book

Outlook® 2007 Business Contact Manager For Dummies®

by Karen Fredricks, Lon Orenstein

March 2007

Intermediate to advanced

336 pages

6h 48m

English

For Dummies

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About This BookConventions Used in This BookWhat You Should ReadWhat You Don't Have to ReadFoolish AssumptionsHow This Book Is OrganizedPart I: Getting to Know Your Business Contact ManagerPart II: Putting BCM to WorkPart III: Organizing Your DayPart IV: Show Me the MoneyPart V: Communicating with the Outside WorldPart VI: Digging in a Bit DeeperPart VII: The Part of TensIcons Used in This BookWhere to Go from Here
1.1. And Then There Was BCM1.2. Finding Out Exactly What BCM Does1.3. Taking a Sneak Peek at BCM1.4. Who Should Be Using BCM1.5. Getting Started with a Few Concepts
2.1. Taking a Look at BCM2.2. Knowing the Toolbars and Menus2.2.1. BCM choices on the Outlook menu bar2.2.2. Using the BCM toolbar2.3. Customizing BCM's Look to Suit Your Needs2.3.1. Changing the default startup option2.3.2. Navigating the Navigation pane options2.3.3. Viewing via the View menu2.4. Finding Your Contacts and Accounts2.4.1. Getting to know your contacts2.4.2. Organizing contacts with accounts
3.1. Creating a New BCM Database3.2. Opening a Database3.3. Viewing Your Current Database3.4. Deleting a Database3.5. Importing Contacts into BCM3.5.1. Determining your data type3.5.2. Performing the data import3.5.3. Moving contacts from Outlook3.6. Exporting Data from Business Contact Manager

