You are previewing Outlook® 2007 Business Contact Manager For Dummies®.
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Outlook® 2007 Business Contact Manager For Dummies®

Book Description

Keep track of customers, coordinate projects, and implement initiatives

The fun and easy way(r) to put BCM to work and make more money in less time

Looking to make the most of Business Contact Manager? This nuts-and-bolts guide gets you up and running with this powerful software in no time. You'll take advantage of the latest features -- from customizing fields to integrating with Office Accounting -- to keep your business operating smoothly. Create quotes, orders, and invoices in a flash so you can focus on sales!

Discover how to:

  • Create and manage a database

  • Organize your day

  • Share data among multiple users

  • Synchronize laptop data with a master database

  • Improve your customer relationships

Table of Contents

  1. Copyright
  2. About the Authors
  3. Authors' Acknowledgments
  4. Publisher's Acknowledgments
  5. Introduction
    1. About This Book
    2. Conventions Used in This Book
    3. What You Should Read
    4. What You Don't Have to Read
    5. Foolish Assumptions
    6. How This Book Is Organized
      1. Part I: Getting to Know Your Business Contact Manager
      2. Part II: Putting BCM to Work
      3. Part III: Organizing Your Day
      4. Part IV: Show Me the Money
      5. Part V: Communicating with the Outside World
      6. Part VI: Digging in a Bit Deeper
      7. Part VII: The Part of Tens
    7. Icons Used in This Book
    8. Where to Go from Here
  6. I. Getting to Know Your Business Contact Manager
    1. 1. What Is Outlook Business Contact Manager?
      1. 1.1. And Then There Was BCM
      2. 1.2. Finding Out Exactly What BCM Does
      3. 1.3. Taking a Sneak Peek at BCM
      4. 1.4. Who Should Be Using BCM
      5. 1.5. Getting Started with a Few Concepts
    2. 2. Finding Your Way Around Business Contact Manager
      1. 2.1. Taking a Look at BCM
      2. 2.2. Knowing the Toolbars and Menus
        1. 2.2.1. BCM choices on the Outlook menu bar
        2. 2.2.2. Using the BCM toolbar
      3. 2.3. Customizing BCM's Look to Suit Your Needs
        1. 2.3.1. Changing the default startup option
        2. 2.3.2. Navigating the Navigation pane options
        3. 2.3.3. Viewing via the View menu
      4. 2.4. Finding Your Contacts and Accounts
        1. 2.4.1. Getting to know your contacts
        2. 2.4.2. Organizing contacts with accounts
    3. 3. Getting Down to Business Contact Manager
      1. 3.1. Creating a New BCM Database
      2. 3.2. Opening a Database
      3. 3.3. Viewing Your Current Database
      4. 3.4. Deleting a Database
      5. 3.5. Importing Contacts into BCM
        1. 3.5.1. Determining your data type
        2. 3.5.2. Performing the data import
        3. 3.5.3. Moving contacts from Outlook
      6. 3.6. Exporting Data from Business Contact Manager
  7. II. Putting BCM to Work
    1. 4. Getting to Know Your Business Contacts
      1. 4.1. Working with Business Contacts
      2. 4.2. Entering a Business Contact from Scratch
      3. 4.3. Adding a Business Contact from an E-Mail
      4. 4.4. Adding a Business Contact from an Account Record
      5. 4.5. Making Changes to a Business Contact
        1. 4.5.1. Changing data in a business contact
        2. 4.5.2. Deleting a business contact
      6. 4.6. Resolving Duplicates
      7. 4.7. Exploring the Business Contact Window
        1. 4.7.1. Tying a ribbon around your business contacts
          1. 4.7.1.1. Getting into the middle of the action
          2. 4.7.1.2. Communicating with the outside world
