Outlook 2010 Advanced – Lesson 16 – Folders Using the Journal

Tracking Activities

The Journal is where you record all documents on which you work. Figure 61 shows a sample journal viewed by entry type in month view. The timeline shows e-mail and Word documents and when they were opened.

Figure 61: A Sample Journal Filtered by Entry Type in Week View. Below – The journal tracks your Office files so that when you double click the icon it opens up for editing/reading.

You can set up the Journal to record your Microsoft Office activities automatically. You can also list your other activities manually, whether you open a non-Office document or you want to record a conversation, an appointment, a contact, or anything else of importance.

You might need to verify when you worked on a document or talked with a colleague. In such a case, you can use your Journal to find your activity. Several filters show timelines that emphasize the date and duration of the contact, while the remaining filters document the quantity of activity. You can change whether the timeline displays a day, a week, or a month by clicking the Day, Week, or Month buttons on the toolbar, as you did in the Calendar folder. If you want to open a document that is listed in your Journal, you can open it directly from the Journal listing.

The Journal Current View drop-down list gives you numerous criteria to use to filter the activities. Table 61 summarizes the Journal Current View filters.

Name Function
By Type Group activities by application type in timeline format.
By Contact Groups activities by contact in timeline format.
By Category Groups activities by category in timeline format.
Entry List Lists all activities recorded. Shows the date, duration, contact, and category.
Last Seven Days Shows the entry list for the last seven days.
Phone Calls Lists phone calls.
Outlook Data Files Lists Data Files

Table 61: The Journal Current View Filters

This table summaries the context-sensitive Journal toolbar buttons.

Button Name Function
New Journal Opens the New Journal Entry window so you can create a new activity. The drop-down arrow gives you access to the New windows for the other Outlook features.
Print Prints your journal
Move to Folder Move journal to another folder
Delete Delete Journal Entry
Today Displays entries for today on timeline
1 Day Displays one day on the timeline.
1 Week Displays one week on the timeline.
1 Month Displays one month on the timeline.
Search Address book Searches contacts list

Table 62: Summary of the Journal Ribbon Buttons

Recording Activities Automatically

You set up the Journal to record your activities automatically on the Journal Options, from the Notes and Journal options, shown in Figure 62. This page governs recording e-mail messages, meetings, tasks assigned to others, and activities with contacts as well as documents you open in the Microsoft Office.

 

Figure 62: The Journal Page of the Options Dialog Box

To record activities automatically:

1. From the File tab, choose Options.

2. Select Notes and Journal, select the Journal Options… button.

3. On the Journal Options dialog box, in the Automatically record these items: list, select the appropriate check boxes.

4. In the For these contacts: area, select the appropriate check boxes.

5. In the Also record files from: area, select the appropriate check boxes.

6. Choose OK.

In the following exercise, you will automatically record activities in your Journal.

1. Open the Journal folder The Journal appears in By Type view.
2. From the File tab, choose Options The Options dialog box appears.
3. Click the Notes and Journal button. Select Journal Options The Journal Options dialog box opens.
4. In the Automatically record these items: list, select all the check boxes
5. In the For these contacts: list, select the box
6. In the Also record files from: area, select all the check boxes
7. Choose OK The Journal reappears.
8. Open Microsoft Word
9. From the Data folder on your hard drive, open the document Journal.doc
10. Close the document and exit from Word
11. Open the Journal An Entry Type for Microsoft Word appears on the timeline.
12. Click the + to the left of Entry Type: Microsoft Word The Entry Type expands to show your Microsoft Word activity.

Setting Shortcut Opening Options and Using a Journal Entry as a Shortcut

Suppose you are looking for a document you worked on a week ago and you can no longer recall its name. You can open items you tracked in your Journal to find the document you want.

The way you set up the Journal page of the Options dialog box determines whether you open the document directly or you open the Journal Entry window and then the document. By default, double-clicking opens the Journal Entry window.

To set shortcut opening options:

1. From the File tab, choose Options.

2. Select Notes and Journal, select the Journal Options… button.

3. On the Journal Options dialog box, in the Double-clicking a journal entry: area, select an option button.

4. Choose OK.

5. Choose OK.

To use a Journal entry as a shortcut:

1. Double-click the Journal entry.

2. If necessary, in the Journal Entry window, double-click the shortcut in the large text box at the bottom of the window.

In the following exercise, you will set shortcut opening options and you will use a Journal entry as a shortcut.

1. Change the view to Last Seven Days
2. If necessary, position the double-headed mouse pointer over the border that separates the Subject and the Start column headers, and then drag the border to the right The Subject column becomes wider, allowing you to see the whole drive path.
3. In the Subject column, double-click C:\Data\Journal.doc The Journal.doc Journal Entry window appears.
4. In the large text box at the bottom of the window, double-click the Journal.doc shortcut Word loads and the document opens.
5. Close the document and exit from Word The Journal Entry window reappears.
6. Close the Journal Entry Window The Journal reappears.
7. From the File tab, choose Options then click the Notes and Journal button, followed by the Journal Options button. The Journal Options dialog box appears.
8. In the Double-clicking a journal entry: area, select the Opens the item referred to by the journal entry option button
9. Choose OK The Options dialog box is shown again.
10. Choose OK
11. In the activity list, double-click C:\Data\Journal.doc The document opens.
12. Close the document and exit from Word The Journal reappears.

 

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