STUDENT MANUAL. Outlook 2013: Contacts, Tasks, Notes & Journal Entries. Towson University. Office of Technology Services.

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1 STUDENT MANUAL Outlook 2013: Contacts, Tasks, Notes & Journal Entries Towson University Office of Technology Services OTS Training

2 Outlook 2013: Contacts, Tasks, Notes & Journal Entries

3 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Part Number: Course Edition: 1.0 Acknowledgements PROJECT TEAM Author Media Designer Content Editor Pamela J. Taylor Alex Tong Angie French Notices DISCLAIMER While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any resemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating this course, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is an independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies. Use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for editorial purposes only. No such use should be construed to imply sponsorship or endorsement of the book by, nor any affiliation of such entity with Logical Operations. This courseware may contain links to sites on the internet that are owned and operated by third parties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, any External Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites. TRADEMARK NOTICES Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates. Microsoft Office Excel 2010 is a registered trademark of Microsoft Corporation in the U.S. and other countries. Microsoft Office Outlook and Microsoft SharePoint are also registered trademarks of Microsoft Corporation in the U.S. and other countries. The other Microsoft products and services discussed or described may be trademarks or registered trademarks of Microsoft Corporation. All other product and service names used may be common law or registered trademarks of their respective proprietors. Copyright 2012 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of the software proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without express written permission of Logical Operations, 500 Canal View Boulevard, Rochester, NY 14623, (800) Logical Operations World Wide Web site is located at This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or other products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of books or software. If you believe that this book, related materials, or any other Logical Operations materials are being reproduced or transmitted without permission, please call (800)

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5 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Managing Your Contacts...1 Create and Update Contacts... 2 View and Organize Contacts...14 Working With Tasks and Notes Manage Tasks Manage Notes Managing Activities by Using Tasks and Journal Entries Assign and Manage Tasks Record and Modify Journal Entries Lesson Labs...67 Glossary Index...75

6 Outlook 2013: Contacts, Tasks, Notes & Journal Entries How to Use This Book As You Learn This book is divided into lessons and topics, covering a subject or a set of related subjects. In most cases, lessons are arranged in order of increasing proficiency. The results-oriented topics include relevant and supporting information you need to master the content. Each topic has various types of activities designed to enable you to practice the guidelines and procedures as well as to solidify your understanding of the informational material presented in the course. Procedures and guidelines are presented in a concise fashion along with activities and discussions. Information is provided for reference and reflection in such a way as to facilitate understanding and practice. Data files for various activities as well as other supporting files for the course are available by download from the LogicalCHOICE Course screen. In addition to sample data for the course exercises, the course files may contain media components to enhance your learning and additional reference materials for use both during and after the course. At the back of the book, you will find a glossary of the definitions of the terms and concepts used throughout the course. You will also find an index to assist in locating information within the instructional components of the book. As You Review Any method of instruction is only as effective as the time and effort you, the student, are willing to invest in it. In addition, some of the information that you learn in class may not be important to you immediately, but it may become important later. For this reason, we encourage you to spend some time reviewing the content of the course after your time in the classroom. As a Reference The organization and layout of this book make it an easy-to-use resource for future reference. Taking advantage of the glossary, index, and table of contents, you can use this book as a first source of definitions, background information, and summaries. Towson University About This Course

7 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Course Icons Watch throughout the material for these visual cues: Icon Description A Note provides additional information, guidance, or hints about a topic or task. A Caution helps make you aware of places where you need to be particularly careful with your actions, settings, or decisions so that you can be sure to get the desired results of an activity or task. LearnTO notes show you where an associated LearnTO is particularly relevant to the content. Access LearnTOs from your LogicalCHOICE Course screen. Checklists provide job aids you can use after class as a reference to performing skills back on the job. Access checklists from your LogicalCHOICE Course screen. Social notes remind you to check your LogicalCHOICE Course screen for opportunities to interact with the LogicalCHOICE community using social media. Notes Pages are intentionally left blank for you to write on. About This Course OTS Training

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9 1 Managing Your Contacts Lesson Time: 40 minutes Lesson Objectives In this lesson, you will manage your contacts. You will: Create and update contacts. View and organize contacts. Lesson Introduction You have used the Mail workspace to manage your communications and have used the Calendar workspace to manage your appointments and meetings. Those Microsoft Office Outlook items have been sent between you and other recipients, and Outlook also provides a way for you to manage those people you interact with often. In this lesson, you will manage your contacts. If there are people with whom you communicate often, or with whom you meet frequently, you likely have saved their contact information somewhere for easy access. Just like Outlook provides you with an workspace in which to send s and meeting invitations to those people, it also provides you with a way to create and store their contact information in a easily accessible location. The Contacts workspace can help you manage those people with whom you interact on a regular basis.

10 2 Outlook 2013: Contacts, Tasks, Notes & Journal Entries TOPIC A Create and Update Contacts Now that you are familiar with the and calendar functions in Outlook, you will likely find yourself using the application more to interact with your recipients. Saving contact information for the people you communicate with the most will help you to perform those functions more quickly and easily. In this topic, you will create and update contacts. As you begin to use Outlook more to communicate and schedule meetings, you may find that the number of people you interact with has increased exponentially. How do you keep track of all the people you have interacted with? And how do you manage all of their contact information to make those interactions as easy as possible? With the Contacts workspace in Outlook, you can create and update a list of your contacts quickly and easily. Contacts A contact is any person with whom you need to communicate for business or personal reasons. Contact information for a person in your contacts may include his or her name, physical addresses, phone numbers, addresses, and other information that can help you communicate with that person, such as websites or instant message addresses. The People Hub The People Hub The People Hub is the new default view for your contacts in Outlook In the People Hub, all of the contacts you have saved or added appear, even contacts you have added from your social networks. Your contacts now display using an updated People Card, which aggregates information about that contact from multiple sources into a single location. Your list of contacts is displayed in the Content pane. By default, the Reading pane is turned on, and the contact information for the selected contact displays in the Reading pane. There are three tabs available on the Reading pane: The CONTACT tab displays the contact information you have added and saved for that contact. From this tab, you can also interact with your contacts by scheduling a meeting with them, sending them an , or viewing their Outlook Profile. The NOTES tab displays any notes you have saved in the Contact form or People Hub location about the contact. The WHAT'S NEW tab displays any new information about the contact that the contact has added to their online social networks. You can also select Edit in the Reading pane to open the contact information for the selected contact and edit their information directly in the Reading pane. Note: When you select Outlook Profile on the CONTACT tab, the Contact form for the contact is opened. You can edit the contact information for your contact in the Contact form, or you can edit it using the Edit option in the Reading pane. Both locations will be updated with the modified information. Lesson 1: Managing Your Contacts OTS Training

11 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 3 Figure 1-1: The People Hub displays information for all of your contacts, including those you have added from your social networks. The Contact Form Your contacts are created and managed using the Contact form. When you select New Contact from the New command group, a blank Contact form opens. The Contact Form Instead of just displaying the Microsoft PowerPoint slide with the image of the interface and walking students through the descriptions, you may alternately consider launching the application and/or having the students launch the application and using the application itself to demonstrate the components while you describe them. Towson University Lesson 1: Managing Your Contacts

12 4 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Figure 1-2: Contact information is entered into a Contact form. The Contact form has a number of fields where you enter the contact information and details for the person you are creating a contact record for. In the Full Name field, you can enter the first and last name of the contact. In the Company field, you can enter the name of the company or organization where the contact works. In the Job title field, you can enter the job title that the contact holds. In the File as field, you can choose the way in which the contact will be filed in your contacts list. The default File as method is last name, first name. In the field, you can enter the primary address you will use to communicate with the contact. You can add additional s by selecting the drop-down and entering in another address for 2 or 3. In the Display as field, you can choose how the contact is displayed when you them. The default Display as method is full name ( address). In the Web page address field, you can enter the URL of the contact's website, if they have one. In the IM address field, you can enter the Instant Messenger name of the contact, if they have one. In the Phone Numbers section, you can enter the contact's business, home, business fax, and mobile phone numbers in their respective fields. Lesson 1: Managing Your Contacts OTS Training

13 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 5 In the Addresses section, you can enter the contact's business address. You can add additional addresses, such as their residence, by selecting the drop-down and entering in another address for Home or Other. In the Notes field, you can enter any additional information pertaining to the contact that might be useful to you. The Details Command on the Contact Form If you need or want to add additional details about your contact, on the Contact tab, in the Show command group, select Details. Contact Form Details Figure 1-3: The Details section allows you to add additional information about a contact. The Details section of the Contact form allows you to add additional information about the contact, including their: Department Office Profession Manager's name Assistant's name Nickname Title Towson University Lesson 1: Managing Your Contacts

14 6 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Suffix Spouse or partner's name Birthday Anniversary Internet Free-Busy address How to Create and Update Contacts Creating and maintaining your contacts will make it easier to send Outlook items to the people you communicate with often, without having to remember their contact information. Note: All of the How To procedures for this lesson are available as checklists from the Checklist tile on the LogicalCHOICE Course screen. Create a New Contact To create a new contact: 1. In the People workspace, on the HOME tab, in the New command group, select New Contact to open a new Contact form. 2. In the Full name text box, enter the name of the contact. 3. If necessary, in the Company text box, enter the name of the company. 4. If necessary, in the Job title text box, specify the title. 5. If necessary, from the File as drop-down list, select the way in which you want to file the contact. 6. In the field, enter contact's primary address. 7. If the contact has more than one address that you want to enter, select the drop-down next to the field, and choose 2 or 3, and then enter in the additional addresses. 8. If necessary, in the Display as field, enter how you want the contact to display in the To field for a new Outlook item. 9. If necessary, in the Web page address field, enter the URL of the contact's website. 10. If necessary, in the IM address field, enter the contact's Instant Messaging name. 11. In the Phone numbers section, enter the contact's business, home, business fax, and mobile phone numbers in their respective fields, as necessary. 12. In the Addresses section, in the Business field, enter the contact's business address. 13. If necessary, select the drop-down next to the Business field and select Home, and enter the contact's home address. 14. If necessary, check the This is the mailing address check box for the address that will be used as the contact's mailing address. 15. If necessary, in the Notes field, type any additional information about the contact that will be useful to you. 16. On the CONTACT tab, in the Actions command group, select Save & Close. Create a Contact from a Message Sender To create a contact from a message sender: 1. In the Mail workspace, open or select a message sent from the person who you want to save as a contact. 2. Hover over the name of the sender until the pop-out for the Contact Card for the sender appears. 3. Select the Open Contact Card down-arrow at the bottom right corner of the pop-out. 4. In the Contact Card, select Add. 5. A new Contact card will open, with some of the contact information automatically populated. Note: If you are using Microsoft Exchange Server, and depending on what information is Lesson 1: Managing Your Contacts OTS Training

