Getting started with Business Contact Manager for Outlook 2007

After you have installed Business Contact Manager for Outlook 2007, you can continue to keep personal information in Microsoft Outlook but now you can also keep track of your business information in Business Contact Manager for Outlook. This information is stored as Account (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.), Business Contact (Business Contact: A person with whom you do business at a company or organization.), Opportunity (Opportunity: The chance to sell your products or services to an Account or Business Contact.), or Business Project (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.) 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 the Business Contact Manager database.

 Tip   Unsure if Business Contact Manager for Outlook has been installed? See Troubleshoot installing Business Contact Manager for Outlook 2007 for information about how to confirm the installation. For more information about how to install Business Contact Manager, see Install Business Contact Manager for Outlook 2007.

To add information to these records, you can do any of the following:

*The stand-alone edition of Microsoft Office Outlook 2007 with Business Contact Manager can be used with Excel 2007 or 2003.

  • Use an existing Business Contact Manager database. If you used an earlier version of Business Contact Manager for Outlook or if a Business Contact Manager database is stored in a different location on your computer, you can specify the location of the existing database. If this database was created in an earlier version of Business Contact Manager for Outlook, you are given the option to upgrade it to the current version. For more information about specifying the database you want to use, see Create or select a new Business Contact Manager database.

 Tip   You can also import a Business Contact Manager database (Business Contact Manager database: The database that stores information about Accounts, Business Contacts, Opportunities, Business Projects, and other items.) from another location. For more information about how to import a Business Contact Manager database, see Import and export business data in Business Contact Manager

After you have created the records that you want, you can:

 Note   Communication history items cannot be imported independent of the Business Contact Manager records to which they are linked. You can import communication history when importing other types of Business Contact Manager records.

*Mail merge requires Publisher or Word. The stand-alone edition of Microsoft Office Outlook 2007 with Business Contact Manager can be used with the 2007 or 2003 versions of Publisher and Word.

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Enter business data manually

To manually enter data into Business Contact Manager for Outlook, create Account, Business Contact, Opportunity, or Business Project records, and then store information about your customer interactions as 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.) in those records.

ShowCreate an Account record

  1. On the Business Contact Manager menu, click Account.
  2. On the Standard menu, click New.
  3. Type the information in the Account form (form: A way to collect and distribute information for items in Business Contact Manager for Outlook.).

To get assistance while entering information in an Account record, click the Help button.

  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.), on the Account tab, in the Actions group, click Save & Close.

 Note   If you are creating multiple records, on the Account tab, in the Actions group, click Save & New to save your current information and open a new form.

ShowCreate a Business Contact record

  1. On the Business Contact Manager menu, click Business Contact.
  2. On the Standard menu, click New.
  3. Type the applicable information on the Business Contact form (form: A way to collect and distribute information for items in Business Contact Manager for Outlook.).

To get assistance while entering information in a Business Contact record, click the Help button.

  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.), on the Business Contact tab, in the Actions group, click Save & Close.

 Note   If you are creating multiple records, on the Business Contact tab, in the Actions group, click Save & New to save your current information and open a new form.

ShowCreate a Business Contact record from an e-mail message

  1. Click the e-mail message that you want.
  2. On the Business Contact Manager toolbar, click E-mail Auto-link.
  3. Select the check box of the e-mail address that you want to convert into a Business Contact record, and then click OK.

 Tip   To verify that a Business Contact Manager record has been created, open your Business Contacts folder and then look for the name or e-mail address that you added.

ShowCreate an Account or Business Contact from an Outlook contact

You can convert Outlook contacts into Accounts or Business Contacts by copying or moving the Outlook contacts to the Accounts or Business Contacts folder.

 Tip   To move all of your Outlook contacts, which is your entire .pst file, see Import and export business data in Business Contact Manager 2007.

  1. In the Navigation Pane, click Contacts.
  2. Click one or more contacts that you want to convert to an Account or Business Contact.
  3. On the Edit menu, click one of the following commands:
    • Copy to Folder
    • Move to Folder.
  4. Under Business Contact Manager, click Accounts or Business Contacts.

