Advanced Training for Microsoft Outlook 2002

Using the Journal

Recording Journal Entries

1 To begin configuring Outlook to automatically record Journal entries, click the Tools menu, and then click Options...
2 In the Options dialog box, on the Preferences tab, in the Contacts section, click Journal Options...
3 To automatically record entries for e-mail messages and items related to meetings, in the Journal Options dialog box, in the Automatically record these items list, click the E-mail Message, Meeting cancellation, Meeting request, and Meeting response check boxes to insert check marks.
4 To automatically record entries only for items associated with your own name, in the For these contacts list, click once below the scroll box on the list scroll bar, click the Jeff Pikecheck box, and then click OK.
5 To save your changes, in the Options dialog box, click OK.
6 To test your Journal settings by sending yourself a test message to be recorded in the Journal, on the Standard toolbar, click the New Mail Message button.
7 To select the message's recipient, in the Message form, click To...
8 To send the test message to yourself (Jeff Pike), in the Select Names dialog box, in the Name list, click Jeff Pike, click To, and then click OK.
9 To include a subject line, in the Message form, click in the Subject box, and type Test.
10 To send the message, on the Standard toolbar of the Journal Test - Message form, click Send.
11 To check whether this message has been recorded as a Journal entry, on the Outlook Bar, click My Shortcuts, and then click Journal.
12 To view the Journal entry, click the plus (+) sign to the left of the Entry Type : E-mail Message group.
13 To begin manually creating a Journal entry, on the Standard toolbar, click the New Journal Entry button.
14 To specify a subject line, in the Journal Entry form, in the Subject box, type Request status.
15 To select an entry type, click the arrow to the right of the Entry type box, and then click Task.
16 To assign this task to a contact, in the bottom-left corner of the Journal entry form, click Contacts...
17 In the Select Contacts dialog box, in the Items list, click Sherman, Megan, and then click OK.
18 To save the Journal entry, click Save and Close.
19 To view the new Journal entry, click the plus (+) sign to the left of the Entry Type : Task group.
20 To begin manually recording a Journal entry for a Word document, click the Windows Start menu, and then click My Documents.
21 In the My Documents window, double-click the Lakewood Mountains Resort folder.
22 In the Lakewood Mountains Resort folder, point to the LMROfferLetter document, hold down the mouse button, drag to the Journal icon on the Outlook Bar, and release the mouse button.
23 To record the time you've spent working on this document today, in the LMROfferLetter.doc – Journal Entry form, click the arrow to the right of the Duration box, and then click 2 hours.
24 Notice that the entry type is already specified as a Document.To save this Journal entry, click Save and Close.

Organizing Journal Entries

1 To change the current view so that the Journal entries are displayed in a list, rather than on a timeline grouped by type,
2 To change the view so that the Journal entries are grouped by category, click the View menu, point to Current View, and then click By Category.
3 Notice that no entries have been assigned to categories. To view the Journal entries, click the plus (+) sign to the left ofCategories : (none).
4 To begin assigninga Journal entry to a category, double-click the LMROfferLetter.doc entry.
5 At the bottom of the LMROfferLetter.doc – Journal Entry form, click the Categories... button.
6 To assign this entry to the Hot Contacts category, in the Categories dialog box, in the Available categories list, click the Hot Contacts check box to insert a check mark, and then click OK.
7 To change the item type for this Journal entry, click the arrow to the right of the Entry type box, and in the drop-down list, click Letter.
8 To move this Journal entry to another date, click the arrow for the first Start time box, and then in the calendar for June 2003, click 9.
9 To update and close the Journal entry, click Save and Close.
10 To view the entry in the Categories : Hot Contacts category...

Associating Journal Entries with Contacts

1 To begin associatinga Journal entry with a contact, double-click the LMROfferLetter.doc entry.
2 In the LMROfferLetter.doc – Journal Entry form, in the bottom-left corner, click the Contacts... button.
3 To associate this journal entry with Patrick Sands, in the Select Contacts dialog box, in the Items list, click Sands, Patrick, and then click OK.
4 To update and close the LMROfferLetter.doc – Journal Entry form, click Save and Close.
5 To view Journal entries by contact, click the View menu, point to Current View, and click By Contact.
6 To view all Journal entries associated with Patrick Sands, click the plus (+) sign for the Contact : Patrick Sands group.
7 To view contact information for Patrick Sands, on the Outlook Bar, click Outlook Shortcuts, and then click Contacts.
8 In the Contacts folder, double-click the Patrick Sands contact.
9 To view a list of all activities associated with this contact, in the Patrick Sands – Contact form, click the Activities tab.