Use records in Business Contact Manager

Your information in Business Contact Manager for Outlook is stored in records which can be linked together.

This article describes how to perform basic tasks, such as adding and editing a record. More complex tasks, such as customization, are also mentioned, but the section for those tasks includes links to articles that contain more detailed information.

Note: We use the terms form and record interchangeably, but generally, forms are blank records.

For a complete list of the record types in Business Contact Manager for Outlook, see Overview of Business Contact Manager record types.

What do you want to do?

Add a new record

Work with records

Access Business Contact records when you're away from the office

Customize a form

Add a new record

All records begin as blank forms that you fill in by typing the information or importing the data. For more information about adding or entering data, see Get your business records into Business Contact Manager.

  1. In the Navigation Pane, click Business Contact Manager.

  2. On the Ribbon, in the New group, click one of the following options:

    • New Account   Accounts

    • New Business Contact   Business Contacts

    • New Opportunity   Opportunities

    • New Items   New Items icon , and then click the record type that you want. To open a Business Contact or marketing activity record, point to Business Contact or Marketing, and then click the record.

      A blank form opens.

  3. Enter information on the General, Details, and History pages of the form, and then save the record.

You can create a new record while using other folders in Outlook, such as Inbox. On the Home tab, in the New group, click New Items, and then click the record type.

Records are listed on the tabs in the workspaces. To open a record, double-click it. For information about the workspaces, see Master your Business Contact Manager workspaces.

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Work with records

When you have added records, you will want to review and update the information they contain.

What do you want to do?

Find and edit a record

Link or attach a file to a record

Set up a meeting or appointment while viewing a record

Flag a record for follow up

Categorize records

Filter records

Send an Account or Business Contact record in an e-mail message

Print a record

For information about how to delete records, see Delete Business Contact Manager records.

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Find and edit 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.

      Which types of records are in each workspace?

      Workspace

      Contains Record Types /Tabs

      Contact Management

      Accounts, Business Contacts, and Leads

      Sales

      Opportunities and Leads

      Marketing

      Call Lists, Mass E-mail, Direct Mail Print, and Other Marketing Activities

      Project Management

      Business Projects and Project Tasks

  2. Click the tab that you want.

  3. Do one of the following:

    • Scroll to find the record you are looking for.

    • In the Search box, type the name of the record, and then click the Search button Search icon .

  4. Double-click the record to open it.

  5. Add or change information as necessary, and then, on the Ribbon, in the Actions group, click Save & Close.

    Notes: 

    • To clear the search results on the tab, click the Close Search button.

    • If a filter is applied, the record you are looking for might not be displayed. To determine if a filter is applied, right-click the tab, and then click Modify. If Filter applied is displayed next to the Filter button, the list is filtered. For information about how to remove a filter, see Filter records in Business Contact Manager.

    • For information about how to simultaneously edit a field in several records, see Edit many records simultaneously in Business Contact Manager.

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Link or attach a file to a record

You can both link a file to a record and attach a file to a record. Linked files are listed on the History page of the record, but are not stored in the Business Contact Manager database. Attached files are stored in the Business Contact Manager database and are shown in the Comments section of the 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.

      Note: You can only attach files to marketing activities and Project Tasks. You cannot link files to them.

      Which types of records are in each workspace?

      Workspace

      Contains Record Types/Tabs

      Contact Management

      Accounts, Business Contacts, and Leads

      Sales

      Opportunities and Leads

      Marketing

      Call Lists, Mass E-mail, Direct Mail Print, and Other Marketing Activities

      Project Management

      Business Projects and Project Tasks

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

  3. Double-click the record to open it.

  4. Do either of the following:

    • Link a file to a record    

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

      2. In the Communication History items section, click New, and then click File.

      3. Click the file that you want to link, and then click Open.
        The file is listed in the communication history of the record. To open the file, double-click it.

        Note: If a linked file is deleted from its original location, the link to the file is deleted from Business Contact Manager records too.

        For information about how to link other types of communication history items to a record, see Track your communications with customers in Business Contact Manager.

        You can link files and other communication history items to an individual record from a marketing activity. For information about how to link a communication history item to a record while using a marketing activity, see Market your products and services in Business Contact Manager.

    • Attach a file to a record     

      1. Place your cursor in the Comments field on the record.

        Note: Depending on the record type, the Comments field is on the General or Details page of the record. In call lists, the comments field is also the script field in the Phone log section of the record. For more information about attaching files to marketing activities, see Market your products and services in Business Contact Manager.

      2. Click the Insert tab.

      3. In the Include group, click Attach File.

      4. Click the file that you want to attach, and then click Insert.
        The file is inserted in the Comments section of the record.

