Filter records in Business Contact Manager

A filter is a useful mechanism for selecting specific records that you want to see. You can filter (filter: A filter can define which records or columns are returned from a query. A filter always limits the outcome.) the data that you see in lists and reports to produce useful information that your business can act on. For example, you can filter the data in the default Accounts by city report to show only the Accounts (Account: A business or organization with which you do business. If a service is being provided, such as dental or medical, an Account can also be a customer.) that are active and have a rating of Excellent. Save this filtered list, and use it as a call list, an address list for a direct mail marketing activity (marketing activity: An action that is intended to sell or identify products and services for a selected group of recipients. Marketing activities can include call lists, e-mail messages and printed flyers. Multiple marketing activities can be part of one marketing campaign.), or a list for a salesperson calling on Accounts. For more information about marketing activities, see Market your products and services in Business Contact Manager.

This article describes how you can use filters to create custom tabs, lists of marketing activity recipients, and search reports or communication history records for just the information that you want to see.

What do you want to do?


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Filter data in lists

You can filter lists of Accounts, Business Contacts (Business Contact: A person with whom you do business at a company or organization.), Business Projects (Business Project: A project that is created in Business Contact Manager for Outlook. A Business Project is made up of one or several project tasks.), and other records (record: A completed Account, Business Contact, or Opportunity form. The record contains Account, Business Contact, or Opportunity information, plus the other records and items that are linked to it.) in many places within Business Contact Manager for Outlook:

The Sales, Marketing, Project Management, and Contact Management workspaces (workspace: The Contact Management, Sales, Marketing, and Project Management folders under Business Contact Manager in which users can view business information, open records, and analyze business data. The workspaces are divided into a section for gadgets and a section for tabs. Each tab lists one type of record, such as Leads, and includes a reading pane that displays a preview of a selected record.)  include filterable lists on the existing tabs, plus any custom tabs that you create.

Use filtering to display just the records that you want to see, such as all Business Contacts with a Contact rating of Excellent, or all Accounts in Minnesota.

 Note    Lists cannot be filtered from within the Business Records folder in the Navigation Pane.

In this article


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Modify a list with a filter

To change the information displayed on the tabs in the Business Contact Manager for Outlook workspaces, create a filter for the list. Filters apply to all records in a list, as well as new records that are added to the list.

To determine if a list on a tab has been filtered, right-click the tab and then click Modify. In the Modify Tab dialog box, the words Filter applied are displayed next to the Filter button, if the list has been modified (see illustration).

tab with filter applied

  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.
  1. On the Ribbon (ribbon: An element that replaces most menus, toolbars, and task panes. The ribbon features task-based tabs that contain tools and options organized into logical groups.), click the View tab.
  2. In the Filter group, click Filter filter button.

 Tip    The Filter group on the Ribbon includes predefined filters such as Assigned To and Active. Click the filter name, and then click the information that you want to see in your results. The options in the Filter group can change based on the selected workspace or record type. For example, the Sales Stages filter is available only for Opportunity records.

  1. In the Filter dialog box, you can do any of the following:
When you click: You can then:
Simple Filter tab Click the options that you want to include in the filtered results, and clear the selections for items that you want to exclude.
Advanced Filter tab Create one or more queries that you can use to filter the results.
Review Results tab Look at the results of your filtering choices. To remove an item from this list, clear its check box.
Save Filter button Store all of your selections as a named filter that you can reuse. Type a name for the filter that you have created, and then click Save.
Open Filter button Select and apply a previously-saved filter to your list.
OK button Apply the filter to the list that you are reviewing, and close the Filter dialog box.

 Note    The Simple and Advanced filter settings are both applied to your results, so it's possible to inadvertently filter out all records. For example, if on the Simple Filter tab, you select only Active records, but on the Advanced Filter tab, you select only Inactive records, you will see no records on the Review Results tab.

