Outlook Lesson 3 Working with Other Outlook Tools

1. Outlook Lesson 3Working with Other Outlook Tools Microsoft Office 2010 Introductory Pasewark & Pasewark

2. Objectives • Use the To-Do Bar. • Create a Tasks list. • Manage tasks. • Assign tasks. 2 2

3. Objectives (continued) • View and print a Tasks list. • Use the Journal. • Use Notes. • Exit Outlook. 3 3

4. Daily Task List Journal Notes task To-Do List Vocabulary 4 4

5. Using the To-Do Bar • The To-Do Bar gathers and summarizes information about the day’s activities. • The To-Do Bar includes the Date Navigator, a summary of your meetings, appointments and events, a text box where you can create new tasks, and at the bottom, a To-Do List of upcoming tasks. 5 5

6. Using the To-Do Bar (continued) • View the To-Do List in Task view

7. Creating a Tasks List • You can use Tasks view in Outlook to create and manage your tasks. • A task is any activity you want to perform and monitor to completion. • You can create specific tasks, or flag a contact or e-mail message for follow-up. • You can assign tasks to color categories, specify due dates, and set reminders. 7 7

8. Creating a Tasks List (continued) • New Donate pet food task

9. Creating a Tasks List (continued) • On the Navigation Pane, in the My Tasks section, you sort and group tasks, move tasks up and down the list, add and delete tasks, edit a task, or mark a task completed. • You can create a new task and assign it to someone, or you can assign an existing task to someone. • You can also print your task list. 9 9

10. Using the Journal • You can use the Journal to record entries and document your interactions with contacts. • You can create journal entries manually to keep track of phone calls and other activities, or you can choose to record e-mail, meetings, and tasks automatically. 10 10

11. Using a Journal (continued) • Journal options dialog box

12. 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, and, just as you can with e-mail and Calendar, you can also assign categories to notes. Using Notes 12 12

13. Using Notes (continued) • View a Note

14. You can exit Outlook by clicking the File tab and then clicking Exit. Exiting Outlook 14 14

15. Summary In this lesson, you learned: • The To-Do Bar gathers information about activities from Calendar, Tasks, and Mail and summarizes the information in one window. 15 15

16. Summary (continued) • You can create tasks from several views, including the To-Do Bar. You can assign categories, specify start and end dates, check the status of tasks, prioritize, and set reminders. You can also move tasks up and down the list, sort by subject or due date, add or delete tasks, edit a task, assign or delegate a task, or mark a task off when you complete it. In addition, you can view a Tasks list from different views and print a Tasks list in different styles. 16 16

17. Summary (continued) • The Journal is used to record entries and document your work. You can set Outlook to record entries automatically or use the Journal Entry dialog box to record entries manually. • The Notes feature is similar to using paper sticky notes as reminders. The date and time are automatically added. You can change the color of a note and view notes according to color. • When you’ve completed your work in Outlook, you can exit the program. 17 17