by Karen Fredricks and Lon Orenstein

Outlook® 2007 Business Contact Manager

FOR

DUMmIES‰

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by Karen Fredricks and Lon Orenstein

Outlook® 2007 Business Contact Manager

FOR

DUMmIES‰

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Outlook® 2007 Business Contact Manager For Dummies®

Published byWiley Publishing, Inc.111 River StreetHoboken, NJ 07030-5774www.wiley.com

Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana

Published by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form orby any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit-ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior writtenpermission of the Publisher, or authorization through payment of the appropriate per-copy fee to theCopyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600.Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing,Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, or online athttp://www.wiley.com/go/permissions.

Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for theRest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related tradedress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the UnitedStates and other countries, and may not be used without written permission. Outlook is a registeredtrademark of Microsoft Corporation in the United States and/or other countries. All other trademarks arethe property of their respective owners. Wiley Publishing, Inc., is not associated with any product orvendor mentioned in this book.

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REP-RESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THECONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUTLIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATEDOR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINEDHEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDER-STANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHERPROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COM-PETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHORSHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION ORWEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHERINFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMA-TION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE.FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVECHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

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About the AuthorsKaren S. Fredricks began her life rather non-technically growing up in Kenya.She attended high school in Beirut, Lebanon, where she developed her senseof humor while dodging bombs. After traveling all over the world, Karen endedup at the University of Florida and has been an ardent Gator fan ever since.In addition to undergraduate studies in English and Accounting, Karen hasa master’s degree in Psycholinguistics. Beginning her career teaching highschool English and theatre, Karen switched to working with the PC during itsinception in the early ’80s and has worked as a full-time computer consultantand trainer ever since.

Karen is an ACT! Certified Consultant, an ACT! Premier Trainer, a MicrosoftOffice User Specialist, and a QuickBooks Pro Certified Advisor. She is theauthor of four For Dummies books on ACT! In addition, she has co-authoredOutlook 2007 All-in-One Desk Reference For Dummies and is completing workon Microsoft Office Live For Dummies. A true fan of the For Dummies series,she helped organize The Authors Unconference, the first ever gathering ofFor Dummies authors.

Karen resides in Boca Raton, Florida. Her company, Tech Benders, specializesin contact management software and provides computer consulting, support,and training services. She is also a regular guest on several syndicated com-puter radio talk shows. In her spare time, Karen loves to spend time with familyand friends, play tennis, work out, road bike, and write schlocky poetry.

Karen loves to hear from her readers. Feel free to send her your commentsabout the book to dummies@techbenders.com or visit her Web site www.techbenders.com to learn more about the products listed in this book.

Lon Orenstein has been in the computer business since 1981, the birth dateof the PC. Certified by Microsoft as both an Independent Software Solutionsand Mobility Partner, Lon has been working with Microsoft since 1990.Having been a beta user of ACT! in 1986 and its first Certified Consultant,Lon is a dynamic and experienced consultant of sales force automationand customer relationship management strategies. He combines a busi-nessperson’s understanding of how to re-engineer your sales processes witha highly technical knowledge of the computer as the tool with which to do it.Creating elegant software solutions for business problems is what gets Lonenergized every day. His company, pinpointtools (www.pinpointtools.com),produces software that enhances Business Contact Manager.

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DedicationsKaren Fredericks: This book is dedicated to all of you who take the time outof your busy schedules to learn new things by buying a For Dummies book!

Lon Orenstein: If they needed a model for a great human being, Bonnie Millerwould be the choice. I’m lucky enough to be her husband and dedicatethis book to her. Patient, kind, supportive, loving, integrity, fun, wonderful,Nonnie — she’s been the best partner for 25+ years! I love you and thank youfor your support.

Authors’ AcknowledgmentsKaren Fredricks: This is my fifth book for Wiley Publishing and as usual theyhave made writing this book a pleasure! My acquisitions editor, Greg Croy, isa joy to work with. This is the second book I’ve done with my project editor,Rebecca Senninger; I know when to stick with a good thing! Heidi Unger, mycopy editor, had the unenviable task of making me look good; Heidi, youredits were always right on! Technical editor Damir Bersinic’s sharp eyehelped to spot all the changes between the beta and final versions of BCM.

Andy Cummings, Kathy Nebenhaus, and Diane Steele are no Dummies — butthey are the brains behind the For Dummies series. They have truly helped toput a For Dummies book in a heck of a lot of households!

Rich Tennant is the coolest cartoonist ever. I am astounded by the thought,research, and time that he devotes to each one of his cartoons. I’m not surewhich is funnier — his cartoons — or his stories about creating his cartoons!

