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Explore the Journal
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The Journal is a standard Outlook feature You can easily access it from the Go menu and explore its basic structure As you can see in Figure 7-1, the Journal looks and works much like Tasks, Calendar, and other Outlook features
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Figure 7-1: Journal entries are a way to collect and organize comments you have on phone calls, e-mail, meetings, and more
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Journal folder
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Microsoft Of ce Outlook 2007 QuickSteps PCUsing a Journal and Making Notes PC QuickSteps Getting to Know Your
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NOTE
By default, the Journal is not one of the Outlook view bars in the Navigation pane or in the button bar at the bottom You can, of course, access the Journal from the Go menu or by using the keyboard shortcut CTRL+8 You can also change the Navigation pane to display the Journal by clicking Configure Buttons on the right of the button bar, clicking Navigation Pane Options, clicking Journal to display it on the button bar, and clicking Move Up to display the Journal in one of the Outlook view bars
1 Click the Go menu, and then click Journal (see the Setting
Up the Journal QuickSteps later in this chapter) You will see the following features:
The Navigation pane, on the left, reflects the Journal
features you can access, such as the Journal view options, which are explored later in this chapter
The Journal folder, in the middle, by default gives you a
timeline view and a listing of any existing journal entries for the portion of the timeline you are looking at
The Reading pane, on the right, displays the content of
the selected journal entry
The Journal View options in the Navigation pane allow
you to look at your journal in various ways
The standard toolbar on the Journal gives you the option of selecting a one-day,
one-week, or one-month view of the Journal folder You can also zero in on today s journal entries
You can make changes to the Journal options at any time by clicking Tools and then clicking Options In the Options window Preferences tab, click Journal Options You ll see the dialog box in Figure 7-2
Figure 7-2: You can select the items that you want the Journal to track, including contact e-mail data
Microsoft Of ce Outlook 2007 QuickSteps Using a Getting to Know Your PC Journal and Making Notes PC QuickSteps
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UICKSTEPS
Add a Journal Entry
SETTING UP THE JOURNAL
If this is the first time you have used the Journal, you ll need to make a decision about how you will use it
With the Journal open, you can quickly and easily add journal entries as you need them
1 If it isn t already displayed, click Go and then click
Journal
1 Click the New button on the standard toolbar 2 In the Journal Entry window, type a descriptive name for the journal entry in the Subject
text box, as shown in Figure 7-3
2 A dialog box appears telling you that the Journal
can track Office documents, as well as e-mail sent to contacts However, the Activities tab on the contact s Properties dialog box is the easiest way to track e-mail So, the question is whether you want to turn the Journal on for this purpose Click Yes if you want to do this You can turn it off later if you change your mind
3 Click the Entry Type drop-down menu, and
choose the type of entry you are creating
4 Use the drop-down menus to select the start date
and time You can also use the drop-down menu to choose the duration of the event, if desired
5 Click in the large text box, and type the journal entry you want to make 6 If you want to time the entry, such as in the case of a telephone call or meeting, click
Start Timer in the Journal Entry tab Timer group The results of the timer appear in the
3 In the Journal Options dialog box that appears,
shown in Figure 7-2, select the contacts you want Journal to track and what items you want to track for those contacts Notice that you can also track other Microsoft Office documents Click OK when you re done
Figure 7-3: Enter a short but descriptive name for the new journal entry
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Microsoft Of ce Outlook 2007 QuickSteps PCUsing a Journal and Making Notes PC QuickSteps Getting to Know Your
The Timer feature works great for items that need to be timed for billing purposes, such as consultation meetings and phone calls These timed journal entries give you an accurate time record within Outlook
Duration field in even-minute increments Click Pause Timer to stop the timer You can add time to the existing time in the Duration field by clicking Start Timer again; reset the timer by clicking the Duration down arrow and clicking 0 Minutes
7 Click Save And Close The new journal entry appears in your Journal
Change a Journal Entry
It is always a good idea to pause and think carefully before you delete a journal entry Old journal entries make good records, so make sure you truly no longer need the journal entry before you delete it
Journal entries, like most anything else you might record in Outlook, may need to be changed To do that:
In your Journal, right-click the entry you want to change, and click Open Journal Entry Or Double-click the journal entry that you want to change
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