Maintain your privacy and security when using Business Contact Manager

Microsoft is committed to protecting your computer's privacy and security and helping you keep your computer and network secure. To better understand which features in Business Contact Manager for Outlook affect the privacy or security of your business data, e-mail messages, tasks, appointments, or the financial data of your customers, review the following information.

Privacy and security considerations

Feature

How the feature affects your privacy (risk)

What you can do

E-Mail Auto-Linking

If enabled, E-Mail Auto-Linking automatically links e-mail messages from selected e-mail addresses to selected Accounts or Business Contacts. After being linked, any incoming and outgoing e-mail messages are listed in the communication history of the Account or Business Contact record. Anyone with access to these records consequently has access to these e-mail messages.

To reduce the possibility of your linked e-mail messages being accessed by other people, do one or more of the following:

  • If you have already enabled E-Mail Auto-Linking in your private database, before sharing this database, in the Share Database dialog box, clear the I want to keep my current E-Mail Auto-Linking settings check box.

  • To remove all linked e-mail addresses from your records, on the Business Contact Manager menu, click Manage E-Mail Auto-Linking, and then on the E-mail tab, click Clear All.

  • To remove the link to a specific e-mail message from a record, open the Communication History for that record and delete the message.

For more information about E-Mail Auto-Linking, either click Help in the Manage E-mail Auto-linking dialog box, or see the following topics:

Share Database

By using Business Contact Manager for Outlook, you can share your business data with your co-workers. When you share your business data, you are granting your co-workers access to the following: your customers' e-mail addresses, communication history including their e-mail messages (if you have enabled E-Mail Auto-Linking), and phone logs, files, and appointments that are linked to your Accounts, Business Contacts, Opportunities, or Business Projects.

Note: Business Contact Manager for Outlook requires the installation of Microsoft SQL Server Express. When you share your Business Contact Manager database, SQL Server Express allows authorized users to access your database. This program does not share or send information about you or your business contacts.

Do not share your Business Contact Manager database.

If you decide to share your database, control who has access to it. Only those co-workers (users) to whom you have granted access can use your Business Contact Manager database.

If there are items in the communication history of a record that you do not want to share with your co-workers, delete these items from the communication history.

For more information about sharing, see the following topics:

Restore a Business Contact Manager Database

When you back up your database, you create a copy of the database at that certain point in time. Subsequent changes that you make to the contents of the current database are not included in the backup copy of the database. In the same way, the changes you make to the database after the backup copy is created will be lost when you restore the database from the backup copy.

For more information about backing up and restoring your database, see the following topics:

Delete records and items

When you delete records and items in Business Contact Manager for Outlook, they are stored in your Business Contact Manager Deleted Items folder until you empty that folder. Only the database owner can empty the Deleted Items folder.

If you are the database owner, periodically empty your Business Contact Manager Deleted Items folder.

For more information about how to permanently delete items, see the following topics:

Enable your firewall

Without a firewall between your computer and the Internet, your files can be accessed by other people. A firewall helps to prevent unauthorized access. By default, the Windows Firewall is enabled on Windows XP Home Edition, Windows XP Professional, and Windows Vista.

Enable the Windows Firewall

  1. In Control Panel, double-click Windows Firewall.

  2. In the Windows Firewall dialog box, do one of the following:

    • In Windows XP, click On (recommended).

    • In Windows Vista, click Change settings, and then click On (recommended).

Enable encryption

When Microsoft SQL Server Express is installed along with Business Contact Manager for Outlook, by default, it is configured to use encryption for all communications with the Business Contact Manager database. However, there are some rare conditions when encryption for SQL Server Express cannot be enabled by default.

Encryption helps prevent the data from being read by anyone who might intercept it.

Verify that encryption is enabled for SQL Server. For more information about how to enable encryption for SQL Server Express, see the following information:

Online Spotlight

Articles and other information that can help you in your business are downloaded regularly to the Business Contact Manager home page. If you provided information about your business when you registered Business Contact Manager for Outlook, these articles will apply specifically to your business.

For privacy or safety reasons, you may choose not to provide details about your business, or to download articles.

If you choose not to provide information about your business, during Startup, select either the I want to register without sending contact information radio button, or, if you decide to provide contact information, but do not want to receive business information, clear the I want to periodically receive newsletters with helpful resources and tips and tricks for getting the most out of Business Contact Manager for Outlook, and offers for related products, services, and events radio button.

If you do not want to receive Online Spotlight, on the Business Contact Manager Home page, click Add or Remove Content, and clear the selection. Repeat this action for each tab.

Access financial information from your accounting system

You can integrate your accounting system and your Business Contact Manager database to access financial data about your Accounts while using Business Contact Manager for Outlook. When you share your database with your co-workers while it is integrated with your accounting system, your co-workers may also have access to your customers' financial history if your co-workers have also been granted access to the accounting system. For more information about integrating your accounting system and Business Contact Manager for Outlook, see Help in your accounting system.

You control who has access to your customers' financial data because you grant your co-workers access to your shared database. When you set up your accounting database, you also control who can access the financial data. For more information about accessing your customers' financial information while using Business Contact Manager for Outlook, see the following topic:

Note: 

To maintain the privacy and security of your computer, periodically go to the following Web sites for updates and best practices:

You can also sign up to receive Microsoft Security Update e-mail alerts through the Microsoft Web site. The service is geared toward home users and small businesses. If you subscribe, this service notifies you when Microsoft releases an important security bulletin or virus alert, and also what actions to take to guard against a circulating threat. This service is currently available in U.S. English only and requires that you register with a Microsoft Windows Live account.

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