Outlook Lesson 3 Working with Other Outlook Tools

1. Outlook Lesson 3Working with Other Outlook Tools Microsoft Office 2007: Introductory

2. Objectives • Use Outlook Today and the To-Do Bar. • Create a Tasks list. • Manage tasks. • Assign tasks. • View and print a Tasks list. • Use the Journal. • Use Notes. • Exit Outlook. Microsoft Office 2007: Introductory

3. Daily Task List Journal Notes Task Task Input Panel To-do item To-Do List Vocabulary Microsoft Office 2007: Introductory

4. Using Outlook Today and the To-Do Bar • Outlook Today and the To-Do Bar gather and summarize information about the day’s activities in different ways. You can display either or both depending on your personal preference. • Outlook Today gives you a quick summary of the day’s activities. Divided into three sections, Calendar, Tasks, and Messages, you have a clear snapshot of your day’s appointments, meetings, tasks, and number of new e-mail messages. • The To-Do Bar includes the Date Navigator, a summary of your appointments, a Task Input Panel, where you can create new tasks, and a list of tasks. Microsoft Office 2007: Introductory

5. Using Outlook Today and the To-Do Bar (continued) • In Outlook Today, the Calendar displays appointments for the day. • The Tasks section lists previously entered tasks. When marked Completed, a task no longer appears in the To-Do Bar task list. • The Messages section contains the number of message in the Inbox, Drafts, and Outbox. • To turn on Outlook Today, on the Navigation Pane, click the Mail Folders button, and then click the Outlook Today icon at the top of the Mail Folders section. Microsoft Office 2007: Introductory

6. Creating a Tasks List • Use Tasks view in Outlook to create and manage your tasks. A task is any activity you want to perform and monitor to completion. A to-do item is any Outlook entry, such as a contact or e-mail message, that you have flagged for follow-up. • A simple way to create a task in the To-Do Bar is to type a subject in the Task Input Panel. You can also click File on the menu bar, point to New, and then click Task. • Tasks are visible on the To-Do Bar in the To-Do List, when you select Tasks in the Navigation Pane; and in the Daily Task List. Microsoft Office 2007: Introductory

7. Creating a Tasks List (continued) • Managing Tasks: You can sort and group tasks, move tasks up and down the list, add and delete tasks, edit a task, or mark a task as completed. • Assigning Tasks: You can assign a new or existing task to someone else. To assign a task, double-click an existing task or create a new task. In the Task window, on the Ribbon, in the Manage Tasks group, click the Assign Task button. • Viewing and Printing the Tasks List: You can change your view of tasks by clicking an option in the Navigation Pane. To print your Tasks list, click File on the menu bar, and then click Print. Microsoft Office 2007: Introductory

8. Using the Journal • You can use the Journal to record entries and document your interactions with contacts. You can create journal entries manually or you can choose to record e-mail, meetings, and tasks automatically. • To open the Journal, click Go on the menu bar, and then click Journal. In the Microsoft Office Outlook dialog box, click No. The Journal appears as a timeline. • To add a new Journal entry, click File on the menu bar, point to New, and then click Journal Entry. Microsoft Office 2007: Introductory

9. Using Notes • The Notes feature is the electronic equivalent of using paper sticky notes as reminders. You can use notes to type anything you need to remember, such as an errand or a great idea. • You can assign contacts from your Address Book to your notes, and you can also assign categories to notes. • At the bottom of the Navigation Pane, click the Notes icon to display Notes. To add a note, click the New Note button on the Standard toolbar. Outlook automatically adds the date and time. Click the Close button on the note to save and close it. Microsoft Office 2007: Introductory

10. Exiting Outlook • You can exit Outlook by opening the File menu and then clicking Exit. Microsoft Office 2007: Introductory

11. Summary • Outlook Today and the To-Do Bar gather information about activities from Calendar, Tasks, and Mail and summarize the information in one window. • You can create tasks from several views, including Outlook Today and the To-Do Bar. You can assign categories, specify start and end dates, check the status of tasks, prioritize, and set reminders. • You can also move tasks up and down the list, sort by subject or due date, add or delete tasks, edit a task, assign or delegate a task, or mark a task off when you complete it. In addition, you can view a Tasks list from different views and print a Tasks list in different styles. Microsoft Office 2007: Introductory

12. Summary (continued) • The Journal is used to record entries and document your work. You can set Outlook to record entries automatically or use the Journal Entry dialog box to record entries manually. • Notes is similar to using paper sticky notes as reminders. The date and time are automatically added. You can change the color of a note and view notes according to color. • When you’ve completed your work in Outlook, you can exit the program. Microsoft Office 2007: Introductory