Using Outlook Folder Views and Search Folders with Business Contact Manager


Business Contact Manager’s tight integration with Outlook makes it easy to create custom folder views and search folders to sort and manage all of your business data.  Creating a new Outlook view is a great way to save your frequently-used filters and sort orders.  To do this from the main Outlook window, select “View | Current View | Define Views”.  From this dialog, you can copy, modify, and rename views. 


For quick access to your views, select “View | Navigation Pane | Current View Pane”.  This will display the list of views in the Navigation Pane so you can easily switch among them.


As an example, you can filter your Communication History to show only Business Notes.  One way to accomplish this is with a new Outlook view.  To do this from the main Outlook window:


1.) From the menu, select “View | Current View | Define Views…”
2.) Select an existing view (defaults to the current view)
3.) Click the “Copy…” button and type a view name such as “Business Notes”
4.) Click the “Filter…” button and click on the “Advanced” tab
5.) Click “Field | All Journal Fields | Entry Type”
6.) Select “Is (exactly)” from the drop-down list
7.) Type “Business Note” (without the quotes) in the “Value” textbox
8.) Click “OK”, “OK”, “Apply View”


Business Contact Manager also supports creation of search folders.  You can use a search folder to quickly find a term or keyword within communication history for a specific Business Contact.


1.) From the main Outlook window, click the “Mail” button in the left-hand Navigation pane.
2.) Expand the “Business Contact Manager” folder by clicking the plus sign next to the folder name.
3.) Right-click on the “Search Folders” folder and choose “New Search Folder…”
4.) Type a name for this filtered list, select “Business Contact History” from the drop-down list and then click “Filter…”
5.) Select the contacts whose history you’d like to see (NOTE: if you have too many contacts to easily uncheck all the unwanted contacts, go to the “Advanced Filter” tab, select “Linked To” from the “Field name” drop-down, then choose “Equals”, “Begins with” or “Contains” and type your contact’s name in the “Compare to” field)
6.) Click on the “Review Results” tab to ensure that your filter is correct.
7.) Click “OK”
8.) Click “OK”
9.) Type your search term in the search bar at the top right and press ENTER Now scroll down to find the relevant item.  This search folder can be added
to your Business Contact Manager home page by going to the home page and clicking “Add or Remove Content”, scrolling down to the bottom of the list
and checking the box.

Comments (27)

  1. igoldsmid says:

    This is great – although I just wanted to ask the following:

    So I have Office & Outlook 2007, and BCM – and of course Windows Desktop Search V3 Installed. I cannot search in the Business Contacts, Contacts folder of BCM. Windows Desktop Search produces instant results for all other folders in all other pst files, but no results in BCM folders. Is that correct or is there something wrong with my setup?

    Thanks,

    IJG

  2. bcmteam says:

    In Outlook Contact Navagiation pane, there is a button call "All Contact Items". Click the arrow next to it and see if "Business Contact Manager" is checked. If not, check it and see if that solves the problem.

  3. captbackfire says:

    Can you think of any reason a search folder would not filter based on a category?  I can set the category in the filter, but it doesn’t find any results.  Thoughts?

    Kindly,

    Benjamin

  4. MomarGaddafi says:

    Hello, I am a bit of a newbie but I am having some trouble with filters. It seems like whenever one person applies a filter, everyone viewing BCM is updated with the same filter! very annoying, is this the way it is supposed to work? and if not, what could cause this??

  5. bcmteam says:

    Hi

    Yes in a shared environment thats something by design since the query is stored in the database which is shared.

    Thanks

    Vinit [MSFT]

  6. djgh says:

    Hi BCMteam, how does one create custom filters for Project Tasks? I would like the taskpad to show only tasks assigned to the particular use. Currently it shows all tasks. Any pointers?

  7. bcmteam says:

    Hi djgh

    You can right click on the assinged to field column and then select group by this field. This will group all tasks assigned to a particular user.

    Thanks

    Vinit [MSFT]

  8. sendiinghome says:

    I customized my BCM and then the computer closed because of an automated update – now I cannot find BCM home and my Business contact view does not show the customized fields I built — also cannot find BCM home — any ideas??

  9. bcmteam says:

    Hi

    People have run in to issues where there BCM HOME/Dashboard have empty tabs.People have solved it by repairing their office installation. You might want to give that a shot and see if it fixes for you.

    The customized field can be added back to your form by going to Customize wizard. If that doesny work I would try deleting FRMCACHE.DAT file under

    C:Users"USER NAME"AppDataLocalMicrosoftFORMS

    and see if that would fix the issue.

    Thanks

    Vinit [MSFT]

  10. adrian@spellfast.plus.com says:

    I am having massive problems with this because whatever filter arguments I enter it ignores them. I want to select two categories with an AND between them. What I do is select two categories and then go to SQL tab check box and then change OR to AND. But once I have clicked on the SQL tab whether I change the argument or not it simply says everytime "The filtering operation failed. Either these folders do not support filtering or the filtering conditions are too complex. All filtering settings have been reset." I have shut down outlook, rebooted etc

  11. bcmteam says:

    Hi Adrian

    Could you please tell me where you are applying the filter? I’m not really familiar with the SQL tab you talking about.