4.1. Working with Business Contacts4.2. Entering a Business Contact from Scratch4.3. Adding a Business Contact from an E-Mail4.4. Adding a Business Contact from an Account Record4.5. Making Changes to a Business Contact4.5.1. Changing data in a business contact4.5.2. Deleting a business contact4.6. Resolving Duplicates4.7. Exploring the Business Contact Window4.7.1. Tying a ribbon around your business contacts4.7.1.1. Getting into the middle of the action4.7.1.2. Communicating with the outside world4.7.1.3. With this model you get plenty of options4.7.2. Tabbing your way to more features4.7.3. Clicking a few more options
5.1. Getting the 411 on Accounts5.2. Entering the Account5.3. Creating an Account from an Existing Business Contact5.4. Doing Your Account Housekeeping5.4.1. Editing an existin account5.4.2. Deleting an account record5.4.3. Resoving duplicates5.5. Adding More Details in the Account Window
6.1. Understanding the Power of Categories6.2. Creating and Defining Categories6.2.1. Adding a new category6.2.2. Renaming an existing category6.2.3. Deleting a category6.3. Assigning and Unassigning Items to Categories6.3.1. Assigning a category to an item6.3.2. Unassigning a category from an item6.3.3. Assigning a category to a new item
7.1. Planning your Custom Fields7.2. Adding a New Field to Your Database7.3. Recycling Your New Fields7.4. Working with Drop-Down Lists7.5. Customizing Your Dashboards
8.1. Scheduling an Appointment with Exsisting Records8.2. Linking an Outlook Appointment to a Record8.3. Making Changes to Your Appointments8.3.1. Editing your activities8.3.2. Clearing an alarm8.3.3. Unlinking an appointment
9.1. Creating Tasks9.1.1. Creating a task linked to a contact9.1.2. Creating an unlinked task9.1.3. Creating a task from an e-mail9.1.4. Making a task recur multiple times9.2. Managing Your Tasks9.2.1. Editing a task9.2.2. Completing tasks9.2.3. Deleting a task9.3. Assigning a Task to a Co-Worker9.3.1. Sending a status report9.3.2. Waiting for results9.4. Using Tasks Day to Day9.4.1. Opening a Task view9.4.2. Searching for information in tasks9.4.3. Using the query builder to find information
10.1. Keeping Track of Your Histories10.1.1. Types of history items10.1.2. Recording and linking a history item10.1.2.1. Linking at the time you create the history item10.1.2.2. Linking an existing history item10.1.3. Editing an existing history item10.1.4. Deleting an existing history item10.2. Automating the E-Mail Connection10.2.1. Linking outgoing mail10.2.2. Linking incoming mail10.2.3. Linking old e-mail with new contacts10.2.4. Not linking Outlook folders to a contact10.2.5. Linking a specific e-mail10.2.6. Linking an e-mail to a project10.2.7. Creating a new contact and linking their e-mails10.3. Keeping Track of Files Using Communication History10.4. Viewing, Searching, and Managing Your Histories10.4.1. Viewing history in Communication History view.10.4.2. Customizing the Communication History view.10.4.3. Searching history in Communication History view10.4.4. Viewing history in each record
11.1. Understanding How BCM Shares Data11.2. Sharing the Database Across a Network11.2.1. step1: Load the BCM software on the server PC11.2.2. Step 2: Create the BCM master database on the BCM server11.2.3. Step 3: Share your database11.3. Connecting Each User's PC to the Database11.4. Removing Access to a Shared Database
12.1. Taking Advantage of Opportunities12.1.1. Creating a new opportunity12.1.2. Wrapping a ribbon around an opportunity12.1.3. Editing an opportunity12.1.4. Closing the deal12.1.5. Deleting an opportunity12.2. Adding Products to Your Opportunity12.2.1. Show me the money!12.2.2. Importing a CSV product list12.2.3. Editing or deleting a product or service12.3. You Can Quote Me on That12.4. Keeping an Eye on Your Opportunities12.4.1. Checking the dashboard for sales information12.4.2. Reporting on your opportunities
13.1. Setting Up Your Network13.2. Sharing the Accounting Database13.2.1. Setting up users and roles13.2.2. Integrating the database13.3. Disconnecting BCM from Accounting13.4. Flowing Data from BCM into Accounting13.4.1. Creating a quote, sales order, or invoice13.4.2. Creating time entries13.4.3. Submitting time entries to Accounting13.4.3.1. Creating time entries as you enter them13.4.3.2. Creating time entries in a group13.5. Using Data from Accounting in BCM13.5.1. Looking at financial history and summary information inside BCM13.5.2. Running reports in BCM using Accounting data
14.1. Setting Up Your Document14.2. Selecting Contacts from BCM14.2.1. Sorting your fields14.2.2. Filtering your contacts14.2.3. Finding duplicates14.2.4. Finding recipients in a large list14.3. Placing Merge Codes in the Document14.4. Completing the Merge (And Preview)14.5. Making Merged Documents Look Special
15.1. Creating a New Marketing Campaign15.1.1. Entering basic information about your campaign15.1.2. Deciding who'll receive the e-mail or letter15.1.3. Choosing how your recipients get your campaign15.1.4. Choosing what to send15.1.5. Launching the Marketing Campaign15.2. Sending E-Mails with E-Mail Marketing Service15.2.1. Setting up e-mail tracking15.2.2. Checking e-mail credits15.2.3. Sending your e-mail15.3. Tracking Your Marketing Campaign15.3.1. Linking the campaign to the contact, account, or opportunity15.3.2. Reporting on marketing campaigns15.3.3. Following up with the next campaign
16.1. Creating an Offline Database16.1.1. Synchronizing while you're out of the office16.1.2. Synchronizing when you return to the office16.2. Putting Your Business in Your Pocket16.2.1. Deciding on a mobile device16.2.2. Getting data into your device16.2.3. Tricking BCM into synchronizing contacts16.3. Connecting to Your Office Instead of Taking BCM with You
17.1. Filtering Your Data17.1.1. Simple Filter17.1.2. Advanced Filter17.1.3. Review Results17.1.4. Saving a filter17.1.5. Opening a filter17.2. Working with Search Folders17.2.1. Creating a search folder17.2.2. Deleting a search folder17.3. Using Filters Every Day
18.1. Knowing the Basic BCM Reports18.1.1. Accounting for your accounts18.1.2. Tracking your activities18.1.3. Making contact with your business contacts18.1.4. Leading up to your leads18.1.5. Seeing your opportunities at an opportune time18.1.6. Seeing your business projects flash before your eyes18.1.7. Going to market with your marketing campaigns18.2. Running a BCM Report18.3. Giving Your Reports a Complete Facelift18.3.1. Modifying an existing report18.3.2. Filtering your reports18.4. Performing a Minor Report Makeover18.4.1. Heads up on your headers and footers18.4.2. Fashioning a few fonts18.5. Changing Report Information18.5.1. Refreshing your report18.5.2. Creating an Excel-ent report
19.1. Creating the Business Project19.1.1. Entering more information in the project19.1.1.1. Entering details with a time stamp19.1.1.2. Entering and viewing communication history19.1.1.3. Adding user-defined fields and customizing forms19.1.1.4. Assigning categories19.1.1.5. Follow ups19.1.2. Deleting a project19.2. Working with Project Tasks19.2.1. Creating a project task19.2.2. Completing a task19.2.3. Using the project task to bill time19.2.4. Assigning the task19.2.5. Deleting a project task19.3. Managing the Project19.3.1. Using the Business Project and Project Task views19.3.2. Using Project Overview inside the project record19.3.3. Using the To-Do List to manage projects and tasks19.3.4. Timeline view of tasks
20.1. Managing Your BCM Database20.2. Backing Up Your BCM Database20.2.1. Restoring the database20.2.2. Checking for errors20.3. Deleting a BCM database20.4. Moving a Database from One PC to Another
21.1. Keep All Your Contact Information in One Place21.2. Customize Your Information21.3. Integrate with Other Office Products21.4. Use Your Existing Data21.5. Create an Opportunity Pipeline21.6. Keep Checking the Dashboard21.7. Run Reports on Your Progress21.8. Market Your Heart Out21.9. Keep Track of Your Projects21.10. Share Your Information with Other Users
22.1. Incorporate Microsoft Office Live22.2. Improve Your Data Entry Outlook22.3. Import Data from Your Existing Software22.4. Track Your Spreadsheets22.5. Link to Your PDA22.6. Synchronize with Your Laptop22.7. Grab Some Tidbits from Your E-Mail22.8. Send Out E-Marketing Swiftly22.9. Start Scanning22.10. Write with the Logitech Pen

