1. Pasewark & Pasewark Microsoft Office 2003: Introductory 1 INTRODUCTORY MICROSOFT OUTLOOK Lesson 3 – Working with Other Outlook Tools

2. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 2 Objectives Use Outlook Today. Create a Tasks list. Manage tasks. Assign and delegate tasks.

3. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 3 Objectives (cont.) View and print a Tasks list. Use the Journal. Use Notes. Exit Outlook.

4. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 4 Terms Used in This Lesson Categories Journal Notes Tasks

5. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 5 Using Outlook Today Outlook Today gathers information about the day’s activities from Calendar, Tasks, and Mail and summarizes the information in one window. Open Outlook Today by clicking the Outlook Today button on the Advanced toolbar. You can customize your Outlook Today view to meet your needs. You can also choose the option to display the Outlook Today screen every time you start Outlook.

6. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 6 Creating a Tasks List A task is any activity that you want to perform and monitor to completion. You can assign tasks to categories to help you group the tasks and find a task later. To add a task, click the New Task button on the toolbar. The Task dialog box displays.

7. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 7 Creating a Tasks List (cont.) Key your information in the dialog box and click Save and Close.

8. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 8 Managing Tasks You can sort and group tasks, move tasks up and down the list, add and delete tasks, and edit tasks. A task can be marked off the list when it is completed.

9. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 9 Assigning and Delegating Tasks To assign a new task to someone else, click the down arrow next to the New Task button and click Task Request. The Task dialog box appears in e-mail format. Click the To box and the Select Task Recipient dialog box displays. In the Name box, choose the task recipients and click OK. When finished adding the task information, click Send to deliver the task to the recipient.

10. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 10 Viewing and Printing the Task List To change how you view your tasks, open the View menu, point to Arrange By, and then choose Current View. Choose from the list of view options.

11. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 11 Viewing and Printing the Task List (cont.)

12. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 12 Viewing and Printing the Task List (cont.) To print your tasks list, open the File menu and choose Print. In the Print dialog box, choose to print your tasks in a table or memo style.

13. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 13 Using the Journal The journal records entries and documents your interactions with contacts. You can manually track phone calls and other activities in your journal, or you can choose to have e-mails, requests, and responses tracked automatically.

14. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 14 Using Notes The Notes feature is the electronic equivalent of using paper sticky notes as reminders. You can assign contacts from your Address Book to your notes. You can also assign categories to help organize your notes. The default color of a note is green; however, you can change it by clicking the note icon on an open note. Choose Color from the menu that appears, and pick a color from the submenu.

15. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 15 Summary Outlook Today gathers information about today’s activities from Calendar, Tasks, and Mail and summarizes the information in one window. The Tasks view is where you can keep an electronic “to do” list. A task is any activity that you want to perform and monitor to completion.

16. Outlook – Lesson 3 Microsoft Office 2003: Introductory Pasewark & Pasewark 16 Summary (cont.) The journal records entries and documents your interactions with contacts. The Notes feature is the electronic equivalent of using paper sticky notes as reminders.