Find your data and work with lists

How CRM for Outlook data is organized


Although you don’t need to know a lot about databases to start working with CRM for Outlook, it’s helpful to know a few things about how data is organized.

In particular, there are two definitions you should know because they’re used in many places in CRM for Outlook: record and record type.

What’s a record?

In CRM for Outlook, a record is a complete unit of information. Think of it like a single row in a table or a spreadsheet, with multiple columns (or fields) to store the pieces of info that make up the entire row.

For example, an accounts record might have a column for Account Name, Phone, Address, Primary Contact, and so on.

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Each time you add a new account to the system, you’re creating a new record in the CRM database.

What’s a record type?

Each record you add to CRM for Outlook belongs to a certain record type, such as an account, contact, or opportunity. (CRM for Outlook has several other types of records besides these, but these are the ones you’ll probably work with most often.)

Record types (also called “entities”) give you a way to group and organize similar data.

Find your data

In CRM for Outlook, the information is available through the navigation pane on the left side of the screen below your Outlook Inbox. The navigation pane organizes your CRM information into folders and subfolders under Precon CRM.

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View records and record details


When you open a folder, such as the Accounts folder, you’ll see a list of the records for that record type. For example, if you open the Accounts folder, you’ll see a list of customers with their addresses, phone numbers, and contacts. Lists provide a view of your data that’s similar to a spreadsheet—you can see many records at the same time. Use lists to find and sort your records.

When you view a record in a list, you can see some but usually not all of the information for that record. For example, some of the columns may scroll off the screen or you may be able to see just some of the data in a particular column. If you want to see all the info for a record, just select it. The record details will be displayed in the Reading Pane below the list. Keep in mind that the information in the Reading Pane is read-only. It’s just a quick way to preview all the info about a particular record.

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Find a record (fast!)

Want a quick way to find a record? Use the search box at the top of a list to search for the record you want.

• Type the search term, and then choose the Search icon. Use an asterisk (*) to include a wildcard character.

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View a subset of records

If you work with a lot of records, it’s helpful to filter the list of records to just the records you want. CRM for Outlook comes with several pre-defined filters that you can choose from for each record type. For example, you can view all active accounts, or only the accounts you’re following. These pre-defined filters are called system views.

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When you choose a view from the list, CRM for Outlook creates a tab for that view and pins it above the list. This makes it easy to switch among views you use often. Just select the view to filter your records, then choose another view to filter them in a different way.

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If you choose the Pin button , the views will be available the next time you open CRM for Outlook. This keeps the information you use most often at your fingertips.

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