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.

3
Vocabulary

• Daily Task List
• Journal
• Notes
• Task

• Task Input Panel
• To-do item
• To-Do List

4
Using Outlook Today and the To-Do Bar

• Outlook Today and the To-Do Bar gather and
  summarize information about the days activities
  in different ways. You can display either or both
  depending on your personal preference.
• Outlook Today gives you a quick summary of the
  days activities. Divided into three sections,
  Calendar, Tasks, and Messages, you have a clear
  snapshot of your days 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.

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.

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.

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.

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.

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.

10
Exiting Outlook

• You can exit Outlook by opening the File menu and
  then clicking Exit.

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.

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 youve completed your work in Outlook, you
  can exit the program.