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Outlook 2010 features and benefits

Microsoft Outlook 2010 with Business Contact Manager provides powerful customer and contact management to improve the effectiveness of your sales, marketing, and customer service efforts.

With a new interface, new project management and marketing tools, and powerful customization, Business Contact Manager for Outlook 2010 lets you manage all of your organization’s customer information within Outlook, the application you already use for e-mail and calendaring.

Manage your customer information

Keep all your customer information organized and accessible.

  • Consolidate customer information. Keep all information related to your contacts, including e-mail messages, appointments, and documents in a single place, enhanced by the stability and performance of a SQL database. Information is accessible using the familiar Outlook user interface, so very little training is required. Create custom tabs and apply filters to show only those contacts relevant to your business needs.
  • Link and track e-mails. Automatically link e-mails received from or sent to each customer.
  • Share customer information with colleagues. Create Share contact and sales information with those in your team who need it. When a potential customer calls, your salespeople have the information they need to close the sale.
  • Synchronize Business Contacts with Outlook, SharePoint, or Windows Live Contacts. View and edit your Business Contacts from anywhere you can access Outlook Contacts. Bidirectional Synchronization between Business Contacts and Outlook Contacts ensure that both copies are always up-to-date.
  • Stay connected when you are out of the office. When you’re on the road, you can work offline on your portable computer, and then synchronize information when you return.

Manage your sales activities

Follow up quickly and easily on sales leads and opportunities.

  • Manage sales leads. Automatically prioritize your leads according to rules you set up so that you can pursue the most important leads first.
  • Stay on top of sales opportunities. Create sales stages and activities that fit your business practices. As you complete each activity, Business Contact Manager sets a reminder in Outlook for the next activity in the series.
  • Identify your top customers and products. Keep track of your top customers and best-selling products so that you can give them the attention they deserve.
  • Forecast sales and prioritize tasks. Use the dashboard to keep track of your company’s sales pipeline and sales funnel. Easily forecast sales and prioritize your sales efforts.
  • Analyze your data. Use any of 72 predefined reports, or create and share customized reports that contain exactly the data you need. Export reports and their formatting and formulas to Excel for deeper analysis.

Create and track your marketing activities

Create and distribute personalized marketing communications and monitor the results.

  • Create sophisticated and targeted mailings. Filter prospect and customer data, and then seamlessly send campaigns using Publisher or Word.
  • Manage customer calls. Execute calls to groups of existing or potential customers. Select exactly the contacts that you need to call, then write or import a call script. As the call proceeds, take notes directly in the script, then record “call complete” and set a follow-up flag for those contacts requiring additional actions, such as providing a brochure or making a personal visit.

Manage projects with timelines and templates

Manage your projects and share project-related information with others in the company.

  • Monitor project activities. Centralize all project information, including activities, e-mail messages, meetings, notes, and attachments.
  • Create and manage project templates. Use Project Templates to create projects in an instant, even those with many dependent tasks. Just define the project you need once, save it as a named template, and create as many additional projects of the same type as you need.
  • Assign projects and project tasks to others. When you assign a project task, information is automatically transferred to that individual’s task lists, appearing on the To-Do Bar and as an Outlook reminder.

Customize to fit your business needs

Create new record types, customize existing ones, and define relationships between records, using the visual form designer.

  • Create and customize new or existing record types. Add or remove fields so that each record reflects exactly your business needs.
  • Define new record types. Create Vendor, Salesperson, or Employee records, and then decide exactly which fields each record type needs.
  • Define relationships between records. Keep track of virtual teams, your customers’ business partners, or their key influencers.
  • Do all of this with the visual form designer. Click and drag to create new fields, removes one you don’t need, or rearrange fields on the form.
  • Integrate with custom applications. With the software development kit, or SDK, technology developers and consultants can customize Business Contact Manager to integrate with other line-of-business applications.

Take a look at the top 10 ways in which Outlook 2010 with Business Contact Manager helps you get things done easier and faster.

Features and Benefits

Microsoft® Outlook® 2010 offers premium business and personal e-mail management tools to more than 500 million Microsoft Office users worldwide. With the release of Outlook 2010, you get a richer set of experiences to meet your communication needs at work, home, and school. From a redesigned look to advanced e mail organization, search, communication, and social networking features, Outlook 2010 provides you with a world-class experience to stay productive and in touch with your personal and business networks.

Save time viewing, creating, and managing your e-mail.

Think about how much e-mail you receive in a typical week today versus a typical week five years ago. We’ve redesigned Outlook 2010 to reflect these changes in your lifestyle and help keep up with the vast amounts of information you receive every day.

