Keyboard shortcuts in Business Contact Manager

A keyboard shortcut is any combination of keystrokes that can be used to perform a task that would otherwise require a mouse or other pointing device.

This article describes the main keyboard shortcuts available on the Ribbon and the workspaces in Business Contact Manager for Outlook. You’ll also find a list of shortcuts for some of the main tasks you can complete in Business Contact Manager for Outlook.


 Notes 

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In this article


Basic navigation

Many of the keyboard shortcuts in Business Contact Manager for Outlook are similar to the Outlook keyboard shortcuts described in Keyboard shortcuts for Outlook.

For example, you can press the ALT key to see all of the ALT + keyboard shortcuts available in a window. When the shortcuts are displayed, you can simply press the shortcut key, without pressing ALT again.

Use the following shortcuts to get started:

To do this Press
Switch to Business Contact Manager for Outlook. CTRL + 9
Switch to Mail. CTRL + 1
Switch to Folder List in Navigation Pane. CTRL + 6
Move around the area of the selected window or workspace that is highlighted. Arrow keys
Open a highlighted folder or record. ENTER or SPACE
Move between the Navigation Pane, 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.) , gadgets and their menu options, the List Pane, the Search box, and the Reading Pane. TAB
Move backward between the Navigation Pane, the workspace, gadgets, List Pane, Search box, and Reading Pane. CTRL + SHIFT + TAB or SHIFT + TAB
Go to the Home tab on the Ribbon. ALT + H
Go to the File tab on the Ribbon. ALT + F
Go to the View tab on the Ribbon. ALT + V
Go to the Reports tab on the Ribbon. ALT + R
Go to the Gadgets tab on the Ribbon. ALT + G

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Basic tasks

This section lists the keyboard shortcuts for some of the most common tasks you’ll complete in Business Contact Manager for Outlook. The following sections discuss the keyboard shortcuts 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.) and in each 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.)  in greater detail.

To do this: Press
Create a new Account record ALT + NA (New Account)
Open an existing Account record In the Navigation Pane, DOWN ARROW to the Contact Management workspace, TAB to the Accounts tab, then ENTER, then TAB, then DOWN ARROW to the Account, then SPACE or ENTER
Create a new Business Contact record ALT + NB (New Business Contact)
Open an existing Business Contact record In the Navigation Pane, DOWN ARROW to the Contact Management workspace, TAB to the Business Contacts tab, then ENTER, then TAB, then DOWN ARROW to the contact, then SPACE or ENTER
Send an e-mail message to a highlighted record ALT + E (E-mail)
Create a new Opportunity record ALT + NO (New Opportunity)
Open an existing Opportunity record In the Navigation Pane, DOWN ARROW to the Sales workspace, TAB to the Opportunities tab, then ENTER, then TAB, then DOWN ARROW to the record, then SPACE or ENTER
Create a new marketing activity record ALT + MA (Marketing Activity), then ARROW down to the type of activity you want to start
Open an existing marketing activity record In the Navigation Pane, DOWN ARROW to the Marketing workspace, TAB to the tab with the record that you want to open, then ENTER, then TAB, DOWN ARROW to the record, then SPACE or ENTER
Create a new Business Project record ALT + NP (New Business Project)
Open an existing Business Project record In the Navigation Pane, DOWN ARROW to the Project Management workspace, TAB to the Business Projects tab then ENTER, then TAB, then DOWN ARROW to the record, then SPACE or ENTER
Create a new project task record ALT + NT (New Project Task)
Open an existing project task record In the Navigation Pane, DOWN ARROW to the Project Management workspace, TAB to the Project Tasks tab then ENTER, then TAB, then DOWN ARROW to the record, then SPACE or ENTER
Link a document or other file to a record ALT + BR (Link to Record)

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Ribbon navigation

You can move around 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.) with a variety of keyboard shortcuts. Use the following table to get started. Note that the F10 key functions like the ALT key, and can be used in place of it, if you prefer.

To do this Press
Select the active tab, and display the shortcut menu. ALT (or F10)
Switch between tabs. ALT + RIGHT ARROW or LEFT ARROW
Switch between groups of buttons on the selected tab. CTRL + RIGHT ARROW or LEFT ARROW

The Ribbon will display different keyboard shortcuts depending on the workspace that you are using and the tab that you are on.

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Keyboard shortcuts on the File tab

To open the file tab, first press ALT + F. To open the Business Contact Manager options, press ALT + B.