15 stored for contacts on the server, the Contact form may automatically populate with quite a bit of information, including the contact's name, address, business phone number, and even their mobile number. 6. Add any other details or information about the contact to the form, as necessary. 7. Select Save. Add a Contact from a Message Attachment To add a contact that was ed to you as a.msg or.vcf file attachment to your contact list: 1. In the Mail workspace, open or select the message containing the attachment. 2. Select the attached file. 3. Drag the attachment and drop it into People on the Navigation bar. 4. If the attachment is a.vcf file, the Contact form with the contact's information will open. On the Contact tab, in the Actions command group, select Save & Close to save it. Add a Contact from an Electronic Business Card To add a contact that was ed to you as a electronic business card to your contact list: 1. In the Mail workspace, open or select the message containing the electronic business card. 2. Right-click the electronic business card in the message body, and select Add to Outlook Contacts. The Contact form with the contact's information will open. 3. On the CONTACT tab, in the Actions command group, select Save & Close to save it. Edit Contact Information in a People Card To edit contact information in a People Card: 1. Open the People Card for the contact that you want to edit. In your contacts list, select the contact you want to edit and in the Reading pane, select Edit. Double-click the contact in the contact list. 2. Modify the information for the contact as needed: To change information already added, select the appropriate field and make the necessary changes to the text. To add another field, select the plus icon next Outlook 2013: Contacts, Tasks, Notes & Journal Entries 7 to the field title. If necessary, select the appropriate sub-title from the drop-down that displays. In the text field, type the necessary text. 3. Select Save at the bottom right of the Reading pane to save your changes. Edit Contact Information in a Contact Form To edit contact information using the Contact form: 1. In your contacts list, open the Contact form for the contact that you want to update. In the default People view, in the Reading pane on the CONTACT tab, under View Source, select Outlook (Contacts). In the People workspace, filter the Current View to the Business Card, Card, Phone, or List and double-click the contact to open the Contact form. 2. Make any changes or updates to their contact information. 3. On the CONTACT tab, in the Actions command group, select Save & Close to save it. Add a Picture for a Contact To add a picture for a contact: Towson University Lesson 1: Managing Your Contacts

16 8 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 1. Open the Contact form for the contact that you want to update. 2. On the CONTACT tab, in the Options command group, select Picture Add Picture. 3. In the Add Contact Picture dialog box, navigate to the location of the picture file. 4. Select the picture and select OK. 5. On the CONTACT tab, in the Actions command group, select Save & Close. Change a Picture for a Contact To change a picture for a contact: 1. In your contacts list, open the Contact form for the contact that you want to update. 2. On the CONTACT tab, in the Options command group, select Picture Change Picture. 3. In the Change Contact Picture dialog box, navigate to the location of the picture file. 4. Select the picture and select OK. 5. On the CONTACT tab, in the Actions command group, select Save & Close. Remove a Picture for a Contact To remove a picture for a contact: 1. In your contacts list, open the Contact form for the contact that you want to update. 2. On the CONTACT tab, in the Options command group, select Picture Remove Picture. 3. On the CONTACT tab, in the Actions command group, select Save & Close. Attach a Note to a Contact To attach a note to a contact: 1. In your contacts list, open the Contact form for the contact that you want to update. 2. In the contact form, select the INSERT tab. 3. In the Include command group, select Outlook Item. 4. In the Insert Item dialog box, in the Look in section, select Notes. 5. In the Items section, select the note that you want to attach to the contact and select OK. 6. Verify that the note has been added to the Notes section of the contact form, displaying as both a sticky note and the first few phrases of text in the note. 7. Select the CONTACT tab, and select Save & Close. Delete Contacts To delete a contact: 1. In your contacts list, select the contact that you want to delete. 2. On the HOME tab, in the Delete command group, select Delete. Secondary Address Books By default, the contacts you create are stored in the default address book that is created during an installation of Outlook. However, you can create secondary address books in Outlook. Secondary address books are additional address books that you can create, name at your discretion, and use to store your contacts. You can create as many secondary address books as you would like to help you organize your contact list. Import Contacts You can import contacts from other locations, including your other clients, into Outlook and store them in your secondary address books. To import contacts into your secondary address book, you must save them as a suitable file type to import, and format the file to match the fields in Outlook. Common file types to use to import contacts include Microsoft Excel (.xls) files or Comma Separated Value (.csv) files. Lesson 1: Managing Your Contacts OTS Training

17 How to Manage Secondary Address Books and Import Contacts While Outlook provides a default address book where you can create and store contacts, you may want to create secondary address books to help you organize your contacts. Additionally, you may want to import contacts from other applications or clients into Outlook, and it is best to create a secondary address book first in which to store them. Create a Secondary Address Books To create a secondary address book: 1. In the People workspace, on the ribbon, on the FOLDER tab, in the New command group, select New Folder. 2. In the Create New Folder dialog box, in the Name field, type a name for the address book. 3. Leave the Folder contains field with Contact Items selected. 4. In the Select where to place the folder list, select Contacts. 5. Select OK in the Create New Folder dialog box. Move Contacts to a Secondary Address Book To move contacts to a secondary address book: 1. In your contacts list, select the contact you want to move to the secondary address book. 2. On the HOME tab, in the Actions command group, select Move. 3. From the drop-down menu, select the secondary address book from the list. Rename a Secondary Address Book To rename a secondary address book: 1. In the Folder pane, under My Contacts, select the address book you want to rename. 2. Select the FOLDER tab. 3. In the Actions command group, select Rename Folder. 4. Modify the title as needed directly in the Folder pane. 5. Press Enter or place your cursor somewhere else on the screen to make the changes. Delete a Secondary Address Book To delete a secondary address book: 1. In the Folder pane, under My Contacts, select the address book you want to rename. 2. Select the FOLDER tab. 3. In the Actions command group, select Delete Folder. 4. In the Microsoft Outlook dialog box, select Yes to move the address book to the Deleted Items folder. Import Contacts To import contacts into a secondary address book you created: Outlook 2013: Contacts, Tasks, Notes & Journal Entries 9 1. In the People workspace, in the Folder pane, select the secondary address book where you want to store the imported contacts. 2. On the ribbon, select FILE Open & Export. 3. Select Import/Export. 4. In the Import and Export Wizard, in the Choose an action to perform list, verify that the Import from another program or file option is selected and select Next. 5. On the Import from a File page, in the Select a file type to import from section, select the appropriate file type and select Next. 6. In the File to import field, select Browse. 7. Navigate to the location where the file is saved, select the file, and select OK. Towson University Lesson 1: Managing Your Contacts

18 10 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 8. In the wizard, select Next. 9. In the Select destination folder list, select the appropriate secondary address book folder or verify that it is already selected. 10. Select Next. 11. In the The following actions will be performed box, verify the actions to be taken and select Finish. Lesson 1: Managing Your Contacts OTS Training

19 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 11 ACTIVITY 1-1 Creating and Updating Contacts Scenario Develetech is using a global address list in Outlook, so there is always a contacts list of all employees available to you that make communicating with your coworkers very easy. But you also want to manage your own contacts list, where you can keep a robust list of contacts for people you communicate with professionally, including both internal and external contacts. You have a number of contacts that you want to add, update, or remove from your list. Josh Kincaid is a customer of yours, and you communicate with him often. You want to add Josh as a contact so you can easily communicate with him. Sylvia Alvarez-Ortiz is a coworker at Develetech, and while you communicate with her frequently, you haven't added her to your contacts list yet. She recently sent you an via Outlook, and you want to add her to your contacts list from her . Earlier in the week, one of your coworkers, David, sent an that included new contact information for your new representative at your corporate travel provider. Rather than creating a new contact, you want to save the attached contact to your contacts list. Melinda Joseph, your friend and a coworker at Develetech, has recently moved. You want to update her contact information in your contacts list to include her new home phone number. George Frome recently retired from Develetech, but you still have him in your contacts list. You want to delete the contact for George. 1. On the Navigation bar, select People. 2. Add Josh Kincaid as a new contact. a) On the HOME tab, in the New command group, select New Contact. b) A new contact form will open, with the title "Untitled - Contact." c) In the Full Name field, type Josh Kincaid d) In the Company field, type Bit by Bit Fitness e) Verify that the File as field automatically populated and displays Kincaid, Josh. f) In the Internet section, in the field, type [email protected] g) Select in the Display as field, and verify that it automatically populates with Josh Kincaid ([email protected]). h) In the Phone numbers section, in the Business field, type (555) Note: If location information has not been established in Windows, the Location Information dialog box may display when you try to add a phone number. If so, leave the What country/region are you in now? field at the default of United States, and in the What area code (or city code) are you in now? type 555 and select OK. Then, in the Phone and Modem Options dialog box, select OK. If you have virtual students who for some reason cannot step through the activity themselves, complete this activity on your desktop as student.00 or have one of the other students share their desktop as they complete the activity, so the virtual students can watch the activity being completed. If you have virtual students taking this class, it is very important to monitor their progress during activities. Make sure to continuously check in with your virtual students just as you do your in-class students, and make sure that they are following along or completing the activity successfully, without any problems. If they can share their desktop with you, you might ask them to share their desktop during activities, so you can see what they are doing. Towson University Lesson 1: Managing Your Contacts

