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MICROSOFT OUTLOOK

Activities that can be automatically recorded in Journal

* The program must be installed on your computer to automatically record documents.

Record an activity in Journal

You can use Journal to record interactions with important contacts, to record items (An item is the basic element that holds information in Outlook [similar to a file in other programs]. Items include e-mail messages, appointments, contacts, tasks, journal entries, and notes) or documents that are significant to you, and to record activities of all types. 

What do you want to do?

1) Automatically record items for contacts in Journal

2) Automatically record documents in Journal

3) Manually record an item or document in Journal

4) Manually record any activity in Journal

1) Automatically record items for contacts in Journal

1. On the Tools menu, click Options.
2. On the Preferences tab, click Journal Options.
3. In the Automatically record these items box, select the check boxes for the items you want automatically recorded in Journal.
4. In the For these contacts box, select the check boxes for the contacts you want the items automatically recorded for.

2) Automatically record documents in Journal

1. On the Tools menu, click Options.
2. On the Preferences tab, click Journal Options.
3. In the Also record files from box, select the check boxes next to the programs whose files you want to automatically record in Journal.

3) Manually record an item or document in Journal

1. Locate the item or document you want to record. You can use Outlook, Windows Explorer, or the desktop.
2. Drag the item to Journal.
3. Select the options you want for the journal entry (An item in Journal that represents an activity that has been recorded. A journal entry is a shortcut to the activity it represents. You can distinguish a journal entry from other items by the clock that appears in the lower-left corner of the icon. For example, or).

4) Manually record any activity in Journal

1. On the File menu, point to New, and then click Journal Entry.
2. In the Subject box, type a description.
3. In the Entry type box, click the type of journal entry (An item in Journal that represents an activity that has been recorded. A journal entry is a shortcut to the activity it represents. You can distinguish a journal entry from other items by the clock that appears in the lower-left corner of the icon. For example, or) you are recording.
4. Select other options you want.
5. Click Save and Close .

Open a journal entry

1. Click Journal .
2. Right-click the journal entry (An item in Journal that represents an activity that has been recorded. A journal entry is a shortcut to the activity it represents. You can distinguish a journal entry from other items by the clock that appears in the lower-left corner of the icon. For example, or), and then click Open Journal Entry or Open Item Referred To on the shortcut menu.

Note   To specify whether the journal entry or the item is opened when you double-click journal entries, click the Tools menu, click Options, and then click the Preferences tab. Click Journal Options, and then click Opens the journal entry or Opens the item referred to by the journal entry.

Modify a journal entry

1. Open the journal entry.
2. Select the options you want to change.

Move a journal entry

1. Open the journal entry.
2. Enter a new start date and time.

Note   Moving a journal entry does not change the start time of the item, document, or contact it refers to.

Open the contact that a journal entry refers to

1. Click Journal .
2. Open the journal entry (An item in Journal that represents an activity that has been recorded. A journal entry is a shortcut to the activity it represents. You can distinguish a journal entry from other items by the clock that appears in the lower-left corner of the icon. For example, or) that refers to the contact you want.
3. To resolve any contact names that are not underlined, click the Tools menu, and then click Check Names.
4. In the Contact box, double-click any underlined names.

Note   If a name is not underlined after you click Check Names, the name is not in your Contacts folder.

What you can type in date and time fields

Instead of typing numbers for a date or time, you can type a description of the date or time in words. Outlook then converts the description to a number format for you. This conversion is called AutoDate. For example, if you type one week from today in a date field, Outlook displays the numbers that represent the correct month, day, and year.

The following list provides examples of what you can type in date and time fields. Use this list for ideas, and then try to type some descriptions yourself. Also, try typing abbreviations. For example, you can type Feb instead of February.

Dates spelled out

• July twenty-third, March 28^th, first of September
• this Fri, two days from now, sixty days after
• three wks ago, next week
• one month from today

Times spelled out

• noon, midnight
• nine o'clock am, five twenty

Descriptions of times and dates

• now
• yesterday, today, tomorrow
• next, last
• ago, before, beforehand, beginning, previous, start
• after, end, ending, following
• for, from, that, this, till, through, until

Holidays that fall on the same date every year (punctuation is optional)

• Boxing Day
• Cinco de Mayo
• Christmas, Christmas Day, Christmas Eve
• Halloween
• Independence Day
• Lincoln's Birthday
• New Year's Day, New Year's Eve
• St. Patrick's Day
• Valentine's Day
• Veterans Day
• Washington's Birthday

Note   If you type something in a date or time field and later change your mind, you can delete the entry or type none.

Delete a journal entry

1. In Journal, select the journal entry (An item in Journal that represents an activity that has been recorded. A journal entry is a shortcut to the activity it represents. You can distinguish a journal entry from other items by the clock that appears in the lower-left corner of the icon. For example, or).
2. On the Edit menu, click Delete.

Note   Deleting a journal entry does not delete the item (An item is the basic element that holds information in Outlook [similar to a file in other programs]. Items include e-mail messages, appointments, contacts, tasks, journal entries, and notes), document, or contacts that the journal entry refers to. Similarly, when you delete an item or document that has been recorded in Journal, the journal entry for that item or document is not deleted.