 Note   For more information about copying or moving individual Outlook contacts to Business Contact Manager folders, see Copy or move individual Outlook contacts into Business Contact Manager.

ShowCreate an Opportunity record

Opportunities (Opportunity: The chance to sell your products or services to an Account or Business Contact.) are chances to sell your products or services. Opportunity records (Opportunity record: The location for storing Opportunity information, including information that is entered on the Opportunity form, linked records, and communication history items.) help you prioritize your sales information, track your sales process and interactions with current and potential customers, and forecast your sales.

You can link an Opportunity record to either an Account or Business Contact record. As you move through the sales cycle, you can view and update each stage of the Opportunity. You can also create progress reports or sort your Opportunities to determine which customers need your attention most.

Create an Opportunity record

  1. On the Business Contact Manager menu, click Opportunity.
  2. On the Standard menu, click New.
  3. Type the information in the Opportunity form (form: A way to collect and distribute information for items in Business Contact Manager for Outlook.).

To get assistance while entering information in an Opportunity record, click the Help button.

  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.), on the Opportunity tab, in the Actions group, click Save & Close.

 Note   If you are creating multiple records, on the Opportunity tab, in the Actions group, click Save & New to save your current information and open a new form.

ShowCreate a Business Project record

  1. On the Business Contact Manager menu, click Business Project.
  2. On the Standard menu, click New.
  3. Type the information in the Business Project form (form: A way to collect and distribute information for items in Business Contact Manager for Outlook.), and add the new Project Tasks that you will need.

To get assistance while entering information in a Business Project record, click the Help button.

  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.), on the Business Project tab, in the Actions group, click Save & Close.

 Note   If you are creating multiple records, on the Business Project tab, in the Actions group, click Save & New to save your current information and open a new form.

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Importing business data, Outlook contacts, and product lists

You can import your business data (such as your Outlook contacts and other business data, or a list of your products and services) into Account or Business Contact records in Business Contact Manager for Outlook.

ShowImport contacts and other business data from other Office* programs or from an Outlook Contacts folder

  1. On the File menu, point to Import and Export, and then click Business Contact Manager for Outlook.
  2. Click Import a file, and then click Next.
  3. Select the type of file that you want to import, or click Outlook Contacts folder, and then click Next.
  4. Follow the instructions in the Business Data Import and Export wizard.

 Tip   You can import data for fields that are not listed on the Account or Business Contact forms by default by adding a new or user-defined field during the import process. For more information about how to add a user-defined field to a form during the import process, see Map fields in Business Contact Manager. To see the new field on a form, after the import process completes, open a record and then, on the Ribbon, click User-Defined Fields.

To get assistance while completing a page in the Business Data Import and Export wizard, click Help on that page.

 Notes 

  • When you import Outlook Contacts into Business Contact Manager for Outlook, only the contact information is moved; attachments and distribution lists are not included.
  • To import a selection of contacts from your Outlook Contacts folder, in the Navigation Pane, under Personal Folders, double-click Contacts, and drag one or more contacts to your Business Contacts folder.

*The stand-alone edition of Microsoft Office Outlook 2007 with Business Contact Manager can be used with Office 2007 or 2003 programs.

ShowImport a product and services list

Business Contact Manager for Outlook stores product and service details in the Product and Service Items List. When you import a list of products and services, you can add to or replace the existing Product and Service Items (product and service items: Goods and services that you purchase or sell, or offer for purchase or sale.). If you replace the existing list, Business Contact Manager for Outlook overwrites the information in the existing Product and Service Items List. No copy is made of the original list.

To import a list of Product and Service Items, the information must be in a comma-separated text file (.csv). Each item that you import must contain these three fields: Item Name, Item Description, and Item Price. Create a separate line in the file for each item that you are importing, separated by commas (or by the list separator found on your Regional Options tab), with no spaces before or after the commas. This syntax is shown in the following example.