20 12 Outlook 2013: Contacts, Tasks, Notes & Journal Entries i) Select in the Notes section and verify that the business card has automatically populated with all the contact information for Josh. j) Select Save & Close. k) Verify that Josh Kincaid now appears in your list of contacts in the People Hub. 3. Create a contact for Sylvia Alvarez-Ortiz from her message. a) On the Navigation bar, select Mail. b) In the message list, find and select the message from Sylvia with the subject line "New Product Rollout." c) In the message content in the Reading pane, hover over Sylvia's name in the message header until the pop-out for the contact appears. d) On the pop-out, select the Open Contact Card down-arrow. e) In the People Card, select the Add to Outlook Contacts button. f) A People Card for Sylvia Alvarez-Ortis will open, with her name and address populated. g) Select the add another field icon next to the Phone field and from the drop-down, select Work. h) In the new Work field that was added, type (555) i) Select Save. j) Close the People Card for Sylvia. 4. Save Robert Chisolm's contact information from the message into your contact list. a) In the message list, find and select the message from David McMurtry with the subject line "New Travel Company and Contact." b) In the message content in the Reading pane, select the attached contact card titled "Robert Chisolm." A preview of Robert's contact form appears in the Reading pane. c) Select the attached contact card, and drag it to People on the Navigation bar. d) The cursor will display a plus sign, indicating that you can drop the file into People. e) On the Navigation bar, drop the card into People. f) Verify that Robert Chisolm's business card now appears in your list of contacts. 5. Update Melinda Joseph's contact information to include her new phone number. a) In your list of contacts, find and select Melinda Joseph. b) In the Reading pane, select Edit. c) Select the add another field icon next to the Phone field and from the drop-down, select Home. d) In the Home field, type (555) e) Select Save. 6. Delete George Frome from your contact list. a) In your list of contacts, find and select George Frome. b) On the HOME tab, in the Delete command group, select Delete. Lesson 1: Managing Your Contacts OTS Training

21 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 13 c) Verify that George Frome no longer appears in your list of contacts. As you finish up this activity, this would be a good time to engage the students in an informal discussion about their own experiences with creating and managing their contacts. If your class includes virtual students, be sure to engage them fully in the conversation. Towson University Lesson 1: Managing Your Contacts

22 14 Outlook 2013: Contacts, Tasks, Notes & Journal Entries TOPIC B View and Organize Contacts Once you have added contacts to your People workspace, you will need to be able to view and organize those contacts in an easy and streamlined manner. Knowing how to change the layout of the People workspace and other ways you can organize your contacts will enable you to locate and work with the contact information for people you communicate with often. In this topic, you will view and organize your contacts. In addition to the contacts you may have access to as part of a Global Address List for your company, the People workspace and the address books you can create for yourself are additional places for you to store and organize the contact information for those people you communicate with frequently. Knowing how to view this information and organize it in an easily accessible manner make it easier for you to manage your contacts. Electronic Business Cards An electronic business card is a feature in Outlook that can be used to easily create, view, and share contact information with others. An electronic business card looks just like a printed business card, and displays any contact information that has been saved for the specific contact. Just like a printed business card, the design of the electronic business card can be customized to include a background, images, or a company logo. You can create your own personal electronic business card (or multiple business cards) and share them with your contacts by attaching them to your s. You can also include your electronic business card in your signature, making it easier for people you communicate with to view and save your contact information. Contact Views Contact Views Outlook provides a variety of ways in which you can display the contacts in your contact list. These view options are found on the HOME tab, in the Current View command group. Figure 1-4: Contact views provide different ways to display your contacts. People displays your contacts in the People Hub. Your contacts are listed in ascending alphabetical order (A to Z) by last name, and the contact information for a selected contact is displayed in the Reading pane. Business Card displays each of your contacts as a business card with their contact information, in ascending alphabetical order (A to Z) by last name. Card displays a small card for each of your contacts, in descending alphabetical order (Z to A) by last name, with the contact information for the contact selected displayed in a Reading pane below the contact list. Phone displays a list of your contacts with business phone numbers as the primary category, in ascending alphabetical order by last name. Lesson 1: Managing Your Contacts OTS Training

23 List displays a list of your contacts, grouped together by a common category such as a company, each group in ascending alphabetical order by last name. The default view for the contacts in your contact list is the People view, which displays your contacts using the People Hub. Outlook 2013: Contacts, Tasks, Notes & Journal Entries 15 Sort Options By default, your contacts are sorted in alphabetical order. Depending on the Contact view, this may be in either ascending or descending order. You can modify the sort options in a number of ways: The Reverse sort command, found on the VIEW tab in the Arrangement command group, will reverse the order in which your contacts are sorted. If by default your contacts are sorted in ascending alphabetical order, using the Reverse sort option will list them in descending alphabetical order. This is helpful if you need to quickly find a contact at the opposite end of the sort order. You can also configure advanced sort settings for the different contact views using the Sort options in the Advanced View Settings options. To access the Sort options, select the VIEW tab, and in the Current View command group, select View Settings. In the Advanced View Settings dialog box, select Sort. In the Sort settings, you can configure up to four ways in which to sort your items, and in what manner (ascending versus descending). Towson University Lesson 1: Managing Your Contacts

24 16 Outlook 2013: Contacts, Tasks, Notes & Journal Entries The Find Tool The Find Tool The Find tool in Outlook allows you to search for and find contacts in any of your address books based on a keyword search. When you type a keyword, such as the first name of a contact, into the Search People text box, found in the Find command group on the HOME tab, Outlook will search your contacts for that keyword, display a list of the contacts available that include the keyword term, and allow you to select and display the Contact form for a particular contact. Figure 1-5: The Find tool. Search Terms When you enter a keyword, partial keyword, or phrase in the Search People text box, Outlook looks in the Contacts folder for a word or phrase that matches the word entered. Outlook will only search for partial names, first or last names, addresses, display as names, and company names. How to View and Organize Contacts Knowing how to configure the different ways to view and organize your contacts can help you be more efficient when using your contacts with Outlook items. Display Contacts Using Different Views To display your contacts using the different views: 1. In the People workspace, on the HOME tab, in the Current View command group, select the view that best suits your personal preferences or needs: People Business Card Card Phone Lesson 1: Managing Your Contacts OTS Training

25 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 17 List Display the Reading Pane to View Contact Details To display the Reading pane to view contact details for your contacts in the Business Card, Card, Phone, or List views: 1. Select the VIEW tab on the ribbon. 2. In the Layout command group, select Reading pane. 3. Choose how to display the pane: To display the Reading pane to the right of the Content pane, select Right. To display the Reading pane below the Content pane, select Bottom. To hide the Reading pane, select Off. Apply Tags to Contacts To assign a color category to a contact: 1. Select or open the contact you want to categorize. 2. On the HOME tab or on the CONTACT tab, in the Tags command group, select Categorize. 3. From the Categorize gallery, select the appropriate color category. Note: If you are using a color category for the first time, you will be asked to rename the category. If you want to use a color category that hasn't been named yet or that you want to rename, select All Categories, select the color category and Rename, and give the category you want to use an appropriate name. Then select it from the Categorize drop-down 4. If you opened the Contact form, select Save & Close or simply close the form. Make a Contact Private To make a contact private: 1. Select or open the contact you want to categorize. 2. On the HOME tab or on the CONTACT tab, in the Tags command group, select Private. 3. If you opened the Contact form, select Save & Close or simply close the form. Flag a Contact for Follow-Up To flag a contact for follow-up: 1. Select or open the contact you want to flag for follow-up. 2. On the HOME tab or on the CONTACT tab, in the Tags command group, select Follow Up. 3. From the gallery, select the follow-up flag option for when the action should be performed. 4. If you opened the Contact form, select Save & Close or simply close the form. Use Find to Search for a Contact To use the Find feature to search for a contact: 1. On the HOME tab, in the Find group, select the Search People text field to activate it. 2. Enter in a keyword, partial keyword, or phrase that you want to search for (could be a first name, last name, company name, and more). Note: Outlook will store the keywords you search for. If you have searched for a contact previously using a search term, you can select the Search People drop-down arrow and select a search term from the list. 3. Press Enter to display any contact which contains information that matches the word or words you entered. Configure Sort Options for Your Contacts To configure sort options for your contacts: 1. On the VIEW tab, in the Current View command group, select View Settings. Towson University Lesson 1: Managing Your Contacts

26 18 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 2. In the Advanced View Settings: People dialog box, select Sort. 3. In the Sort dialog box, select the manner in which you want to sort your contacts for the current view. Note: When you apply sort options, they only apply to the current view you have selected. You will need to configure sort options again if you switch views. a. From the Sort items by drop-down list, select the field by which you will sort your contacts first, and then select either Ascending or Descending as the display manner. b. If necessary, from the first Then by drop-down list, select a sort field and select either Ascending or Descending as the display manner. c. If necessary, from the second Then by drop-down list, select a sort field and select either Ascending or Descending as the display manner. d. If necessary, from the third Then by drop-down list, select a sort field and select either Ascending or Descending as the display manner. e. If necessary, from the Select available fields from drop-down list, select an option to sort contacts by this field. 4. Select OK in the Sort dialog box. 5. Select OK in the Advanced View Settings: People dialog box. Lesson 1: Managing Your Contacts OTS Training

