Manage your Business Contact Manager database on a server

The new Business Contact Manager database tool for Outlook 2013 works only with installations of Microsoft Outlook 2013. If you are using Outlook 2010, use the Business Contact Manager for Outlook 2010 database tool.

If you want to host a Business Contact Manager database on a server, and you are an administrator on that server, you can use the Business Contact Manager for Outlook 2013 Database Tool. The server does not need to have Microsoft Office or Business Contact Manager for Outlook installed, but it must have a supported version of Microsoft SQL Server installed.

The tool opens the necessary firewall ports, grants users access to the database, and configures the SQL Server instance to allow external connections. Once the tool is installed, it allows you to manage your database on the server.

This article explains how to use the Business Contact Manager for Outlook Database Tool on a server to create, migrate, share, back up, and restore Business Contact Manager databases.

What do you want to do?

Install the Business Contact Manager for Outlook Database Tool

Open the Database Tool

Create a database with the Database Tool

Migrate a database with the Database Tool

Share a database with the Database Tool

Back up a database with the Database Tool

Restore a database with the Database Tool

Remove the Database Tool

Install the Business Contact Manager for Outlook Database Tool

To host a Business Contact Manager database on a server, you must first download and install the Business Contact Manager for Outlook Database Tool on your server.

Notes: 

• You must be an administrator to install the tool.

• Microsoft Office and Business Contact Manager for Outlook do not need to be installed on the server.

• Check the system requirements on the download page for the 2010 Database Tool or download page for the 2013 Database Tool to verify that the server you want to use has a supported operating system and the prerequisite software installed. This includes Microsoft SQL Server 2008 SP2 or Microsoft SQL Server 2005 SP3.

1. Download the 2010 Database Tool or download the 2013 Database Tool to your server.

2. Follow the steps in the InstallShield Wizard to install the Database Tool.

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Open the Database Tool

Note:  You must be an administrator to use the Business Contact Manager for Outlook 2013 Database Tool.

Windows XP

1. Click Start, and then click All Programs.

2. Point to Microsoft Small Business, then point to Business Contact Manager for Outlook Database Tool, and then click Business Contact Manager for Outlook Database Tool.

   Windows Vista or Windows 7

3. Click Start, and then click All Programs.

4. Click the Microsoft Small Business folder, then click the Business Contact Manager for Outlook Database Tool folder, and then click Business Contact Manager for Outlook Database Tool.

5. If you receive a User Account Control message when you open the Database Tool, click Yes or Allow.

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Create a database with the Database Tool

If you want to create a new database on a server to share with your users, you can use the Business Contact Manager for Outlook 2013 Database Tool to create one.

1. Open the Database Tool.

2. Click the Create a new database option, and then click Next.

3. In the Database Server Instance list, select the SQL Server instance in which you want to create your database, and then click Next.

4. In the Database Name box, type a name for your database, and then click Next.

5. When the Task completed successfully message appears, click Next.

6. Click Finish if you want to return to the Welcome page of the wizard to complete other tasks, otherwise click the Close button.

Tip:  If you are the database owner, you can use Business Contact Manager for Outlook to import data into the database. After you have shared the database on the server, open Business Contact Manager for Outlook on your computer, connect to the database, and then import your data. For more information, see Connect to a shared Business Contact Manager database and Import your data into Business Contact Manager.

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Migrate a database with the Database Tool

If you have a Business Contact Manager database that was created with an earlier version of the Database Tool, you can use the Business Contact Manager for Outlook 2013 Database Tool to migrate the database so that it will be compatible with Business Contact Manager for Outlook 2013. For example, if you created a database in Business Contact Manager for Outlook 2010, you can use the Business Contact Manager for Outlook 2013 Database Tool to migrate that database.

1. Open the Database Tool.

2. Click the Migrate a database option, and then click Next.

3. In the Database Server Instance list, select the SQL Server instance to which you want to migrate your database, and then click Next.

4. In the Database Name list, click the name of the database that you want to migrate, and then click Next.

5. When the Task completed successfully message appears, click Next.

6. Click Finish if you want to return to the Welcome page of the wizard to complete other tasks, otherwise click the Close button.

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Share a database with the Database Tool

Users can access your database only if you have shared it with them. To share your database from a server, use the Database Tool. For more information about sharing your database from a computer, see Share your Business Contact Manager data with other users. For more information about connecting to a shared database, see Connect to a shared Business Contact Manager database.

Important:  To connect to a shared database that is created or migrated using the Business Contact Manager for Outlook 2013 Database Tool, the server does not need to have Business Contact Manager for Outlook installed, but each computer that connects to the shared database must have Business Contact Manager for Outlook 2013 installed.

