Moving records and items within Business Contact Manager

You can move Business Contact records, Opportunity records, and communication history items within Business Contact Manager for Outlook by linking them to different records.

Link a Business Contact record

  1. On the Business Contact Manager menu, click Business Contacts.

  2. Double-click the Business Contact that you want to link to another record.

  3. In the General view, in the Company name or linked account section, click Account.

  4. In the Select an Account to link to this Business Contact dialog box, in the Folder List, select a group of Accounts.

  5. In the list box, select the Account that you want to link this Business Contact to. Or, to search for an Account, type a name in the Search box.

  6. Click Link To to link the Account, and then click OK.

    This new Account replaces any existing Account that was linked to the Business Contact record.

    Note: Business Contact records can be linked to only one Account record at a time.

  7. In the Business Contact record form, on the Ribbon, in the Action group, click Save & Close.

Link an Opportunity record

  1. On the Business Contact Manager menu, click Opportunities.

  2. Double-click the Opportunity that you want to link to another record.

  3. In the General view, in the Linked account or business contact section, click Link To.

  4. In the Link to an Account or a Business Contact dialog box, in the Folder List, select a group of Accounts or Business Contacts.

  5. In the list box, select the Account or Business Contact that you want to link this Opportunity to. Or, to search for an Account or Business Contact, type a name in the Search box.

  6. Click Link To to link the Account or Business Contact, and then click OK.

    This new Account or Business Contact replaces any existing Account that was linked to the Opportunity record.

Link a communication history item

Moving a communication history item from one record to another is a two-step process.

Why?

A business note, Opportunity, or phone log must be linked to a record. When you remove the link to a business note, Opportunity, or phone log from a record, that item will be sent to the Deleted Items folder in Business Contact Manager for Outlook. If the business note, Opportunity, or phone log is linked to another record, you can still access the information. If the business note, Opportunity, or phone log is not linked to another record, and you want the information, restore the link from the Deleted Items folder and link the business note, Opportunity, or phone log to another record.

Note: If the database owner has emptied the Deleted Items folder, you cannot restore this item. Only the database owner can permanently delete items from the Deleted Items folder.

If you remove the link to a Business Project, task, e-mail message, appointment, or file from a record, the original Business Project, task, e-mail message, appointment, or file remains intact, and you can create another link to it later.

  • First, link the communication history item to another record.

  • Next, delete the communication history item from the original record.

Link a communication history item to another record

In Business Contact Manager for Outlook, you can link an existing communication history item to more than one record from either the Communication History folder or from within a record.

Link an existing communication history item to more than one record from the Communication History folder

  1. On the Business Contact Manager menu, click Communication History.

  2. Open the communication history item that you want to link to another record.

  3. Under Linked account, business contact, opportunity or report, click Link To.

  4. In the Link to a Business Contact Manager record dialog box, in the Folder List, select a group of records.

  5. In the list box, select the records you want to link to this communication history item. Or, to search for a record, type a name in the Search box.

  6. Click Link To to link the communication history item, and then click OK.

  7. On the Ribbon, in the Actions group, click Save & Close.

Link an existing communication history item to more than one record from within a record

  1. Open the record that contains the communication history item that you want to link to another record.

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

  3. Open the communication history item that you want to link to another record, and then, under Linked account, business contact, opportunity or project, click Link To.

  4. In the Link to a Business Contact Manager record dialog box, in the Folder List, select a group of records.

  5. In the list box, select the records you want to link to this item. Or, to search for a record, type a name in the Search box.

  6. Click Link To to link the communication history item, and then click OK.

  7. On the Ribbon, in the Actions group, click Save & Close.

Delete a communication history item

To delete a communication history item you must remove it from the Communication History folder. Be aware that communication history items that are linked to more than one record appear in the Communication History folder more than once. When you remove one copy of a communication history item that has multiple listings, the remaining separate copies still appear in the Communication History folder. Names of records that a communication history item is linked to are displayed in the Linked To column of the Communication History folder. To delete a communication history item permanently, you must first remove the item and any copies of the item from the Communication History folder, and then empty the Deleted Items folder.

Note: Only the database owner can empty the Deleted Items folder.

  1. On the Business Contact Manager menu, click Communication History.

  2. Right-click the communication history item that you want to delete, and then click Delete.

Remove a communication history item from the original record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Business Projects, or Opportunities.

  2. Open the record that you want to remove a communication history item from.

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

  4. Select the communication history item, and then click Remove.

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