27 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 19 ACTIVITY 1-2 Viewing and Organizing Your Contacts Scenario As you create and save more contacts into your contact lists, you find that it is becoming more difficult to keep track of all of the people you communicate with. You want to use the different views available in Outlook to display and view your contacts, and utilize the options available to you to help organize your contacts. 1. Explore the different views available for displaying your contacts. a) On the HOME tab on the ribbon, in the Current View command group, if necessary, select the More drop-down to display all the views available for your contacts. b) Verify that People is selected by default, and that your contacts are being displayed in the People Hub. c) In the Current View command group, select Business Card, and examine how your contacts appear listed as electronic business cards. d) Select Card and examine how your contacts look using the Card view. e) Select Phone and examine how your contacts look using the Phone view. f) Select List and examine how your contacts look using the List view. 2. Select Business Card as your contact view. 3. Change the way in which your contacts are sorted in the contact list. a) Verify that, by default, your contacts are sorted alphabetically by last name and listed in ascending order, from A to Z. b) Select the VIEW tab. c) In the Arrangement command group, select Reverse Sort. d) Verify that your contacts are now sorted alphabetically by last name, but listed in descending order. 4. Display the Reading pane to view details for your contacts without having to open the contact. a) On the VIEW tab, in the Layout command group, select Reading pane and select Right. If you have virtual students who cannot step through the activity themselves, complete this activity on your desktop as student.00 or have one of the other students share their desktop as they complete the activity, so the virtual students can watch. If you have virtual students taking this class, it is very important to monitor their progress during activities. Make sure to continuously check in with your virtual students just as you do your in-class students, and make sure that they are following along or completing the activity successfully, without any problems. If they can share their desktop with you, you might ask them to share their desktop during activities, so you can see what they are doing. Towson University Lesson 1: Managing Your Contacts

28 20 Outlook 2013: Contacts, Tasks, Notes & Journal Entries b) Select any business card in the contacts list and view the contact's detailed information that appears in the Reading pane. 5. Select the HOME tab and select the People view to return to the default view of the People Hub. Contacts Print Styles You may want to display the contact print styles or have students explore then in the Outlook interface while you describe the options available. When printing your contacts, there are a number of styles from which you can choose, ranging from printing the details for a single contacts to printing an entire address book worth of contacts. When you select FILE Print from the People workspace, the print styles are displayed in the Settings section in the Backstage View. Print Style Card Style Small Booklet Style Medium Booklet Style Memo Style Phone Directory Style Table Style Description Prints an address book of all your contacts, with each contact displaying as a business card with available contact information. Contacts are listed in alphabetical order, but depending on the view selected, they may be listed in either ascending or descending order. Prints a small-sized booklet of your address book, with each contact and their contact information. Contacts are listed and grouped alphabetically by last name, but depending on the view selected, they may be listed in either ascending or descending order. Prints a medium-sized booklet of your address book, with each contact and their contact information. Contacts are listed and grouped alphabetically by last name, but depending on the view selected, they may be listed in either ascending or descending order. Prints the contact information for a single contact. By default, the first contact in an address book is selected and its information is displayed. To print a specific contact's information, you must first select the contact in the list before accessing the Print option. Prints your contacts like a phone book, with only a name and any available telephone numbers for the contact. Contacts are listed and grouped alphabetically by last name, but depending on the view selected, they may be listed in either ascending or descending order. Is the only available print style when viewing your contact list with either the Phone or List view. Prints all of your contacts as a table that includes their contact information. The print style matches the view selected. How to Print Contacts There may be times when you want to print one contact, multiple contacts, or even all of your contacts to have a hard copy on hand. Print a Single Contact To print a single contact: 1. If you are not in the Contacts workspace, select People in the Navigation bar to open the workspace. 2. Find and select the contact that you want to print the details for in your contacts list. 3. On the ribbon, select FILE Print. 4. In the Backstage View, in the Settings section, select the desired print style. 5. In the preview pane, verify that the contact information that will print is for the contact you selected. Lesson 1: Managing Your Contacts OTS Training

29 6. If necessary, select Print Options and configure your print settings. 7. Either in the Print dialog box or in the Backstage view, select Print. Print Multiple Contacts To print multiple contacts: 1. If you are not in the Contacts workspace, select People in the Navigation bar to open the workspace. 2. Find and select the contacts that you want to print the details for in your contacts list, using the method of your choice for selecting multiple items at once. 3. On the ribbon, select FILE Print. 4. In the Backstage View, in the Settings section, select the desired print style. 5. If the preview does not load automatically, in the preview pane, select Preview to view and verify which contacts will be printed. You can scroll through the multiple previews using the arrows at the bottom of the preview pane. 6. If necessary, select Print Options and configure your print settings. 7. Either in the Print dialog box or in the Backstage view, select Print. Print an Address Book To print an entire address book: 1. If you are not in the Contacts workspace, select People in the Navigation bar to open the workspace. 2. On the ribbon, select FILE Print. 3. In the Backstage View, in the Settings section, select the print style that prints all of your contacts in the manner you prefer. 4. If necessary, select Print Options and configure your print settings. 5. Either in the Print dialog box or in the Backstage view, select Print. Outlook 2013: Contacts, Tasks, Notes & Journal Entries 21 Towson University Lesson 1: Managing Your Contacts

30 22 Outlook 2013: Contacts, Tasks, Notes & Journal Entries ACTIVITY 1-3 Printing Your Contacts If you have virtual students who cannot step through the activity themselves, complete this activity on your desktop as student.00 or have one of the other students share their desktop as they complete the activity, so the virtual students can watch. If there is not a printer in the classroom or for virtual students who may not be able to access a printer, you can install a printer driver and pause printing to it, so that students get the experience of printing without actually doing so. Based on your own classroom environment and how you set up the classroom for this course, you may advise your students of this as appropriate. Scenario You have created robust contact lists in Outlook for both your personal and professional contacts. You want to print hard copies of your contacts that you can have on hand in your office and at home in case you need to contact someone and you cannot access your contacts in Outlook. Explore the print options available and select one for printing all of the contacts in the Contacts folder. a) If necessary, on the Navigation bar, select People. b) On the ribbon, select FILE Print. c) In the Settings section, verify that Card Style is selected automatically, and examine how the contacts would be printed in the preview pane at the right. Note: You can zoom in on the print preview if you need to. Your cursor will appear as a magnifying glass when you hover over the preview; select an area of the screen with it to zoom in on that area. d) In the Settings section, select Small Booklet Style, and examine how the contacts would be printed in the preview pane at the right. e) Select the other available styles and examine how the contacts would be printed in the preview pane. f) Select the print style of your liking, and select Print. g) If you receive a Microsoft Outlook dialog box informing you about double-sided printing, select Yes. Lesson 1: Managing Your Contacts OTS Training

31 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 23 Summary In this module, you used the People workspace in Outlook to manage your contacts. Using the features available in your People workspace, you can create, maintain and organize the contact information for those people that you communicate or interact with most often. When your contacts are up-to-date, well-maintained and well-organized, using the other Outlook features like sending s or meeting requests becomes even easier. Do you think you will maintain your own address book of contacts? Will you use contacts more for personal or professional contacts? A: Answers will vary, but may include that most people will likely maintain contacts within Outlook. Creating and maintaining contacts is fairly easy and intuitive, and makes sending s or meeting requests much easier than remembering addresses and typing them in manually. Professional contacts within the organization are likely to be accessible in a Global Address List for the company, but someone that has professional contacts that are external, such as a salesperson and their clients, is likely to use the contacts to store and access the contact information for people that they communicate with often. When might you print your contacts? Why might the print feature be useful to you? A: Answers will vary, but may include keeping an updated contact list handy for any occasions when you don't have access to Outlook. Especially if someone is maintaining a robust contacts list that includes professional external contacts and personal contacts, and printing and maintaining a hard copy of their address book may be helpful for times when they are not in the office or can't access Outlook. Note: Check your LogicalCHOICE Course screen for opportunities to interact with your classmates, peers, and the larger LogicalCHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen you can also access available resources for a more continuous learning experience. Encourage students to use the social networking tools provided on the LogicalCHOICE Home screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Towson University Lesson 1: Managing Your Contacts

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33 2 Working With Tasks and Notes Lesson Time: 30 minutes Lesson Objectives In this lesson, you will work with tasks and notes. You will: Manage tasks. Manage notes. Lesson Introduction You have used the other workspaces in Microsoft Office Outlook Mail, Calendar, and People to manage your communications with other people. Outlook also provides you with two other features, Tasks and Notes, that you can use to help manage your own personal assignments and communications with yourself. In this lesson, you will work with tasks and notes. The s and meeting requests that you send, receive, and manage among yourself and your recipients is fairly easy to navigate in Outlook. But how do you keep track of assignments or information that you need to remember, but that don't necessarily involve other people? Maybe they are only specific to you? Outlook also provides two features to help you manage and organize these very personal activities: Tasks and Notes.