For more information about using the Simple Filter and Advanced Filter tabs, see Use Simple and Advanced filters later in this article.

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Create a new tab with a filtered list

Sometimes you don't want to see all of the records (record: A completed Account, Business Contact, or Opportunity form. The record contains Account, Business Contact, or Opportunity information, plus the other records and items that are linked to it.) of a given type on a tab in the workspace. For example, a salesperson might want to see only her Accounts (Account: A business or organization with which you do business. If a service is being provided, such as dental or medical, an Account can also be a customer.) that have Good or Excellent ratings, or to see Business Contacts (Business Contact: A person with whom you do business at a company or organization.) in a certain state or sales region. It's easy to create a new tab for the record type, and then filter the list on the tab to show only the desired information.

  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.
  1. In the List Pane of the workspace (workspace: The Contact Management, Sales, Marketing, and Project Management folders under Business Contact Manager in which users can view business information, open records, and analyze business data. The workspaces are divided into a section for gadgets and a section for tabs. Each tab lists one type of record, such as Leads, and includes a reading pane that displays a preview of a selected record.)  that you want to modify, click the Create New Tab icon create new tab.
  2. In the Create New Tab dialog box, type a descriptive name for the tab.

Create New Tab dialog box

  1. In the Item type list, click the arrow to see the list of the types of records that you can add, and then click a record type.

The Item type list includes the default Account and Business Contact record types, as well any customized record types. For more information about customizing record types, see Create and customize record types and lists.

  1. Click the Filter button.
  2. In the Filter dialog box, click the criteria that you want to use to filter the information in the tab, as described in Modify a list with a filter.
  3. Click OK.

Your new tab is created, and placed to the right of the existing tabs in the List Pane. To move the tab, drag it to where you want it.

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Filter a communication history list

You can filter the communication history lists of individual records, to display only the communication history items (communication history item: An item such as an appointment, business note, e-mail message, file, or task that is linked to an Account, Business Contact, Opportunity, or Business Project.) that you want to see.

  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.
  1. In the workspace, click the tab that contains the record that you want to open.
  2. Double-click the record (record: A completed Account, Business Contact, or Opportunity form. The record contains Account, Business Contact, or Opportunity information, plus the other records and items that are linked to it.) to open it.
  3. On the Ribbon, in the Show group, click History.
  4. Click the View tab.
  5. On the Ribbon, in the Filter group, click Filter.

 Tip    The Filter group includes predefined filters, which vary with the record type you select. To use one of these filters, click the filter name, and then click an option to refine the results.

  1. The Filter dialog box opens, displaying all of the communication history item types that can be linked to the record type you selected.
  2. In the dialog box, you can do any of the following:
When you click: You can then:
Simple Filter tab Click the options that you want to include in the filtered results, and clear the selections for items that you want to exclude. In the Include communication history from section, you can click or type the names of additional records to include in the results (see illustration below). These selections are applied in conjunction with selections on the Advanced Filter tab.
Advanced Filter tab Create one or more queries that you can use to filter the results. These selections are applied in conjunction with selections on the Simple Filter tab.
Review Results tab Look at the results of your filtering choices. To remove an item from the list, clear its check box.
Save Filter button Store all of your selections as a named query that you can reuse. Type a name for the filter, and then click Save.
Open Filter button Select and apply a previously-saved query to your filter results.
OK button Apply the filter to the list that you are reviewing, and close the Filter dialog box.

filter communication history names section

Add communication history items from additional contacts in this section of the Filter dialog box.

 Note    All filtering options are cleared when you close the list that you are filtering. If you plan to reuse the filtered view you have created, be sure to save it as a named filter. For more information on reusing filters, see Open a filter later in this article.

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Filter a recipient list in a marketing activity

  1. In the Navigation Pane, click the Business Contact Manager button.
  2. Click Marketing to display the workspace.
  3. On the workspace, click the tab for the type of marketing activity that you want to update.
  4. Double-click the activity name to open the marketing activity record.

