Use phone logs in Business Contact Manager

You can use phone logs in Business Contact Manager for Outlook to keep records of your conversations with Accounts, Opportunities, Business Contacts, or Business Projects. When you create a phone log, you can record the duration of the call and type comments about the conversation. You can see your saved phone logs in the Communication History folder. You can link phone logs to one or more records.

This article explains how to create, link, edit, and delete a phone log.

What do you want to do?

Create and link a phone log

Link an existing phone log to more than one record

Edit a phone log

Delete a phone log

Create and link a phone log

If you create a phone log from within a record, it is automatically linked to that record. You can also create a phone log 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:

    • Double-click a single record to open it.

    • Click multiple records that you want to link the new phone log 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.

  4. On the Ribbon, in the Add History Item group, click either Phone Log, or More and then click Phone Log.

  5. In the Business phone log section, type the subject and click the type of phone call.

  6. To record the call duration, on the Ribbon, in the Actions group, click Start Timer.

    Note:  When you close the phone log, the timer stops, and the total duration is automatically added to the phone log form.

  7. In the Comments section, type your notes.

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

  9. Click Save & Close.

    The date and time of your phone call are entered automatically when you save the phone log. The phone log is listed on the history page of each of the selected records.

Top of Page

Link an existing phone log to more than one record

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

  1. Double-click the phone log 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 phone log to.

  4. In the list, click the records that you want to add the phone log 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.

Top of Page

Edit a phone log

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

  1. Double-click the phone log that you want to edit.

  2. Make your changes in the phone log.

  3. Click Save & Close.

Top of Page

Delete a phone log

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

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

Tip:  When you open a phone log, 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.

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

  • Double-click the record with a link to the phone log that you want to delete.

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

  • Right-click the phone log and then, click Delete.

  • Click Save & Close.

Top of Page

Share Facebook Facebook Twitter Twitter Email Email

Was this information helpful?

Great! Any other feedback?

How can we improve it?

Thank you for your feedback!

×