Adding and Deleteing Columns in Business Contact Manager Lists

When you are working in Business Contanct Manager (BCM) you are often working within lists. Most of these lists have standard views but I often find that the standard lists include columns that you don’t need or exclude columns you need every day. In this post we will explore the different ways to add or remove columns from lists in BCM.

There are two main ways to access the add columns window and both of these open the Show Columns window.

1. Use the add columns button located on the View tab of the ribbon

2. Right click on the column header

Using the Show Columns window:

  1. Select the type of field to add by clicking on the drop down menu
  2. Select the field to add from the left column
  3. Click the add button
  4. When you’re done click OK

 You can also remove columns from this window if you want by selecting the column to remove in the right hand area of the window and then clicking the remove button.

 An easier way to remove columns is to grab the column header with a left click and drag it out of the column header area. When the large obvious X appears release the mouse and the column is removed.

 I often find the fields are not in the correct order from left to right but again this is a pretty easy adjustment and there are two ways to complete this process.

 The first way to reorder columns is through the Show Columns window. When you have the window open use the up and down buttons to reorder fields on the list. The column name at the top of the list will appear on the left side of your list on your screen. So in the image below the Icon column will be on the left and Business Address will be on the right.

 The second, and far easier, way is to grab the field header in the list and drag it to the new location. When the two red arrows appear on the header row drop the mouse click and the field will move to the new location.

 One last thing to mention. These processes can also be used in Outlook lists like your email inbox or task list. The steps are the same but the windows look slightly different. It’s worth spending a few minutes setting up your inbox columns so they are useful for you rather than just taking up space.

 Thanks for reading

 Keystone Team

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Accessing Projects from Accounts and Reports

We received a comment on our  BCM (Business Contact Manager) YouTube video about using projects and thought it was worth expanding in a blog post. This video is also featured in  a blog post.

The question asked if you can quickly access which contact or account is linked to a project or can you access the project from the contact or account form. Well there are three easy ways to do this (I’m sure there are 20 more ways but these are the three ways we use).

The first way is through the account or contact record. All projects,linked to the account or contact, can be found on the History Page. The History page is accessed by opening the account/ contact form > Account tab> and clicking the History button on the ribbon. This will open the history page and all projects linked to the account/ contact will be listed here.

The second way is to use the reading pane from either the Contact Management or Project Management workspace. To turn on the reading pane select the View tab and then click the Reading Pane button. The reading pane will open beside the list area of the workspace and you may have to turn on the history or account information section of the reading pane by clicking the Select Sections button at the top of the reading pane.

All projects will be listed in the communication history area and the linked account will be hyperlinked from the project workspace.

The last way is through reports. By running the Business Projects by Accounts by clicking the Reports tab> selecting the Business Projects button> business projects by accounts report you will see all your projects which will be grouped by the accounts they are linked to.

 This is a simple report to run and probably the easiest way to see, at a high level, all the projects and who they are linked to. You can open any project in this report by simply double clicking on the project in the report.

Thank you for watching and commenting on our videos

Keystone Team

KIT Quick Hit- Using Freeze Panes in Excel 2010

There are times when you’re working on an Excel spreadsheet and it is so long and wide and you struggle with remembering what data is in column E and what record is in row 545. Well there is a simple solution, freeze panes. This handy function will freeze Row 1, Column A, or you can manually select which rows and columns to freeze. So if you freeze row 1 when you scroll down to row 545, row 1 will stay frozen in place and you can see what is in column E.

To use Freeze Panes in Excel 2010

  1. Click the View tab in the ribbon
  2. Select the Freeze Panes button and choose one of the three options 
  • Freeze Top Row will freeze row 1. This is very useful if your spreadsheet has hundreds of rows
  • Freeze First Column will freeze column A. This is good to use when your spread sheet has 20 columns but you need to see what is in column A when you’re working in column E
  • Freeze Pane will freeze panes based on the location of the active cell in the spreadsheet. Every row above and every column to the left of the active cell will be frozen. So if I have cell B2 frozen then both row 1 and column A will be frozen. 

Although we use Office 2010 in this podcast, this functionality is available in Excel 2003 and 2007. Please let us know if you have any questions about freeze panes functionality our any other Microsoft Office 2010 functionality you struggle with.

Keystone Interactive Training Team

Business Contact Manager 2010 Training

We are super excited to offer classroom and remote training for Business Contact Manger 2010. We began creating classroom and remote training sessions for this highly customizable add-on to Outlook a few months ago and the interest in our training program is growing.

If you’re working with Business Contact Manager 2010 and not able to realize its full potential give us a call or drop us an email as we would like to hear your story and how we can help.

Keystone Team

KIT Quick Hit- Quickly Insert Columns and Rows in Excel

Not many people realize that you can quickly insert as many columns or rows into your Excel worksheets as you need with only a few clicks. I often watch users slowly add one column at a time when they could complete the same process with a couple of mouse clicks. In this KIT Quick Hit podcast we’ll show you the secret of adding multiple columns or rows in Excel.

We use Office 2010 at KIT but this works in all versions of Excel.

Our KIT Quick Hit series are short videos to give you imediate skills  to make you more effieicent and generally make you a superstar in your office. These podcasts will focus on applications and software that you use everyday at work andhome.

Thanks for watching

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We are super excited by the number of people visiting the blog to view our weekly podcast series. We are on Twitter at KITraining and we tweet all our podcasts.

We also post all the podcasts on our YouTube channel KeystoneTraining.

Let us know if there is a topic you would like us to cover and we will do our best to help out. We work with most Microsoft products and love to hear from you about what topics you need more information on.

Talk to you soon

Building Projects in Business Contact Manager 2010

 Customer relationship management (CRM) systems have typically only been able to be used by large scale organizations that have difficulty managing when and what customers have been contacted because of their complexity and cost. CRM’s are often used to leverage sales and leads across numerous departments and locations. In today’s economy many small companies are looking at CRM systems to track marketing and communication campaigns with accounts and contacts in order to leverage every lead and possible sale. One, cost effective, CRM is Business Contact Manager 2010 (BCM) by Microsoft.  BCM is a free add-in for Outlook 2010 professional.

 This week, we created a short podcast which shows how projects work in BCM. This functionality allows you to track the resources, tasks, and time spent on a project. Projects could be client events, conferences, or requests for proposals. The options for using projects are almost limitless. In this podcast we look at how to create a project and then assign/link these projects to accounts while tracking key dates and overall progress. Trevor and I have begun to leverage this functionality for KIT and we have found the ability to monitor tasks, their due dates, and what is outstanding is a great tool not only to meet our deadlines but for building better relationships with our clients.

Thank you and please let us know if you have any comments of feedback. See you next week for another video podcast.

Keystone Interactive Training Team