Staying Organized With The Outlook Journal
18 0789729563 CH15.i 8/29/03 11:56 AM Page 361CHAPTER15Staying Organized with theOutlook JournalIn this chapterUsing Outlook’s Journal362Working with the Journal Folder364Setting Up Automatic Email Journaling367Using Journal’s Other Tracking CapabilitiesCreating Journal Items Manually373Creating Custom Journal Entry TypesTroubleshooting376Improving Your Outlook378375370
18 0789729563 CH15.i 8/29/03 11:56 AM Page 362362Chapter 15 Staying Organized with the Outlook JournalUsing Outlook’s Journal15Outlook’s journal is a lot like a diary and contains a record of your daily activities. Unlike adiary, it’s somewhat limited to recording specific records, such as email you send andreceive, phone calls you make, and documents you work on. Although it does a good job ofautomatically tracking your usage of Microsoft Office applications, you must record journalentries for other events or applications yourself.Among the activities you can automatically record in the journal are Email you send and receive to selected contacts Task requests and responses Meeting requests, responses, and cancellations Telephone calls you initiate to a contact Office documents you work onBy automatically recording all documents you work on, all email sent to specific contacts,and phone calls made, the journal keeps logs of your activity. This is particularly useful toanyone who needs to know how long she worked on a document or spent on a phone callbecause the journal tracks the elapsed time along with the event.When you manually create new journal entries, you’re limited in the entry types you canchoose. The predefined entry types cover basic business events, such as Letters, documents, and faxes you send or receive Telephone calls and conversations Notes you take Remote sessions you participate inN OTEEven though you can’t create new entry types in the form, you can edit the Registry toadd additional types to the drop-down list. See “Creating Custom Journal Entry Types”later in this chapter to learn how to create your own journal entry types.The journal form (see Figure 15.1) contains only a few basic fields: Subject Entry Type Company Start Time (includes time and date fields) Duration Notes
18 0789729563 CH15.i 8/29/03 11:56 AM Page 363Using Outlook’s Journal363After you’ve entered the information in the fields, press the Save and Close button and yourjournal item is finished.15Figure 15.1Enter a subject andnotes about the eventin the journal formand save.After you create journal entries, you can use Views to organize your journal: By Entry Type—The default view; based on Timeline view with items grouped byentry type By Contact—Based on Timeline view and grouped by contact By Category—Based on Timeline view and grouped by category Entry List—Based on the Table view format; initially sorted by creation date Last Seven Days—Based on the Table view format; filtered to display entries createdwithin the past seven days Phone Calls—Based on a Table view, filtered to display only phone callsYou might prefer to view your journal in a traditional calendar format. If so, you can createa custom view using a day/week/month format layout.TIPJournal can display the week numbers in a Timeline view. Right-click on the bar wherethe month and year are displayed, choose Other Settings, and then check the box in theScales section to Show Week Numbers.Who Needs to Use the JournalAlthough many people don’t use the journal, doing so offers you two advantages. The firstis that because the journal can automatically record phone calls, email, task and meetingrequests, and responses for selected contacts, you can easily go back and verify that you sentan email or your colleague accepted an invitation.
