About phone logs in Business Contact Manager

You can use phone logs (phone log: The details of a phone call which may be linked with the communication history of an Account, Business Contact, Opportunity, or a Business Project.) in Business Contact Manager for Outlook to keep 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 your phone interactions with 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.) or Business Contacts (Business Contact: A person with whom you do business at a company or organization.). When you open the phone log form (form: A way to collect and distribute information for items in Business Contact Manager for Outlook.) from either an Account (Account record: The location for storing Account information, including information that is entered on the Account form, linked records, and communication history items.) or Business Contact record (Business Contact record: The location for storing Business Contact information, including information that is entered on the Business Contact form, linked records, and communication history items.), or the Business Contact Manager menu, you can record the length of a call and type comments (comments: A field in a Business Contact Manager for Outlook record that enables the user to write or paste notes about the Account, Business Contact, Opportunity, or Business Project.) about the conversation. Phone logs that are created from records are automatically linked to the communication history of those records, but phone logs created from the Business Contact Manager menu need to be manually linked to a record. You can also see all the phone logs that you have saved by viewing them in the Communication History folder (Communication History folder: A folder, accessible from the Business Contact Manager menu, that contains all communication history items and the records they are linked to.).

What do you want to do?


Create a phone log and link it to a record

When you create a phone log from the Communication History view (view: Different ways of looking at the same information in a folder by putting it in different arrangements and formats. There are standard views for each folder. You can also create custom views.) of a record in Business Contact Manager for Outlook, it will automatically be linked to that record. You can also create a phone log and then link it to one or more records.

Create a phone log from a record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities (Opportunity: The chance to sell your products or services to an Account or Business Contact.), or 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.).
  2. Double-click the record that you want to add a phone log to.
  3. 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.), in the Communicate group, click New History Item, and select Phone Log.
  4. In the Business phone log section, type the subject and select the type of phone call.
  5. In the Call time section, enter the start date and time, and, when the call is completed, the total duration of the call.

 Note   To time the phone call, in the Timer group, click Start Timer. When you use the timer, the duration of the call is entered automatically.

  1. In the Linked account, business contact, opportunity or project section, click Link To to link the phone log to one or more other records.

 Tip   To select adjacent names, press the SHIFT key, and then click the first and last name. To select nonadjacent names, press the CTRL key, and then click the individual names.

  1. In the Record date and time section, the date and time of your phone call is entered automatically when you save the phone log.
  2. In the Comments box, type your notes.

If you want to record the date and time that you typed the comments (comments: A field in a Business Contact Manager for Outlook record that enables the user to write or paste notes about the Account, Business Contact, Opportunity, or Business Project.), click the Add Time Stamp button.

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

 Note   To print a phone log before closing it, click the Microsoft Office ButtonButton image, and then click Print.

Create a phone log and then link it to a record

  1. On the File menu, point to New, and then click Phone Log.
  2. In the Business phone log section, identify the subject and type of phone call.
  3. In the Call time section, enter the start date and time, and, when the call is completed, the total duration of the call.
  4. In the Linked account, business contact, opportunity or project section, click Link To.
  5. In the Link to Business Contact Manager record dialog box, in the Folder list, select the type of record that you want to link the phone log to.
  6. Type a record name or select one in the list. To select adjacent names, press the SHIFT key, and then click the first and last name. To select nonadjacent names, press the CTRL key, and then click the individual names.
  7. Click Link To, and then click OK.
  8. In the Record date and time section, the date and time of your phone call will be entered automatically as soon as you save the phone log.
  9. In the Comments box, type your notes.

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

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

 Note   To print a phone log before closing it, click the Microsoft Office ButtonButton image, and then click Print.

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Link an existing phone log to a record

When you create a phone log from within a record, Business Contact Manager for Outlook automatically links the phone log to the communication history of that record.

You can link phone logs to multiple records. Each time you link a phone log to a record, an additional copy of the phone log appears in the Communication History folder.

Add links to a phone log from within a record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.
  2. Double-click the record that contains the phone log that you want to link to another record.
  3. On the Ribbon, in the Show group, click History, and then double-click the phone log that you want to link to another record.
  4. Click Link To.
  5. In the Link to Business Contact Manager record dialog box, in the Folder list, select the type of record that you want to link the phone log to.
  6. Type a name or select one in the list. To select adjacent names, press the SHIFT key, and then click the first and last name. To select nonadjacent names, press the CTRL key, and then click the individual names.

