MSI | MS-9258 | Customizing Outlook Business Contact Manager 2007

Customizing Outlook Business Contact Manager 2007 for
Technical Services
Service Providers
© 2006 Microsoft Corporation. All Rights Reserved.
Maximizing the
CONTENTS
INTRODUCTION ............................................................................................................... 3
Microsoft® Office Outlook 2007® with Business Contact Manager: Essential sales and
marketing for small business .................................................................................... 3
What This Action Pack Includes: ............................................................................... 5
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NTACT MANAGER ..... 6
EXPLORING THE POTENTIAL OF OFFICE OUTLOOK 2007 with BUSINESS CONTACT MANAGER ... 9
IMPORTING THE SUPPLIED CUSTOMIZATION FILE ............................................................. 10
TAILORING SOLUTIONS WITH OFFICE OUTLOOK 2007 with BUSINESS CONTACT MANAGER ... 12
MANAGING THE PRODUCT AND SERVICE LISTS ........................................................ 19
CREATING TAILORED REPORTS ....................................................................................... 21
Customizing the Home Page (Figure 8.) ................................................................... 22
Flexible Reports .................................................................................................... 22
Extended Reporting Capabilities .............................................................................. 24
Exporting Data and Reports to Microsoft® Office Excel® 2007 ...................................... 24
Using Microsoft® Office Access® 2007 to Extend Reporting Capabilities ......................... 25
EXPORTING TAILORED SOLUTIONS FOR CUSTOMERS ........................................................ 30
MANAGING THE OFFICE OUTLOOK 2007 with BUSINESS CONTACT MANAGER DATABASE ....... 32
SHARED DATABASE CONFIGURATION WITHIN OFFICE OUTLOOK 2007 with BUSINESS
CONTACT MANAGER .............................................................................................. 33
SHARED DATABASE CONFIGURATION USING MICROSOFT® WINDOWS® SMALL
BUSINESS SERVER® 2003 R2 ................................................................................ 34
Steps to successfully hosting the Office Outlook 2007 with Business Contact Manager
Database on Windows Small Business Server 2003 R2 ............................................... 35
USING EMAIL SCRIPTING WITH OFFICE OUTLOOK 2007 with BUSINESS CONTACT MANAGER . 36
SUMMARY ..................................................................................................................... 39
Appendix A: Fields added by the ExportFile.bcm customization file included in the Outlook 2007
with Business Contact Manager Action Pack ....................................................................... 40
Accounts .............................................................................................................. 40
Projects ............................................................................................................... 40
R
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
INTRODUCTION
Microsoft Office Outlook 2007 with Business Contact Manager: Essential Sales
and Marketing for Small Business
As a Value Added Reseller, providing outstanding service to your customers is critical to your business
success. Microsoft Office Outlook 2007 with Business Contact Manager gives you the opportunity to
help your customers realize their sales, marketing, and customer service goals more efficiently and
effectively. You can tailor Office O
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needs, thereby delivering even greater value to them as you increase your sales and services revenue and
add significant new value to your customer relationships.
With Office Outlook 2007 with Business Contact Manager your customers can:
Organize contact information: Consolidate prospect and customer information and
communications history in one place.
Manage sales activities: Track lead information and use powerful management features to
analyze, prioritize, and report on sales opportunities.
Launch and track marketing campaigns: Create a targeted mailing list, distribute a
marketing e-mail or direct mail, and track the results of each campaign.
Track service requests and other customer projects: Create projects and task lists, assign
responsibilities, assess and report on status, and ensure open items are followed up on and
closed. Office Outlook 2007 with Business Contact Manager includes powerful dashboards to
give your customers vital information at a glance.
Many of your customers have unique sales, marketing, and customer service data needs and processes.
By tailoring Office Outlook 2007 with Business Contact Manager, you can meet these needs and support
these processes. You can:
Create and edit fields in Accounts, Contacts, and Tasks using the Custom Forms feature.
Modify the standard reports that come with Office Outlook 2007 with Business Contact Manager.
Export and import data between Microsoft Office Excel 2007 and Microsoft Office Access 2007
to accommodate reporting requirements beyond those offered by Office Outlook 2007 with
Business Contact Manager.
Extend the power and value of Office Outlook 2007 with Business Contact Manager when you
integrate it with other Microsoft products, including:
o
Microsoft Windows
Small Business Server 2003 R2.
o
Microsoft Office Small Business Accounting 2007.
o
Office Excel 2007.
o
Office Access 2007.
Office Outlook 2007 with Business Contact Manager opens up new service opportunities as well:
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-usable tailored solutions for vertical markets (e.g. real estate
offices, insurance brokerages, home service businesses, etc.) These can be further
tailored for individual customers. Training services help customers achieve the maximum
potential of the solutions you create.
Using these approaches, you can help your customers realize the significant benefits of Office Outlook
2007 with Business Contact Manager quickly and at a reasonable cost.
What This Document Will Do for You
This document will help you understand how Office Outlook 2007 with Business Contact Manager can help
you increase sales and add more value to your customer relationships. This includes the following:
An overview of the new standard features and capabilities of Office Outlook 2007 with Business
Contact Manager, including step-by-step instructions for creating and exporting tailored solutions.