34 26 Outlook 2013: Contacts, Tasks, Notes & Journal Entries TOPIC A Manage Tasks Now that you are using Outlook to send s, schedule meetings, and keep track of all your contacts, you might find yourself with more tasks that you have to complete. Outlook provides a handy way for you to schedule, manage, and view personal tasks that need to be completed. In this topic, you will manage your tasks in Outlook using tasks. As you become more familiar with all the features and functionalities of Outlook, it is likely that you will have more s to respond to or more meetings to attend. It might be easier for people to assign you tasks and activities for you to complete, and you may find yourself with more tasks to complete than ever! In anticipation of your needs to keep track of all of these tasks, Outlook includes the Tasks feature. With Tasks, you can schedule and track personal tasks for yourself, to make sure they are completed in a timely manner. Tasks The Tasks Workspace Instead of just displaying the Microsoft PowerPoint slide with the image of the interface and walking students through the descriptions, you may alternately consider launching the application and/or having the students launch the application and using the application itself to demonstrate the components while you describe them. A task in Outlook is an action item, activity, or piece of work that is assigned to you and that must be completed within a certain time frame. You can assign a task to yourself or to other people, and other people can assign a task to you. The Tasks workspace in Outlook is where you can create and manage the tasks that you assign to yourself or are assigned to you using the Tasks feature. Figure 2-1: The Tasks workspace in Outlook is where you can create and manage the tasks you need to complete. Lesson 2: Working With Tasks and Notes OTS Training

35 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 27 Note: In this course, Microsoft Office Outlook 2013: Part 1, we only cover tasks that you have assigned to yourself for organizational purposes. For more information about managing activities by assigning tasks to others or replying to tasks that have been assigned to you, please see the Microsoft Office Outlook 2013: Part 2 course. Task Form Tasks are created and managed using the Task form. When you select New Task from the New command group, a blank Task form opens. This course only covers tasks that you have assigned to yourself for organizational purposes. If students are interested in using tasks as a way to manage activities by assigning tasks to other people or responding to tasks that have been assigned to them, this information is covered in the second part of this course, Microsoft Office Outlook 2013: Part 2. The Task Form Figure 2-2: Information about a task you are assigning to yourself is entered into a Task form. The Task form has a number of fields where you enter the necessary information about the task assignment. In the Subject field, you enter a brief description of the task. In the Start date field, you select the date when the task is scheduled to begin from the calendar. In the Due date field, you select the date by which the task must be completed from the calendar. From the Status drop-down, you select the current status of the assignment: Not Started, In Progress, Completed, Waiting on someone else, or Deferred. Towson University Lesson 2: Working With Tasks and Notes

36 28 Outlook 2013: Contacts, Tasks, Notes & Journal Entries From the Priority drop-down, you select the priority level of the assignment: Low, Normal, or High. In the % Complete field, you use the spin boxes to select a percentage of completion for the assignment. If a reminder for the task is needed, you can check the Reminder check box and select a date and time from the drop-downs for the reminder notification. The Owner field displays the owner of the task (if you assigned the task to yourself, it is your name; if the task was assigned to you by someone else, it will be the name of the person who assigned it.) In the message body, you can enter any specific information about the assignment. Task Views Task Views You may want to display the available task views or have students explore then in the Outlook interface while you describe them. The tasks that are assigned to you, whether by yourself or by others, can be viewed in three locations in the Outlook interface: in the Content pane within the Tasks workspace (whether in the To-Do List folder or the Tasks folder), in the Tasks component on the To-Do Bar in any of the Outlook workspaces, and in the Tasks pane in the calendar if the Daily Task List has been made visible. Within the Tasks workspace, you can view the details of the tasks assigned to you in a variety of ways. These views are found on the HOME tab on the ribbon, in the Current View command group. Figure 2-3: The tasks views available in the Current View command group. Views include: Detailed displays your tasks and any of the details the task has been given, and includes the subject, status, due date, any dates it was modified, the date it was completed, the location in a folder, any color categories assigned to the task, if the task was flagged for follow-up, and information that belongs in any other columns you may have added to your sort bar when customizing your environment. Simple List displays your tasks as a simple list and includes the subject of the task, the due date, and any color categories or flags that have been assigned to the task. To-Do List displays your tasks in the same manner that they appear in the To-Do Bar, and can be arranged according to their type, importance, start date, due date, or categories. Prioritized displays your tasks according to the priority that has been assigned to them. Tasks are grouped by high, normal, and low priorities. Active displays any of your tasks that are still active and ongoing tasks, and includes the subject, status, due date, percent complete, and any color categories or flags that have been assigned to the task. Completed displays only the tasks assigned to you that have been completed, and includes the subject, due date, date completed, and any color categories or flags that were assigned to the task. Today displays any tasks that are assigned for the current date, and includes the subject, due date, and any color categories or flags that have been assigned to the task. Lesson 2: Working With Tasks and Notes OTS Training

37 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 29 Next 7 Days displays any tasks that have been scheduled for the next seven days, and includes the subject, status, due date, percent complete, and any color categories or flags that have been assigned to the task. Overdue displays any tasks assigned to you that are overdue/past their due date, and includes the subject, status, due date, percent complete, and any color categories or flags that have been assigned to the task. Assigned displays any tasks that have been assigned to you by someone else, and includes the subject, owner, due date, status, and any flags that have been assigned to the task. Server Tasks Microsoft Outlook, Project, and SharePoint can all be used together to help synchronize tasks that are assigned to members of a project team. These tasks that are synchronized using these tools can be displayed using the Server Tasks view. The Server Tasks view includes the subject, assigned persons, status, priority level, due date, and folder location for the task. Task Options When creating and assigning a task, there are a number of options you can enable for the assignment. These options include: Recurrence: Tasks, like appointments and meetings, can be scheduled as recurring. If the assignment happens on a regular basis, such as daily or weekly, you can select the Recurrence option and configure the task to be a recurring task. Regeneration: You can set the next task in a recurrence to only occur if the previous task was marked as completed. Categorize: You can assign a color category to your tasks to help you organize and visually keep track of your tasks. Follow Up: You can flag tasks for follow-up to help keep track of which items need to be followed up with an action or completed by a certain time. Private: You can mark a task as private so that other people who may have access to your calendar cannot see the details of your task. Priority: levels: You can mark a task as High Importance or Low Importance to help convey to yourself or others the priority level of the task. You may want to display the available task options or have students explore then in the Outlook interface while you describe them. How to Manage Tasks Knowing how to use the Tasks feature in Outlook will help you manage tasks and assignment that you need to complete in a timely manner. Note: All of the How To procedures for this lesson are available as checklists from the Checklist tile on the LogicalCHOICE Course screen. Create a Task To create a task: 1. In the Tasks workspace, on the HOME tab, in the New command group, select New Task to open a new Task form. 2. In the Subject field, type a brief description of the assigned task. 3. In the Start date field, select the calendar icon and from the calendar select the date when the task is scheduled to begin. 4. In the Due date field, select the calendar icon Towson University Lesson 2: Working With Tasks and Notes

38 30 Outlook 2013: Contacts, Tasks, Notes & Journal Entries and from the calendar select the date by which the task must be completed. 5. If necessary, from the Status drop-down, select the current status of the assignment. 6. If necessary, from the Priority drop-down, select a priority level for the assignment. 7. If necessary, in the % Complete field, use the spin box to select a percentage of completion for the assignment. 8. If necessary, check the Reminder check box and from the drop-downs, select a date and time for the reminder notification. 9. On the Task tab, in the Actions command group, select Save & Close. Create a Recurring Task To create a recurring task: 1. Create a new task with all the necessary information using the procedure for creating a task. 2. In the Recurrence command group, select Recurrence. The Task Recurrence dialog box will open. 3. In the Recurrence pattern section, select the frequency for how often the task occurs (Daily, Weekly, Monthly, or Yearly) and configure the frequency options for each event. 4. In the Range or recurrence section, select when the recurrence will start and end. 5. Select OK in the Task Recurrence dialog box. 6. Select Save & Close. Edit a Task To edit a task: 1. In the Tasks workspace, select and open the task that you need to edit. 2. In the Task form, make any necessary changes. 3. On the TASK tab, in the Actions command group, select Save & Close. Move a Task to Another Folder To move a task to another folder: 1. Select the task you want to move. 2. On the HOME tab, in the Actions command group, select Move. 3. If the folder you want to move the task to is displayed in the list, select the folder. 4. If the folder is not displayed, select Other Folder. 5. In the Move Items dialog box, select the folder where you want to move the task and select OK. Copy a Task to Another Folder To copy a task to another folder: 1. Select the task you want to copy. 2. On the HOME tab, in the Actions command group, select Move Copy to Folder. 3. In the Copy Items dialog box, select the folder where you want to move the task and select OK. Flag a Task for Follow-Up To flag a task for follow-up: 1. Open a task form (new or existing). 2. If you are creating a new task, fill out all the fields in the Task form with the necessary details about the assignment 3. On the TASK tab, in the Tags command group, select Follow Up. Lesson 2: Working With Tasks and Notes OTS Training

39 4. From the Follow Up gallery, select the follow-up flag option for when the action should be performed. 5. If necessary to set a reminder, select Follow Up again, and from the gallery, select Add Reminder to create a custom reminder for the for the flag and select OK to close the Custom dialog box.. 6. Select Save & Close. Assign a Color Category to a Task To assign a color category to a task: 1. Open a task form (new or existing). 2. If you are creating a new task, fill out all the fields in the Task form with the necessary details about the assignment 3. On the TASK tab, in the Tags command group, select Categorize. 4. From the Categorize gallery, select the appropriate color category. Note: If you are using a color category for the first time, you will be asked to rename the category. If you want to use a color category that hasn't been named yet or that you want to rename, select All Categories, select the color category and Rename, and give the category you want to use an appropriate name. Then select it from the Categorize drop-down 5. Select Save & Close. Mark a Task as Complete To mark a task as complete: 1. In the Tasks workspace, select the task that you have completed. 2. On the HOME tab, in the Manage Task command group, select Mark Complete. 3. The task will appear as completed in your list of tasks in a number of ways: All related text details will appear with strike-through text. The Complete field check box at the left of the task will be checked. The Status field will display Completed. The Date Completed field will display the date you marked the task complete. The Flag Status field will display a completed checkmark. Print a Task To print a task: 1. In the Tasks workspace, select the task that you want to print. 2. Select FILE Print. 3. In the Backstage View, in the Settings section, select the print style that suits your needs. 4. If necessary, select Print Options and configure your print settings. 5. Either in the Print dialog box or in the Backstage view, select Print. Outlook 2013: Contacts, Tasks, Notes & Journal Entries 31 Towson University Lesson 2: Working With Tasks and Notes