          3. 4.7.1.3. With this model you get plenty of options
        2. 4.7.2. Tabbing your way to more features
        3. 4.7.3. Clicking a few more options
    2. 5. Setting Up Your Business Accounts
      1. 5.1. Getting the 411 on Accounts
      2. 5.2. Entering the Account
      3. 5.3. Creating an Account from an Existing Business Contact
      4. 5.4. Doing Your Account Housekeeping
        1. 5.4.1. Editing an existin account
        2. 5.4.2. Deleting an account record
        3. 5.4.3. Resoving duplicates
      5. 5.5. Adding More Details in the Account Window
    3. 6. Color Your World with Categories
      1. 6.1. Understanding the Power of Categories
      2. 6.2. Creating and Defining Categories
        1. 6.2.1. Adding a new category
        2. 6.2.2. Renaming an existing category
        3. 6.2.3. Deleting a category
      3. 6.3. Assigning and Unassigning Items to Categories
        1. 6.3.1. Assigning a category to an item
        2. 6.3.2. Unassigning a category from an item
        3. 6.3.3. Assigning a category to a new item
    4. 7. Creating Customized BCM Fields
      1. 7.1. Planning your Custom Fields
      2. 7.2. Adding a New Field to Your Database
      3. 7.3. Recycling Your New Fields
      4. 7.4. Working with Drop-Down Lists
      5. 7.5. Customizing Your Dashboards
  8. III. Organizing Your Day
    1. 8. Managing Your Calendar
      1. 8.1. Scheduling an Appointment with Exsisting Records
      2. 8.2. Linking an Outlook Appointment to a Record
      3. 8.3. Making Changes to Your Appointments
        1. 8.3.1. Editing your activities
        2. 8.3.2. Clearing an alarm
        3. 8.3.3. Unlinking an appointment
    2. 9. Multitasking with the Task List
      1. 9.1. Creating Tasks
        1. 9.1.1. Creating a task linked to a contact
        2. 9.1.2. Creating an unlinked task
        3. 9.1.3. Creating a task from an e-mail
        4. 9.1.4. Making a task recur multiple times
      2. 9.2. Managing Your Tasks
        1. 9.2.1. Editing a task
        2. 9.2.2. Completing tasks
        3. 9.2.3. Deleting a task
      3. 9.3. Assigning a Task to a Co-Worker
        1. 9.3.1. Sending a status report
        2. 9.3.2. Waiting for results
      4. 9.4. Using Tasks Day to Day
        1. 9.4.1. Opening a Task view
        2. 9.4.2. Searching for information in tasks
        3. 9.4.3. Using the query builder to find information
    3. 10. Creating Business Histories
      1. 10.1. Keeping Track of Your Histories
        1. 10.1.1. Types of history items
        2. 10.1.2. Recording and linking a history item
          1. 10.1.2.1. Linking at the time you create the history item
          2. 10.1.2.2. Linking an existing history item
        3. 10.1.3. Editing an existing history item
        4. 10.1.4. Deleting an existing history item
      2. 10.2. Automating the E-Mail Connection
        1. 10.2.1. Linking outgoing mail
        2. 10.2.2. Linking incoming mail
        3. 10.2.3. Linking old e-mail with new contacts
        4. 10.2.4. Not linking Outlook folders to a contact
        5. 10.2.5. Linking a specific e-mail
        6. 10.2.6. Linking an e-mail to a project
        7. 10.2.7. Creating a new contact and linking their e-mails
      3. 10.3. Keeping Track of Files Using Communication History
      4. 10.4. Viewing, Searching, and Managing Your Histories
        1. 10.4.1. Viewing history in Communication History view.
        2. 10.4.2. Customizing the Communication History view.
        3. 10.4.3. Searching history in Communication History view
        4. 10.4.4. Viewing history in each record
  9. IV. Show Me the Money!
    1. 11. Sharing Your Data
      1. 11.1. Understanding How BCM Shares Data