We have included a sample solution with the Action Pack that you can import into Office Outlook
2007 and see what a tailored solution might look like for service providers like you. The document
includes instructions on how to import the included files. You can use this sample solution right
away to help manage your customer sales and service processes. However, you do not need to
load the files to learn how to tailor the product.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
Brief scenarios throughout the step-by-step instructions that can help you envision the business
opportunities provided by tailoring Office Outlook 2007 with Business Contact Manager. The
document also describes how to integrate Office Outlook 2007 with Business Contact Manager with
Office Excel 2007 and Office Access 2007, and information on how you can use Office Outlook 2007
with Business Contact Manager to automatically send e-mails based on events your customers
specify, such as when you add new accounts, assign service requests, or update project statuses.
Guidance on how to host the Office Outlook 2007 with Business Contact Manager SQL database on
Microsoft Windows Small Business Server 2003 R2.
What This Action Pack Includes:
This document.
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o ExportFile.bcm
o ExportCustomizations.bcmx
A sample database to show how data in Office Outlook 2007 with Business Contact Manager
can be organized and analyzed in Office Access 2007.
o BCMAccess.accdb
A sample worksheet to show how data in Office Outlook 2007 with Business Contact Manager
can be organized and analyzed in Office Excel 2007.
o Support Call Report.xlsx
A sample products and services list in .csv format that will help you quickly set up your own list
of products and services correctly for import into Outlook 2007 with Business Contact Manager.
o Products.csv
A .vbs script that you can use with the sample tailored solution to automatically generate and
send e-mails based on events your customers specify.
o ProjectUpdateNotify.txt
W
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WIN MICROSOFT OFFICE OUTLOOK 2007 WITH BUSINESS CONTACT
MANAGER
Before we get into the opportunities that Office Outlook 2007 with Business Contact Manager can provide
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ake a brief look at the key business needs that it is designed to
address, and explore some of the improvements to the latest version.
Features in Office Outlook 2007 with Business Contact Manager include:
Reporting
o
Analyze your data. Choose from an array of customer, prospect, and opportunity
reports with advanced capabilities to help you sort and filter information. Drill deeper for
more details and export your findings to Office Excel 2007 for further analysis.
Project management
o
Track, view, and access project activities and tasks in one place. The Business
Projects feature centralizes all your project information, including activities, e-mail
messages, meetings, notes, and attachments.
o
Assign project tasks to others. Use the Project Tasks feature to assign tasks to others
and automatically transfer the task information to their task lists, to-do bars, and Office
Outlook 2007 reminders.
Marketing campaigns
o
Market more effectively with personalized communications. Create targeted
mailing lists by filtering prospect and customer data—
and then use improved e-mail
merge with Microsoft Office Publisher 2007, Microsoft Office Word
2007, and HTML to
launch your marketing campaign.
o
Track marketing campaign activity by customer. Each marketing campaign you
send to your contacts is automatically included in their communications history.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
Sales forecasting
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Forecast sales and prioritize tasks. The new information dashboard on the home
page provides a customizable v
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forecast sales and prioritize activities.
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Identify your best opportunities. Gain insight into your best sales opportunities by
tracking prospects and customers from initial contact through closing and after the sale.
Contact management
o
Import contact information. Whether you are using Office Word 2007, Office Excel
2007, Office Access 2007, or other software such as ACT!, import tools help you to
quickly migrate your information to Office Outlook 2007 with Business Contact Manager.
o
Consolidate contacts and customer information. Gain access to all information
related to each contact—including e-mail messages, phone calls, appointments, tasks,
notes, and documents—from one place.
o
Customize contact and customer information. Capture the information that is most
relevant to your sales and business processes.
o
Share customer information with coworkers. Provide password-protected network
access and share information using a more secure multiuser feature.
Customization
o
Integrate with custom applications. Using the software development kit (SDK),
customize Office Outlook 2007 with Business Contact Manager to integrate with other
line-of-business applications.
Offline access
o
Stay connected when you are out of the office. When you are on the road, you can
view and enter information for all features of Office Outlook 2007 with Business Contact
Manager from your portable computer and synchronize your data when you return.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
EXPLORING THE POTENTIAL OF OFFICE OUTLOOK 2007 WITH BUSINESS
CONTACT MANAGER
Interested in deploying Office Outlook 2007 with Business Contact Manager for your company or in selling
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-of-the-box functionality and take a brief look
at the further possibilities:
Lists and Forms:
Out of the box:
Tailor Office Outlook 2007 with Business Contact Manager to your business needs by adapting
current forms: add, edit, or remove data fields, change label names, and modify drop-down lists.
Further Possibilities:
Simplify deployment across multiple locations, sales teams, etc., by exporting tailored forms and
data.
Reports:
Out of the Box:
Use standard reports to quickly gain an understanding of your business. Create custom reports
within Office Outlook 2007 with Business Contact Manager and export them to Office Excel 2007
with one click.
Further Possibilities:
Bring together additional business data in custom reports by linking the Office Outlook with
Business Contact Manager database to Office Access 2007 databases and reports.
Database Implementation:
Out of the Box:
Organize accounts, projects, sales, and marketing information for single users.
Work with the Office Outlook 2007 with Business Contact Manager database in a shared
configuration, enabling several users to work with the same data.
Easily set up a shared database on any desktop machine by following a wizard within Office
Outlook 2007 with Business Contact Manager.
