Move a linked communication history item in Business Contact Manager

Moving a communication history item from one record to another is a two-step process.

Why?

A business note, Opportunity, or phone log must be linked to a record. When you remove a business note, Opportunity, or phone log from a record, that link will be sent to the Deleted Items folder in Business Contact Manager for Outlook. If the business note, Opportunity, or phone log is linked to another record, you can still access the information. However, if the business note, Opportunity, or phone log is not linked to another record, and you want the information, restore the link from the Deleted Items folder and link the business note, Opportunity, or phone log to another record.

Note: If the database owner has emptied the Deleted Items folder, you cannot restore this item.

If you remove the link to a Business Project, tasktask, e-mail message, appointment, or file from a record, the original Business Project, task, e-mail message, appointment, or file remains intact, and you can create another link to it later.

• First, link the communication history item to another record.

• Next, delete the communication history item from the original record.

Link a communication history item to another record

Link an existing communication history item to more than one record from the Communication History folder

1. On the Business Contact Manager menu, click Communication History.

2. Open the communication history item that you want to link to another record.

3. Under Linked account, business contact, opportunity or report, click Link To.

4. In the Link to a Business Contact Manager record dialog box, in the Folder list, select a group of records.

5. In the list box, select the records you want to link to this item. Or, to search for a record, type a name in the Search box.

6. Click Link To to link the communication history item, and then click OK.

7. In the communication history item form, on the Ribbon, in the Actions group, click Save & Close.

Note: Some communication history items, such as a business note or phone log, cannot be linked to more than 50 records.

Link an existing communication history item to more than one record from within a record

1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.

2. Open the record that contains the communication history item that you want to link to another record.

3. On the Ribbon, in the Show group, click History.

4. Open the communication history item that you want to link to another record, and then, under Linked account, business contact, opportunity or project, click Link To.

5. In the Link to a Business Contact Manager record dialog box, in the Folder list, select a group of records.

6. In the list box, select the records you want to link to this item. Or, to search for a record, type a name in the Search box.

7. Click Link To to link the communication history item, and then click OK.

8. On the communication history item form, on the Ribbon, in the Actions group, click Save & Close.

Delete a communication history item

Delete a communication history item from the Communication History folder

Communication history items linked to more than one record appear in the Communication History folder more than once. When you remove one copy of a communication history item that has multiple listings, the remaining separate copies still appear in the Communication History folder. Names of records that an item is linked to are displayed in the Linked To column on the Communication History folder page.

1. On the Business Contact Manager menu, click Communication History.

2. Right-click the communication history item that you want to delete, and then click Delete.

Remove a communication history item from the original record

1. On the Business Contact Manager menu, click Accounts, Business Contacts, Opportunities, or Business Projects.

2. Open the record that you want to remove a communication history item from.

3. On the Ribbon, in the Show group, click History.

4. Select the item, and then click Remove.