note to the Deleted Items folder. However, if there are links to the business note in other records, the business note is removed from only that record.

For example, if you delete a business note from a Lead record, and the business note is also linked to a Business Contact record, the business note in the Business Contact remains intact.

Tip:  When you open a business note, you can see the records that it is linked to in the Link To box.

  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 record that you want.

  3. Double-click the record with a link to the business note that you want to delete.

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

  5. Right-click the business note and then, click Delete.

  6. Click Save & Close.

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