Applications and Further Possibilities:
Host your Office Outlook 2007 with Business Contact Manager database on Windows Small
Business Server 2003 R2, enabling you to share data among multiple users. Extend your ability to
manage the Office Outlook 2007 with Business Contact Manager database with MicrosoftSQL
Server 2005.
IMPORTING THE SUPPLIED CUSTOMIZATION FILE
Many business software applications are too expensive for the average small business to purchase in
the first place. The gap between small business needs and budgets becomes even more exaggerated
when these applications must be customized to fit specific requirements. Office Outlook 2007 with
Business Contact Manager addresses the needs of small businesses by providing an economical solution
that includes capabilities for importing, customizing, and exporting settings and data easily.
This functionality makes data migration simple and provides a quick way to customize the forms in
Office Outlook 2007 with Business Contact Manager, so data critical to everyday business is included
right where you need it. As a Value Added Reseller, mastering these capabilities enables you to provide
a vital service to your small business customers as you customize Office Outlook 2007 with Business
Contact Manager to fit their business, and essential training for your customers as you show them how
to complete further customizations themselves.
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account and opportunity management solution that can be tailored to their needs, is economical, and is
easily deployed.
Solution: Susan can offer her clients Office Outlook 2007 with Business Contact Manager and create
tailored sales and marketing solutions for each client. By importing these solutions at each location,
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Details: Office Outlook 2007 with Business Contact Manager uses two main types of files that contain
customization data:
Office Outlook 2007 with Business Contact Manager Customization files—
.bcmx files
contain customizations to Office Outlook 2007 with Business Contact Manager forms. Custom
groups, fields, or lists you create in Office Outlook 2007 with Business Contact Manager will be
included when you export a .bcmx file.
Office Outlook 2007 with Business Contact Manager Data files—
.bcm files contain both
data from your Office Outlook 2007 with Business Contact Manager database (accounts,
contacts, notes) and customizations to Office Outlook 2007 with Business Contact Manager
forms.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
This Action Pack includes two such files, ExportCustomization.bcmx and ExportFile.bcm, which are set
up as examples for a services provider.
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and exporting these customizations in Outlook 2007 with Business Contact Manager, using the
ExportFile.bcm file as an example. If you choose to import the file, you can explore the possibilities
Office Outlook 2007 with Business Contact Manager creates for small business firsthand as you read on.
If you want to get right into customizing Office Outlook 2007 with Business Contact Manager without
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mExportFile.bcm to
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the ExportFile.bcm file from your Action Pack CD as an example. This file contains customized forms
and sample data.
1. If you are currently using Office Outlook 2007 with Business Contact Manager, create a new
profile before importing data or you will/may overwrite your current data.
2. Open Office Outlook 2007.
3. Open the File menu; click Import and Export; then click Business Contact Manager for
Outlook.
4. Make sure Import a file is selected; then click Next.
5. Select “
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ber of other options, including files from Office Excel 2007,
Office Access 2007, QuickBooks, and ACT! Working with these formats gives you great
flexibility in m
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Office Outlook 2007 with
Business Contact Manager. (Figure 1.)
Figure 1. Business Data Import/Export Wizard
6.
7.
8.
Type in the path or click Browse to select the file you want to import. To import the file
included with this action pack, browse to your CD-ROM drive and select the file called
ExportFile.bcm. Take note of the options for dealing with duplicates and select-boxes for
Communication History and Customizations. You may want to change these settings when
importing later.
Click Next twice.
Office Outlook 2007 with Business Contact Manager will now import your data. When it is
complete, you will have the chance to review a log for errors. Go ahead and click Close.
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that are included in the ExportFile.bcm in order
to discover the ease and power of customization in Office Outlook 2007 with Business Contact Manager.
Power Tip: I
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Office Outlook 2007 with
Business Contact Manager to use a shared database on a server enables you to modify these fields
for all users connected to your database. Thus, adapting Office Outlook 2007 with Business Contact
Manager for your customers is straightforward and efficient.
TAILORING SOLUTIONS WITH OFFICE OUTLOOK 2007 WITH BUSINESS
CONTACT MANAGER
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
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procedures used to create the ExportFile.bcm file in this Action Pack, and examine the
business possibilities that creating such customizations opens up for service providers.
Scenario: Kevin runs Contoso, Ltd, a company that works with a number of clients in the
telecommunications industry. Keeping track of technical information about each account has been
haphazard at best. Kevin wants a simple solution that will enable his employees to keep track of this
information in one central place. His requirements include reasonable pricing, simple deployment, painless
customization, and minimal training.
Solution: Kevin can work with a local service provider to have Office Outlook 2007 with Business Contact
Manager deployed and tailored to his specifications using form customization. He can also employ his
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customization work is needed in the future.
Examples: The User-Defined form in the Accounts screen is entirely made up of User-Defined custom
fields. The fields shown in our examples below were included in the ExportFile.bcm file, and will be
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mported data from
this file as outlined in the previous section. (Figure 2.)
Figure 2. User-Defined form for Account information in Office Outlook 2007 with Business Contact
Manager
Details: You adapt Office Outlook 2007 with Business Contact Manager to your business, tailoring the
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modifying the groups and fields that are
included in the Accounts form.