40 32 Outlook 2013: Contacts, Tasks, Notes & Journal Entries ACTIVITY 2-1 Managing Tasks If you have virtual students who cannot step through the activity themselves, complete this activity on your desktop as student.00 or have one of the other students share their desktop as they complete the activity, so the virtual students can watch. If you have virtual students taking this class, it is very important to monitor their progress during activities. Make sure to continuously check in with your virtual students just as you do your in-class students, and make sure that they are following along or completing the activity successfully, without any problems. If they can share their desktop with you, you might ask them to share their desktop during activities, so you can see what they are doing. Scenario As a key member of the recruitment team hiring new multimedia designers for Develetech, you have been assigned with many specific tasks regarding the recruitment effort. You have already scheduled weekly team meetings with the recruitment team, and you think it is a good idea to have an agenda with the items to discuss at each meeting. In fact, you want to develop the agenda the day before the weekly meeting and send it out to the team to review prior to the meeting. You can use the Tasks option in Outlook to manage this as a personal task for yourself. 1. Create a Prepare Weekly Meeting Agenda recurring task. a) On the Navigation bar, select Tasks. b) On the HOME tab, select New Task. c) In the Subject field, type Prepare Weekly Meeting Agenda d) In the Start date field, select the calendar icon and in the calendar, select the following Thursday. e) Verify that the Due date field is updated to the date you just selected. Leave the Due date as is. f) Select the Priority drop-down and select High. g) On the Task tab, select Recurrence. h) The Task Recurrence dialog box appears. Lesson 2: Working With Tasks and Notes OTS Training

41 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 33 i) In the Recurrence pattern section, verify that the task is set to recur weekly, every week on Thursday. j) In the Range of recurrence section, select the End by radio button and leave the date as is. k) In the Task Recurrence dialog box, select OK. l) Select Save & Close in the Task form. 2. View the "Prepare Weekly Meeting Agenda" task in the places it appears in Outlook. a) Verify that the "Prepare Weekly Meeting Agenda" task now appears in your list of tasks in the Content pane. b) Select the VIEW tab and, in the Layout command group, select Reading Pane Right. c) Select the Prepare Weekly Meeting Agenda task in the list of your tasks in the Content pane (if necessary), and view the details of the task in the Reading pane. d) Select the VIEW tab, and in the Layout command group, select To-Do Bar and select Tasks. e) Verify that the To-Do Bar appears at the right of the window, and that the task appears in the Tasks component of the To-Do Bar. Note: You may have to expand the Arrange By section of the task list in the To-Do Bar in order to see your tasks. f) Close the Tasks component of the To-Do Bar. 3. Edit the "Prepare Weekly Meeting Agenda" task to include a reminder and a color category. a) In the task list, double-click the Prepare Weekly Meeting Agenda task. The task form opens. b) In the task form, check the Reminder check box. c) Leave the reminder date as is and from the time drop-down, select 10:00 a.m. d) On the Task tab, in the Tags command group, select Categorize. e) From the gallery, select Recruitment. Towson University Lesson 2: Working With Tasks and Notes

42 34 Outlook 2013: Contacts, Tasks, Notes & Journal Entries As you finish up this activity, this would be a good time to engage the students in an informal discussion about their own experiences with using the Tasks feature or discuss how they think they would use it in the future. If your class includes virtual students, be sure to engage them fully in the conversation. f) Select Save & Close. Lesson 2: Working With Tasks and Notes OTS Training

43 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 35 TOPIC B Manage Notes As you start to use Outlook more frequently, you might find you have more s that need your attention, more meetings to attend, or more tasks to complete. You might find that you need some way to jot down notes about the activities or information that you are handling. In this topic, you will manage your notes in Outlook using notes. Technology like Outlook is constantly making it easier to communicate. But with more communication, comes more responsibilities. And more information! How will you keep track of all the information that is flying around between your colleagues in s or meetings? Outlook provides the Notes feature, which lets you use electronic sticky notes to keep track of information, ideas, or even meetings notes and store them in one convenient location in Outlook. Notes A note in Outlook is an electronic version of a sticky note, where you can capture small pieces of information that you need to remember and don't want to lose or forget. The Notes workspace in Outlook is where you can create and manage the notes that you take for yourself using the Notes feature. The Notes Workspace Figure 2-4: An open electronic sticky note in the Notes workspace. Towson University Lesson 2: Working With Tasks and Notes

44 36 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Note Views Note Views You may want to display the available note views or have students explore then in the Outlook interface while you describe them. You can view the notes you have created in the Notes workspace in a variety of ways. These options are found on the Home tab on the ribbon, in the Current View command group. Icon displays all of your notes as a sticky note icon. Each icon includes the first line of text in the note as the subject, for context. Notes List displays all of your notes as a list. Each note in the list includes the first line of the note as a subject, the first three lines of text in the note, the date the note was created, and any categories that have been assigned to the note. Last 7 Days displays only notes that you created or changed in the last seven days, listed in the Notes List view. Figure 2-5: Note views. How to Manage Notes Using the Notes feature to create and manage notes to yourself can help you remember important pieces of information, and keep them in a single location for easy access. Access the Notes Workspace To access the Notes workspace: 1. On the Navigation bar, select the More Options icon. 2. From the list, select Notes. Display the Notes Workspace Launch Button in the Navigation Bar To display the launch button for the Notes workspace in the Navigation bar: 1. On the Navigation bar, select the More Options icon. 2. From the list, select Navigation Options. 3. In the Navigation Options dialog box, set the Maximum number of visible items to at least 5 and select OK. 4. Verify that the Notes launch button now appears in the Navigation bar. Create a Note To create a note: 1. In the Notes workspace, on the HOME tab, in the New command group, select New Note to open a new sticky note. 2. If needed, grab the resizing handle at the lower-right corner of the sticky note and drag to resize the note to the size needed. 3. Type the necessary text for the note. 4. Select the Close button in the upper-right corner of the sticky note to close and save the note. Edit a Note To edit a note: 1. In the list of notes, double-click the note you want to edit. 2. Make any changes to the note text as needed. Lesson 2: Working With Tasks and Notes OTS Training

45 3. Select the Close button in the upper-right corner of the sticky note to close and save the changes. Assign a Color Category to a Note To assign a color category to a note: 1. In the list of notes, select the note you want to categorize. 2. On the HOME tab, in the Tags command group, select Categorize. 3. From the Categorize gallery, select the appropriate color category. Note: If you are using a color category for the first time, you will be asked to rename the category. If you want to use a color category that hasn't been named yet or that you want to rename, select All Categories, select the color category and Rename, and give the category you want to use an appropriate name. Then select it from the Categorize drop-down 4. The sticky note icon will change to reflect the color category you applied. Forward a Note To forward a note: 1. In the list of notes, select the note you want to forward. 2. On the HOME tab, in the Actions command group, select Forward. 3. A new Message form will open with the note as an attachment and the subject of the note automatically populated as the Subject field in the message. 4. Select your recipients in the To and/or CC fields, respectively. 5. If necessary, add any text to the message body. 6. Select Send in the Message form. Print a Note To print a note or multiple notes: 1. In the list of notes, select the note or notes that you want to print. 2. Select FILE Print. 3. If necessary, select Print Options and configure your print settings. 4. Either in the Print dialog box or in the Backstage view, select Print. Outlook 2013: Contacts, Tasks, Notes & Journal Entries 37 Towson University Lesson 2: Working With Tasks and Notes

46 38 Outlook 2013: Contacts, Tasks, Notes & Journal Entries ACTIVITY 2-2 Managing Notes If you have virtual students who cannot step through the activity themselves, complete this activity on your desktop as student.00 or have one of the other students share their desktop as they complete the activity, so the virtual students can watch. If you have virtual students taking this class, it is very important to monitor their progress during activities. Make sure to continuously check in with your virtual students just as you do your in-class students, and make sure that they are following along or completing the activity successfully, without any problems. If they can share their desktop with you, you might ask them to share their desktop during activities, so you can see what they are doing. Scenario Since you will be holding weekly meetings with the recruitment team that is hiring the new employees for Develetech, you want to keep notes of the meetings for yourself. You can use the Notes option in Outlook to do so and keep everything in one place. During your first team meeting, you can take notes for the meeting in Outlook. You want to categorize the note you create and keep it with all the other recruitment items. After the meeting, you want to print your notes for all of the other meeting participants to have a copy. 1. Add the Notes launch button to the Navigation bar and open the Notes workspace. a) In the Navigation bar, select the More Options icon. b) Select Navigation Options. c) In the Navigation Options dialog box, using the spin wheel, set the Maximum number if visible items field to 5. d) Select OK. e) Verify that Notes is added to the Navigation bar. f) Select Notes. 2. Create a note for your first weekly team meeting. a) On the HOME tab, in the New command group, select New Note. b) In the sticky note with that appears, type First Weekly Team Meeting c) Press Enter twice. d) Type Attendees: Angie, Shanelle, Martin, Jane, Alex, and myself e) Press Enter twice. f) Type Candidates discussed: Dexter Collingsworth and Greg Shannon g) Place your cursor over the resizing handle at the bottom right of the sticky note, and drag the corner until the note is large enough to display all your text. h) Close the note. Lesson 2: Working With Tasks and Notes OTS Training

47 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 39 Note: Your text is automatically saved in the note when you close it. 3. In the Current View command group, select Notes List to display your notes in a list. 4. Categorize the note with the Recruitment color category. a) Make sure the that First Weekly Team Meeting note is selected. b) In the Tags command group, select Categorize and select the Recruitment category. 5. Print the "First Weekly Team Meeting" note. a) On the ribbon, select FILE Print. b) In the Settings section, make sure that the default Memo Style option is selected. c) View how your note will look in the preview pane. d) Select Print. If there is not a printer in the classroom or for virtual students who may not be able to access a printer, you can install a printer driver and pause printing to it, so that students get the experience of printing without actually doing so. Based on your own classroom environment and how you set up the classroom for this course, you may advise your students of this as appropriate. As you finish up this activity, this would be a good time to engage the students in an informal discussion about their own experiences with using the Notes feature or discuss how they think they would use it in the future. If your class includes virtual students, be sure to engage them fully in the conversation. Towson University Lesson 2: Working With Tasks and Notes

