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Outlook BCM



Microsoft Outlook 2010 with Business Contact Manager is an easy-to use contact management solution for small businesses.

t helps small business owners to centralize customer information. And it can be used to create and execute effective automated marketing campaigns, manage sales leads and opportunities throughout the sales process, and help employees provide service and follow up after the sale. It also provides tools for centralizing project information and for following up on project-related tasks.

This article describes new and updated features of Business Contact Manager for Outlook 2010.

New and expanded features



The Dashboard is the place to get a quick view of your key business metrics through the charts and graphs in the gadgets.

The Dashboard replaces the Business Contact Manager Home page.

Track your sales success using the Sales Funnel and Sales Pipeline gadgets. See the progress of your projects with the Business Projects gadget. View your top-selling products or customers using the Top Products and Top Customers gadgets.



Store information about your Accounts in Business Contact Manager


An Account is a business or organization with which you do business. An Account can also be a customer in a service business, such as a dental office. You can use Account records to organize and store information about the companies and organizations that you do business with.

You can do the following with Account records:

Add or import them

Assign them to an employee or co-worker.

Link Business Contacts and other record types to them.
An Account record lists the communication history items of each Business Contact that is linked to it, in addition to listing its own communication history.
This enables you have all the information related to an Account in one record. For example, if you work with two different Business Contacts who work for the same company, you can link both Business Contacts to an Account record. The Account record lists the communication history of both Business Contacts.

NOTE Account and Business Contact records do not have to be linked to other records. However, most of the other record types, except for marketing activities and project tasks, must be linked to an Account or Business Contact.

Link communication history items to Account records to keep track of communication and items related to the Account, such as your phone calls, e-mail messages, files, and appointments.

TIP You can automatically link e-mail messages to Account records. For more information, see Link and track e-mail messages in Business Contact Manager.

Edit the information in Account records.

Customize the Account form by adding or removing fields and items in the field lists.

TIP You can also create custom record types that are based on the Account form.

For information about customizing forms or creating other forms to store your business information, see Create and customize record types and lists.

Create reports to view and analyze information about your Accounts. For more information about reports, see Use reports and charts in Business Contact Manager




1. New User Interface: BCM features a completely redesigned user interface. The new UI is task oriented, and features activity dashboards, business metric gadgets, configurable tabbed views, and customizable preview panes. The User Interface is fully customizable and allows end-users to select the view elements that fit their business needs. The new UI also integrates with the Office Ribbon and the BackStage.

2. Dashboard: BCM offers a fully featured dashboard that enables users to manage their entire business and daily activities. The dashboard is fully customizable and can include a large number of sales, marketing, project management and utility gadgets. The dashboard will help users get a high level picture of their business and manage their priorities and tasks.

3. New Form Designer: BCM provides a new visual form designer that allows users to completely modify all BCM forms. Users can add up to 300 custom fields, remove fields (including default form fields) and add pages to forms. Customizations can be exported, imported, and shared across the organization.

4. Custom Entities: With BCM 2010 users can better model their business processes by defining custom “contact” and “account” type entities. For instance, healthcare companies will be able to create “doctors”, “patients”, “practices”, etc. The custom entities benefit from all business functions such as aggregating communication history, reporting, and so forth.

5. Sales Management: Business Contact Manager will allow users to define and track sales processes in an easy and straightforward manner. Users will be able to define multiple sales activities in multiple sales stages. Execution of sales activities is tracked directly on the opportunity and various dashboard gadgets and reports provide comprehensive analysis of sales status.

6. Lead Management: Business Contact Manager for Outlook 2010 helps users track their business leads and the process of converting those leads into contacts and/or business opportunities. Leads in BCM are lightweight (customizable) contacts that also include a lead score which is either manually assigned or calculated based on a set of scoring criteria. Users can set scoring criteria that makes sense in their business, helping track the quality of the lead and optimizing the sales process

7. Call List: With Business Contact Manager 2010, users will be able to manage the process of calling multiple contacts. This feature offers an easy to use user interface that takes the hassle out of tracking the calling process and analyzing its results. Call List will also provide the ability to define a call script that can be used when conducting the call, guiding the caller and providing a template for capturing responses.

8. Improved Reporting: Business Contact Manager will include enhanced business reporting. Reports will offer improved customization, sorting, and filtering, and custom reports can be defined and shared across the organization.

9. Performance & Reliability: Business Contact Manager comes with significant performance improvements.


Top 10 Reasons to Try Outlook 2010 with Business Contact Manager

1. Work quickly and effectively with a new streamlined user interface.

Organize your data into four role-based workspaces: Sales, Marketing, Projects, and Contact Management. Create filtered lists of records that show exactly the fields you need.



2. Keep track of business performance with the new Dashboard.

Monitor important aspects of your sales operation with graphical gadgets such as sales pipeline, project status, or marketing campaigns.



3. Spend time on your most valuable leads first.

Automatically prioritize all your leads according to rules you set up, so that you pursue your most important leads first.



4. Create rich custom reports and share them with your colleagues.

Use any of 72 predefined reports, or create and share customized reports that contain exactly the data and formatting you need. Export reports and their formatting and formulas to Excel for analysis.


5. Take your business contacts with you.

To take advantage of Web and mobile solutions for Outlook, synchronize Business Contacts with Outlook Contacts. View and edit your Business Contacts anywhere you can view and edit your Outlook Contacts.


6. Create new record types or completely customize existing ones.

With the visual form designer in Outlook 2010 with Business Contact Manager, you can:

  • Click and drag to create new fields, remove ones you don’t need, or rearrange fields on the form.
  • Create and customize new or existing record types.
  • Add or remove fields, so that each record reflects exactly what your business needs.
  • Define entirely new record types, such as Vendor, Salesperson, or Employee, and then decide which fields each record type needs.
  • Define relationships between records. Keep track of virtual teams, your customers’ business partners, or their key influencers.



7. Manage projects with timelines and templates.

Project managers, rejoice! You can track projects and their tasks with timeline gadgets and reports.

Use Project Templates to create projects with many dependent tasks in an instant. Just define the project you need once, save it as a named template, and create as many additional projects of the same type as you need.



8. Conduct efficient marketing campaigns with call lists.

Execute calls to groups of existing or potential customers. Select exactly the contacts that you need to call, then write or import a call script. As the call proceeds, take notes directly in the script, then record “call complete” and set a follow-up flag for those contacts requiring additional actions, such as a brochure or personal visit.



9. Close sales with sales stages and activities.

Create sales stages and activities that fit your business practices. As you complete each activity, Business Contact Manager sets a reminder in Outlook for the next activity in the series.



10. Share business data with colleagues.

Share contact and sales information with those in your team who need it. When the potential customer calls, your salespeople have the information they need to close the sale.


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