1. Open Office Outlook 2007.
2. Click Business Contact Manager Home; then click Accounts. (Figure 3.)
Figure 3. Selecting Accounts in Office Outlook 2007 with Business Contact Manager
3. Double-click the contact card for the account called A. Datum Corporation.
a. If you have not imported the ExportFile.bcm file, you can access the options below by
creating a new account (right-click New Account)
4. Click User-Defined Fields.
Every group, field, and list on this form may be custom defined. This can be done by creating
each element by hand or by importing a .bcm or .bcmx file that includes these fields. Examples
of the kind of information you could easily track for each account, opportunity, or business
project were included in the ExportFile.bcm file in your Action Pack.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
5.
To explore how to create and manage these custom fields, click Customize Form in the Options
menu. (Figure 4.)
Note: The option to Customize Form is not exclusive to the User-Defined Fields form. The
General, Details, and History forms included with Office Outlook 2007 with Business Contact
Manager can also be customized.
Figure 4. Selecting the Customize Forms view
A new window opens up, allowing you to add, edit, or delete user-defined fields for the Accounts form.
(See Figure 5.) Each form is divided into two columns. Groups or fields displayed on the left are listed
under Left Column on the Customization screen, those on the right under Right Column.
Figure 5. Customize Fields view
Four areas can be customized for your Accounts, Opportunities, and Business Projects views in Office
Outlook 2007 with Business Contact Manager. They are listed under the Page field in the Customize Fields
view. (Figure 5.)
Using Accounts as an example:
General: Contains general information about the selected account (account name, contact info,
etc.)
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
Figure 6. The Account Information Group and Account Type field in the lower left corner is
a custom entity that is created when the ExportFile.bcm included in the Action Pack is
imported.
Details: Includes a place for notes and comments on the selected account, as well as some
other fields (revenue, stock ticker, etc.).
History: Lists your communications history for the selected account (linked e-mails, marketing
campaigns, business projects, etc.).
User-Defined Fields: This form is entirely composed of groups and fields that are designated
by users. (In our example, this form includes ISP name, primary server, etc.).
Within these forms, three different entities can be created:
Groups: Each form is divided into different groups of fields (These show up in blue on each
form.).
Fields: Fields are designed to contain data. They can be set as drop-down lists, free-form text
boxes, or customized to format input as numbers, currency, etc.
Lists: Drop-down lists in Office Outlook 2007 with Business Contact Manager forms are
customizable. Simply click on the drop-down list and select Edit This List.
Note: Editing customizations is only available while you are connected to your Office
Outlook 2007 with Business Contact Manager database. Mobile users who connect to a
shared database will still be able to see and edit data in custom fields, but they will not be
able to edit the actual customizations while they are connecting remotely.
In order to re-create the fields our imported customization file created (or create your own custom fields)
in the User-Defined Fields form, you need to follow these steps:
1. Click Add Group and enter the desired group name (for our first example, Server Role and OS).
2. Click Add Field and add the desired field (for our first example, Primary Server).
a. Define the field type for this field (for our first example, Drop-down list).
b. If the field type is a drop-down list, then define the items that will be included in that list
(for our first example this includes SBS 2000, SBS 2000 SP1, SBS 2003 RTM, etc.).
3. Repeat for each group or field included in the ExportFile.bcm customization file included with this
Action Pack (these fields are listed in Appendix A.).
Figure 7. An example of the user-defined fields included in the ExportFile.bcm customization file
For further information about modifying forms in Office Outlook 2007 with Business Contact Manager,
please refer to the Help file.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
MANAGING THE PRODUCT AND SERVICE LISTS
Office Outlook 2007 with Business Contact Manager includes the ability to create and manage a master
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1. Click the Business Contact Manager menu; then select Product and Service Items List.
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with items. (Figure 7.) These items were included in the ExportFile.bcm file, and are added to the
master Product and Services list when this file is imported.
Figure 7. The Products and Services items list and New Product Dialog
3. Clicking the Add or Edit buttons opens the dialog box shown in Figure 7 on the right.
4. You can import product lists from CSV (Comma Separated Values) formatted files. Many programs
can export data in this format, including Office Excel 2007. An example product list, Products.csv,
is included with your Action Pack.
Note: To be imported properly, your .csv file must contain the following fields in this order:
Item Name, Description, and Unit Price. The Products.csv file included with your Action Pack
provides an example of a properly formatted product and service list in CSV format and
includes all of the products and services that were included in our ExportFile.bcm file.
For further information about importing .csv formatted Product and Services lists, please review the Help
file in Office Outlook 2007 with Business Contact Manager.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
CREATING TAILORED REPORTS
One of the most important benefits of Office Outlook 2007 with Business Contact Manager is increased
visibility of your data provided through a unique combination of reporting features:
1. A Customizable Dashboard: Displayed on Office Outlook 2007 with Business Contact Manager’
s
Home Page, the built-in dashboards enable you to have vital information at your fingertips—
without the need to repeatedly run reports to see this information.
2. Customizable Reports: A powerful set of standard reports is included with Office Outlook 2007
with Business Contact Manager, enabling you to view detailed information about your accounts,
opportunities, marketing campaigns, and more without having to configure them from scratch. You
can modify and save these reports easily to tailor Office Outlook 2007 with Business Contact
Manager’
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ou obtain a more comprehensive view of
your business and assist your customers in organizing theirs.
Figure 8. The customizable dashboard in Outlook 2007 with Business Contact Manager
Customizing the Home Page (Figure 8.)