Add links to a phone log from within the Communication History folder

  1. Click Link To, and then click OK.
  1. On the Business Contact Manager menu, click Communication History.
  2. Double-click the phone log that you want to link to multiple records.
  3. Click Link To.
  4. In the Link to Business Contact Manager record dialog box, select the type of record that you want to link the phone log to in the Folder list.
  5. Type a name or select one in the list. To select adjacent names, press the SHIFT key, and then click the first and last name. To select nonadjacent names, press the CTRL key, and then click the individual names.
  6. Click the Link To button, and then click OK.

Add links to a phone log from the Communication History folder

  1. On the Business Contact Manager menu, click Communication History.
  2. Double-click the phone log that you want to link to another record.
  3. Click Link To.
  4. In the Link to Business Contact Manager record dialog box, select the type of record that you want to link the phone log to, in the Folder list.
  5. Type a name or select one from the list. To select adjacent names, press the SHIFT key, and then click the first and last name. To select nonadjacent names, press the CTRL key, and then click the individual names.
  6. Click Link To, and then click OK.
  1. On the Business Contact Manager menu, click Communication History.
  2. Double-click the phone log that you want to link to multiple records.
  3. Click Link To.
  4. In the Link to Business Contact Manager record dialog box, select the type of record that you want to link the phone log to in the Folder list.
  5. To select adjacent names, press the SHIFT key, and then click the first and last name. To select nonadjacent names, press the CTRL key, and then click the individual names.
  6. Click the Link To button, and then click OK.

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Edit a phone log

You can edit a phone log in the record that it is linked to, or in the Communication History folder.

To edit a phone log in a record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.
  2. Double-click the record that contains the phone log that you want to edit.
  3. In the Phone Log view, in the Show group, click History, and then double-click the phone log that you want to edit.
  4. Make your changes on the Phone Log form, and then in the Actions group, click Save & Close.

To edit a phone log in the Communication History folder

  1. On the Business Contact Manager menu, click Communication History.
  2. Double-click the phone log that you want to edit.
  3. Make your changes on the phone log form, and then in the Actions group, click Save & Close.

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Move a phone log

When you remove a phone log from a record's Communication History, Business Contact Manager for Outlook automatically deletes it from the Communication History folder. Therefore, if you want to remove a phone log from one record and then link it to another, you must link the phone log to the second record, before removing it from the first record.

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.
  2. Double-click the record that contains the linked phone log that you want to move.
  3. In the Show group, click History.
  4. Double-click the phone log that you want to move.
  5. Click Link To.
  6. In the Link to Business Contact Manager record dialog box, select the type of record that you want to link the phone log to, in the Folder list.
  7. To select adjacent names, press the SHIFT key, and then click the first and last name. To select nonadjacent names, press the CTRL key, and then click the individual names.
  8. To unlink (unlink: To delete a communication history item from a record, or disconnect a record from another record. If a link is required, such as the link from a Business Project to an Account or Business Contact record type, users can unlink one record from another by selecting a different record to link.) the phone log from the record, select it in the list of Communication history items, and then click Remove.
  9. On the Ribbon, in the Actions group, click Save & Close.

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Remove or unlink a phone log from a record

When a phone log is linked to only one record and it is unlinked, the phone log is removed from both the communication history of that record and the Communication History folder, and cannot be restored. If a phone log is linked to more than one record, there is a separate copy in each record. When a phone log is unlinked from one record, these copies remain linked to the other records.

Unlink a phone log from a record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.
  2. Double-click the record that you want to unlink the phone log from.
  3. In the Show group, click History.
  4. Double-click the phone log that you want to unlink.
  5. Click Link To.
  6. In the Link to Business Contact Manager record dialog box, select the type of record that you want to link the phone log to, in the Folder list.
  7. If you want to link a phone log to a different record, type or select a name in the list, and then click Link To.
  8. To unlink the phone log from the record, select it in the list of Communication history items, and then click Remove.
  9. Click OK.
  10. Click Save & Close.

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Delete a phone log

When you remove the link to a phone log from a record, and there are links to that phone log in other records, only the link is deleted and not the phone log. To delete a phone log from Business Contact Manager for Outlook, you must unlink it from each record it is linked to.

 Important   After all links to a record are removed, the phone log is deleted and cannot be restored.

Delete a phone log with a link to a single record

  1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.
  2. Double-click the record that contains the linked phone log that you want to delete.
  3. In the Show group, click History.
  4. Select the phone log you want to delete, and then click Remove.

Delete a phone log with multiple links

  1. On the Business Contact Manager menu, click Communication History.
  2. Select one or more copies of the phone log that you want to delete. Note that if a phone log is linked to more than one record, there is a separate copy in each record.
  3. As you have the copies selected, right-click and click Delete.

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Applies to:
Outlook 2007