Managing Information Using OutlookManaging Information Using Outlook

AppendixAppendix

Microsoft Office 2003- Illustrated Introductory, Microsoft Office 2003- Illustrated Introductory, Premium EditionPremium Edition

2Managing Information Using Outlook 2003

Organize your contactsOrganize your contacts Manage your appointments and Manage your appointments and

taskstasks Use the Journal and NotesUse the Journal and Notes

ObjectivesObjectives

3Managing Information Using Outlook 2003

Organizing Your ContactsOrganizing Your Contacts

Outlook enables you to manage both Outlook enables you to manage both business and personal contactsbusiness and personal contacts– Store general and detailed contact Store general and detailed contact

informationinformation– Send a meeting request, task request, Send a meeting request, task request,

or an e-mail from Contactsor an e-mail from Contacts– Group, sort, and filter contacts by any Group, sort, and filter contacts by any

part of their name or addresspart of their name or address

4Managing Information Using Outlook 2003

Organizing Your ContactsOrganizing Your Contacts

Outlook Contacts featuresOutlook Contacts features– Enter a name and up to three Enter a name and up to three

addresses for a contactaddresses for a contact– Store more than a dozen telephone and Store more than a dozen telephone and

fax numbers for a contactfax numbers for a contact– Store up to three e-mail addresses for a Store up to three e-mail addresses for a

contact plus one Web page addresscontact plus one Web page address– Open the Details tab to store detailed Open the Details tab to store detailed

information, such as office department, information, such as office department, birthday, anniversary, or nicknamebirthday, anniversary, or nickname

5Managing Information Using Outlook 2003

Outlook Contacts features (cont.)Outlook Contacts features (cont.)– File a contact under their first name, last File a contact under their first name, last

name, company name, company, or job titlename, company name, company, or job title– Dial a contact telephone number if you have a Dial a contact telephone number if you have a

modemmodem– Keep track of e-mail, tasks, appointments, and Keep track of e-mail, tasks, appointments, and

documents relating to specific contactsdocuments relating to specific contacts– Send contact information over the Internet Send contact information over the Internet

using using vCardsvCards– Create a mailing list by filtering your Contact Create a mailing list by filtering your Contact

listlist

Organizing Your Contacts Organizing Your Contacts (cont.)(cont.)

6Managing Information Using Outlook 2003

New Contact button

Dial button

Contacts

Organizing Your Contacts Organizing Your Contacts (cont.)(cont.)

Detailed address card

7Managing Information Using Outlook 2003

Organizing Your Contacts Organizing Your Contacts (cont.)(cont.)

Details tab

Phone numbers

Web page and e-mail

information

8Managing Information Using Outlook 2003

Using CategoriesUsing Categories

A A categorycategory is a keyword or phrase used to is a keyword or phrase used to tag items such as contacts, appointments, tag items such as contacts, appointments, tasks, and notestasks, and notes

Outlook provides a Outlook provides a Master Category ListMaster Category List– BusinessBusiness– PersonalPersonal– Phone CallsPhone Calls– Hot ContactsHot Contacts– Etc.Etc.

9Managing Information Using Outlook 2003

Managing Your Managing Your Appointments and TasksAppointments and Tasks The Calendar and Tasks in Outlook The Calendar and Tasks in Outlook

provide a way to manage your provide a way to manage your appointments and tasksappointments and tasks– The The CalendarCalendar is the electronic is the electronic

equivalent of your desk calendarequivalent of your desk calendar– The The TasksTasks is an electronic to-do list is an electronic to-do list

10Managing Information Using Outlook 2003

Managing Your Managing Your Appointments and Tasks (cont.)Appointments and Tasks (cont.)

– An An appointmentappointment is an activity that does is an activity that does not involve inviting other people or not involve inviting other people or scheduling resourcesscheduling resources

– A A meetingmeeting is an activity in which you is an activity in which you invite people or reserve resourcesinvite people or reserve resources

– An An eventevent is an activity that lasts 24 is an activity that lasts 24 hours or longerhours or longer

• You can specify the subject of any activity You can specify the subject of any activity and its start and end timesand its start and end times

• Outlook identifies conflicts in scheduled Outlook identifies conflicts in scheduled activitiesactivities

11Managing Information Using Outlook 2003

Managing Your Managing Your Appointments and Tasks (cont.)Appointments and Tasks (cont.)

Appointment

New appointment button

Appointment reminder TaskPad

Date Navigator

Recurring Appointment

Today

12Managing Information Using Outlook 2003

Managing Your Managing Your Appointments and Tasks (cont.)Appointments and Tasks (cont.)

Assigned category

Show as busy in Calendar

Color coding label options

Linked contact

13Managing Information Using Outlook 2003

Managing Your Managing Your Appointments and Tasks (cont.)Appointments and Tasks (cont.)

Current view options

New Task button

Type new task here

14Managing Information Using Outlook 2003

Using Notes and JournalUsing Notes and Journal

NotesNotes are the electronic version of are the electronic version of sticky notessticky notes

The The JournalJournal is a way to keep track of is a way to keep track of your activitiesyour activities

The Journal tracksThe Journal tracks– Documents, calls, messages, files, Documents, calls, messages, files,

tasks, or appointmentstasks, or appointments

15Managing Information Using Outlook 2003

Using Notes and JournalUsing Notes and JournalNew Note button

Notes are color coded

First line identifies the note

16Managing Information Using Outlook 2003

Using Notes and JournalUsing Notes and Journal

Click to record these items

Track files, calls, messages, from these contacts

Select files to record

17Managing Information Using Outlook 2003

Previewing Your DayPreviewing Your Day

The The Outlook TodayOutlook Today page provides a page provides a preview of your day at a glancepreview of your day at a glance– It is an electronic version of your day It is an electronic version of your day

planner which provides a snapshot of planner which provides a snapshot of your current activities, tasks, contacts, your current activities, tasks, contacts, notes, and messagesnotes, and messages

– Outlook Today page can be customizedOutlook Today page can be customized

Using Notes and JournalUsing Notes and Journal

18Managing Information Using Outlook 2003

Previewing Your DayPreviewing Your Day

Calendar

Click to customize page

MessagesTasks

19Managing Information Using Outlook 2003

Summary SlideSummary Slide

ObjectivesObjectives Organizing Your ContactsOrganizing Your Contacts Using CategoriesUsing Categories Managing Your Managing Your

Appointments and TasksAppointments and Tasks Using Notes and JournalUsing Notes and Journal Previewing Your DayPreviewing Your Day