18 0789729563 CH15.i 8/29/03 11:56 AM Page 36436415Chapter 15 Staying Organized with the Outlook JournalSecond, the journal records the duration you worked on a task. If you bill by the hour orjust want to know how long you spent writing a report, the journal can tell you. You don’thave to remember to set a timer; you need only select the option to automatically record allfiles created using specific Office applications.One reason many people give for not using the journal is that journaling causes your mailbox store to grow very large. When the journal automatically creates entries for many ofyour contacts and for all Office documents, you could end up with several hundred entriesat the end of each week, many of which offer little or no additional value. Unless you useAutoArchive to clean out the journal regularly, you might have thousands of items in thejournal.When the Journal Is HelpfulYou can let the journal automatically create records for Office documents or Outlook itemsyou create. Along with creating an automatic journal item for you, it also records the timeyou spent working on the documents.Although journal entries aren’t automatically created for all activities you might want toinclude in your journal, it takes little effort to create journal entries for all the activities youdo. If you need to go back a few months and find a document you worked on, it’s often easier to look in the journal and use views or Outlook’s advanced find to find the journal entrythan it is to search your computer’s hard drive for filenames you can’t remember.Working with the Journal FolderWhen you open the Journal folder, you’ll see the default By Type view: a timeline groupedby entry type. This view has the date running left to right across the top of the pane, withthe journal entries listed under the dates. The Timeline view default shows seven days, asshown in Figure 15.2.Along with scrolling, you can right-click on the row with the month and year to display thedate picker or, on the date scale, choose Go to Date to move around the journal. Althoughthe Outlook bar has a link for opening shared journals, only Exchange Server users can openand use shared Journal folders.Use the View menu to select different views of your Journal folder, including timelinesgrouped By Contact or By Category and Table views showing all items, or filtered by thelast seven days, or limit the display to phone calls only.The Reading Pane is turned off on the Journal folder by default; however, you can turn it onusing the View, Reading Pane menu selection. You can use the Reading Pane with any view,including the Timeline view, and you can see all the journal fields in the Reading Pane. Forsecurity reasons, you can’t open shortcuts on the journal item from the Reading Pane; youhave to open the journal entry first. When the actual file is attached to the journal entry,you can open it from the Reading Pane. In most views, you’ll want the Reading Pane on thebottom of the window to maximize the viewing area for Timeline views.
18 0789729563 CH15.i 8/29/03 11:56 AM Page 365Working with the Journal Folder365Figure 15.2The default view forthe Journal folder is aTimeline view.Using ViewsThe journal comes with six predefined views, using timeline or table layouts. You can customize these views or create your own custom views. You aren’t limited to using Timeline orTable views with the journal. Day/Week/Month views also work well with the journal,although Icon and Card views do not.The following are Timeline views for grouping the journal entries: By Entry type By Contact By CategoryEach of these views defaults to showing the journaled items for the week. You can changethis to one day (segmented by the hour) or one month by pressing the Day or Month toolbar button. You can return to a seven-day view by clicking the Week button.One of the first changes you might want to make in a Timeline view is reducing the size ofthe font used for the month and year. Right-click on the bar where the month and year aredisplayed, choose Other Settings, and then adjust the size of the Upper Scale Font in theFormat Timeline View dialog box, as shown in Figure 15.3.Other options you can change from the Format Timeline View dialog box include showingweek numbers and changing the maximum width of the labels displayed with the icons. Youcan also control whether the icon label is displayed when viewing a month in the timeline.15
18 0789729563 CH15.i 8/29/03 11:56 AM Page 366366Chapter 15 Staying Organized with the Outlook JournalFigure 15.315Change the timelinedisplay options usingthe Format TimelineView dialog box.The remaining preconfigured views use a Table view with filters controlling what you see: Entry List—No filter used Last Seven Days—Filtered to display entries created within the past seven days Phone Calls—Filtered to display only phone callsYou can customize any of these views or create new views using your own criteria.N OTEIf you create entry types for incoming and outgoing phone calls, as described in“Creating Custom Journal Entry Types,” you’ll have to modify the Phone Call view toshow the new entry types.Customizing the Journal ViewThe journal comes with several views, all of which are customizable. Right-click on the toprow of the journal and choose Customize Current View. The Custom View Organizeropens, enabling you to customize the current view to your liking. If you want to restore thedefault settings for the view, select the Reset Current View button at the bottom of the dialog box.N OTEWhen a button or option is dimmed, it isn’t available for the type of view you’re creatingor modifying.If you don’t like the predefined views, or need more views, you can create new views. Tocreate a new view:1. Select View, Arrange By, Current View, Define Views to open the Custom ViewOrganizer.2. Select New to create a new view.
