Link Business Contact Manager records

To link records is to connect them so that you can quickly see related information and access related records. Once linked, you can easily open the linked record by double-clicking the link.

This article describes how to link Business Contact Manager for Outlook records.

For information about how to link communication history items such as appointments and tasks to records, see Track your communications with customers in Business Contact Manager.

What do you want to do?

Link an Account to a Business Contact

Link a Business Contact to an Account

Link an Account or Business Contact to an Opportunity or Business Project

Link a record to a marketing activity for tracking

Linking Account and Business Contact record types together is optional. Opportunities, Business Projects, and communication history items, must be linked to an Account or Business Contact. This means that before you can save an Opportunity or Business Project, you must link it to an Account or Business Contact record type.

Marketing activities, such as call lists, can be linked to records by entering the name of the marketing activity in the Initiated by field of a record. Linking marketing activities to records enables you to track the return on investment in the marketing activity because you can see the customer contact, through records or phone logs, and expected revenue that resulted from the marketing activity. For more information about marketing activities, see Market your products and services in Business Contact Manager

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Link an Account to a Business Contact

An Account can be linked to multiple Business Contacts.

When you link records to an Account record, the communication history of the Account includes all the communication history items for each record that is linked to it.

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

  2. Click the Accounts tab.

  3. Do one of the following:

    • Link an Account to a Business Contact in the Contact Management workspace    

      1. Click the Account that you want to link.

      2. On the Ribbon, in the Edit group, click Create Linked Business Contact.

      3. Do one of the following:

        • To create a new Business Contact record type, click the Business Contact record type, and then complete the form.

        • To select an existing Business Contact, click Select Existing, click the Business Contact that you want to link, and then click Link To.

          For more information about how to select a record to link, see Select a Business Contact Manager record to link.

    • Link an Account to a Business Contact from an open Account record    

      1. Double-click an Account record to open it.

      2. In the Related contacts section, click Add.

      3. In the Select the Business Contact to link to this Account dialog box, click the Business Contact to add.

        Tip: You can add more than one Business Contact.

        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. Click OK.

      5. On the Account form, if more than one Business Contact is listed, click Primary to identify the main point of contact.

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Link a Business Contact to an Account

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

  2. Click the Business Contacts tab.

  3. Double-click the Business Contact that you want to link to an Account.

    Note: A Business Contact can be linked to only one Account.

  4. Do one of the following:

    • Link an existing Account record to a Business Contact    

      1. In the Linked account section, click Account.

      2. In the Select an Account to link to this Business Contact dialog box, click the Account, and then click Link To.

      3. Click OK.

        For more information about how to select a record to link, see Select a Business Contact Manager record to link.

    • Create an Account record that is automatically linked to the Business Contact     

      1. On the Ribbon, in the Edit group, click Linked Account, and then click New Account.

        Some fields on the Account record, such as the Business and Web page addresses, and Phone numbers automatically contain the information from the Business Contact record.

        Note: The Business Contact that you are linking is not listed in the Account record until after you save and close the Account record.

      2. Type other information on the Account form, and then click Save & Close.

  5. On the Business Contact record, click Save & Close.

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Link an Account or Business Contact to an Opportunity or Business Project

Multiple Opportunity and Business Project records can be linked to Account and Business Contact record types, including Leads and any custom record types that you create. All linked Opportunity and Business Projects are listed on the History page of Account and Business Contact record types.

An Opportunity can be linked to only one Account or Business Contact record type.

A Business Project can be linked to multiple Account and Business Contact record types, but can have only one primary Account or Business Contact. The communication history of the Business Project is also included in the history of the primary Account or Business Contact record type.

There are several ways to link Accounts or Business Contacts to an Opportunity or Business Project. The following procedures list the various methods.

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Link an Opportunity or Business Project to an Account or Business Contact record type

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

  2. Click the Accounts, Business Contacts, or Leads tab.

  3. Do one of the following:

    • Link an Account or Business Contact record type to a new Opportunity or Business Project from the Contact Management workspace    

      1. Click the Account or Business Contact that you want to link to a new Opportunity or Business Project record.

      2. On the Ribbon, in the Add History Item group, click one of the following buttons to open a new Opportunity or Business Project form:

        • Opportunity.

        • More, and then click Business Project.

    • Link a new Opportunity or Business Project to an open Account or Business Contact form    

      1. Double-click the Account or Business Contact that you want to link.

      2. On the Ribbon, in the Add History Item group, click one of the following buttons:

        • Opportunity

        • Business Project.

  4. Type the information on the form, and then click Save & Close.

  5. On the Account or Business Contact record, click Save & Close

Tip: Another way to link a new Opportunity or Business Project record, as well as other communication history items, to Accounts or Business Contacts is to add the item on the History page of the record. On the Ribbon, in an Account or Business Contact, click History. Click New, and then click Opportunity or Business Project. For more information about communication history items, see Track your communications with customers in Business Contact Manager.

An existing Opportunity or Business Project record must be linked to an Account or Business Contact before it can be saved. You can change the Account or Business Contact that an Opportunity or Business Project is linked to by selecting another Account or Business Contact on the record.

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Link a Business Project to an Account or Business Contact through an Opportunity

Think of a Business Project as a list of tasks that you need to accomplish to close a sale or to satisfy a customer.

When you link a Business Project to an Account or Business Contact from an Opportunity form, the Business Project is automatically given the same name as the Opportunity.

The new Business Project is automatically linked to the same Account or Business Contact as the Opportunity, but you can choose a different Account or Business Contact to link.

Business Projects can be related to many Accounts and Business Contacts, but can have only one primary Account or Business Contact. Only one Business Project can have the same name as an Opportunity.

Creating a Business Project from an Opportunity can help you keep track of the tasks that must be completed to help you close a sale.

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

  2. On the Opportunities tab, click the Opportunity for which you want to create a related a Business Project.

  3. Do one of the following:

    • On the Ribbon, in the Edit group, click Create Business Project.

    • Double-click the Opportunity record, and then click Create Project.

  4. Type or select the information in the Create Business Project dialog box, and then click OK.

  5. On the Business Project form, type the information that you want, and then click Save & Close.

  6. If the Opportunity form is open, click Save & Close.

    The Business Project is listed on the History page of the Account or Business Contact that is linked to the Business Project. The Business Project is not listed on the History page of the Opportunity form.

Note: You must open the linked Account or Business Contact, or open the Business Project to add tasks to the Business Project. To open the Business Project from the linked Account or Business Contact, double-click the Account or Business on the Opportunity record. On the Ribbon, click the History button, and then double-click the Business Project.

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Link a record to a marketing activity for tracking

You can link records to marketing activities, such as call lists and mass e-mail messages, to track the number and type of records that resulted from the activity. This enables you to measure the effectiveness of a marketing activity.

When you link a record to a marketing activity, you can open the marketing activity from the record to see information about the activity such as who else received the activity.

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

    • Contact Management.

    • Sales.

  2. Click the tab that contains the record that you want to track in the marketing activity.

  3. Double-click the record to open it.

  4. On the form, click the Initiated by button.

  5. If necessary, in the Item Type list, click All Marketing Activities, or click the type of marketing activity.

  6. Click the marketing activity, and then click Link To.

  7. Click OK.

    For more information about how to select a record to link, see Select a Business Contact Manager record to link.

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