To do this Press
Open the File tab for Business Contact Manager options. ALT + F (File), then ALT + B (Business Contact Manager)
Open the menu to import business data, contacts, or data from another application, or to export your business data. ALT + I (Import and Export), then DOWN ARROW to the option that you want
Open the menu to back up your database or restore it. ALT + B (Backup and Restore), then DOWN ARROW to the option that you want
Open the menu to customize record types, list data, lead scoring criteria, sales stages and sales activities, or fields on the Contact Card. ALT + C (Customize), then DOWN ARROW to the option that you want
Set up the Linking and Tracking feature for e-mail messages from your contacts. ALT + T (Manage Linking and Tracking)
Set up your Business Contacts so they are available over the Internet, or stop synchronizing contacts. ALT + M (Synchronize), then DOWN ARROW to the option that you want
Open the Manage Databases list to set up, connect to, or remove a Business Contact Manager database (Business Contact Manager database: The database that stores information about Accounts, Business Contacts, Opportunities, Business Projects, and other items.). ALT + D (Manage Databases), then DOWN ARROW to the option that you want
Set up your database so that other users can work with the data. ALT + S (Manage Sharing), then DOWN ARROW to the option that you want
Change how you work with an offline database. This button is available only when you have created an offline copy of a shared database. ALT + O (Offline), then DOWN ARROW to the option that you want
Start or stop the logging service, which can provide useful information when errors occur. ALT + L (Start/Stop Logging), then DOWN ARROW to the option that you want
Disable Business Contact Manager for Outlook. ALT + X (Disable)

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Keyboard shortcuts on the Home tab

To select a particular workspace, use the arrow keys to navigate to that folder in the Navigation Pane, and then press ENTER or SPACE.

ShowIn the Contact Management workspace:

To do this Press
Create a new 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.). ALT + NA (New Account)
Create a new Business Contact (Business Contact: A person with whom you do business at a company or organization.). ALT + NB (New Business Contact)
Create a new item. ALT + I (New Items), then DOWN ARROW to the type of item that you want to create
Send an e-mail message to the records highlighted in the List Pane. ALT + E (E-mail)
Include the records highlighted in the List Pane in a mail merge. ALT + RG (Mail Merge)
Create a 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.) directed at the records highlighted in the List Pane. ALT + MA (Marketing Activity), then DOWN ARROW to the type of activity that you want to create
Create an Outlook item linked to the records highlighted in the List Pane. ALT + MO (More) then DOWN ARROW to the type of item that you want to create
Assign the highlighted records in the List Pane to a database user. ALT + AT (Assign To) then DOWN ARROW to the user name that you want
Link the highlighted records in the List Pane to a new or existing Account or Business Contact. ALT + CL (Create Linked Business Contact), then DOWN ARROW to the type of record you want to link to the highlighted records.
Simultaneously edit a field in the highlighted records in the List Pane. ALT + BE (Bulk Edit)
Convert the highlighted records in the List Pane to another type of record. ALT + CT (Convert To) then DOWN ARROW to the type of record that you want to convert the records to
Delete the highlighted records in the List Pane. ALT + D (Delete)
Create a business note (business note: Enables a user to log the details of a business communication or transaction, and to link it with the history of an Account, Business Contact, Opportunity, or Business Project.) record linked to the highlighted records in the List Pane. ALT + BN (Business Note)
Create an Opportunity record (Opportunity record: The location for storing Opportunity information, including information that is entered on the Opportunity form, linked records, and communication history items.) linked to the highlighted records in the List Pane. ALT + O (Opportunity)
Create a communication history item (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.) linked to the highlighted records in the List Pane. ALT + MH (More) then DOWN ARROW to the type of history item that you want to create
Categorize the highlighted records in the List Pane. ALT + G (Categorize) then DOWN ARROW to the category that you want
Flag the highlighted records in the List Pane for follow-up. ALT + U (Follow Up) then DOWN ARROW to the time frame for following up

ShowIn the Sales workspace:

To do this Press
Create a new Lead (lead: A potential customer who must be contacted by a salesperson and either qualified or disqualified as a sales opportunity.) record. ALT + NL (New Lead)
Create a new Opportunity (Opportunity: The chance to sell your products or services to an Account or Business Contact.) record. ALT + NO (New Opportunity)
Create a new item. ALT + I (New Items) then DOWN ARROW to the type of item that you want to create
Send an e-mail message to the records highlighted in the List Pane. ALT + E (E-mail)
Create a meeting request for the records highlighted in the List Pane. ALT + MR (Meeting Request)
Include the records highlighted in the List Pane in a mail merge. ALT + RG (Mail Merge)
Create a 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.) directed at the records highlighted in the List Pane. ALT + MA (Marketing Activity) then DOWN ARROW to the type of activity that you want to create
Create an Outlook item linked to the records highlighted in the List Pane. ALT + MO (More) then DOWN ARROW to the type of item that you want to create
Assign the highlighted records in the List Pane to a database user. ALT + AT (Assign To) then DOWN ARROW to the user name that you want
Create a 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.) record that is named for and linked to the highlighted Opportunity in the List Pane. ALT + CP (Create Business Project)
Simultaneously edit a field in the highlighted records in the List Pane. ALT + BE (Bulk Edit)
Convert the highlighted records in the List Pane to another type of record. ALT + CT (Convert To) then DOWN ARROW to the type of record that you want to convert the records to
Delete the highlighted records in the List Pane. ALT + D (Delete)
Create a phone log record linked to the highlighted records in the List Pane. ALT + PL (Phone Log)
Create a business note (business note: Enables a user to log the details of a business communication or transaction, and to link it with the history of an Account, Business Contact, Opportunity, or Business Project.) record linked to the highlighted records in the List Pane. ALT + BN (Business Note)
Link a file to the highlighted records in the List Pane. ALT + F (File)
Create an Opportunity record (Opportunity record: The location for storing Opportunity information, including information that is entered on the Opportunity form, linked records, and communication history items.) linked to the highlighted records in the List Pane. ALT + O (Opportunity)
Create a communication history item (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.) linked to the highlighted records in the List Pane. ALT + MH (More)
Categorize the highlighted records in the List Pane. ALT + G (Categorize) then DOWN ARROW to the category that you want
Flag the highlighted records in the List Pane for follow-up. ALT + U (Follow Up) then DOWN ARROW to the time frame for following up
Open the Modify Sales Stages and Sales Activities dialog box to customize this information for your business. ALT + SS (Sales Stages)
Open the Modify Scoring Criteria dialog box to customize Lead scoring criteria. ALT + SC (Scoring Criteria)
Open the Products and Services dialog box to add or update your list of products and service items. ALT + PS (Products and Services)

ShowIn the Marketing workspace

To do this Press
Create a new call list marketing activity record. ALT + NC (New Call List)
Create a new mass e-mail marketing activity record. ALT + NE (New Mass E-mail)
Create a new direct mail print marketing activity record, or other type of marketing activity record. The selection depends on which tab in the List Pane is selected. ALT + NN (New Direct Mail Print or New Other Activity)
Create a new item. ALT + I (New Items)
Mark a completed marketing activity, highlighted in the List Pane, as closed. ALT + MC (Mark Closed)
Delete the highlighted records in the List Pane. ALT + D (Delete)
Categorize the highlighted records in the List Pane. ALT + G (Categorize) then DOWN ARROW to the category that you want
Flag the highlighted records in the List Pane for follow-up. ALT + U (Follow Up) then DOWN ARROW to the time frame for following up

ShowIn the Project Management workspace:

To do this Press
Create a new 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.) record. ALT + NP (New Business Project)
Create a new project task record. ALT + NT (New Project Task)
Create a new item. ALT + I (New Items)
Create a blank e-mail message. ALT + E (E-mail)
Create a blank meeting request. ALT + MR (Meeting Request)
Assign the highlighted records in the List Pane to a database user. ALT + AT (Assign To)
Simultaneously edit a field in the highlighted Projects in the List Pane. ALT + BE (Bulk Edit)
Mark the highlighted tasks in the List Pane as complete. ALT + MP (Mark Complete)
Delete the highlighted records in the List Pane. ALT + D (Delete)
Create a phone log record linked to the highlighted Projects in the List Pane. ALT + PL (Phone Log)
Create a project task record that is linked to the highlighted Projects in the List Pane. ALT + PT (Project Task)
Create a communication history item linked to the highlighted Projects in the List Pane. ALT + MH (More)
Create a template to use when creating new Business Project records. ALT + CT (Create Template)
Open the Manage Project Templates dialog box to update your Business Project templates. ALT + MT (Manage Project Templates)
Categorize the highlighted records in the List Pane. ALT + G (Categorize) then DOWN ARROW to the category that you want
Flag the highlighted records in the List Pane for follow-up. ALT + U (Follow Up) then DOWN ARROW to the time frame for following up

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Keyboard shortcuts on the View tab

You can customize how your information is displayed in Business Contact Manager for Outlook with the View tab. Most of the shortcuts are displayed on the Ribbon, regardless of the workspace you are in.