Content preview from Outlook® 2007 Business Contact Manager For Dummies®

Chapter 17. Seek and Ye Shall Find Your Data

In This Chapter

Querying for filters, or filtering for queries — finding your data
Search folders: Your best friend for creating subsets of data
Applying filters to your everyday job

Most of the earlier chapters in this book deal with how to enter data into BCM and how to use the different functions available. In this chapter, you find out how to dig into all the data you collect, how to find it, and how to create subsets of data that you can use for reporting, mail merging, or managing.

Note

BCM uses the terms filter and query interchangeably. In most of the dialog boxes, buttons, and menus, you see filter used, but when you save a filter to your hard drive it's stored as a BCM query with the .bcmq extension. So, in this chapter, we use the word filter; if you see query, just know that it's the same concept.

A filter is the way you select a subset of data from BCM to view. If you have 1,000 contacts in your contact database and want to see only your leads, you filter the report or view to show you only the contacts whose Classification field is marked as Lead. Or maybe you want to see only those contacts you met at the Spring Trade Show in 2006 (the Source field shows "Spring Trade Show 2006"). Now, instead of seeing all 1,000 contacts, you see only the 89 people you met at that show.

Filtering Your Data

BCM has a simple way to create a filter by just selecting check boxes and choosing a date range. BCM also has some powerful, advanced capabilities ...