My various tennis buddies (Kalle, Nancy, Susan, Sue, Joanne, Jo, Jennifer,Denise, and Linda) keep me sane; they make me focus on a round yellowball instead of a square yellow book! An ace goes out to John Steinmann,my fabulous coach, who is an unofficial Dummy because he is able to teachwith a great sense of humor.

I love my daughters, Andrea and Alyssa. Andi is a great tour guide and travelpartner; of course, she gets extra points for being a Gator. Even though Alyssais a Seminole she’s still a lot of fun to “go on a date with”; I am definitely look-ing at margaritas in a whole new light! My mom, Frances Conn, brought meinto this world (which is a good thing), exposed me to unique cultures, andhas hopefully passed along her longevity gene to me.

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And quickly, — to Gary, you give me love, support, humor and red licorice.See ya later, bye!

Lon Orenstein: As I approach 60, it’s amazing to look back and see all thetwists and turns I made to get to where I am now. While trying to acknowl-edge the people who helped me make those turns and passages, I am afraidI’ll leave out some — so here’s a collective “thank you” to all my relatives,friends, teachers, mentors, bosses, co-workers, customers, employees, andenemies who helped make me into what I am today.

Special thanks go to my parents, Babette and Jacques, my brother Jon, mygrandparents Nan & Pops Millstone, my wife Bonnie, my children Janine andTad, Barry Frank, Chuck Massie, Hallie Mae Shaw, Andy McCollum, PhyllisHager, Paul & Nannette Holland, Gary Richman, David Ives, Delores Bentley,Joel Presser, and Tiff Hawks for their love, friendship, and support through-out my life.

Pat Sullivan and Mike Muhney founded ACT! software and I found them to be good friends and role models for how to build software with a soul.Thank you for doing it right!

My business contacts at Microsoft were invaluable in the writing: Jeff Keyes,Guy Gilbert, Samir Manjure, Bret Dangelmaier, Balaji Balasubramanyan, andTom Abshire. Thanks very much, gentlemen!

A great thanks to all the For Dummies folks at Wiley Publishing who helped getmy book produced, especially Greg Croy, Mary Bednarek, Leah Cameron, andRebecca Senninger. I’m now a For Dummies author, thanks to your guidance!

An extra special thanks goes to my grandson, Max Werner, for reminding meevery day that my purpose in life is to be a great old man and for being sounderstanding when I couldn’t play because I was writing this book.

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Publisher’s AcknowledgmentsWe’re proud of this book; please send us your comments through our online registration formlocated at www.dummies.com/register/.

Some of the people who helped bring this book to market include the following:

Acquisitions, Editorial, and Media Development

Project Editor: Rebecca Senninger

Acquisitions Editor: Greg Croy

Copy Editor: Heidi Unger

Technical Editor: Damir Bersinic

Editorial Manager: Leah Cameron

Media Development Manager: Laura VanWinkle

Editorial Assistant: Amanda Foxworth

Sr. Editorial Assistant: Cherie Case

Cartoons: Rich Tennant(www.the5thwave.com)

Composition Services

Project Coordinator: Heather Kolter

Layout and Graphics: Claudia Bell, Jonelle Burns, Heather Ryan

Proofreaders: Aptara, Jessica Kramer

Indexer: Aptara

Anniversary Logo Design: Richard J. Pacifico

Publishing and Editorial for Technology Dummies

Richard Swadley, Vice President and Executive Group Publisher

Andy Cummings, Vice President and Publisher

Mary Bednarek, Executive Acquisitions Director

Mary C. Corder, Editorial Director

Publishing for Consumer Dummies

Diane Graves Steele, Vice President and Publisher

Joyce Pepple, Acquisitions Director

Composition Services

Gerry Fahey, Vice President of Production Services

Debbie Stailey, Director of Composition Services

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Contents at a GlanceIntroduction .................................................................1

Part I: Getting to Know Your Business Contact Manager ............................................7Chapter 1: What Is Outlook Business Contact Manager?..............................................9Chapter 2: Finding Your Way Around Business Contact Manager .............................15Chapter 3: Getting Down to Business Contact Manager .............................................29

Part II: Putting BCM to Work ......................................43Chapter 4: Getting to Know Your Business Contacts...................................................45Chapter 5: Setting Up Your Business Accounts............................................................59Chapter 6: Color Your World with Categories ..............................................................69Chapter 7: Creating Customized BCM Fields ................................................................77

Part III: Organizing Your Day ......................................91Chapter 8: Managing Your Calendar ..............................................................................93Chapter 9: Multitasking with the Task List..................................................................101Chapter 10: Creating Business Histories .....................................................................119

Part IV: Show Me the Money! ....................................141Chapter 11: Sharing Your Data......................................................................................143Chapter 12: Working with Opportunities ....................................................................157Chapter 13: Accounting We Will Go .............................................................................173

