Managing Information Using Outlook Appendix Microsoft Office 2003 Illustrated Introductory

2Managing Information Using Outlook 2003  Organize your contacts  Manage your appointments and tasks  Use the Journal and Notes Objectives

3Managing Information Using Outlook 2003 Organizing Your Contacts  Outlook enables you to manage both business and personal contacts –Store general and detailed contact information –Send a meeting request, task request, or an from Contacts –Group, sort, and filter contacts by any part of their name or address

4Managing Information Using Outlook 2003 Organizing Your Contacts  Outlook Contacts features –Enter a name and up to three addresses for a contact –Store more than a dozen telephone and fax numbers for a contact –Store up to three addresses for a contact plus one Web page address –Open the Details tab to store detailed information, such as office department, birthday, anniversary, or nickname

5Managing Information Using Outlook 2003  Outlook Contacts features (cont.) –File a contact under their first name, last name, company name, company, or job title –Dial a contact telephone number if you have a modem –Keep track of , tasks, appointments, and documents relating to specific contacts –Send contact information over the Internet using vCards –Create a mailing list by filtering your Contact list Organizing Your Contacts (cont.)

6Managing Information Using Outlook 2003 New Contact button Dial button Contacts Organizing Your Contacts (cont.) Detailed address card

7Managing Information Using Outlook 2003 Organizing Your Contacts (cont.) Details tab Phone numbers Web page and information

8Managing Information Using Outlook 2003 Using Categories  A category is a keyword or phrase used to tag items such as contacts, appointments, tasks, and notes  Outlook provides a Master Category List –Business –Personal –Phone Calls –Hot Contacts –Etc.

9Managing Information Using Outlook 2003 Managing Your Appointments and Tasks  The Calendar and Tasks in Outlook provide a way to manage your appointments and tasks –The Calendar is the electronic equivalent of your desk calendar –The Tasks is an electronic to-do list

10Managing Information Using Outlook 2003 Managing Your Appointments and Tasks (cont.) –An appointment is an activity that does not involve inviting other people or scheduling resources –A meeting is an activity in which you invite people or reserve resources –An event is an activity that lasts 24 hours or longer You can specify the subject of any activity and its start and end timesYou can specify the subject of any activity and its start and end times Outlook identifies conflicts in scheduled activitiesOutlook identifies conflicts in scheduled activities

11Managing Information Using Outlook 2003 Managing Your Appointments and Tasks (cont.) Appointment New appointment button Appointment reminder TaskPad Date Navigator Recurring Appointment Today

12Managing Information Using Outlook 2003 Managing Your Appointments and Tasks (cont.) Assigned category Show as busy in Calendar Color coding label options Linked contact

13Managing Information Using Outlook 2003 Managing Your Appointments and Tasks (cont.) Current view options New Task button Type new task here

14Managing Information Using Outlook 2003 Using Notes and Journal  Notes are the electronic version of sticky notes  The Journal is a way to keep track of your activities  The Journal tracks –Documents, calls, messages, files, tasks, or appointments

15Managing Information Using Outlook 2003 Using Notes and Journal New Note button Notes are color coded First line identifies the note

16Managing Information Using Outlook 2003 Using 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 Day  The Outlook Today page provides a preview of your day at a glance –It is an electronic version of your day planner which provides a snapshot of your current activities, tasks, contacts, notes, and messages –Outlook Today page can be customized Using Notes and Journal

18Managing Information Using Outlook 2003 Previewing Your Day Calendar Click to customize page Messages Tasks

19Managing Information Using Outlook 2003 Summary Slide  Objectives  Organizing Your Contacts  Using Categories  Managing Your Appointments and Tasks  Using Notes and Journal  Previewing Your Day