To do this Press
Display contact records in the List Pane as a list. ALT + VL (List)
Display contact records in the List Pane as address cards. ALT + VA (Address Card)
Display contact records in the List Pane as business cards. ALT + VB (Business Card)
Open the Advanced View Settings dialog box to make more changes, such as the font, sort order, or filtering a list. ALT + VS (View Settings)
Reset the List Pane view to the default List view. ALT + X (Reset View)
Open the Filter dialog box to include only the information you want to see in the List Pane. ALT + FF (Filter)
Display only the records assigned to the user you specify. ALT + FA (Assigned To)
Display only the records in the sales stage you specify, All, Only Open, Only Closed Won, or Only Closed Lost. ALT + FS (Sales Stages)
Display only the records with the active status you specify. ALT + FV (Active)
Sort records in the List Pane by the users they are assigned to. ALT + BS (By Assigned To)
Sort records in the List Pane by their Active status. ALT + BV (By Active)
Sort records in the List Pane by category. ALT + BC (By Category)
Sort records in the List Pane by Account. ALT + BA (By Account)
Sort records in the List Pane by linked Account. ALT + BL (By Linked)
Sort records in the List Pane by sales stage. ALT + BT (By Sales Stage)
Sort records by any of the fields included in the record form. ALT + AB (Arrange By)
Sort marketing activity records by the campaign they are in. ALT + BG (By Campaign)
Sort marketing activity records by their completion status. ALT + BU (By Activity Status)
Reverse the sort order you chose. ALT + RS (Reverse Sort)
Add information by column to the List Pane. ALT + AC (Add Columns)
Expand or collapse the records in the List Pane. ALT + E (Expand/Collapse)
Choose how to display the Navigation Pane. ALT + N (Navigation)
Choose how to display the Reading Pane. ALT + PN (Reading Pane)
Choose how to display the To-Do Bar. ALT + TB (To-Do Bar)
Open your Reminder window for the records highlighted in the List Pane. ALT + M (Reminders Window)
Open the records highlighted in the List pane in a new window or windows. ALT + ON (Open in New Window)
Close all additional windows. ALT + CA (Close All Items)

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Keyboard shortcuts on the Reports tab

To do this Press
Open a report that you have customized and saved. ALT + S (Saved Reports)
Open a report on Accounts. ALT + A (Accounts)
Open a report on Business Contacts. ALT + B (Business Contacts)
Open a report on Leads. ALT + L (Leads)
Open a report on Opportunities. ALT + O (Opportunities)
Open a sales report on your most profitable customers. ALT + TC (Top Customers)
Open a sales report on your best-selling products. ALT + TP (Top Products)
Open a sales report on your contacts that have referred the most business to your company. ALT + TR (Top Referrers)
Open a sales report on your inactive customers. ALT + DC (Dormant Customers)
Open a marketing report. ALT + M (Marketing)
Open a report on Business Projects. ALT + P (Business Projects)
Open a report on Project Tasks. ALT + TA (Project Tasks)

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Keyboard shortcuts on the Gadgets tab

To do this Press
Add a Sales gadget to your workspace or Dashboard. ALT + S (Sales)
Add a Marketing gadget to your workspace or Dashboard ALT + M (Marketing)
Add a Project Management gadget to your workspace or Dashboard ALT + P (Project Management)
Add the Recent Items gadget to your workspace or Dashboard ALT + G (General)
Refresh the data in all gadgets ALT + R (Refresh)

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Business Contact Manager keyboard shortcuts in Outlook

Some of the keyboard shortcuts for Business Contact Manager for Outlook appear in the Mail reading pane of Microsoft Outlook. The shortcuts are all on the Ribbon, on the Home tab, in the Business group.

To do this Press
Add the e-mail address in a highlighted message to Business Contact Manager for Outlook as an Account, Business Contact, or custom record type. ALT + BC (Create Record)
Set up e-mail linking and tracking E-mail Linking and Tracking: A feature that enables the user to automatically associate sent or received e-mail messages with the e-mail address of an Account or Business Contact record type. The feature also enables users to associate the subject line of e-mail messages with Business Projects. for any or all of the e-mail addresses in a highlighted e-mail message. ALT + BL (Link and Track)
Add the highlighted Outlook item to the communication history of a record. ALT + BR (Link to Record)

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Applies to:
Outlook 2013, Outlook 2010