1. Adding and Removing Content: The dashboard in Office Outlook 2007 with Business Contact
Manager is made up of individual components—reports, graphs, lists, and navigation buttons. The
components listed on each dashboard can be defined by clicking the Add or Remove Content
button in the upper right corner.
2. Managing the dashboard display: Each individual piece of the dashboard can be minimized or
removed by using the arrow and x buttons on the right.
3. Running reports from the dashboard: Reports can be run from the dashboard easily by
selecting a report type and specific report, then clicking Display or Print.
Flexible Reports
Standard and tailored reports can be run easily in Office Outlook 2007 with Business Contact Manager
by using the Reporting field on the dashboard, or by navigating to Business Contact Manager, then
Reports, and choosing the report you want to run.
Reports can then be modified, exported to Office Excel 2007, or sent via e-mail. (Figure 9.) Tailored
reports can be saved and viewed later by choosing Saved Reports as your report type.
Existing reports can be modified using the toolbar buttons located across the top of a report:
To save a report, click the Save Report button on the report toolbar.
Note: Modified reports are saved under My Documents\My Business by default. These reports
are saved in Business Contact Report (.bcr) format. Modified reports are not included in the
data exported in a .bcm file. These reports will need to be copied separately when transferring
data from one computer to another.
To export a report to Office Excel 2007, click the Excel icon on the toolbar.
To e-mail the report, click the E-mail icon.
To filter a report (selecting which entries are displayed), click the Filter Report button.
To modify a report (changing the kinds of data that are displayed; adding different categories of
data, etc.), click Modify Report.
For more information on the Sales dashboard and tailoring reports, please review the Help file in Office
Outlook 2007 with Business Contact Manager.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
Figure 9. Viewing and modifying a report in Office Outlook 2007 with Business Contact Manager, and
exporting to Office Excel 2007
Extended Reporting Capabilities
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Office Outlook Business Contact Manager contains a valuable set of standard
reports and provides the ability to adapt these reports extensively. There are situations, however, where
you may need to view or manipulate information in ways that are different from the reports included
within Office Outlook 2007 with Business Contact Manager.
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a few of these situations and the
solutions available.
Exporting Data and Reports to Office Excel 2007
You can use other software you are familiar with (e.g. Office Access 2007, Office Excel 2007) to create
specialized reports with data from your Office Outlook 2007 with Business Contact Manager database. You
accomplish this by exporting data directly to the desired format, as is the case with Office Excel 2007, or
by linking directly to the SQL database that houses your data.
Scenario: Jim is using Office Outlook 2007 with Business Contact Manager to organize his business. He
has customized some of the reports in Office Outlook 2007 with Business Contact Manager extensively to
fit his business needs, but sometimes finds that he wants the data in his reports to be more accessible
visually. For example, he has created a report showing the status of support calls that his customers have
made to his business, but wants to highlight those calls that require attention.
Solution: Jim can export his report to Office Excel 2007 (Figure 10.) and take advantage of Office Excel
2007’
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conditional formatting.
The report below gives an example of the formatting power of Office Excel 2007 (Figure 10.) The data on
this report is filtered to show only data for 2006 and sorted by Due Date. Conditional formatting was used
so Office Excel 2007 will display the appropriate color for each task based on its due date. View this report
directly in Office Excel 2007 by opening the Support Call Report.xlsx file on your Action Pack CD.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
Figure 10. An example of conditional formatting in Office Excel 2007
For more information on importing Office Outlook 2007 with Business Contact Manager data into Office
Excel 2007, please refer to:
http://msdn2.microsoft.com/en-us/library/aa719403.aspx
For more information on Sorting, Filtering, Pivot Table, and Conditional Formatting functions in Office
Excel 2007 please refer to Help resources in Office Excel 2007.
Using Office Access 2007 to Extend Reporting Capabilities
Scenario: Victoria uses Office Outlook 2007 with Business Contact Manager to manage her business. She
wants to generate invoices by analyzing the billable hours her company has spent supporting each of her
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2007 with Business Contact Manager.
Solution: Victoria is familiar with managing databases in Office Access 2007. She can create a database
in Office Access 2007 that dynamically links to data in her Office Outlook 2007 with Business Contact
Manager SQL database, allowing her to manipulate her Office Outlook 2007 with Business Contact
Manager data as she pleases, creating exactly the report she needs. She can even export data from Office
Access 2007 to Office Excel 2007 if she needs to take advantage of Office Excel 2007’
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.
When you open this database file, you will see a number of dbo items listed under All Tables in the left
toolbar (Figure 11). Each table in this database is linked to data in the Office Outlook 2007 with Business
Contact Manager SQL database through a data source. To display data currently in your Office Outlook
2007 with Business Contact Manager S
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1. Right Click the dbo_ActivitiesTable item.
2. Select the Linked Table Manager option.
3. Select the tables you want to update (in our case Select All), then click Ok.
4. Double-clicking the dbo_ActivitiesTable or any other table will now display all of the information
currently contained in the linked table in your Office Outlook 2007 with Business Contact Manager
SQL database.
Figure 11. Tables currently available in the Office Outlook 2007 with Business Contact Manager
Office Access 2007 sample database.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
Once you have updated the tables in this example database, a new query (qryTaskHours) and a new
report (rptTaskHours) will be created under dbo_ProjectTaskExportView and dbo_PublicAccountsView.