 Note    Only marketing activities that have not been started, or launched, can be filtered.

  1. In the Recipient list section, click Review and Filter. The Filter dialog box opens, displaying the Review Results tab.
  2. In the dialog box, you can do any of the following:
When you click: You can then:
Simple Filter tab Click the options that you want to include in the filtered results, and clear the selections for items that you want to exclude.
Advanced Filter tab Create one or more queries that you can use to filter the results. For example, to create a list showing only Leads in California, click Business State/Province and then click California.
Review Results tab Look at the results of your filtering choices. To remove an item from the list, clear its check box.
Save Filter button Store all of your selections as a named query that you can reuse. Saved filters can be useful in creating the recipient list for another marketing activity.
Open Filter button Select and apply a previously-saved query to your filter results.
OK button Apply the filter to the list that you are reviewing, and close the Filter dialog box.

 Note    The Simple and Advanced filter settings are both applied to your list results, so it's possible to inadvertently filter out all records. For example, if on the Simple Filter tab, you select only Active records, but on the Advanced Filter tab, you select only Inactive records, you will have no results on the Review Results tab.

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Filter data in reports

You can filter data in reports to select specific records, based on the data that you have entered in your business records. When you create and apply a filter, Business Contact Manager for Outlook scans the Business Contact Manager database (Business Contact Manager database: The database that stores information about Accounts, Business Contacts, Opportunities, Business Projects, and other items.), and returns only the records contained the information that you specified in the filter.

  1. Do one of the following:
  1. In the Navigation pane, click Business Contact Manager.
  2. On the Ribbon, click the Reports tab, and then click the group that contains the type of report that you want to open. For example, to view a report about your Business Contacts, in the Contact Management group, click Business Contacts.
  3. Click the name of the report that you want to filter.

Reports tab on Ribbon

  1. In the Navigation pane, click Business Contact Manager.
  2. On the Ribbon, click the Reports tab.
  3. In the Open group, click Saved Reports, and then click the type of report that you want to open. For example, if you saved a Business Contacts report, click Business Contacts.
  4. In the Open Saved Reports dialog box, click the name of the report that you want to filter, and then click Open.

  1. In the report, on the Ribbon, in the Sort and Filter group, click Filter.
  2. In the Filter dialog box, do one of the following:
  • On the Simple Filter tab, select or clear the options that you want. For more information about the Simple Filter options, see Use the Simple Filter tab later in this article.
  • On the Advanced Filter tab, create a specific query for the data that you want to include. For more information about selecting criteria and building an advanced filter, or query, see Use the Advanced Filter tab later in this article.
  1. Click the Review Results tab to view the list of records that will be displayed in the report. For more information about the results, see Use the Review Results tab later in this article.
  2. Click OK to apply the filter to the report.
  3. You can save the filter and the report for reuse by doing either or both of the following:
  • Save the report    Click Save As and then type a name for the report.
  • Save the filter    If the Filter dialog box is not open, on the Ribbon, click Filter. The dialog box displays your filtering selections. Click Save Filter, and type a name for the filter.


 Notes 

  • Saving the report saves only the format.
  • The report data is refreshed each time you open the report.
  • If you save the filter that you created, you can re-use it on other reports of the same record type.
  • By default, a filter is saved in the Business Contact Manager Query (.bcmq) file format.

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Open a saved filter

You can reuse a saved filter by opening it from the Filter dialog box. Saved filters can be useful in reproducing the same results on different sets of data. For example, if you created a filter to see all of the phone logs in the Communication History of an overdue Account, you could apply the same filter to another Account-based record (record: A completed Account, Business Contact, or Opportunity form. The record contains Account, Business Contact, or Opportunity information, plus the other records and items that are linked to it.) type that you have created, such as a vendor. You can apply a filter to all records of the same record type for which you created the filter.

You might also want to open a filter to change the criteria or edit the results.

