[vip_students] Using the outlook journal
- From: "Paul Traynor" <paul.traynor@xxxxxxx>
- To: <vip_students@xxxxxxxxxxxxx>
- Date: Wed, 23 May 2007 13:01:48 +0100
Hi Nial,
Hope the below will be of help to you.
Paul.
Using the Journal
You can use Outlook's Journal to keep a log of your important daily
activities. Then, when you're famous, future historians and students will
look
Back and read about your exciting daily activities at the office!
In a nutshell, the Journal keeps track of three different types of
activities:
*. Manually Created Activities:
You can manually create a journal entry, just like you would create an
e-mail or task. Manually created journal entries can be about any type of
activity you can think of: phone calls, meetings, important conversations,
faxes, etc.
*. Contact-Related Activities:
Outlook can automatically record certain activities that are related to a
particular contact. For example, you could configure the Journal to
automatically track any e-mails sent to or received from Bob Smith.
*. Microsoft Office Documents:
The Journal can also automatically record any documents that you create or
modify in any Microsoft Office program, such as Microsoft Excel, PowerPoint,
or Word.
[What you’ll learn]
You will learn how to create and work with journal entries using all three
methods in this chapter. You will also learn how to attach a file to a
journal
Entry, how to use the Journal with the Contacts list to perform basic
contact management, and how to display the Journal using the available
preset views.
(Recording Items in the Journal Automatically)
Outlook's Journal can automatically record information about any document
you create, edit, or print from any Microsoft Office application. The
Journal can also automatically track e-mail messages, meeting requests
And responses, and task requests and responses to the contacts you specify.
Before you can use Outlook's automatic Journal recording features, you have
to turn them on. This lesson will show you how to do just that.
Step 1. Select Tools, “alt + T” and arrow down to “Options” from the
menu and cpress enter on the Preferences tab if necessary.
The Options dialog box appears.
Step 2. Use the tab key to go to the “journal options button” located in
the Contacts category.
The Journal Options dialog box appears.
Step 3.In the first list box of the dialog box, you can specify the types of
activities you want to automatically record
And if you tab key once more you can use the names of the people in your
Contacts list for which they are recorded.
For example, you might want to record e-mail messages
From your boss but not your mother, so you would only check your boss's
name.
Use the Spacebar to check any choices you wish to make in these lists.
The next list box of the dialog box lets you automatically record journal
entries about files you create, open, close, and save from any Microsoft
Office
Program, such as a Microsoft Word document or Microsoft Excel spreadsheet.
When you arrow through any of these choices, use the spacebar to check any
choices you make.
We're not going to make any changes to the journal in this lesson.
Step 4. Tab key to the “OK button” to close the Journal Options dialog
box, and then click OK to close the Options dialog box.
Note: Many people find the idea of Outlook keeping track of every Microsoft
Office document they work on-including personal letters-a little
Disturbing. If other people occasionally use your computer, you may want to
think twice before enabling all of the Journal's automatic recording
features.
(Viewing the Journal)
Introduction:
The Journal displays its information on a timeline. A timeline makes it easy
to view the chronological order of your activities. For example, perhaps you
Can’t find an Excel spreadsheet that you worked on last week. You could use
Outlook's Journal to view everything you've worked on in Microsoft Excel
during
The past week to find the spreadsheet.
You can change the time scale used in the Journal by entering on any of
the following buttons:
*.Day: View one day at time.
*. Week: View one week at a time.
*. Month: View one month a time.
Step 1. The way to open the journal is to press keys “control + letter y”
and arrow up or down through the tree till you locate the journal.
Step 2. Press the “enter key” on it.
The contents of the Journal appear,
The Journal normally displays its information in a grouped view, meaning
items are organized into sections that you can expand or collapse to display
or hide the items. Contain. You can display a section's journal entries by
“Pressing the right arrow key” to open up its group branch.