1. Open the Database Tool.

2. Click the Share a database option, and then click Next.

3. In the Database Server Instance list, select the SQL Server instance that you want to use to share your database, and then click Next.

4. In the Database Name list, click the name of the database that you want to share, and then click Next.

5. In the Share column, select the check box next to the users with whom you want to share the database.

6. If you need to add a user who is not in the list, click Add New User.

   In the Add User dialog box, do one of the following:

   • If the server is a part of a workgroup    

     1. In the Temporary password box, type a password that you are certain the user has not used before.

        This temporary password can be used only once. The first time the new user accesses the Business Contact Manager database, he or she is prompted to type this temporary password, and then type his or her current network or local password. From that time forward, the user's network password grants the user access to both the network and to the database.

        Note:  You must type a temporary password for each user. Any password that is used — whether it is temporary or permanent — must conform to the security standards set in your local network. The password cannot be blank.

     2. In the Confirm password box, retype the temporary password.

     3. Select the Also allow this user to log on to this computer check box if you want the new user to have the permission to log on and off your computer, as well as to access other files on your computer, including the database.

   • If the server is a part of a domain    

     1. Type the name of the domain that the user is a member of.

     2. Type the User Name of the user to whom you want to grant access to your computer. This name must be the same user name (or logon ID) that the user types when logging onto the network.

        -Or-

        Click Browse to look up a user name and domain.

7. Click Next.

8. Verify the list of users, and then click Next.

9. When the Task completed successfully message appears, click Next if you want to return to the Welcome page of the wizard to complete other tasks, otherwise click the Close button.

   Important:  When you share a database, you share all the information in this database with everyone who has access to it. If you have set up automatic linking and tracking of your e-mail messages, all existing and future e-mail messages and other communication history items that are linked to your Accounts and Business Contacts are available to all users who can access the database. If you do not want to share any existing e-mail messages and communication history items, remove these items before you share your database. For more information about deleting communication history items, see Track your communications with customers in Business Contact Manager.

Note:  If you want to remove access to the database for any user, in the Database Tool, click Share a database, and then clear the check box next to the user's name on the Select the users you wish to have access to the Business contact Manager database below page of the wizard.

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Back up a database with the Database Tool

You should back up your database frequently to prevent loss of your business data. Also, before uninstalling Business Contact Manager for Outlook, you should back up your database. You can restore your business data if you later re-install Business Contact Manager for Outlook. If your database is damaged and you have backed it up recently, you can also restore the backup file with little loss of data.

1. Open the Database Tool.

2. Click the Backup a database option, and then click Next.

3. In the Database Server Instance list, select the SQL Server instance for your database, and then click Next.

4. In the Database Name list, click the name of the database that you want to back up, and then click Next.

5. In the Back up your database to box, type the location where you want to save your backup, or click Browse to find the location.

   If you want to use a password to protect the backup file, type a password in the Password and Verify password boxes.

6. Click Next.

7. When the Task completed successfully message appears, click Next.

8. Click Finish if you want to return to the Welcome page of the wizard to complete other tasks, otherwise click the Close button.

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Restore a database with the Database Tool

If you have a backup file of your database saved on the server, you can use the Business Contact Manager for Outlook 2013 Database Tool to restore your database from the backup file.

1. Open the Database Tool.

2. Click the Restore a database option, and then click Next.

3. In the Database Server Instance list, select the SQL Server instance for your database, and then click Next.

4. In the Database Name list, click the name of the database that you want to restore, and then click Next.

5. Click Browse to find the backup file that you want to restore, click the file, and then click Open.

6. If your backup file requires a password, in the Password box, type the password, and then click Next.

   Note:  If you choose a backup file from an earlier version of Business Contact Manager for Outlook, a message that the file must be migrated appears. Click OK.

7. When the Task completed successfully message appears, click Next.

8. Click Finish if you want to return to the Welcome page of the wizard to complete other tasks, otherwise click the Close button.

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Remove the Database Tool

Windows XP

1. Click Start, and then click Control Panel.

2. Click Add or Remove Programs.

3. In the list of programs, click Business Contact Manager for Outlook Database Tool, and then click Remove.

4. To confirm that you want to remove the Database Tool, click Yes.

   Windows Vista

5. Click Start, and then click Control Panel.

6. Click Control Panel Home in the Navigation Pane.

7. Under Programs, click Uninstall a program.

8. In the list of programs, click Business Contact Manager for Outlook Database Tool, and then click Uninstall.

   Windows 7

9. Click Start, and then click Control Panel.

10. Under Programs, click Uninstall a program.

11. In the list of programs, click Business Contact Manager for Outlook Database Tool, and then click Uninstall.

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