  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.
  1. Do one of the following to open the Filter dialog box:
   

  1. Click a tab.
  2. On the Ribbon, click the View tab.
  3. In the Filter group, click Filter.

   

  1. Double-click a record to open it.
  2. On the Ribbon, in the Show group, click History.
  3. On the Ribbon, click the View tab.
  4. In the Filter group, click Filter.

You can change filter settings only in marketing activities that have not been started, or launched.

  1. Double-click a marketing activity record to open it.
  2. In the Recipient list section, click Review and Filter.
   

  1. On the Ribbon of a workspace, or the Welcome Center, click the Reports tab.
  2. On the Ribbon, in the Open group, click Saved Reports, and then click the type of report that you want to open. For example, if you saved a Business Contacts report, click Business Contacts.
  3. In the Open Saved Reports dialog box, click the name of the report that you want, and then click Open. The data is refreshed when the report opens.
  4. In the report, on the Ribbon, in the Sort and Filter group, click Filter.

  1. In the Filter dialog box, click Open Filter. All of your saved filters are listed, but you can apply only the filters created for the same record type as the one that you are currently using.
  2. Click the filter that you want to open, and then click Open.
  3. Review the results. Click the Review Results tab to view the list in the dialog box, or click OK to view the filtered records.
  4. If you want to, you can make more changes to your filter in the dialog box. When you are done, click Save Filter to save the settings, or click OK to close the dialog box without saving.

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Undo filtering

It's easy to undo a filter that you have applied to a list, by just clearing your selections from the filter.

You can tell that lists have been filtered in several ways:

  • Tab in a workspace    Right-click the tab and then click Modify. The Filter field will be marked Filter applied if the list has been filtered.
  • Communication History list    These lists are filtered only when the record containing the history items is open. They have no indications that they have been filtered.
  • Marketing activity    The word (Modified) appears after the name of the Recipient lists in marketing activity records.
  • Report    Only saved reports are filtered. A green filter icon appears under the report title, next to the words Filter Applied: Yes, on reports that have been filtered.
  1. In the Navigation pane, click Business Contact Manager.
  2. Navigate to the list with the filter that you want to remove and open the Filter dialog box by doing one of the following:
   

  1. Click a tab.
  2. On the Ribbon, click the View tab.
  3. In the Filter group, click Filter.

   

  1. Double-click a record to open it.
  2. On the Ribbon, in the Show group, click History.
  3. On the Ribbon, click the View tab.
  4. In the Filter group, click Filter.

   

You can change filter settings only in marketing activities that have not been started, or launched.

  1. Double-click a marketing activity record to open it.
  2. In the Recipient list section, click Review and Filter.
   

  1. On the Ribbon of a workspace, or the Welcome Center, click the Reports tab.
  2. On the Ribbon, in the Open group, click Saved Reports, and then click the type of report that you want to open. For example, if you saved a Business Contacts report, click Business Contacts.
  3. In the Open Saved Reports dialog box, click the name of the report that you want, and then click Open. The data is refreshed when the report opens.
  4. In the report, on the Ribbon, in the Sort and Filter group, click Filter.

  1. On the Simple Filter tab, select each check box and click each option to restore the page to its default, unfiltered settings.

     Note    The default setting in the Last modified date section on the Simple Filter tab is All dates.

  2. Click the Advanced Filter tab, and then click Clear All.
  3. Click the Review Results tab, and then click Select All.
  4. Click OK to close the dialog box and remove the filter.

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Use Simple and Advanced filters

You can use both simple and advanced filters on your data. A simple filter applies a set of pre-defined conditions or criteria, while the advanced filter enables you to create a custom query on any data field for the type of record (record: A completed Account, Business Contact, or Opportunity form. The record contains Account, Business Contact, or Opportunity information, plus the other records and items that are linked to it.) that you are filtering. The two filters can be used singly, or in combination.