      2. 11.2. Sharing the Database Across a Network
        1. 11.2.1. step1: Load the BCM software on the server PC
        2. 11.2.2. Step 2: Create the BCM master database on the BCM server
        3. 11.2.3. Step 3: Share your database
      3. 11.3. Connecting Each User's PC to the Database
      4. 11.4. Removing Access to a Shared Database
    2. 12. Working with Opportunities
      1. 12.1. Taking Advantage of Opportunities
        1. 12.1.1. Creating a new opportunity
        2. 12.1.2. Wrapping a ribbon around an opportunity
        3. 12.1.3. Editing an opportunity
        4. 12.1.4. Closing the deal
        5. 12.1.5. Deleting an opportunity
      2. 12.2. Adding Products to Your Opportunity
        1. 12.2.1. Show me the money!
        2. 12.2.2. Importing a CSV product list
        3. 12.2.3. Editing or deleting a product or service
      3. 12.3. You Can Quote Me on That
      4. 12.4. Keeping an Eye on Your Opportunities
        1. 12.4.1. Checking the dashboard for sales information
        2. 12.4.2. Reporting on your opportunities
    3. 13. Accounting We Will Go
      1. 13.1. Setting Up Your Network
      2. 13.2. Sharing the Accounting Database
        1. 13.2.1. Setting up users and roles
        2. 13.2.2. Integrating the database
      3. 13.3. Disconnecting BCM from Accounting
      4. 13.4. Flowing Data from BCM into Accounting
        1. 13.4.1. Creating a quote, sales order, or invoice
        2. 13.4.2. Creating time entries
        3. 13.4.3. Submitting time entries to Accounting
          1. 13.4.3.1. Creating time entries as you enter them
          2. 13.4.3.2. Creating time entries in a group
      5. 13.5. Using Data from Accounting in BCM
        1. 13.5.1. Looking at financial history and summary information inside BCM
        2. 13.5.2. Running reports in BCM using Accounting data
  10. V. Communicating with the Outside World
    1. 14. Merging BCM with Word
      1. 14.1. Setting Up Your Document
      2. 14.2. Selecting Contacts from BCM
        1. 14.2.1. Sorting your fields
        2. 14.2.2. Filtering your contacts
        3. 14.2.3. Finding duplicates
        4. 14.2.4. Finding recipients in a large list
      3. 14.3. Placing Merge Codes in the Document
      4. 14.4. Completing the Merge (And Preview)
      5. 14.5. Making Merged Documents Look Special
    2. 15. Creating and Tracking Marketing Campaigns
      1. 15.1. Creating a New Marketing Campaign
        1. 15.1.1. Entering basic information about your campaign
        2. 15.1.2. Deciding who'll receive the e-mail or letter
        3. 15.1.3. Choosing how your recipients get your campaign
        4. 15.1.4. Choosing what to send
        5. 15.1.5. Launching the Marketing Campaign
      2. 15.2. Sending E-Mails with E-Mail Marketing Service
        1. 15.2.1. Setting up e-mail tracking
        2. 15.2.2. Checking e-mail credits
        3. 15.2.3. Sending your e-mail
      3. 15.3. Tracking Your Marketing Campaign
        1. 15.3.1. Linking the campaign to the contact, account, or opportunity
        2. 15.3.2. Reporting on marketing campaigns
        3. 15.3.3. Following up with the next campaign
    3. 16. Taking the Show on the Road
      1. 16.1. Creating an Offline Database
        1. 16.1.1. Synchronizing while you're out of the office
        2. 16.1.2. Synchronizing when you return to the office
      2. 16.2. Putting Your Business in Your Pocket
        1. 16.2.1. Deciding on a mobile device
        2. 16.2.2. Getting data into your device
        3. 16.2.3. Tricking BCM into synchronizing contacts
      3. 16.3. Connecting to Your Office Instead of Taking BCM with You
  11. VI. Digging In a Bit Deeper
    1. 17. Seek and Ye Shall Find Your Data