18 0789729563 CH15.i 8/29/03 11:56 AM Page 367Setting Up Automatic Email Journaling3673. Enter a name for your view and select the type of view you want to create. Day/Week/Month makes a nice journal view, but Icon and Card views aren’t very useful.4. The Customize View dialog box, shown in Figure 15.4, opens and you can set theoptions you want to see in the view.Figure 15.4Modify your viewsusing the CustomizeView dialog box.When you finish customizing the view, select Apply View to use the new view immediately.You can apply it at any time by selecting the view’s name from the Current View toolbarbutton or View, Arrange By, Current View menu selection.TIPInstead of creating a new view from scratch, you can select an existing view in theCustom View Organizer, select Copy to create a copy of a view, and then choose Modifyto edit it. For more information about using views and creating custom views, see“Creating Views and Print Styles,” p. 87.TIPContacts provide an additional way to view journal entries: from the Activities tab of anopened Contacts form. In fact, many frequent journal users never use the Journal folder;they use only the Activities tab of the contact.Setting Up Automatic Email JournalingYou can configure the journal to track all emails you send to specific people, track the documents you work on, and track meeting and task requests and responses.Journaling is disabled by default. When you first select the Journal folder, a dialog askswhether you want to enable journaling. If you only need to track email and other Outlookitems, the Activities tab can be used instead of the journal, and you should select No.15
18 0789729563 CH15.i 8/29/03 11:56 AM Page 368368Chapter 15 Staying Organized with the Outlook JournalConfiguring Journal Options15If you choose Yes, the Journal Options dialog box opens, as shown in Figure 15.5. You canchange your configuration for journal options at any time by choosing Tools, Options,Preferences tab, Journal Options.Figure 15.5Use the JournalOptions dialog box toselect the activitiesyou want to automatically record in thejournal.Configuring journal options is straightforward. Add a check for the contacts, documenttypes, and meeting and task requests for the journal entries you want automatically created.CAUTIONAutomatic journal settings apply to the user logon, not to your Outlook profile. Whenyou share your computer logon with other people, changes they make to the journal settings affect you as well.The Journal Options dialog box contains three sections used to configure automatic recording of your activities. The selections you make in the top sections act as a filter to limit whatis automatically journaled: Automatically Record These Items—Select the activities that you want to record fromthis list For These Contacts—Only activities involving the selected contacts are recordedFor example, journal entries for Automatically Record These Items selections are createdonly if the contact is selected in the For These Contacts list box, not for every person youexchange email with.N OTETo be listed in the For These Contacts list, a contact must be stored in your defaultContacts folder. Contents of other Contacts folders aren’t listed.When you add a new name to your Contacts folder, the name is added to the For TheseContacts list, but is left unchecked. You must open the Journal Options dialog box andselect the new contact if you want to automatically journal messages to and from yournew contact.
18 0789729563 CH15.i 8/29/03 11:56 AM Page 369Setting Up Automatic Email JournalingIn addition to the items checked in the Automatically Record These Items list, journalentries are automatically created for phone calls to a contact selected in the For TheseContacts list when you initiate a call to the contact using the Actions, Call Contact menu onan open Contacts form.The third section, Also Record Files From, contains the list of document types that Outlookis capable of tracking and recording.The remaining section found on this dialog box contains the settings for the default actionthat occurs when you double-click on a journal entry. The choices are Opens the JournalEntry or Opens the Item Referred to by the Journal Entry.The final setting configured from this dialog box is your AutoArchive settings. You shouldconfigure AutoArchive Journal Settings if you’re journaling activities for a large number ofcontacts; otherwise, your message store may grow too large.Do you want to remove programs from these lists? See “Prevent Changes to Automatic JournalingSettings” in the “Troubleshooting” section at the end of this chapter.Configuring Contacts for Automatic JournalingYou typically use the Tools, Options, Journal Options dialog box to enable contacts forautomatic journaling. However, you can also do this from the Contacts form’s All Fields tabor when using the Phone List view.Using views to enable or disable your contacts for automatic journaling is the easiest way toset or change the status for a large number of contacts:1. Open your Contacts folder and choose Phone List view.2. Scroll to the right. The Journal field is the next to the last column.3. Add a check mark in the Journal field for each contact you want to automatically journal; remove the check mark to stop automatic journaling for a contact.If you have a large number of contacts