Note: Groups appear only if there are one or more entries included, so if
you haven't used the Journal to log any Excel spreadsheets, a Microsoft
Excel section
Won’t appear in your timeline.
Practice arrowing through the journals entries expanding and collapsing any
sections you find by down arrowing and then right arrowing to open up their
branches.
(Manually Creating a Journal Entry)
You can manually create Journal entries to record your phone calls,
meetings, and documents on which you've worked.
Step 1. While in Journal View, use keys “Ctrl + Shift + J “to open up a
new journal entry.
The New Journal Entry form appears.
Step 2. Type into the subject lines something meaningful.
Step 3. Next, tab key once and you will be in the list box where you can
choose a type of entry you are creating.
*.Up pops a list of the various types of activities that can be used to best
describe the journal entry. Just use the arrow keys to move up or down this
list to choose.
Step 4. Select Phone call from the list.
(The section below is not very accessible with screen readers)
Note: Many activities are associated with a contact, such as letters, e-mail
messages, or meetings. You can enter the names of one or more contacts
associated
With an item by entering their name(s) in the Contact box or by selecting
them from the Address Book.
Step 5. You need to use the jaws cursor to locate and Click the Contacts
button.
The Address Book appears. All you have to do here is find and press the
enter key on the name(s) you want to add to the entry.
We don't need to select any names for now.
Step 6. Press “Alt + F4” to close the Address Book.
Note: If you want, you can record the duration of the activity. For example,
how long a phone call lasts. You can do this by tabbing down to and
pressing the spacebar the Start the Timer button to track the duration of
the journal entry.
Step 7. Finally, you will usually want to write a brief note about the
journal entry.
When you tab key down to the notes edit box, type anything you like.
Step 8. To save the journal entry, press keys “alt + f4” and when it asks
you to save the entry tab to yes and hit the enter key.
(Opening, Modifying, and Deleting a Journal Entry)
Introduction:
Journal entries are easy to move, open, and modify. When you modify a
journal entry in Outlook, its associated item or document is not affected,
this means that items based on files which are created in word, excel or
something else won’t be deleted or altered by action you take within the
journal file list. Likewise,
When you modify an item or document, any related journal entries are
unaffected. For example, if you delete a journal entry regarding a Word
document,
The actual Word document is unaffected.
The first thing we will discuss is going to a particular entry you created
which you now wish to remove or modify;
Step 1. While in the list of journal entries, you need to consider the type
of list view that will best suit jaws for reading. After some investigation
I came to the conclusion that the “entries list type” which is found in
the “view menu” then arrow down to, “current view” then right arrow and
arrow down to “entry list”.
Hit the enter key on this choice and now jaws will find it easier to read
the list of items you have.
Step 2. You need to arrow down now through your list of entries and press
enter key on the one you wish to open up. The journal entry opens in its own
form.
Step 3. Now tab down to and press enter key on, Start time list button and
select tomorrow's date, then press keys, “alt + f4” to close and save the
modified entry.
Note: Outlook saves the modified journal entry. If you then re-arrow up over
the entry you just modified you should see that it has now changed its date.
[Deleting entries.]
If you no longer need a journal entry, you can select the entry and press
the Delete key
Select the Company picnic journal entry and press Delete.
*.The entry is deleted from the Journal.
[Creating Journal Entries Related to a Contact]
Most Outlook 2003 forms have a Contacts field where you can specify the name
of one or more contacts associated with the item.
A contact's Activities tab contains any journal entries that relate to that
contact.
Many people use the Journal together with their Contacts list to keep track
of their activities with their contacts. For example, you could have the
Journal
Keep track of all your phone calls to a particular client. Outlook's contact
management features aren't quite as sophisticated as a full-featured contact
Management program, such as Symantec’s Act, but they're often suitable for
keeping track of your appointments, calls, and correspondence with a
contact.