        Note: Attached files are stored in the Business Contact Manager database. If a file is deleted from its original location, the file remains intact in the record.

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Set up a meeting or appointment while viewing a record

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

    • Contact Management.

    • Sales.

    • Project Management.

      Which types of records are in each workspace?

      Workspace

      Contains Record Types/Tabs

      Contact Management

      Accounts, Business Contacts, and Leads

      Sales

      Opportunities and Leads

      Project Management

      Business Projects and Project Tasks

  2. Click the tab that you want.

    Note: You cannot schedule meetings or appointments from Project Task records.

  3. Double-click a record to open it.

  4. On the following types records, on the Ribbon, in the Communicate group, click the appropriate button to initiate communication:

Record Type

Click

Account

  • E-mail

  • Meeting Request

  • Appointment

  • More, and then click:

    • Call

    • Web Page

    • Map It

Business Contact and Lead

  • E-mail

    • Meeting Request

  • Appointment

  • More, and then click:

    • Call

    • Web Page

    • Map It

Opportunity

  • E-mail

  • Meeting Request

  • Appointment

Business Project

  • E-mail

  • Meeting Request

  • Appointment

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Flag a record for follow up

Most record types allow you to set a follow-up flag to remind you to do something. Setting the follow-up flag adds the record to your Task List in the Outlook To-Do Bar.

  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.

      Which types of records are in each workspace?

      Workspace

      Contains Record Types/Tabs

      Contact Management

      Accounts, Business Contacts, and Leads

      Sales

      Opportunities and Leads

      Marketing

      Call Lists, Mass E-mail, Direct Mail Print, and Other Marketing Activities

      Project Management

      Business Projects and Project Tasks

  2. Click the tab that you want.

  3. Do either of the following:

    • On a tab, click a record to select it.

      You can set a follow-up flag for more than one record on a tab.

      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.

    • Double-click the record to open it.

  4. On the Ribbon, in the Tags group, click Follow Up, and then click the option that you want.

    Note: When you set a Custom follow-up flag, you must set a start and due date. You can also set up a reminder for a particular date and time.

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Categorize records

A category is a color, word, or phrase that you can associate with records to help you find, sort, filter, or group related records. For example, you might assign the color red to all Business Contacts who work for your best Accounts. To learn how to categorize records, see Apply categories to Business Contact Manager records.

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Filter records

A filter is a very quick way to produce a list of records that meet criteria that you specify. For example, you can filter your Business Contact records to produce a list of your Business Contacts who share the same ZIP or postal code, or a telephone area code. To learn how to filter your records, see Filter records in Business Contact Manager.

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Send an Account or Business Contact record in an e-mail message

  1. In the Navigation Pane, under Business Contact Manager, click Contact Management.

  2. Click the Accounts or Business Contacts tab.

  3. Double-click the Account or Business Contact record to open it.

  4. On the Account or Business Contacts tab, in the Actions group, click Forward, and then click either In Internet Format (vCard) or As an Outlook Contact.

    A vCard is an electronic business card that includes many Business Contact fields.

    If you send the record as an Outlook contact, an e-mail message opens with the record attached as an Outlook contact.

  5. Enter an e-mail address and a subject, and then send the Account or Business Contact.

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Print a record

You can print single records or multiple records at the same time. To print an open record, click the File tab, and then click Print.

The best way to print records in Business Contact Manager for Outlook is to create a report, and then print the report. Reports enable you to format the information that you print. For information about reports, see Use reports and charts in Business Contact Manager.

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Access Business Contact records when you're away from the office

When you are away from your computer, you can still view and edit your Business Contacts in Outlook on your mobile device or by using Outlook Web Access (OWA). To do this, you must turn on Business Contact Synchronization. When this feature is enabled, a copy of the record is included in your Outlook Contacts folder. Any changes you make to either copy are automatically synchronized in both copies.

Turn on Business Contact Synchronization

  1. Click the File tab.

  2. Click the Business Contact Manager tab.

  3. Click Synchronize, and then click Start Synchronizing Business Contacts.

For more information about Business Contact Synchronization, see Access your Business Contacts remotely: Use Synchronization in Business Contact Manager.

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Customize a form

You can customize a form or record by adding or removing fields or by changing the layout of the form. You can edit a field by changing the information that is available in the list.

You might also want to create custom record types because Accounts, Business Contacts, or Leads may not be sufficient for your business.

For example, a doctor's office may name its records Doctors, Patients, and Clinical Labs. A landscaping supplies wholesaler can name its records Retail Account, Landscaper, and Supplier.

For more about how to customize records, see Create and customize record types and lists.

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