to change, right-click on the row of field names,choose the Group By Box, and then drag the Journal field name to the Group By box abovethe row of field names. You can now select and drag multiple contacts between the Journal:No and Journal: Yes groupings, as shown in Figure 15.6.To enable journaling using the All Fields tab for all new contacts:1. Open a new contact to the All Fields tab and choose All Contact Fields in the SelectFrom field.2. Scroll the list of fields and locate Journal; enter Yes as Journal’s value.3. Open Tools, Forms, and then choose Publish Form As.4. Type a name for the form in the Display name box. Click Publish, and then close theopen form, choosing No when asked if you want to save it.5. Next, make the new form your default Contacts form by right-clicking on the Contactsfolder and choosing Properties from the shortcut menu.36915
18 0789729563 CH15.i 8/29/03 11:56 AM Page 370370Chapter 15 Staying Organized with the Outlook JournalFigure 15.615Change the journalsetting for many contacts at once bygrouping contacts bythe journal field.6. On the General tab, find the When Posting to This Folder, Use list, select the formyou just published, and then click OK.Now, all new contacts you create will use the form you published with journaling enabled. Ifyou want to stop journaling, repeat the last two steps in the preceding list and select theIPM.Contacts form instead.Using Journal’s Other Tracking CapabilitiesOutlook’s journal isn’t limited to tracking email entries for you; you can easily create yourown entries for anything you want to keep in your journal. Some people like to create anentry when they complete home and car repairs or maintenance or visit their doctor. Eventhough Outlook doesn’t have entry types for these items, you can easily create new entrytypes that meet your unique needs. You might also want to create a second (or third) Journalfolder with a different archive setting on each. You may want to keep business and personalentries separate, or archive your business entries more often than you archive home repairs.Tracking Telephone Calls AutomaticallyAlthough Phone Call isn’t listed in the Automatically Record These Items list, when youinitiate a call using the Actions, Call contact menu and the contact is in the For TheseContacts list, a new journal form loads automatically.When you have the journal automatically creating journal entries, the journal form’s fieldspull name and company data from the Contacts form, the time and date fields update to the
18 0789729563 CH15.i 8/29/03 11:56 AM Page 371Using Journal’s Other Tracking Capabilities371current time and date, and the timer starts, as shown in Figure 15.7. You don’t have to doanything except type notes and save the journal item when the call ends.15Figure 15.7Outlook automaticallycreates a journalentry for any phonecall initialed usingOutlook’s phonedialer.The format used in the Subject field is “Phone Call — [contact name]”; if the contact’sCompany field contains an entry, the Company field on the journal form is completed. Thecontact also links to the journal item, permitting you to locate the journal entry from thecontact’s Activities tab.Are journal items missing from the contact’s Activities tab? See “Reconnecting Journal Entries toContacts” in the “Troubleshooting” section at the end of this chapter.N OTEIf you’d like Phone Call to display in the Automatically Record These Items list, youcan edit the Registry to display it. Open the Registry Editor, navigate to the HKEYCURRENT USER\Software\Microsoft\Shared Tools\Outlook\Journaling\Phone Call key, and change the AutoJournaled value to 1. See Appendix E if you need help editing the Registry.When you make a phone call using Actions, Call Contact to a contact that isn’t already setup for automatic journaling, a journal item isn’t created for you unless you add a check tothe Create New Journal Entry When Starting New Call check box (see Figure 15.8). If youdecide after you begin the call that you need it in your journal, you can open a journal formand fill out all the fields.You can call a number that isn’t in Contacts by typing it into the New Call dialog box. Thecall is automatically journaled for you when you check Create New Journal Entry whenstarting a new call.
18 0789729563 CH15.i 8/29/03 11:56 AM Page 372372Chapter 15 Staying Organized with the Outlook JournalFigure 15.815Use Outlook’s NewCall dialog box toplace calls usingphone numbersstored in yourcontacts.N OTEYou might notice that the Create New Journal Entry When Starting New Call check box issometimes already checked when you start a call and the contact isn’t in your For TheseContacts list. This happens when you make several calls in a row without closing theNew Call dialog box. You must uncheck the check box to prevent the call from beingjournaled.Creating Automatic Journal Items for Other ApplicationsNot all applications you might want to create journal entries for are listed in the JournalOpti
ier to look in the journal and use views or Outlook’s advanced find to find the journal entry than it is to search your computer’s hard drive for filenames you can’t remember. Working with the Journal Folder When you open the Journal folder, you’ll see the default By Type view: a timeline grouped by entry type.
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