48 40 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Encourage students to use the social networking tools provided on the LogicalCHOICE Home screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Summary In this module, you used the Tasks and Notes features in Outlook to help you manage the more personal items you have to handle on a daily basis. Using tasks can help you keep track of any activities that you are responsible for completing in a timely manner, and notes can help you keep track of information or details that you may need to remember. And, Outlook lets you store these personal items alongside the mail, calendar, and contact items you already work with on a daily basis in Outlook, allowing you to keep track of everything all in one location. Do you think you will use the Tasks feature? If so, how? A: Answers will vary, but may include that some people will use the Tasks feature as more of a reminder to complete tasks before they are due, such as creating a Task prior to a meeting to remind you to complete the action items you were assigned. Tasks can be helpful in managing due dates and completing tasks on time, differently than just flagging an item for follow-up. Do you think you will use the Notes feature? If so, how? A: Answers will vary, but may include that people may or may not find themselves using this feature. Some people may continue to use real notes that they leave to themselves to help keep track of tasks or information. Still others may be okay with using an electronic note, and may even be excited to be able to store and save the note electronically, eliminating the constant conundrum of "where did I put that note?". Note: Check your LogicalCHOICE Course screen for opportunities to interact with your classmates, peers, and the larger LogicalCHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen you can also access available resources for a more continuous learning experience. Lesson 2: Working With Tasks and Notes OTS Training

49 3 Managing Activities by Using Tasks and Journal Entries Lesson Time: 45 minutes Lesson Objectives In this lesson, you will manage activities by using tasks and journal entries. You will: Assign and manage tasks. Record and modify journal entries. Lesson Introduction You have performed advanced management tasks in Microsoft Outlook to better manage your messages, calendar items, and contacts in their respective workspaces. You can use the remaining workspaces in Outlook, the Tasks and Journal workspaces, to help you manage the day-to-day tasks and activities that you need to complete. By using the Tasks workspace, you can assign tasks to yourself or to others, and track these tasks to their completion. By using the Journal workspace, you can keep track of your interactions with others for organizational or time management purposes. In this lesson, you will manage your activities by using Outlook's Tasks and Journal workspaces.

50 42 Outlook 2013: Contacts, Tasks, Notes & Journal Entries TOPIC A Assign and Manage Tasks You have used the advanced options available to manage your Mail, Calendar, and Contacts workspaces in Outlook, which are mainly used for managing communications with your colleagues and peers. But how can you manage the everyday tasks that you and your colleagues need to complete to keep things running smoothly? Outlook provides users with the Tasks workspace, where you can assign tasks to yourself or others within your organization, and track them through completion. In this topic, you will assign and manage tasks by using the Tasks workspace. The Task Request Form The Task Request Form A Task Request form is used to assign a task to another user and to request updates about the progress of the task as it is being completed. Figure 3-1: A Task Request form. The Task Request form has a number of fields in which you enter the necessary information about the task assignment. In the To field, you select the recipient or recipients of the task assignment. In the Subject field, you enter a brief description of the task. From the Start date drop-down calendar, you select the date the task is scheduled to begin. From the Due date drop-down calendar, you select the date by which the task must be completed. From the Status drop-down list, you select the current status of the assignment. From the Priority drop-down list, you select the priority level of the assignment. In the % Complete field, you use the spin boxes to select a percentage of completion for the assignment. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

51 You can check the Keep an updated copy of this task on my task list check box to display the task in your task list. You can check the Send me a status report when this task is completed check box to automatically receive a status update when the task is marked complete, whether the assigned user sends one or not. In the task body, you can enter any specific information about the assignment. Outlook 2013: Contacts, Tasks, Notes & Journal Entries 43 Status Options There are five status levels available in Outlook. Some of the status levels, when selected, will affect the % Complete field as well. Status Not Started In Progress Completed Waiting on someone else Deferred Description Indicates that the task has not yet started. By default, if the Status is Not Started, then the % Complete value is 0%. Indicates that the task is currently in the process of being completed. If the % Complete level is changed to 25%, 50%, or 75%, the Status is changed automatically to In Progress. Indicates that the task has been completed. When the Completed status is selected, the % Complete automatically updates to 100%; when the % Complete is changed to 100%, the Status automatically updates to Completed. Indicates that task requires someone else to move on to the next phase of the process. When Waiting on someone else is selected, the % Complete status can reflect 0%, 25%, 50%, or 75%. Indicates that the task has been put off to be completed at a later date. When Deferred is selected, the % Complete status can reflect 0%, 25%, 50%, or 75%. Show students the difference between a Task form and a Task Request form by selecting both the New Task and the New Items Task Request commands. Also demonstrate how a Task form can be changed to a Task Request form by selecting the Assign Task command in the Manage Task command group in the Task form. How to Assign Tasks to Others Assigning a task to a colleague by using the Tasks workspace can help ensure that an assigned action is completed in a timely manner. Note: All of the How To procedures for this lesson are available as checklists from the Checklist tile on the LogicalCHOICE Course screen. Assign a Task To assign a task to another user: 1. If necessary, open the Tasks workspace. 2. On the HOME tab, in the New command group, select the New Items command drop-down arrow and select Task Request. 3. In the Task form, select To. 4. In the Select Task Recipient dialog box, select your recipient and select To. 5. Repeat as necessary until all recipients have been added, and select OK. 6. In the Subject field, type a brief description of the task. 7. From the Start date drop-down calendar, select the date when the task should be started. 8. From the Due date drop-down calendar, select the date by which the task must be completed. 9. If necessary, from the Priority drop-down list, select the priority level for the task. 10. As desired, check or uncheck the Keep an updated copy of this task on my task list check box. Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

52 44 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 11. As desired, check or uncheck the Send me a status report when this task is complete check box. 12. If needed, type any message content in the body. 13. If needed, use the commands in the Tags command group to select any tags, flags, or categorization. 14. Select Send. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

53 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 45 ACTIVITY 3-1 Assigning a Task Scenario Develetech is getting ready to attend a big electronics expo next week, and the Marketing department needs to provide several marketing pieces to the Sales department members who are attending. Rather than trying to just divide and conquer the tasks that need to be completed without any follow-through, your senior marketing manager has asked you to delegate these tasks to some of your team members. You will use the Tasks workspace in Outlook to assign some of these tasks to your coworkers. 1. On the Navigation bar, select Tasks to open the Tasks workspace. 2. Assign a task to Avery Billups to coordinate printing the marketing brochures and having them delivered by next Friday. a) On the HOME tab, in the New command group, select New Items and select Task Request. If you have virtual students who cannot step through the activity themselves, complete this activity on your desktop as student.00 while sharing your display, or have one of the other students complete the activity with his or her desktop shared. b) Select Avery Billups as the recipient of the task assignment. c) In the Subject field, type Brochure Printing and Delivery d) From the Start date drop-down calendar, select the Today button. e) From the Due date drop-down calendar, select next Friday. f) In the Task form body, type We have not reviewed the bluelines yet. Please contact 12 Point Font immediately. g) In the Tags command group, select High Importance to change the Priority setting to High. h) Select Send. 3. Assign a task to Mark Sanders to complete DVD burning by next Tuesday. a) On the HOME tab, in the New command group, select New Task. b) In the Task form, on the TASK tab, in the Manage Task command group, select Assign Task. If you have virtual students taking this class, it is very important to monitor their progress during activities. Make sure to continuously check in with your virtual students just as you do your in-class students, and make sure that they are following along or completing the activity successfully, without any problems. If they can share their desktop with you, you might ask them to share their desktop during activities so you can see what they are doing. Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

54 46 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Note: Notice the differences between the initial Task form and the Task Request form that is displayed when you select Assign Task. c) Select To and, in the Select Task Recipient dialog box, select Mark Sanders, select To, and select OK. d) In the Subject field, type Marketing DVD e) From the Start date drop-down calendar, select the Today button. f) From the Due date drop-down calendar, select the following Tuesday. g) From the Status drop-down list, select In Progress. h) From the Priority drop-down list, select High. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

55 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 47 i) In the Task form body, type Mixed Messages Media is finishing up the video and will have it ready for your review tomorrow. j) Select Send. Task Reply Options When a task has been assigned to you, Outlook provides three options for how you can reply to the request. Each reply option triggers different results depending on whether you accept the assignment, decline the assignment, or assign the task to someone else. Task Reply Options Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

56 48 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Figure 3-2: The available reply options when a task is assigned to you. Reply Option Accept Decline Assign Task Description If you accept the task request, an automatic response message is sent to the person who assigned the task to you with the notification that you accepted the assignment. The task request is moved from the message list in your Inbox into the Tasks list in your Tasks workspace. You are now the owner of the task, and are the only one who can modify the information for the task and send task updates or status reports for the task. If you decline the task request, the task request is returned to the person who assigned the task to you with the notification that you declined the assignment. They can then reassign it to someone else. The task request is deleted from the message list in your Inbox. If you can't accept the task assignment but think someone else can complete the task, you can choose to reassign the task. When the task is reassigned, the task request is sent to the new person to be accepted or declined. The new assignee becomes the owner of the task, and can modify the information and send updates. When you reassign the task to someone else, the response notification when the new assignee replies to the task assignment is not sent to the original requester, but instead is sent to you. Note: Although reassigning a task is possible, it is not always recommended because the original requester is not included on the response notification. If you cannot accept a task assignment but know a better candidate, it is a better practice to decline the task and let the task requester assign the task to the other person. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