<Item Name 1>,<Description 1>,<Unit Price 1>

<Item Name 2>,<Description 2>,<Unit Price 2>

You may add an optional fourth field for the Item Quantity, and any values in that field will also be imported.

<Item Name 1>,<Description 1>,<Unit Price 1>,<Default Quantity 1>

<Item Name 2>,<Description 2>,<Unit Price 2>,<Default Quantity 2>

The product prices and quantities cannot include currency symbols or internal punctuation, such as periods or commas. However, you can use periods or commas (depending on your locale settings) for currency. For example:

  • Instead of typing 10,000, type 10000.
  • Instead of typing 10.000, type 10000.
  • But you can type 10.50 when you are referring to a price of ten dollars and fifty cents.

 Tip   To edit your locale settings, in Control Panel, double-click Regional and Language Options, and then, on the Regional Options tab, under Standards and formats, click the locale whose currency format you want to use.

To import a list of products and services from your accounting system, Business Contact Manager for Outlook and your accounting system must be integrated. For more information about including product and service items from your accounting system in Business Contact Manager for Outlook , see About product and service items in Business Contact Manager.

Import a product list

  1. On the Business Contact Manager menu, click Product and Service Items List.
  2. In the Product and Service Items List dialog box, click Import.
  3. Follow the instructions in the Import Items wizard.

For assistance with a specific page of the wizard, click Help on that page.

ShowImport files from programs such as ACT! and QuickBooks

You can import files from some programs into Business Contact Manager for Outlook.

 Note   ACT! versions include ACT! 2007/9, ACT! 2006/8, ACT! 2005/7, ACT! 2003/6, ACT! 2000/5, ACT! 4. Download and install Service Pack 1 for Office 2007 which includes support for importing business data from ACT! 2007/9 and improved support for ACT! 2006/8. The stand-alone edition of Microsoft Office Outlook 2007 with Business Contact Manager includes this support. The English language version of Business Contact Manager for Outlook can only convert ACT! data created by using a United States version of ACT!.

To import your data, you need to convert your data into Business Contact Manager file format, and then import the new file. The Business Contact Manager Data Conversion Tool helps you convert your data so you can import it as a Business Contact Manager file.

If your data is in a format that is not listed in the Business Data Import and Export wizard, you need to first save the data as either a comma-separated values (.csv) or Microsoft Office Excel* (.xls) file, and then follow the steps in the Import and Export wizard.

*The stand-alone edition of Microsoft Office Outlook 2007 with Business Contact Manager can be used with Excel 2007 or 2003.

Import business data and product lists

You can import your ACT! or QuickBooks business data, including product lists, into Account, Business Contact, or Opportunity records into Business Contact Manager for Outlook.

 Note   The English language version of Business Contact Manager for Outlook can only convert ACT! data created by using a United States version of ACT!.

Import business data

Before you begin to import, ensure that you have backed up your Business Contact Manager data.

 Note   The import process cannot be reversed automatically. For example, once you import information into Business Contact Manager for Outlook, to undo the action, you must manually delete the imported items.

  1. On the File menu, point to Import and Export, and then click Business Contact Manager.
  2. Click Import a file, and then click Next.
  3. Select the type of file that you want to import, and then click Next.
  4. Click Business Contact Manager Import Utility to convert your data into Business Contact Manager file format.
  5. After you convert your data, return to the Business Data Import and Export wizard, and follow the instructions to import your data.

To get assistance with a page in the wizard, click Help on that page.

 Notes 

  • You must have ACT! or QuickBooks installed to import your business data into Business Contact Manager for Outlook. Download and install Service Pack 1 for Office 2007 which includes support for importing business data from ACT! 2007/9 and improved support for ACT! 2006/8. The stand-alone edition of Microsoft Office Outlook 2007 with Business Contact Manager includes this support.
  • You can import data from the following versions of ACT! and QuickBooks:
  • The English language version of Business Contact Manager for Outlook can only convert ACT! data created by using a United States version of ACT!.

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Applies to:
Outlook 2007