Part V: Communicating with the Outside World...........193Chapter 14: Merging BCM with Word...........................................................................195Chapter 15: Creating and Tracking Marketing Campaigns .......................................209Chapter 16: Taking the Show on the Road ..................................................................223

Part VI: Digging In a Bit Deeper ................................237Chapter 17: Seek and Ye Shall Find Your Data ............................................................239Chapter 18: Measuring Your Progress with BCM Reports ........................................249Chapter 19: Managing Your Projects and Teams........................................................269Chapter 20: Maintaining Your Database ......................................................................285

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Part VII: The Part of Tens ..........................................293Chapter 21: Ten Cool Things You Can Do In Business Contact Manager................295Chapter 22: Ten Cool Ways to Get Information into BCM .........................................301

Index .......................................................................307

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Table of ContentsIntroduction..................................................................1

About This Book...............................................................................................1Conventions Used in This Book .....................................................................2What You Should Read ....................................................................................2What You Don’t Have to Read ........................................................................3Foolish Assumptions .......................................................................................3How This Book Is Organized...........................................................................3

Part I: Getting to Know Your Business Contact Manager..................4Part II: Putting BCM to Work .................................................................4Part III: Organizing Your Day.................................................................4Part IV: Show Me the Money .................................................................4Part V: Communicating with the Outside World ................................5Part VI: Digging in a Bit Deeper ............................................................5Part VII: The Part of Tens ......................................................................5

Icons Used in This Book..................................................................................6Where to Go from Here....................................................................................6

Part I: Getting to Know Your Business Contact Manager .............................................7

Chapter 1: What Is Outlook Business Contact Manager? . . . . . . . . . . .9And Then There Was BCM ..............................................................................9Finding Out Exactly What BCM Does...........................................................10Taking a Sneak Peek at BCM .........................................................................12Who Should Be Using BCM ...........................................................................13Getting Started with a Few Concepts ..........................................................14

Chapter 2: Finding Your Way Around Business Contact Manager . . .15Taking a Look at BCM ....................................................................................15Knowing the Toolbars and Menus ...............................................................17

BCM choices on the Outlook menu bar.............................................18Using the BCM toolbar.........................................................................19

Customizing BCM’s Look to Suit Your Needs .............................................20Changing the default startup option..................................................20Navigating the Navigation pane options ...........................................22Viewing via the View menu .................................................................25

Finding Your Contacts and Accounts ..........................................................26Getting to know your contacts ...........................................................27Organizing contacts with accounts....................................................27

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Chapter 3: Getting Down to Business Contact Manager . . . . . . . . . . .29Creating a New BCM Database .....................................................................29Opening a Database .......................................................................................31Viewing Your Current Database ...................................................................32Deleting a Database .......................................................................................33Importing Contacts into BCM.......................................................................34

Determining your data type ................................................................34Performing the data import ................................................................36Moving contacts from Outlook ...........................................................39

Exporting Data from Business Contact Manager .......................................40

Part II: Putting BCM to Work.......................................43

Chapter 4: Getting to Know Your Business Contacts . . . . . . . . . . . . . .45Working with Business Contacts..................................................................45Entering a Business Contact from Scratch .................................................46Adding a Business Contact from an E-Mail .................................................49Adding a Business Contact from an Account Record................................50Making Changes to a Business Contact.......................................................51

Changing data in a business contact .................................................51Deleting a business contact ................................................................52

Resolving Duplicates .....................................................................................53Exploring the Business Contact Window....................................................54

Tying a ribbon around your business contacts................................54Tabbing your way to more features ...................................................57Clicking a few more options................................................................58

Chapter 5: Setting Up Your Business Accounts . . . . . . . . . . . . . . . . . . .59Getting the 411 on Accounts.........................................................................59Entering the Account.....................................................................................60Creating an Account from an Existing Business Contact..........................62Doing Your Account Housekeeping .............................................................63

Editing an existing account .................................................................63Deleting an account record.................................................................64Resolving duplicates ............................................................................64

Adding More Details in the Account Window.............................................65

Chapter 6: Color Your World with Categories . . . . . . . . . . . . . . . . . . . .69Understanding the Power of Categories .....................................................69Creating and Defining Categories.................................................................71

Adding a new category ........................................................................71Renaming an existing category...........................................................72Deleting a category ..............................................................................73

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Assigning and Unassigning Items to Categories ........................................74Assigning a category to an item .........................................................74Unassigning a category from an item ................................................75Assigning a category to a new item ...................................................75

Chapter 7: Creating Customized BCM Fields . . . . . . . . . . . . . . . . . . . . .77Planning Your Custom Fields........................................................................77Adding a New Field to Your Database .........................................................80Recycling Your New Fields............................................................................84Working with Drop-Down Lists.....................................................................85Customizing Your Dashboards .....................................................................87