After filtering, use the Review Results tab in the Filter dialog box to confirm that you have the results that you expected.



Use the Simple Filter tab

On the Simple Filter tab, all field value options are selected by default. Click an option to clear the selection, and exclude records with that data from your results.

Some of the lists contain an <Unspecified> option. This option returns records that contain no information for a value. To filter for only these values, clear the other options in the list. The Unspecified option remains selected by default.

simple filter window

If you are filtering a record that has been customized with user-defined fields (user-defined field: A field that you can create and define to track information specific to your business.), those values also appear on the Simple Filter tab.

 Note    The Simple and Advanced filter settings are both applied to your list results, so it's possible to inadvertently filter out all records. For example, if on the Simple Filter tab, you select only Active records, but on the Advanced Filter tab, you select only Inactive records, you will have no results on the Review Results tab.

The Filter Accounts dialog box appears when you filter Account lists and reports. In each section, select the value that you want included in the results.

Value    Action
Include Select a check box to include an Account record type. Clear a check box to exclude it.
Account status Select the check boxes for the status of the Accounts that you want to see. Clear the check boxes for the status that you want to exclude.
Source of lead Select a value in the list.
Territory Select a value in the list.
Last modified date Select a pre-defined period or specific start and end dates. Only Accounts modified within the selected period or dates will be included.
Payment status Select a value in the list.
Account rating Select a value in the list.
Type of business Select a value in the list.
Assigned to Clear the check boxes to exclude Accounts assigned to specific users. Users included in this list are those with whom you have shared your database.

The Filter Business Contacts dialog box appears when you filter lists and reports containing Business Contact and Leads. In each section, select the values that you want to include.

Value Action
Include Select a value to include a Business Contact record type. Clear a check box to exclude it.
Payment status Select a value in the list.
Source of lead Select a value in the list.
Last modified date Select a pre-defined period or specific start and end dates. Only records modified within the selected period or dates will be included.
Contact status Select the check boxes for the status of the Business Contact record types that you want to see. Clear the check boxes for the status that you want to exclude
Rating Select a value in the list.
Assigned to Clear the check boxes to exclude records assigned to certain users. Users included in the list are those with whom you have shared your database.

The Filter Communication History Items dialog box appears when you filter the communication history for a record, or when you filter Activity by Business Contact, Activity by Account, or Activity by Opportunity reports. In each section, select the value that you want included in the results.

Value Action
Create date Select a pre-defined period or specific start and end dates. Only communication history items created within the selected period or dates will be included.
Last modified date Select a pre-defined period or specific start and end dates. Only communication history items modified within the selected period or dates will be included.
Communication history items to include Clear the check boxes to exclude specific types of history items.
Include communication history from

Type a name in the Enter a name box to locate a record, or select it in the list.

Select the Include all communication history from linked records check box to include all the communication history items for the records that are linked to the records that you selected.

The Filter Opportunities dialog box appears when you filter lists and reports containing Opportunities. In each section, select the value that you want to include.

Value Action

Sales Stage

Select a value in the list.
Close date to include Select a pre-defined period, or select specific start and end dates. Only Opportunities closed within the selected period or dates will be included.
Opportunity types to include Select a value in the list.
Last modified time Select a pre-defined period, or select specific start and end dates. Only Opportunities modified within the selected period or dates will be included.
Source of lead Select a value in the list.
Probability Select the check box to include only Opportunities that have a certain probability of resulting in a sale. Select a condition and specify a value for the probability, which must be a number between 0 and 100.
Products and service items Clear the check boxes to exclude Opportunities with or without product and service items.
Assigned to Clear the check boxes to exclude records assigned to certain users. Users included in this list are those with whom you have shared your database.

The Filter Business Projects dialog box appears when you filter Business Project lists and reports. In each section, select the value that you want to include.

