Try It! Create a new form

As Adventure Works sponsors more and more cycling events, the company has made a number of contacts at specialty magazines, television channels, and other media outlets. To keep track of the media outlets and the various correspondents, Adventure Works needs to create a form to record information about their media contacts.

Create a new form to record information about the media outlets.

Before you try it

If you haven't already, you must first switch to the Sample Business database to use the Adventure Works business data for your practice.

Switch to the sample business database

  1. Click the File tab.

  2. Click the Business Contact Manager tab.

  3. Click Manage Databases, and then click Switch to Sample Business.

  4. Follow the instructions on your screen.

Note: Don't worry, the database that you use for your own business is not affected by your temporary use of the sample business database.

Create a new form to track the media outlets

  1. Click the File tab.

  2. Click the Business Contact Manager tab.

  3. Click Customize, and then click Customize Record Types.

    Customize Business Contact Manager Record Types command in Outlook Backstage view

    The new Media Outlet form will store information about the magazine, T.V. show, or Web site, and link to the individual contributors who create the stories. Since a media outlet is most like an organization, base its form on the Account form.

  4. In the Customize Record Types dialog box, click New Account Type.

    Click New Account Type

  5. In the New Account Type dialog box, in the Name box, type: Media Outlet.

  6. In the Plural Name box, type: Media Outlets.

  7. Optionally, click Browse to select an icon such as Office Business.ico, to identify Media Outlet records.

  8. Click OK.

    The Media Outlet record type is listed in the Customize Record Types dialog box. The form will look exactly like a regular Account form although the title is Media Outlet.

Customize an existing form

Customize the Media Outlet form to store information that is relevant for a media outlet. For example, the form might include a field for the type of media outlet so that Adventure Works can keep track of how each outlet publishes their stories -- print, online, or broadcast as radio or T.V.

Add a section and a field to include the publishing medium.    

  1. In the Customize Record Types dialog box, click Media Outlet.

  2. Click Customize Form.

    Customize existing records or create new one dialog box

  3. Create a new section on the form    . On the Ribbon, in the Layout group, click Add Section  Add Section icon .

  4. In the Section Name box, type: Publishing Medium, and then click OK.

  5. Click Publishing Medium, and then drag the section between the Addresses and Source Information sections.

  6. Add a field in the Publishing Medium section     On the Ribbon, in the Layout group, click Add Fields   Add Field icon .

  7. Click New.

  8. In the Create a New Field dialog box, do the following to have the field display a list:

    The Create new field option is selected by default.

    • In the Field name box, type: Medium

    • In the Data type list, click Drop-down list.

      Note: You don't have to change the Format field, because Drop-down list is automatically selected.

    • Click OK.

      Add the various publishing media to the list    

  9. In the Edit Lists dialog box, click Add.

  10. Type: Broadcast: Television, and then click OK.

    Add a new item to a list

    Repeat to add the following items to the list:

    • Broadcast: Radio

    • Internet

    • Print

  11. Click OK.

  12. In the Add Fields dialog box, click Medium, and then click Add to Form.

  13. Click Close.

    The Publishing Medium section now includes the Medium field.

  14. Click Save & Close to save the Media Outlet form.

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