Double-clicking the object for each query (or report) will display the information returned from the query
(or report). In our example, the report contains one entry for A. Datum Corporation showing 0 hours.
In order to create similar linked tables in your own Office Access 2007 database, you will need to walk
through the wizard for importing data from an ODBC data source under More on the External Data
menu. A few specific notes on completing this process successfully with the Office Outlook 2007 with
Business Contact Manager database are included below:
Figure 12. Data source selection in Office Access 2007
1. Click the New button to create a new data source, select SQL Native Client, and then click Next.
(Figure 12.)
Note: The default location for data sources is C:\Program Files\Common Files\ODBC\Data Sources
Figure 13. Creating a new data source
2. Enter a description you will remember and identify the SQL Server you want to connect to, and
click Next. (Figure 13.)
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should be the name of the machine where your Office Outlook 2007 with Business Contact Manager
database is stored. Database Name should be the name of your Office Outlook 2007 with Business
Contact Manager d
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3. When available, be sure to check the option to Change the Default Database to: and select
MSSmallBusiness from your options.
Note: Links created to your data source work both ways. Thus, updates made to the Office Outlook
2007 with Business Contact Manager SQL database will be propagated to your Office Access 2007
database, and updates you make to your Office Access 2007 database will be reflected in the Office
Outlook 2007 with Business Contact Manager SQL database.
For more information on linking to SQL data in Office Access 2007 and ODBC Data Sources, please
reference:
http://msdn2.microsoft.com/en-us/library/aa719402.aspx
Also, you can import information into Office Access 2007 using .csv files. These procedures are simpler
than the process required to successfully link Office Access 2007 tables to SQL data as described above.
The tradeoff is that both an import and an export procedure will have to be completed any time you want
to update your Office Access 2007 database with new data.
In order to complete this process, first export your data to a .csv file. (See our section on Exporting
Customizations.) Once completed, use the External Data menu in Office Access 2007 to import the .csv
file.
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
Power Tip: This same process can be used to import data into Office Access 2007 from a .bcm file if that
is all you have available. To import data from a .bcm file into Office Access 2007, first create a copy of
your .bcm file, and then rename it, changing the extension to .xml. Office Access 2007 can import data
directly from XML files under the External Data menu. Since a .bcm file is formatted as .xml, modifying
the .bcm file in this way allows Office Access 2007 to import data directly from it.
EXPORTING TAILORED SOLUTIONS FOR CUSTOMERS
A key feature of Office Outlook 2007 with Business Contact Manager is the ability to transfer form
customizations and data from one installation of Office Outlook 2007 with Business Contact Manager to
another. Exporting your customizations and data for reporting purposes or use in other third-party
programs is also straightforward.
Scenario: O
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systems. This company employs a number of independent account managers, each of whom manages a
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Office Outlook 2007 with Business Contact Manager for the past year. As part of the upgrade, these
account managers will need to transfer the data they have been gathering on their accounts to their new
computer systems.
Solution: Jennifer can help the account managers export the data and custom forms from each account
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min importing these settings and data once they have Office Outlook
2007 with Business Contact Manager installed on their new systems. Each of these processes can be
performed easily by following a wizard in Office Outlook 2007 with Business Contact Manager.
Details: In order to complete this process successfully for her clients, Jennifer will need to know the basic
procedures for exporting from Office Outlook 2007 with Business Contact Manager, the kinds of files she
can export, and which file type will be the most appropriate for her situation. Follow the steps below for a
brief orientation on exporting information from Office Outlook 2007 with Business Contact Manager:
1. Open the File menu, and then click Import and Export, then Business Contact Manager for
Outlook. Make sure Export a file is selected, then click Next.
2. You can export three kinds of data from Office Outlook 2007 with Business Contact Manager:
.bcmx: .bcmx files contain customizations to Office Outlook 2007 with Business Contact
Manager forms. Additional groups, fields, or lists you create in Office Outlook 2007 with
Business Contact Manager will be included when you export a .bcmx file. This format is
useful for installing Office Outlook 2007 with Business Contact Manager and importing
tailored forms to a different computer without any data (e.g. for a sales manager taking over
a newly established territory).
.bcm: .bcm files contain both data from your Office Outlook 2007 with Business Contact
Manager database (accounts, contacts, notes) and customizations to Office Outlook 2007
with Business Contact Manager forms. When exporting to a .bcm file, you have the option to
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
choose to export all data or specific data. This format is useful for importing data and
customizations into another installation of Office Outlook 2007 with Business Contact
Manager.
Comma Separated Values (.csv file.): You can export data from Office Outlook 2007
with Business Contact Manager as a .csv file, which can be opened with Office Excel 2007,
enabling further possibilities for sorting, filtering, and reporting. In addition, you can import
.csv files into an SQL database, making data transfer to a new database hosted on Windows
Small Business Server 2003 R2 possible.
3. Walk through the wizard, making sure to choose the content and export location that will provide
the most useful data for you and store the export file in a convenient location.
Note: I
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—this will include only the
customizations. If you want data from your database and customizations included, use a .bcm file.
