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

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

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

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

Default Font in Word 2010

With the release of Office 2010 Word came a surprising change the defaulted font in Word changed from Times New Roman 12 point font to Calibri 11 point font. For many people this simple change was the most amazing thing Microsoft could have done but for others the thought of changing organizational style guides to match this new strange font brought on hives.

In recent training sessions, at The Banff Centre, the question of changing this defaulted font came up time and time again. Well don’t worry, changing the default font back to Times New Roman, or whatever font you wish to use, is not that difficult and in this week’s podcast will walk you through the steps.

One thing that I would suggest in changing this default is to create a test document like I do in the podcast so you don’t mess up a document you’re currently working on while playing with this process.

Have fun and we look forward to seeing you next week for another video podcast.