      1. 17.1. Filtering Your Data
        1. 17.1.1. Simple Filter
        2. 17.1.2. Advanced Filter
        3. 17.1.3. Review Results
        4. 17.1.4. Saving a filter
        5. 17.1.5. Opening a filter
      2. 17.2. Working with Search Folders
        1. 17.2.1. Creating a search folder
        2. 17.2.2. Deleting a search folder
      3. 17.3. Using Filters Every Day
    2. 18. Measuring Your Progress with BCM Reports
      1. 18.1. Knowing the Basic BCM Reports
        1. 18.1.1. Accounting for your accounts
        2. 18.1.2. Tracking your activities
        3. 18.1.3. Making contact with your business contacts
        4. 18.1.4. Leading up to your leads
        5. 18.1.5. Seeing your opportunities at an opportune time
        6. 18.1.6. Seeing your business projects flash before your eyes
        7. 18.1.7. Going to market with your marketing campaigns
      2. 18.2. Running a BCM Report
      3. 18.3. Giving Your Reports a Complete Facelift
        1. 18.3.1. Modifying an existing report
        2. 18.3.2. Filtering your reports
      4. 18.4. Performing a Minor Report Makeover
        1. 18.4.1. Heads up on your headers and footers
        2. 18.4.2. Fashioning a few fonts
      5. 18.5. Changing Report Information
        1. 18.5.1. Refreshing your report
        2. 18.5.2. Creating an Excel-ent report
    3. 19. Managing Your Projects and Teams
      1. 19.1. Creating the Business Project
        1. 19.1.1. Entering more information in the project
          1. 19.1.1.1. Entering details with a time stamp
          2. 19.1.1.2. Entering and viewing communication history
          3. 19.1.1.3. Adding user-defined fields and customizing forms
          4. 19.1.1.4. Assigning categories
          5. 19.1.1.5. Follow ups
        2. 19.1.2. Deleting a project
      2. 19.2. Working with Project Tasks
        1. 19.2.1. Creating a project task
        2. 19.2.2. Completing a task
        3. 19.2.3. Using the project task to bill time
        4. 19.2.4. Assigning the task
        5. 19.2.5. Deleting a project task
      3. 19.3. Managing the Project
        1. 19.3.1. Using the Business Project and Project Task views
        2. 19.3.2. Using Project Overview inside the project record
        3. 19.3.3. Using the To-Do List to manage projects and tasks
        4. 19.3.4. Timeline view of tasks
    4. 20. Maintaining Your Database
      1. 20.1. Managing Your BCM Database
      2. 20.2. Backing Up Your BCM Database
        1. 20.2.1. Restoring the database
        2. 20.2.2. Checking for errors
      3. 20.3. Deleting a BCM database
      4. 20.4. Moving a Database from One PC to Another
  12. VII. The Part of Tens
    1. 21. Ten Cool Things You Can Do In Business Contact Manager
      1. 21.1. Keep All Your Contact Information in One Place
      2. 21.2. Customize Your Information
      3. 21.3. Integrate with Other Office Products
      4. 21.4. Use Your Existing Data
      5. 21.5. Create an Opportunity Pipeline
      6. 21.6. Keep Checking the Dashboard
      7. 21.7. Run Reports on Your Progress
      8. 21.8. Market Your Heart Out
      9. 21.9. Keep Track of Your Projects
      10. 21.10. Share Your Information with Other Users
    2. 22. Ten Cool Ways to Get Information into BCM
      1. 22.1. Incorporate Microsoft Office Live
      2. 22.2. Improve Your Data Entry Outlook
      3. 22.3. Import Data from Your Existing Software
      4. 22.4. Track Your Spreadsheets
      5. 22.5. Link to Your PDA
      6. 22.6. Synchronize with Your Laptop
      7. 22.7. Grab Some Tidbits from Your E-Mail
      8. 22.8. Send Out E-Marketing Swiftly
      9. 22.9. Start Scanning
      10. 22.10. Write with the Logitech Pen