1. Managing Information Using Outlook
Microsoft Office Illustrated Introductory, Premium Edition
Appendix
Managing Information Using Outlook

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

3. 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
Managing Information Using Outlook 2003

4. 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
Managing Information Using Outlook 2003

5. Organizing Your Contacts (cont.)
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
Managing Information Using Outlook 2003

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

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

8. 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.
Managing Information Using Outlook 2003

9. 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
Managing Information Using Outlook 2003

10. 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 times
Outlook identifies conflicts in scheduled activities
Managing Information Using Outlook 2003

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

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

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

14. 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
Managing Information Using Outlook 2003

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

16. Using Notes and Journal
Click to record these items
Select files to record
Track files, calls, messages, from these contacts
Managing Information Using Outlook 2003

17. Using Notes and Journal
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
Managing Information Using Outlook 2003

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

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