The ExportFile.bcm file included with this Action Pack contains three sets of data:
1. Customization Data. Information needed to re-create customized forms, including groups, fields,
and lists
2. Business Data. Account information, contact information, and other data included in each form
3. Products and Services List data. Products, services, and other information included on your
Products and Services List
Once you have created custom forms, entered data relevant to your business, and created a Products and
Services list, you can create your own customization file that includes form customizations, business data,
and your Products and Services list, by following the export steps outlined above. You
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use this tailored file to create a customized solution for your business or your customers, and take
important steps toward realizing the full potential of your business with Office Outlook 2007 with Business
Contact Manager.
For further instructions on how to export information, please refer to the Help file in Office Outlook 2007
with Business Contact Manager.
MANAGING THE OFFICE OUTLOOK 2007 WITH BUSINESS CONTACT MANAGER
DATABASE
Office Outlook 2007 with Business Contact Manager’
s
SQL database is configured for individual use if the
default settings are used when installing Office Outlook 2007 with Business Contact Manager. Thus, by
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.
Alternatively, you can set up the Office Outlook 2007 with Business Contact Manager Database for shared
access by either:
1. Completing the Database Sharing Wizard included in Office Outlook 2007 with Business Contact
Manager
2. Configuring your Windows Small Business Server 2003 R2 to host the database using MicrosoftSQL
Server 2005.
Configuring an Office Outlook 2007 with Business Contact Manager database with shared access allows
multiple users to store data in the same database—a typical situation for many small businesses, where
information about accounts may need to be shared between multiple account representatives and
managers.
Scenario: Sean has been exploring options for helping his company organize its business. He has been
experimenting with Office Outlook 2007 with Business Contact Manager on his own, and would like to
understand how Office Outlook 2007 with Business Contact Manager can be configured for shared use with
multiple users.
Solution 1. I
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an can install Office Outlook 2007 with
Business Contact Manager on one of its networked computers, and then configure it for a shared database
from within Office Outlook 2007 with Business Contact Manager.
Solution 2. I
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r with Windows Small Business Server 2003 R2
installed, he can work with his systems administrator to configure this server as a host for the Office
Outlook 2007 with Business Contact Manager database.
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:
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
Shared Database Configuration within Office Outlook 2007 with Business
Contact Manager
The simplest method of configuring Office Outlook 2007 with Business Contact Manager for multiple users
is to install it on one computer that w
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for sharing using the Database Sharing Wizard within Office Outlook 2007 with Business Contact Manager.
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discussed in detail below.
1. From the Business Contact Manager menu, select Database Tools, and click Share Database.
2. Select I Want to Share My Data and note whether you want to share it with other users on your
local machine or across the network.
3. Specify whether you want to keep your current E-Mail Auto-Linking settings (Figure 14.)
Figure 14. E-mail Auto-linking
Note: E-mail auto-linking is disabled by default when sharing is enabled for the database. This is
done for privacy purposes, as e-mails that are linked automatically become visible for all users with
database access (in Business History and in individual Accounts or Business Contacts.)
4. Grant access to users by specifying their accounts and identifying their roles.
Note: Only the database owner can make any changes to the database, such as backing it up,
deleting it, choosing to share it, or making it private. The database owner is the user who creates
the database.
5. Configure your firewall to allow remote users access to the database (this is done automatically if
you are using Windows Firewall, although you can review and change the settings if necessary.).
6. Review the list of users that will be granted access to the database, then click Finish.
Note: Office Outlook 2007 with Business Contact Manager uses an SQL Server 2005 Express
engine for its database, which allows for multiple simultaneous database connections.
If you need to make any changes to your database configuration in the future, you can do this under the
Business Contact Manager menu by browsing to Database Tools, then selecting Manage Database.
For more information on managing a shared Business Contact Manager database, including configuration,
permissions, error checking, and backup procedures, please refer to the Help file in Office Outlook 2007
with Business Contact Manager.
SHARED DATABASE CONFIGURATION USING MICROSOFT WINDOWS SMALL
BUSINESS SERVER 2003 R2
Companies that already employ a server running Windows Small Business Server 2003 R2 can configure
their server to host the Office Outlook 2007 with Business Contact Manager database. Such a
configuration provides a more robust infrastructure for integration with other software, including dynamic
connections to SharePoint , custom e-mail deployment, and many others.
Note: Microsoft does not support installation of Office Outlook 2007 and Microsoft Exchange® 2007
components on the same machine, so this first method is not supported on Windows Small Business
Server 2003 R2 and other Server products. For more information, see the following Knowledge Base
article: http://support.microsoft.com/default.aspx?scid=kb;EN-US;266418
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
Steps to successfully hosting the Office Outlook 2007 with Business Contact
Manager Database on Windows Small Business Server 2003 R2
A database administrator should complete the following steps in order to set up Windows Small Business
Server 2003 R2 to host your Office Outlook 2007 with Business Contact Manager database. They have
been included here to give you a general orientation on these steps; for detailed information on this
process, please review bcm_sql.doc, which is available here:
http://www.microsoft.com/downloads/details.aspx?FamilyID=f24267ee-9ad5-4be5-b888-c9a50ae395ca
1. Install SQL Server 2005 Service Pack 1 on the desired Small Business Server.
2. Configure SQL Server 2005 for Network Access.
3. Set up permissions for creation of the database.
4. Set up the Office Outlook 2007 with Business Contact Manager database.
a. Create a new database.
