Sharing your Business Contact Manager data with other users

With Business Contact Manager for Outlook 2007, you and your coworkers can share the business data that is important to all of you. Information in 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.), Business Contacts (Business Contact: A person with whom you do business at a company or organization.), 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.) is kept as 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 (Business Contact Manager database: The database that stores information about Accounts, Business Contacts, Opportunities, Business Projects, and other items.). The creator of this database is also the database owner (database owner: The person who created the database, and has full control, including granting access permissions or deleting records. When a database has been restored, then the person who restored it becomes the owner.), and can grant or deny access to other users who are on the same network.

 Note   For a greater level of security, all data that is transmitted between the shared database (shared database: A database that is shared out to other users. These users create their own local copy, which is periodically synchronized with the shared database.) and the local database (local database: A local copy of a shared remote database, which you work in on your computer, and which is periodically synchronized with the remote database.) is encrypted.

 Tip   The database owner can share the database only with coworkers whose computers are on the same network, in the same workgroup or domain. Networked computers can "see" each other which means that coworkers can access folders, files, and printers on each others' computers if the folder, file, or printer is shared. The computers are connected either wirelessly or by using a physical connection. For more information about networking and sharing files, see Windows Help and Support.

What do you want to do?


Grant or deny other users access to my database

If you are the database owner, you can grant access to your database to selected users who already have access to your computer or are part of your domain (domain: In Active Directory, a collection of computer, user, and group objects defined by the administrator. These objects share a common directory database, security policies, and security relationships with other domains.). You can also use the Share Database wizard to change the users who have access to your Business Contact Manager database.

 Note   Users' computers can be members of the same workgroup or network. A domain is not required to share your database.

Users who have access to your database can update 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.), create new records, and move records to the Deleted Items folder (Deleted Items folder: A folder that stores items deleted by the user. Only the database owner can permanently delete these items.). They cannot permanently delete records.

As a database owner, you can:

  • Choose to share or not share your database with others.
  • Grant or deny access to your database for individual users.
  • Change the users who have access to your database.
  • Delete the database.
  • Back up the database.
  • Restore a database that you previously backed up.
  • Permanently delete a record by emptying the Deleted Items folder.

 Note   Any user can restore a record that is still in the Deleted Items folder.

  • Check for errors, and repair the database.

If you are an administrator (administrator: The person in charge of managing a Windows computer. The administrator is responsible for installing software, assigning passwords, and managing files.) for the computer or the domain, you can:

  • Add new users to the computer or the domain.
  • Access any shared database on that computer or domain, including databases created by others.

 Tip   To move a database, first Back up your Business Contact Manager data, then Restore the data on the destination computer.

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To grant or deny access to your Business Contact Manager database

  1. On the Business Contact Manager menu, point to Database Tools, and then click Share Database.
  2. Complete the Share Database wizard.

 Notes 

  • To grant or deny access to only some of your users, select I want to share my data, and then, on the Select Users page, do the following:
    • Select the check box next to the names of users with whom you want to share your Business Contact Manager database.
    • Clear the check box of users that you do not want to access your database.
  • To grant access to someone who will connect to the shared database from a different computer, in the Share Database wizard, click I want to share my data, and then select the with users working on other computers in my network check box. To add a new user whose name is not listed, on the Select Users page, click Add New User. You must specify a temporary password for each user. The password cannot be blank.

     Tip    The new user must also have a user account with the same user name on the computer that connects to the shared database.

  • To connect to the shared Business Contact Manager database, each computer must be running Business Contact Manager for Outlook 2007.

To change (add or remove) the users who have access to your Business Contact Manager database

  1. On the Business Contact Manager menu, point to Database Tools, and then click Share Database.
  2. Click Next.
  3. On the Select Users page, do the following:
    • Select the check box next to the names of users with whom you want to share your Business Contact Manager database.

       Note   To add a user who is not listed on the page, click the Add New User button, and then follow the instructions on your screen. You must specify a temporary password for each user. The password cannot be blank. The new user must also have a user account with the same user name on the computer that connects to the shared database.

    • Clear the check box next to the names of users that you do not want to have access to your Business Contact Manager database.
  4. Click Next, and then complete the wizard.

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To stop sharing your database

  1. On the Business Contact Manager menu, point to Database Tools, and then click Share Database.
  2. On the Share Database page, click I do not want to share my data.

 Note   If Business Contact Manager for Outlook is integrated with Office Accounting, the integration must be removed before you can stop sharing your database. For more information about how to remove the integration, see Help in Office Accounting.

Access a shared database

You can connect to a Business Contact Manager database if you have been granted access by the database owner. The shared database can be on the same computer (local) or on a different computer (remote).

 Note   To connect to the shared Business Contact Manager database, each computer must be running Business Contact Manager for Outlook 2007.

If you have been granted access, you can view 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.), update records, create new records, access accounting data, and move records to and from the Deleted Items folder.

 Note   More than one person can simultaneously edit the same record because it is not locked. If a record is simultaneously edited by more than one person, the latest saved changes will overwrite earlier changes.

In addition to being granted access to a shared database that is on the same computer, Business Contact Manager for Outlook must be configured for your Outlook profile. If the shared database is on a different computer, Business Contact Manager for Outlook must also be installed on your computer, and then configured for your Outlook profile. In either case, this means that when you start Outlook, you must complete the Business Contact Manager Startup Wizard. See the following procedures for information about how to complete the Startup wizard or switch to using a shared database.

For more information about profiles, see Overview of Outlook e-mail profiles.

To access a shared database, do one of the following:

ShowIf you are using Business Contact Manager for Outlook for the first time, complete the Startup Wizard

  1. In the Startup Wizard, click Select an existing database.
  2. In the Computer name box, type the name of the computer on which the shared database is located, and then click Connect.

 Note   If you do not know the computer name or the database name, contact the person who created the database for this information.

  1. In the Database name box, select the database.
  2. Click Next, and then follow the instructions in the Startup wizard.

 Note    The owner of the database must give you a temporary password. You will be prompted to change it. The password cannot be blank.

ShowIf you have already installed and used Business Contact Manager for Outlook, switch to the shared database.

  1. On the Business Contact Manager menu, point to Database Tools, and then click Create or Select a Database.
  2. Click Select an existing database.
  3. In the Computer name box, type the name of the computer on which the shared database is located, and then click Connect.

 Note   If you do not know the computer name or the database name, contact the person who created the database for this information.

  1. In the Database name box, select the database.
  2. Click Next, and then follow the instructions in the Startup wizard.

 Note   The owner of the database must give you a temporary password. You will be prompted to change it. The password cannot be blank.

 Note   For more information about a page, click the Help button.

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Applies to:
Outlook 2007