Value Action
Start Date Select a pre-defined period, or select specific start and end dates. Only Business Projects started within the selected period or dates will be included.
Status Select a value in the list.
Project Type Select a value in the list.
Last modified date Select a pre-defined period or specific start and end dates. Only Business Projects modified within the selected period or dates will be included.
Due Date Select a pre-defined period or specific start and end dates. Only Business Projects due within the selected period or dates will be included.
Priority Select a value in the list.
Percent Complete Select the check box to include only Business Projects that have a certain percentage of completion. Select a condition and specify a value for the percentage, which must be a number between 0 and 100.

The Filter Project Tasks dialog box appears when you filter Project Task lists and reports. In each section, select the value that you want to include.

Value Action
Start Date Select a pre-defined period, or select specific start and end dates. Only project tasks started within the selected period or dates will be included.
Status Select a value in the list.
Assigned to Clear the check boxes to exclude Accounts assigned to certain users. Users included in this list are those with whom you have shared your database.
Last modified date Select a pre-defined period or specific start and end dates. Only project tasks modified within the selected period or dates will be included.
Due date Select a pre-defined period or specific start and end dates. Only project tasks due within the selected period or dates will be included.
Priority Select a value in the list.
Attention required Select whether attention is required or not.
Percent complete Select the check box to include only Business Tasks that have a certain percentage of completion. Select a condition and specify a value for the percentage, which must be a number between 0 and 100.

The buttons that appear on the Simple Filter tab, regardless of the record type you are filtering include:

  • Save Filter    Click the Save Filter button to save this filter with the specified values for future use.
  • Open Filter    Click the Open Filter button to apply a saved filter.
  • Advanced Filter tab    Use this tab to create a query that is specific to your needs.
  • Review Results tab    Use this tab to see the results of the filter, and to remove records, if needed.

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Use the Advanced Filter tab

With the Advanced Filter tab, you can specify the information that you want to see by creating a query. You can create one or more conditions or criteria that must be true for a specific record in order for it to be included in the results.

For example, if you want to send congratulations to all of your active Business Contacts whose anniversaries or birthdays occur in the next 60 days, you can create the following query, using parentheses to group the values: Active = Is Selected And (Anniversary = Next 60 days Or Birthday = Next 60 days).

If you are filtering a record that has been customized with user-defined fields (user-defined field: A field that you can create and define to track information specific to your business.), you can query for those values with the Advanced Filter tab.

advanced filter window

 Note    The Simple and Advanced filter settings are both applied to your list results, so it's possible to inadvertently filter out all records. For example, if on the Simple Filter tab, you select only Active records, but on the Advanced Filter tab, you select only Inactive records, you will have no results on the Review Results tab.

Use this To
Field name Select the field to filter by.
Comparison Select the operator to which you want to compare the field.
Compare to Type or select the value for comparing with the selected field.
Grouping Use the parentheses to order and group the rows of your query, if you are using more than one row of conditions in your query.
And or Or Combine individual conditions with And or with Or. These operators are available only when more than one row of conditions is specified.
Clear All Start over, first clearing all conditions on the form.
Delete Click to delete this row of the query.

 Note    The maximum number of conditions you can create is 20.

Save Filter    Click the Save Filter button to save this filter with the specified values for future use.

Open Filter    Click the Open Filter button to open a saved filter.

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Use the Review Results tab

You can use the Review Results tab to look over and edit the results of a filter before applying it to a list. The maximum number of items that can be viewed in the results list is 2,000.

review filter results window

The records shown in this tab are the result of applying the Simple and Advanced Filters.

  • To remove a record from the results list, clear its check box.
  • To locate an item without scrolling down the entire results list, type its name in the Type or select from list box.

Save Filter    Click the Save Filter button to save this filter with the specified values for future use.

 Note    If more than 300 items are excluded from the results list, the report query cannot be saved.

Open Filter    Click the Open Filter button to open a saved filter.

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Applies to:
Outlook 2013, Outlook 2010