5. Obtain the SQL script for creation of the Office Outlook 2007 with Business Contact Manager
database.
a. If Office Outlook 2007 with Business Contact Manager is installed on a client computer, you
can obtain this file—named db_create_script.sql—from the installation folder. Assuming
Office Outlook 2007 with Business Contact Manager was installed in the default folder, this
file location is: %ProgramFiles%\Microsoft Small Business\Business Contact Manager.
6. Configure the new database:
a. To populate the database, run the following commands.
i. sqlcmd –
S .\%INSTANCENAME% –
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d %DBNAME% –
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b. Then, run the following 3 commands subsequently:
i. sqlcmd –
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7. Share the new database.
8. Be prepared to back up and restore data on the Small Business Server.
USING E-MAIL SCRIPTING WITH OFFICE OUTLOOK 2007 WITH BUSINESS
CONTACT MANAGER
With some Office Outlook 2007 VBS scripting, you can configure Office Outlook 2007 with Business
Contact Manager to generate e-mail messages based on events you define.
Scenario: Jim, the service manager for A. Datum Corporation, wants to send an e-mail notification to
technicians when the status of a case they are assigned is updated.
Solution: Since A. Datum Corporation currently uses Office Outlook 2007 with Business Contact Manager
to manage their support cases, Jim can work with his local service provider to have this functionality
added.
The customized version of Office Outlook 2007 with Business Contact Manager included with this Action
Pack contains an example of this scripting functionality. To see it in action, do the following:
1. Create a digital certificate for VBA Projects by browsing to Start, Microsoft Office, Microsoft
Office Tools, then Digital Certificate for VBA Projects.
a. This digital certificate will only work on the machine you create it on, as it will not be
authenticated.
2. O
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Visual Basic Editor by browsing to Tools, Macro, then Visual Basic Editor or
Alt-F11.)
3. Insert code from the UpdateProjectNotify.vbs script in two places:
a. Code listed under This Outlook Session should be placed in This Outlook Session.
(Figure 15.)
b. Code listed under Class ProjectWrapper should be placed in a new Class Module, which
should be named ProjectWrapper. (Figure 15.)
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
Figure 15. The Office Outlook 2007 Visual Basic Editor
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Tools, Digital
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5. Save the script.
6. Close the Outlook Visual Basic Editor.
7. Close and restart Outlook.
8. Ad
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publisher has not been authenticated on a script or macro that is trying to run. Click Enable Macro
to allow your script to run.
9. Navigate to Business Projects from your Business Contact Manager Home.
10. Open a Business Project.
11. Update the status of your Business Project. (Figure 16.)
Figure 16. Updating Project Status in Office Outlook 2007 with Business Contact Manager
12. Save and close the project.
13. Have the person to whom the project was assigned check their e-mail to verify that they have
received it.
Note: This demonstration script will only send e-mail successfully if the user that a project is
assigned to is listed as a contact under your Global Address List or in your personal Contacts list.
You will need to create a contact if one does not exist.
For more information on automating events in Office Outlook 2007 (such as generating event-based email notification) please refer to: http://msdn2.microsoft.com/en-us/library/aa432009.aspx
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
SUMMARY
Office Outlook 2007 with Business Contact Manager 2007 can contribute to your business success as you
help your small business customers realize their sales, marketing, and customer service goals.
By customizing forms and fields, you can tailor solutions specific to y
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.
In addition, by using the import/export function, you can quickly and efficiently deploy the tailored
solution throughout your c
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sales and service organizations.
Sales and service data vital to managing your business will be stored online in a common tool,
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With your c
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data in one place, they can quickly produce reports and dashboards to tell at
a glance how they are doing and what they need to do to improve performance.
You can integrate Office Outlook 2007 with Business Contact Manager Data with software and tools
with which you are already familiar, such as Office Excel 2007 and Office Access 2007. This
extends the reporting capabilities of Office Outlook 2007 with Business Contact Manager, further
enhancing its value to your customers.
You can integrate Office Outlook 2007 with Business Contact Manager with other Microsoft serverbased software such as Windows Small Business Server 2003 R2 to give your customers more
sophisticated control of their information and provide a way to share data across departments and
locations.
With some programming, you can tailor Office Outlook 2007 with Business Contact Manager to
improve your c
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communications processes by triggering event-based e-mail notifications
and alerts, so that their staffs are alerted to items that require follow-up or other actions.
You can use the included customization files to see firsthand how tailoring works and perhaps find
that it can help your sales, marketing, and customer service activities.
Appendix A: Fields added by the ExportFile.bcm customization file included in
the Outlook 2007 with Business Contact Manager Action Pack
Accounts
Public IP Address
External Subnet Mask
External Gateway
External DNS 1
External DNS 2
External DNS Record Provider
ISP Name
ISP Username
ISP Password
Internal Server Address
External Server URL
Administrator Password
SBS Server software level (Gold, SP1, R2)
Primary Server Role
Member Server 1 Role
Member Server 2 Role
Projects
Project type:
a. System integration
b. Support case
c. Consulting
Task type:
a.
b.
c.
d.
e.
Onsite
Remote
Telephone
Maintenance
Network Administration
Category:
a. Billable
b. Invoiced or Time Submitted
© 2006 Microsoft Corporation. All Rights Reserved.
Customizing Outlook® Business Contact Manager 2007 for
Technical Services
Service Providers
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