Maintain your privacy and security when using Business Contact Manager

Microsoft is committed to protecting your computer's privacy and security and helping you keep your computer and network secure. To better understand which features in Business Contact Manager for Outlook affect the privacy or security of your business data, e-mail messages, tasks, or appointments, review the following information.

Privacy and security considerations


How the feature affects your privacy (risk)

What you can do

E-Mail Linking and Tracking

If enabled, E-mail Linking and Tracking automatically links e-mail messages from selected e-mail addresses to selected Accounts and Business Contacts. After being linked, any incoming and outgoing e-mail messages are listed in the communication history of the Account or Business Contact record. Anyone with access to these records consequently has access to these e-mail messages.

To reduce the possibility of your linked e-mail messages being accessed by other people, do one or more of the following:

  • If you have already enabled E-Mail Linking and Tracking in your private database, before sharing this database, in the Share Database dialog box, clear the I want to keep my current E-Mail Link and Track settings check box.

  • To remove all linked e-mail addresses from your records, except those linked by subject to Business Projects, in the Manage Addresses and Folders for E-mail Linking and Tracking dialog box, on the E-mail tab, click Clear All.

  • To remove the link to a specific e-mail message from a record, open the Communication History for that record and delete the message. This action deletes the linked message from only the record that you selected.

For more information about E-Mail Linking and Tracking, either click Help in the Manage Addresses and Folders for E-mail Linking and Tracking dialog box, or see Link and track e-mail messages in Business Contact Manager.

Share Database

In Business Contact Manager for Outlook, you can share your business data with your co-workers by sharing your database. When you share your Business Contact Manager database, you are granting your co-workers access to the following: your customers' e-mail addresses, communication history including their e-mail messages (if you have enabled E-mail Linking and Tracking), and phone logs, files, and appointments that are linked to your Accounts, Business Contacts, Opportunities, or Business Projects.

Note: Business Contact Manager for Outlook requires the installation of Microsoft SQL Server Express. When you share your Business Contact Manager database, SQL Server Express allows authorized users to access your database. This program does not share or send information about you or your business contacts.

We recommend that you do not share your Business Contact Manager database. However, If you do decide to share your database, you must control who has access to it. Only those co-workers (users) to whom you have granted access can use your Business Contact Manager database.

If there are items in the communication history of a record that you do not want to share with your co-workers, delete these items from the communication history.

For more information about sharing, see the following topics:

Restore a Business Contact Manager Database

When you back up your database, you create a copy of the database with the most current data. Subsequent changes that you make to the contents of the database are not included in the backup copy of the database. Consequently, if you restore the backup copy of the database, it will not include changes that you made after the backup copy was created.

For more information about backing up and restoring your database, see the following topics:

Delete records and items

When you delete records and items in Business Contact Manager for Outlook, they are stored in your Business Contact Manager Deleted Items folder until you empty that folder. Only the database owner can empty the Deleted Items folder.

If you are the database owner, periodically empty your Business Contact Manager Deleted Items folder.

For more information about how to permanently delete items, see the following topics:

Enable your firewall

Without a firewall between your computer and the Internet, your files can be accessed by other people. A firewall helps to prevent unauthorized access. By default, the Windows Firewall is enabled on Windows XP, Windows Vista, and Windows 7.

Enable the Windows Firewall

  1. In Control Panel, double-click Windows Firewall.

  2. Do one of the following:

    • In Windows XP, click On (recommended).

    • In Windows Vista, and Windows 7, click Turn Windows firewall on or off, and then click Turn Windows Firewall on for your network.

Enable encryption

When Microsoft SQL Server Express is installed with Business Contact Manager for Outlook, it is configured by default, to use encryption for all communications with the Business Contact Manager database. However, there are some rare conditions when encryption for SQL Server Express cannot be enabled by default.

Encryption helps prevent the data from being read by anyone who might intercept it.

Verify that encryption is enabled for SQL Server. For more information about how to enable encryption for SQL Server Express, see the following information:

To maintain the privacy and security of your computer, periodically go to the following Web sites for updates and best practices:

You can also sign up to receive Microsoft Security Update email alerts through the Microsoft Technical Security Notifications Web site. The service is geared toward home users and small businesses. If you subscribe, this service notifies you when Microsoft releases an important security bulletin or virus alert, and also what actions to take to guard against a circulating threat.

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