  • Manage large amounts of e-mail with ease. Condense, categorize, or even ignore entire conversations with a few clicks. With new conversation management tools and the improved Conversation View, dozens of messages can turn into a few relevant items. Gain control over your e-mail and get more time back in your day.



  • Start harnessing the power of Conversation View! On the View tab, in the Conversations group, select Show as Conversations.
  • Send the right information to the right people and respond to e-mails rapidly. MailTips1 instantly alert you to potential distribution issues and Quick Steps take the multi-stepped tasks you perform most down to just a single click.

Get easier access to the right tools, at the right time.

Locate the commands you need when you want them and where you want them.

  • The improved Ribbon, now available across Outlook 2010, makes it easy to uncover more commands so you can focus on the end product rather than how to get there.
  • Easily configure new and existing accounts, clean up your inbox, and visually see how much space is left in your mailbox if it’s restricted by size. These are just a few of the many features available from the new Microsoft Office Backstage™ view. Backstage view replaces the traditional File menu across the Office 2010 applications to provide a centralized, organized space to manage your accounts and customize your Outlook experience.

Connect with people, connect your e-mail accounts, and stay up to date.

Whether you’re managing a team or organizing a family event, it’s important to stay connected to people inside and outside your office or home. Outlook 2010 brings together various e-mail and communication networks so that staying connected with the people you care about is fast, simple, and fun.

  • Connect multiple Microsoft Exchange mailboxes in a single Outlook profile or accounts from services such as Windows Live™ Hotmail®, Gmail, or almost any other provider to Outlook 2010 and easily manage them from a single, centralized view.3
  • Manage your schedule stress-free using the new Schedule View. View multiple Outlook calendars, such as a shared Exchange calendar or a calendar published on Office.com, in a streamlined horizontal display.
  • View the availability of a person and instantly reach out to them using a variety of communication methods¾all on a new easy-to-access contact card.4


  • The all-new Outlook Social Connector (OSC) connects you to the social and business networks you use, including Microsoft SharePoint® Server 2010, SharePoint Online or Windows Live.5 Even connect to or other popular third-party sites, such as Facebook, LinkedIn, and MySpace. Get more information and stay in touch with the people in your network without leaving Outlook.6

Access your vital information anywhere, anytime.

Check e-mail anywhere and quickly locate those important addresses and phone numbers when you need them. Now you can stay connected to your work and personal connections by taking the new Outlook experience with you. It’s easy to keep on top of things while you’re on the go.

  • Microsoft Outlook Web App: Stay up to date and in touch. View your email messages, contacts, and calendar events stored on Exchange Server using a Web browser.7
  • Microsoft Outlook Mobile: Sync Outlook 2010 with an enhanced mobile version of Outlook specifically suited to your Windows® phone.23 No desktop required. When connected to Exchange Server 2010 or Exchange Online, use Conversation View and save time by combining related messages that can be moved, flagged for follow-up, or deleted in just a few taps.


Manage your inbox, schedule, and contacts with ease, connect to various e-mail and social networks and obtain anywhere access to your information. Outlook 2010 helps you stay connected and in touch with your world at work, at home, virtually anywhere.

1Microsoft Exchange Server 2010 or Exchange Online (Office 365) is required for MailTips and must be enabled by an Exchange administrator.
2Window Live Hotmail accounts require the Outlook Hotmail Connector, available as a free download.
3Window Live Hotmail accounts require the Outlook Hotmail Connector, available as a free download.
4Instant messaging and presence requires one of the following: Microsoft Lync Server 2010 or Microsoft Lync Online (Office 365) with Microsoft Lync 2010, Microsoft Office Communications Server 2007 R2 with Microsoft Office Communicator 2007 R2; Windows Live Messenger, or another instant messaging application that supports IMessenger. Voice calls require Lync Server 2010 or Lync Online (Office 365 includes PC-to-PC audio/video only) with Lync 2010, Office Communications Server 2007 R2 with Office Communicator 2007 R2 or an instant messaging application that supports IMessengerAdvanced.
5Microsoft Office Professional Plus 2010 is required to view SharePoint Server 2010 or SharePoint Online (Office 365) My Site social data.
6Connecting to a third-party social network requires an add-in provided by that social network. In most cases, usage of that social network requires you to be subject to the terms and conditions of the provider.
7Outlook Web App, formerly known as Outlook Web Access, is available to Microsoft Exchange customers. An Internet connection and supported browser, such as Windows® Internet Explorer® 7 for Windows, Safari 4 or later for Mac, and Firefox 3.5 or later for Windows, Mac, or Linux are required.