    Thanks

    Vinit [MSFT]

  12. jrad says:

    I’m afraid i’ve just missed this somewhere, but when i choose a current view that filters my accounts, i can’t find anything that indicates the count of records returned on the filter.  

    bcm shows at the bottom "Filter Applied | # of Records" but that number does not indicate the number of records after filter is applied.

    any help would be appreciated.

    jeremy

  13. bcmteam says:

    Hi Jeremy

    I just tried it with Outlook Contacts and they seem to have the same problem. This could be an outlook bug. Could you try outlook forum for this?

    Thanks

    Vinit[MSFT]

  14. jvt says:

    When I right-click the search folders tab in the business contact manager folder, the "new search folder" item is greyed out. What can I do to make it active?

    Any help would be appreciated …

  15. bcmteam says:

    Hi jvt,

    Are you trying a trial version of Outlook plus Business Contact Manager? This would happen only when your trial period has expired. Let me know if thats not the case.

    Thanks

    Vinit [MSFT]

  16. jvt says:

    No, I have a fully licensed version (Office Ultimate) …

  17. bcmteam says:

    Hmm.. so are you able to create a contact or account without any trouble?

    -Vinit [MSFT]

  18. sbreide says:

    I’m trying to create search folders.  I get the New Search Folder box, and create a name and select the item type, but then when I click on the "filters" button, and I get a "boing" noise and the following message:  "Business Contact Manager for Outlook could not complete your last action or actions.  Please try again."  What is going on?

  19. PeterP says:

    After installing BCM, I am having creating an Account.  On the Accounts screen, when I click on the New button, I get an error message:

    Creating an instance o fthe COM component with CLSID{2C247F23-8591-1101-00C0F0283628} from IClassFactory failed due to the following error: 80040112

    I am able to create contacts, opportunities with no problem.  Help would be appreciated!

  20. bcmteam says:

    Hi PeterP,

    This seems like a generic COM exception which could have been caused by multiple reasons on an Account form. I searched a little bit online and found that a customer had similar problem which got resolved when Microsoft MDAC Package was installed.

    Try that and let me know if that doesnt work.

    Thanks

    Vinit [MSFT]

  21. PeterP says:

    Hello Vinit –

    I had also seem the same post, regarding installing the Microsoft MDAC Package.

    I am running XP SP2, and when I tried to install/reinstall the MDAC package, I received a message that it was already installed as part of the SP2 update and did not install the package.

    Sorry, I should have mentioned this in my earlier post.

    Thanks,

  22. danielburgess says:

    bcmteam,

    Is it possible to save customizations of the view of tasks as viewed within a Business Project? I have successfully been able to add various grouping, sorting, and formatting, but each time I close the Project, it all reverts to default.

    Thanks,

    Daniel. 🙂

  23. bcmteam says:

    Hi Daniel,

    Make sure you have all the updates for outlook and BCM since SP2 are public for 2007 versions. If it still doesnt work you can try the following

    1. Go to Business Project

    2. In the toolbar click View->Current View->Define Views

    3. Click ‘New’

    4. Enter the name for the view, select type “Table” and check radio button “Visible for everyone”

    5. In the appeared dialog select fields and add required fields

    6. Click ‘OK’

    7. Then ‘Apply View’

    8. This view should be available now

    Let me know if this view sticks

    Thanks

    Vinit [MSFT]

  24. lindquistc says:

    bcmteam,

    I’m having the same problem as danielburgess above. What we are doing is opening a Business Project and then changing the columns/fields that are displayed for the Project Tasks table that is embedded on this page. We right-click on the header bar and choose ‘Customize Current View…" to choose additional fields. When we close and reopen the Business Project, the table has reverted to the default and the fields we had chosen are no longer visable.

    Thanks

  25. simark says:

    brcteam,

    I would like to add that I am having the exact same problem that has been described by both lindquistc and danielburgess above.

    It appears that you can successfully change the Project Task view in several other places and have the change stick EXCEPT in the Business Project Form Project Task section.

    It would be appreciated if either a solution to this issue could be provided or an acknowlegement that there is no solution for this at this time.

    Thanks

  26. jimesse says:

    This is a problem Jerry from msft addressed on mar 8/07.  The Instant Search does not search BCM contacts

    When I tried the proposed fix, I found that there is no option to check or uncheck Business Contact Manager in the drop down list from the arrow. The only options available are  Recent Searches, Search all Contact Items, Search the Desktop, Indexing options, Search options, help.

    Any help would be appreciated. Thanks

  27. YOUR GOD DAMN PROGRAM DOES NOT HAVE BUSINESS CONTACT MANAGER says:

    YOUR GOD DAMN PROGRAM DOES NOT HAVE BUSINESS CONTACT MANAGER