Microsoft has somewhat improved the contact management features in Outlook
2003-every appointment, journal entry, and task form now has a Contact field
Where you can easily specify the name(s) of the contact(s) associated with
the Outlook item. You can also click the Contacts button, found near the
bottom
Of these forms, to select one or more names from the Contacts list.
Step 1. When you open up a new journal entry, you need to insert a contact.
Just press keys, “control + Shift + B” to activate the contacts list.
Step 2. A tree view will come up with the contacts folder highlighted. Now
tab key once more and you should be in the actual list of contacts you have
in your address book.
Step 3. Now you need to press the down arrow a few times before jaws will
start announcing the names contained within your contacts list. Once you
have reached the name you want, just press the enter key to add it into the
journal entry.
Let's create a new journal entry.
Step 1. Press keys “control + shift + J” to bring up a new journal entry
page.
*. Magnification users, Click the New Journal Entry button on the toolbar.
The New Journal Entry form appears,
Step 2. Tab key or Click in the Subject box and type Call to Jim.
*. Next, you need to specify what type of journal entry you're making.
Step 3. Tab key to the entry type list box or Click the Entry type list
arrow.
*. Up pops a list of the various types of activities that best describe the
journal entry.
Step 4. Select Phone call from the list.
Note: Many activities are associated with someone, such as letters, e-mail
messages, or meetings. You can enter the names of one or more contacts
associated with
An item by entering their name(s) in the Contact box, or by selecting them
from the Address Book.
Step 5. Use keys “control + shift + letter B” to open up the list of
contacts you have available as described earlier in the tutorial.
*. Magnification users, Click the Contacts button.
The Select Contacts dialog box appears.
Step 6. Screen reader users, tab into the list of available contacts and
arrow down through the contact names till l you find the one you want, then
press the “enter key” on it to add to the journal entry.
*. We've finished creating the journal entry.
Click the Save and Close button on the toolbar.
In all honesty, the integration between the Contacts list and the Journal
could be much better. For example, the Journal records only certain types of
activities
For just the contacts that you select. Hopefully, Outlook's limited contact
management features will get better in the next version of Outlook.
[Changing Journal Views]
Introduction:
The Journal normally displays its information in a timeline, so you can see
when each entry was created.
Like many other Outlook tools, there are several ways to view your Journal.
For example, you can look at it through one of the following views:
*. Last Seven Days: To view all journal entries that has occurred within the
past seven days.
*. Contact: To see all the e-mail messages you've sent to Bob Jones.
*. Category: To separate your business and personal activities.
So which view is the best? That depends on the situation and your own
personal preference. Maybe you want to view only those activities that have
occurred
During the past week, or maybe you want your journal entries grouped by
contacts. Outlook gives you six different preset ways to look at the items
stored
In your Journal. Let's take a look at some of them now.
Make sure you're in Journal view.
In the Navigation Pane, click the Entry List option located in the Current
View menu.
Other ways to change views are to select View → Arrange By → Current View
from the menu and select the desired view; or to select Tools → Organize
from
The menu, selects Using Views, and then selects the desired view.
Entry List view displays all your Journal entries in a list, regardless of
who, what, or when. This view is great for when you want to see everything
in
Your Journal and this is the view I feel works best with jaws.
*. Magnification users, you can click any column heading to sort the
information in the column in ascending or descending order.
Screen reader users, you can go into the “view menu” and then right arrow
into view options then down arrow to customise and press the enter key.
Remember: open the Current View menu by selecting View → Arrange By →
Current View from the menu. When you've finished, move on to the next step.
*. By Type
Displays journal entries in a timeline, grouped according to their type.
*. By Contact
Displays journal entries in a timeline, grouped by the name of the person
associated with the item.
*. By Category
Displays journal entries in a timeline, grouped according to their category.
*. Entry List
Displays all your journal entries in a list, regardless of whom, what, or
when.
*. Last Seven Days
Displays your most recent journal entries in a list.
*. Phone Calls
Displays your phone call journal entries in a list.
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