Part III: Organizing Your Day.......................................91

Chapter 8: Managing Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . .93Scheduling an Appointment with Existing Records...................................93Linking an Outlook Appointment to a Record............................................97Making Changes to Your Appointments......................................................98

Editing your activities..........................................................................98Clearing an alarm..................................................................................99Unlinking an appointment .................................................................100

Chapter 9: Multitasking with the Task List . . . . . . . . . . . . . . . . . . . . . .101Creating Tasks ..............................................................................................102

Creating a task linked to a contact...................................................102Creating an unlinked task..................................................................104Creating a task from an e-mail ..........................................................105Making a task recur multiple times..................................................105

Managing Your Tasks ...................................................................................107Editing a task.......................................................................................108Completing tasks ................................................................................108Deleting a task.....................................................................................109

Assigning a Task to a Co-Worker ................................................................109Sending a status report......................................................................110Waiting for results ..............................................................................111

Using Tasks Day to Day ...............................................................................112Opening a Task view ..........................................................................112Searching for information in tasks ...................................................114Using the query builder to find information...................................116

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Chapter 10: Creating Business Histories . . . . . . . . . . . . . . . . . . . . . . . .119Keeping Track of Your Histories ................................................................120

Types of history items.......................................................................120Recording and linking a history item...............................................122Editing an existing history item........................................................125Deleting an existing history item......................................................125

Automating the E-Mail Connection ............................................................126Linking outgoing mail.........................................................................126Linking incoming mail........................................................................127Linking old e-mail with new contacts ..............................................128Not linking Outlook folders to a contact .........................................129Linking a specific e-mail ....................................................................130Linking an e-mail to a project............................................................131Creating a new contact and linking their e-mails ...........................132

Keeping Track of Files Using Communication History............................133Viewing, Searching, and Managing Your Histories...................................135

Viewing history in Communication History view...........................135Customizing the Communication History view..............................136Searching history in Communication History view .......................138Viewing history in each record.........................................................139

Part IV: Show Me the Money!.....................................141

Chapter 11: Sharing Your Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143Understanding How BCM Shares Data ......................................................143Sharing the Database Across a Network ...................................................145

Step 1: Load the BCM software on the server PC...........................146Step 2: Create the BCM master database on the BCM server ......146Step 3: Share your database..............................................................147

Connecting Each User’s PC to the Database.............................................151Removing Access to a Shared Database ...................................................155

Chapter 12: Working with Opportunities . . . . . . . . . . . . . . . . . . . . . . . .157Taking Advantage of Opportunities...........................................................157

Creating a new opportunity ..............................................................158Wrapping a ribbon around an opportunity.....................................161Editing an opportunity.......................................................................161Closing the deal ..................................................................................163Deleting an opportunity ....................................................................163

Adding Products to Your Opportunity ......................................................164Show me the money! ..........................................................................164Importing a CSV product list.............................................................166Editing or deleting a product or service .........................................167

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You Can Quote Me on That .........................................................................168Keeping an Eye on Your Opportunities .....................................................168

Checking the dashboard for sales information ..............................169Reporting on your opportunities .....................................................170

Chapter 13: Accounting We Will Go . . . . . . . . . . . . . . . . . . . . . . . . . . .173Setting Up Your Network.............................................................................174Sharing the Accounting Database..............................................................175

Setting up users and roles.................................................................175Integrating the database....................................................................177

Disconnecting BCM from Accounting........................................................182Flowing Data from BCM into Accounting ..................................................183

Creating a quote, sales order, or invoice.........................................183Creating time entries..........................................................................185Submitting time entries to Accounting............................................186

Using Data from Accounting in BCM .........................................................189Looking at financial history and summary

information inside BCM .................................................................189Running reports in BCM using Accounting data ............................191

Part V: Communicating with the Outside World ...........193

Chapter 14: Merging BCM with Word . . . . . . . . . . . . . . . . . . . . . . . . . .195Setting Up Your Document..........................................................................196Selecting Contacts from BCM .....................................................................196

Sorting your fields ..............................................................................199Filtering your contacts ......................................................................199Finding duplicates ..............................................................................201Finding recipients in a large list........................................................201

Placing Merge Codes in the Document......................................................202Completing the Merge (And Preview) .......................................................205Making Merged Documents Look Special .................................................207

Chapter 15: Creating and Tracking Marketing Campaigns . . . . . . . .209Creating a New Marketing Campaign.........................................................210

Entering basic information about your campaign .........................211Deciding who’ll receive the e-mail or letter ....................................211Choosing how your recipients get your campaign ........................212Choosing what to send ......................................................................213Launching the Marketing Campaign ................................................213

Sending E-Mails with E-Mail Marketing Service........................................214Setting up e-mail tracking..................................................................215Checking e-mail credits......................................................................217Sending your e-mail............................................................................217

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