Simultaneously edit Business Contact Manager records

You can easily edit the same field in multiple 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.) or Business Contact (Business Contact: A person with whom you do business at a company or organization.) 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.) with Bulk Edit. You can also bulk edit Opportunity (Opportunity: The chance to sell your products or services to an Account or Business Contact.) and 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 with just a few clicks.

Bulk editing is useful if, for example, you want to assign a large group of Accounts to a new employee in your company, or update many records with information in a custom field that you created. You can also remove data from records using Bulk Edit.

 Important    Bulk edits cannot be undone.

This article covers the various ways in which you can bulk edit records, and the limitations of the Bulk Edit feature.

In this article


Edit multiple records with Bulk Edit

You can edit many records and many types of fields using Bulk Edit, including your own custom records and user-defined fields (user-defined field: A field that you can create and define to track information specific to your business.).

If a field is editable, and if it can appear on the record type that you are editing, it is available for updates in the Bulk Edit dialog box. Just select the field, enter the information that you want, and then click OK.

Although you can't remove a field from a record with Bulk Edit, you can use it to delete the data entered in the field.

You can update only one field at a time using Bulk Edit.

 Note    Not all fields that you can bulk edit will appear on each record. For example, the sample business database includes a custom field, Estimated Lead Value, on the Lead (lead: A potential customer who must be contacted by a salesperson and either qualified or disqualified as a sales opportunity.) form. The field is also listed in the Bulk Edit dialog box when you have selected Business Contacts, because the Lead form is based on a Business Contact record.

For information about custom records or how to add or remove fields from a form, see Create and customize record types and lists.

Top of Page Top of Page

In this section


Add, edit, or remove data in multiple records

To edit a field in several records, you can choose a default data field, or you can choose a user-defined field.

  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. Click the tab that contains the records that you want to edit.
  2. Click the records that you want to edit.

ShowHow do I select more than one record?

To select records that are adjacent to each other, press the SHIFT key, and then click the first and last records of the group that you want to add. To select nonadjacent records, press the CTRL key, and then click the individual records. To select all records, click one, and then press CTRL+A.

  1. On the Ribbon, on the Home tab, in the Edit group, click Bulk Edit.

bulk edit button on Ribbon

 Tip    You can also right-click the selected records, and then click Bulk Edit.

  1. In the Select the field box, click the field that you want to edit. The Bulk Edit dialog box lists all the editable fields that can appear on the form, including any user-defined fields. The fields are displayed in the list as User-defined Fields or Built-in Fields.

bulk edit window

  1. To add or change data in a field, click the Set option, and then click or type the data that you want in the field for the selected records. If necessary, you can click Edit this list to add the data that you want. For information about how to add an item to a list, see Create and customize record types and lists.
  2. To remove data from a field in the selected records, click Clear the value.

 Warning    Use extreme caution. This action cannot be undone except by opening each affected record and re-entering the deleted data. You can cancel a bulk edit that is in progress if you catch it in time, but some records will have been changed.

  1. Click OK to complete the edit, or click Cancel.

Top of Page Top of Page

Cancel a bulk edit

If you change your mind while a bulk edit is in progress, it may be possible to cancel before all the records have been changed.

 Important    If you cancel a bulk edit after it has started, some of the selected records will already be changed. There is no "undo" option. To undo a change that you made using bulk edit, you must open the individual records and manually change each field back to its original value.

  1. In the Applying Bulk Edit dialog box, click Cancel.
  2. Click Yes when prompted to cancel the process and close the dialog box.

Business Contact Manager for Outlook will immediately stop updating the selected records.

Top of Page Top of Page

What types of records can be bulk edited?

Most of the fields on most of the record types can be edited in bulk. Marketing activities, project tasks, and communication history items cannot be edited in bulk.

In this record type… You can edit every field except these
Accounts
  • Account name
  • Display as
  • This is the mailing address check box
Business Contacts
  • Full Name
  • File as
  • Display as
  • Business Card
  • This is the mailing address check box
Opportunities
  • Products and Services list
  • Any records with a Sales Stage of Closed Won or Closed Lost
Business Projects
  • No fields are excluded from bulk editing

Top of Page Top of Page

What information can’t be bulk edited?

The bulk editing feature is quite powerful, but there are some things you cannot use it to edit:

Top of Page Top of Page

 
 
Applies to:
Outlook 2013, Outlook 2010