Can you change records in bulk?

  • Thread starter Thread starter Guest
  • Start date Start date
G

Guest

I want to change the classification of 1000 leads by adding a check mark to
the lead dialog box in the contact modify pane. Is there a provision in BCM
or Outlook to change fields in records in bulk throug a query?
 
Steve:

Here's what Judy wrote earlier in this newsgroup:

group by whatever field you need to modify, for example State. To change a
lot of Contacts' State at once, drag them from one state group to another.

In case you don't know how to group: To group, turn on the Advanced
Toolbar. Turn on the Group By Box. Drag the field header you want to group
by, into the Group By Box.

This works for changes of Company name as well. Group by Company field.
Change one manually, then drag the rest into that group.

HTH,
Lon

___________________________________________________________
Lon Orenstein
pinpointtools, llc
(e-mail address removed)
Author of Outlook 2007 Business Contact Manager For Dummies
Author of the eBook: Moving from ACT! to Business Contact Manager
www.pinpointtools.com
 
Thanks that partially answeres my question, I am looking to change the
classification of 1000 contacts so that the "lead" check box is checked so
the contacts will show in my "address card (leads)" view and they will be
seperated from my other business contacts. I cant find anyway to create a
group by contacts that have the lead box checked. Your further help would be
appreciated
Steve
 
Sorry Steve... you have to change one record first, then when you group by
the Lead field, you'll have two groups -- one with one contact in it that
you just changed, and all your other contacts that were not changed.
Highlight all the unchanged contacts and left click/drag them all to the
Lead grouping. You'll see a little tooltip popup that says something like
"Change value to Lead". Drop them on that grouping and the data will be
updated.

I'm 99% sure that there are longer instructions in this newsgroup also...
it's been explained before.

HTH,
Lon

___________________________________________________________
Lon Orenstein
pinpointtools, llc
(e-mail address removed)
Author of Outlook 2007 Business Contact Manager For Dummies
Author of the eBook: Moving from ACT! to Business Contact Manager
www.pinpointtools.com
 
I cannot find any "group by box" in any tool bar. there is no help in BCM
online to tell you the process of setting up a group. The "new group" area
has no right click features. I cannot find any help to do these simple
operations. What do I do?
 
Are you running BCM 2007 or 2003?

Lon

___________________________________________________________
Lon Orenstein
pinpointtools, llc
(e-mail address removed)
Author of Outlook 2007 Business Contact Manager For Dummies
Author of the eBook: Moving from ACT! to Business Contact Manager
www.pinpointtools.com
 
Are you running BCM 2007 or 2003?

Lon

___________________________________________________________
Lon Orenstein
pinpointtools, llc
(e-mail address removed)
Author of Outlook 2007 Business Contact Manager For Dummies
Author of the eBook: Moving from ACT! to Business Contact Managerwww.pinpointtools.com







- Show quoted text -
Click to expand...

I am running 2007, Thanks in advance for the help.
 
OK, Steve, do these steps:

1. Go to the Business Contacts view
2. Click on View, Toolbars, Advanced -- you'll see a new toolbar at the top
of Outlook.
3. Click on the Group By Box icon on the toolbar. You'll see the grid
display change to say "Drag a column header here to group by that column".
If the field you want to make mass changes to is showing in the grid, click
on it and drag it to that sentence and let go. That will change your view
to show contacts, grouped by that field.
4. If that field is not in the grid already, right click on the column
headers, and choose Customize Current View. Click on the Fields button. In
the top left dropdown "Select Available Fields From", choose User Defined
Fields in Folder. This shows you all the BCM fields in your database. Find
the field you want to make mass changes to, click once to highlight it, then
click Add to move it to the list on the right. Click on OK and OK again.
You should now see the field in the grid display and you can drag it to the
top of the grid as in step #3 above.
5. Your display is now grouped by that field. Assuming you have some
contacts with that value in that field and some without, you'll see two or
more groups. You can click View, Expand/Collapse Groups, Collapse All
Groups to make it easier to see which values are in that field.
6. If no records have the new value in them, you'll have to change one
record so that view can group by the new value. Expand one group by
clicking on the + sign. Double click on one contact record and change the
value to the value you want the other records to become.
7. Expand other groups of records that you want to change. Click on one
record to highlight it. Hold down the SHIFT key and click the last record
in the list you want to change, or hold down the CTRL key and click multiple
records that aren't together.
8. Drag the records into the area of the group with the new value you want
them to take on. You'll get a notice that says "Change {the field you're
changing} to {the new value}". Let go of the mouse and all the records will
now be in that group and their values will be changed.

Voila!

HTH,
Lon

--
___________________________________________________________
Lon Orenstein
pinpointtools, llc
(e-mail address removed)
Author of Outlook 2007 Business Contact Manager For Dummies
Author of the eBook: Moving from ACT! to Business Contact Manager
www.pinpointtools.com
 
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