Microsoft Dynamics CRM vs. Business Contact Manager

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In our Microsoft Dynamics CRM sales efforts, we often get asked “What about Business Contact Manager?  Why can’t we just use that?”  The frequency with which we are asked this question convinced me that this would make a good blog topic. Microsoft Dynamics CRM and Business Contact Manager each have their strengths and weaknesses and will fit the needs of a company differently. Below I will give a brief overview of the two products and some of the main points I recommend considering when trying to evaluate Dynamics CRM vs. Business Contact Manager.

Outlook 2010 with Business Contact Manager (BCM) was designed to provide small organizations a way to manage contacts, sales, marketing and projects. BCM provides major improvements over previous versions and allows for customer and contact management with a new interface, new project management and marketing tools, customization. Outlook 2010 with Business Contact Manager was designed to meet the needs of small companies and individuals who do not have complex CRM needs.

Microsoft Dynamics CRM 2011 is a robust and complete customer relationship management solution that helps companies manage marketing, sales and customer service. Dynamics CRM has extensive customization options and can be widely adapted to meet a company’s specific business practices. Dynamics CRM was designed with the needs of large enterprises in mind, but also fits the needs of many smaller companies.


Pricing and Licensing

One of the biggest differences between Business Contact Manager and Dynamics CRM is the pricing and licensing model. For new customers looking to purchase for the first time, Outlook 2010 with Business Contact Manager is only available through volume licensing bundled with Office Standard 2010 or Office Professional Plus 2010. Previous customers who meet certain requirements can upgrade from a previous version of BCM without going through volume licensing.  Microsoft Dynamics CRM pricing and licensing is available through volume licensing or through a SAS model at $44/user/month. Volume licensing prices vary based on licensing agreements with Microsoft.


Support and Resources

Though both are Microsoft products, Dynamics CRM appears to have considerably more support and resources available when compared to Business Contact Manager.  Looking at the team blogs alone, the Dynamics CRM team blog is much more active than the BCM blog.  As of this blog posting, the BCM Team blog had not had a post since September of 2010, whereas the CRM Team blog has 12 posts in the last 14 days. Microsoft Dynamics CRM is also supported by a large network of certified partners available to provide software demos and implementation support.



Outlook 2010 with BCM provides  huge improvements in the area of customization, allowing for an easier customization interface and deeper customization. BCM 2010 now allows for customization of up to 300 custom fields across all record types, compared to just 40 fields in previous versions. The new visual form designer also makes customization much easier for a standard user. While BCM has made great improvements in the area of customization, it is not as flexible or as easy to deeply customize as Dynamics CRM 2011. Dynamics CRM 2011, along with the Microsoft xRM framework, allows almost unlimited customizations and is supported by a wide network of certified partners experienced in customization. Dynamics CRM 2011 also introduced the Dynamics Marketplace in which customers can search for packaged customization solutions to download and deploy straight to their environment.



Business Contact Manager for Outlook uses Microsoft SQL Server Express (a smaller-scale version of Microsoft SQL Server) which has a size limit of 4 GB. For an additional cost you can upgrade to the full version of Microsoft SQL Server, which eliminates the 4 GB size limit. Microsoft Dynamics CRM runs on Microsoft SQL server and therefore does not have a similar limit. The number of users sharing data is also an issue and for large companies. Dynamics CRM is a better fit for companies with many users. Microsoft has done many scalability tests to ensure that Dynamics CRM will perform smoothly with many users and large amounts of data.


Other Factors

Reporting always seems to be a major factor for companies evaluating a CRM solution. While BCM does have some prebuilt reports and the ability to export to excel for reporting, it is not as robust or as powerful as the reporting tools in Dynamics CRM 2011. Dynamics CRM also includes a powerful workflow engine capable of automating business processes and eliminating many manual processes. Dynamics CRM also wins on integration capabilities, providing a stronger platform for companies who wish to integrate CRM with other business line systems.

If you have further questions about which solution would be best for your organization, I recommend reaching out to a Certified Microsoft Dynamics CRM partner who can help you sign up for a free 30 trial of Dynamics CRM Online. Playing with a Dynamics CRM online trial for 30 days will give you a great feel for whether it is too big, or just the right size for your company, with the functionality you are looking for.



Also find out more on how to upgrade to the latest version of Dynamics 365.


Article by: Brian Tenney - COO

Dave Bollard - Head of Marketing | 801-436-6636

JourneyTEAM is an award-winning consulting firm with proven technology and measurable results. They take Microsoft products; Dynamics 365, SharePoint intranet, Office 365, Azure, CRM, GP, NAV, SL, AX, and modify them to work for you. The team has expert level, Microsoft Gold certified consultants that dive deep into the dynamics of your organization and solve complex issues. They have solutions for sales, marketing, productivity, collaboration, analytics, accounting, security and more.


5 thoughts on “Microsoft Dynamics CRM vs. Business Contact Manager”

  1. So sad BCM is not supported any more and OCM is very light version of it. Moreover, OCM requires Office 365. Testing eway-crm and its free version can do much more than OCM and still it's perfectly integrates with Outlook.

  2. We have been using BCM for a while now, but have been experiencing problems when one of our 4 remote users is actively using BCM.

    We have 3 local users as well and they are ground to near halt with this active remote user is on-line.

    The remote user is connected via VPN. We are recently discovering that BCM is not supported via VPN and we are referred to CRM.

    The requirements for CRM for our lowly 7 users seems to go a long way towards the necessity of a full time administrator. We cannot afford that so we are loathe to get involved with all the different pieces MS says we need to implement CRM.

    Any ideas that may help us?

    1. Keith, Have you looked at CRM Online? With CRM Online and the help of a good Partner you should not need a full time administrator or an investment in hardware or other tools.

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