57 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 49 To-Do List vs. Tasks List In the Tasks workspace, in the My Tasks list in the Folder pane, there are two subfolder workspaces: To-Do List and Tasks. To-Do List displays any Outlook item that has been flagged for follow-up, including tasks, s, or calendar items. Tasks displays only task items, whether they are assigned to you or you have assigned the task to someone else. Therefore, your task items will appear in both the To-Do List and Tasks folders, but any other items that have been flagged for follow-up will appear only in the To-Do List. How to Reply to a Task Request Tasks can be very useful in managing the completion of important action items, and knowing how to reply to tasks that are assigned to you will help keep those tasks on track. Accept a Task Request To accept a task request: 1. In the Mail workspace, in the message list in the Inbox, open the task request message. 2. On the TASK tab, in the Respond command group, select Accept. 3. In the Accepting Task dialog box, select Send the response now and select OK. 4. The task request message is moved out of your message list and into the Tasks list in the Tasks workspace. Accept a Task Request with Comments To accept a task request with comments: 1. In the Mail workspace, in the message list in the Inbox, open the task request message. 2. On the TASK tab, in the Respond command group, select Accept. 3. In the Accepting Task dialog box, select Edit the response before sending and select OK. 4. In the Task Request form, type your comments in the message body. 5. Select Send. 6. The task request message is moved out of your message list and into the Tasks list in the Tasks workspace. Decline a Task Request To decline a task request: 1. In the Mail workspace, in the message list in the Inbox, open the task request message. 2. On the TASK tab, in the Respond command group, select Decline. 3. In the Declining Task dialog box, select Send the response now and select OK. The task request message is moved to the Deleted Items folder. Decline a Task Request with Comments To decline a task request with comments: 1. In the Mail workspace, in the message list in the Inbox, open the task request message. 2. On the TASK tab, in the Respond command group, select Decline. 3. In the Declining Task dialog box, select Edit the response before sending and select OK. 4. In the Task Request form, type your comments in the message body. 5. Select Send. 6. The task request message is moved to the Deleted Items folder. Reassign a Task to Someone Else To reassign a task assigned to you to someone else: 1. In the Mail workspace, in the message list in the Inbox, open the task request message. Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

58 50 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 2. On the TASK tab, in the Manage Tasks command group, select Assign Task. 3. In the Task Request form, select To. 4. In the Select Task Recipient dialog box, select the person you want to assign the task to, select To, and select OK. 5. As desired, check or uncheck the Keep an updated copy of this task on my task list check box. 6. As desired, check or uncheck the Send me a status report when this task is complete check box. 7. In the Task Request form, select Send. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

59 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 51 ACTIVITY 3-2 Replying to a Task Request Scenario The plan for this year's electronics expo is to have some of the new Develetech products on hand for people to look at and play with. Your senior marketing manager, Jackson Myers, has asked you to coordinate the drop-off and delivery of the products to make sure they are there on time and returned safely, and has sent you a task request for the assignment. You need to reply to the task request. 1. Accept the task request. a) On the Navigation bar, select Mail to open the Mail workspace. b) In your message list, open the item Task Request: Coordinate Product Drop-Off and Delivery from Jackson Myers. c) In the Task Request form, on the TASK tab, in the Respond command group, select Accept. 2. Verify that the task has been added to your list of tasks in the numerous places in Outlook that tasks appear. a) On the Navigation bar, select Tasks to open the Tasks workspace. b) In your To-Do List, verify that the Coordinate Product Drop-Off and Delivery task appears in your list of tasks. c) In the Folder pane, select Tasks and verify that the task appears in your list of tasks. d) Select the VIEW tab and, in the Layout command group, select To-Do Bar Tasks. Verify that the task appears in the list of tasks. e) On the Navigation bar, select Calendar to open the Calendar workspace. f) Select the VIEW tab and, in the Layout command group, select Daily Task List Normal. Verify that the task shows up in the Tasks pane at the bottom of the calendar grid. If you have virtual students who cannot step through the activity themselves, complete this activity on your desktop as student.00 while sharing your display, or have one of the other students complete the activity with his or her desktop shared. 3. On the Navigation bar, select Tasks to return to the Tasks workspace. Task Details The Details command in the Task Request form can be used to update task information and view important details about the task assignment. Task Details Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

60 52 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Figure 3-3: The Details command shows information about a task. There are several details you can configure. From the Date completed drop-down calendar, you can select the date the task was completed. In the Total work field, you can enter the total number of hours spent working on the task. In the Actual work field, you can enter the actual number of hours spent working on the task. In the Mileage field, you can enter any relevant mileage that you may have accumulated related to the task. In the Billing information field, you can enter any relevant information related to billing for the task. In the Company field, you can enter any organizations or other resources that you may have worked with to complete the task. In the Update list section, you can view the list of people who have been included as recipients either on the task request or for status reports. By default, the person who assigned the task to you is a recipient and is displayed in the Update list. Status Reports Status Reports A status report is an message that is sent to the person who assigned the task. A status report message contains detailed information about the status of the task, the percentage of completion for the task, the amount of work hours spent on the task, and any additional information that the assignee wishes to provide. The Send Status Report command, found in the Manage Task command group, is used to send status reports for tasks that have been assigned to you. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

61 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 53 Figure 3-4: The Send Status Report command opens a status report message populated with updated task information. Task Options There are several options you can set globally for tasks that have been assigned to you. The options that you can configure for your tasks can be found on the Tasks tab in the Outlook Options dialog box. Task Options Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

62 54 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Figure 3-5: The Tasks tab in Outlook Options. Task options include: Selecting to display reminders and setting a default reminder time for task assignments. Keeping the task list updated with tasks assigned to others. Sending status reports automatically when assigned tasks are completed. Specifying a color to display for overdue tasks. Specifying a color to display for completed tasks. Setting the flag status to use if utilizing the Quick Click feature. Setting the number of working hours for tasks per day and per week. How to Manage Tasks Assigned to You Once a task is assigned to you, knowing how to manage the task assignment with status reports, options, and moving it between folders can help ensure that your task is completed on time. Update a Task To update a task assigned to you: 1. In your To-Do List or Tasks list in the Tasks workspace, open the task you want to update. 2. In the Task form, add any new information or make the necessary updates to the task information. From the Status drop-down list, select the appropriate status level. In the % Complete field, use the spin box to select the percentage of completion for the task. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

63 If necessary, type any information about the task progress in the message body. 3. If necessary, on the TASK tab, in the Show command group, select Details and update the task details. From the Date completed drop-down calendar, select the date the task was completed. In the Total work field, enter the total number of hours spent working on the task. In the Actual work field, enter the actual number of hours spent working on the task. In the Mileage field, enter any relevant mileage that you may have accumulated related to the task. In the Billing information field, enter any relevant information related to billing for the task. In the Company field, enter any organizations or other resources that you may have worked with to complete the task. 4. On the TASK tab, in the Actions command group, select Save & Close. Mark a Task Complete To mark a task as complete: 1. In your To-Do List or Tasks list in the Tasks workspace, open the task you want to mark complete. 2. In the Task form, in the Manage Tasks command group, select Mark Complete. The task will be removed from your task list. Note: You can also mark a task as complete in the Status field by selecting Completed, or in the % Complete field by selecting 100% and then selecting Save & Close. Send a Status Update To send a status update: 1. In your To-Do List or Tasks list in the Tasks workspace, open the task you want to update. 2. In the Task form, add any new information or make the necessary updates to the task information and details. 3. On the TASK tab, in the Manage Task command group, select Send Status Report. 4. A Task Status Report Message form will open, with the task requester automatically populated as a recipient and with your updated status information in the body of the message. 5. If necessary, select any additional recipients to be sent the status update. 6. If necessary, type any pertinent information in the message body. 7. Select Send. Move a Task to Another Folder To move a task to another folder: 1. In your To-Do List or Tasks list in the Tasks workspace, select the task you want to move. 2. On the HOME tab, in the Actions command group, select Move and select Other Folder. 3. In the Move Items dialog box, select the folder you want to move the item to and select OK. Copy a Task to Another Folder To copy a task to another folder: 1. In your To-Do List or Tasks list in the Tasks workspace, select the task you want to move. 2. On the HOME tab, in the Actions command group, select Move and select Copy to Folder. 3. In the Copy Items dialog box, select the folder you want to copy the item to and select OK. Modify Task Options To modify task options: 1. Select the FILE tab and select Options. 2. In the Outlook Options dialog box, select the Tasks tab. Outlook 2013: Contacts, Tasks, Notes & Journal Entries 55 Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

64 56 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 3. To enable reminders for tasks assigned to you, check the Set reminders on tasks with due dates check box, and from the Default reminder time drop-down list, select the time you want the reminder notification to occur. 4. As desired, check or uncheck the Keep my task list updated with copies of tasks I assign to other people check box. 5. As desired, check or uncheck the Send status report when I complete an assigned task check box. 6. From the Overdue task color drop-down menu, select a color in which all overdue tasks in the task list will appear. 7. From the Completed task color drop-down menu, select a color in which all completed tasks in the task list will appear. 8. If necessary, select Quick Click and, in the Set Quick Click dialog box, select the desired flag to be used for single-clicking in the Flags column to flag a task, and select OK. 9. In the Task working hours per day field, use the spin box to select the number of working hours in a day available for tasks. 10. In the Task working hours per week field, use the spin box to select the number of working hours in a week available for tasks. 11. In the Outlook Options dialog box, select OK. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

65 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 57 ACTIVITY 3-3 Managing a Task Assigned to You Scenario You have completed the task that Jackson assigned to you concerning coordinating the product deliveries for the electronics expo. You need to update the task to reflect how much time you spent on the task and that it is completed, and then you will send a status report to your manager so that he is aware it has been completed. 1. Update the Coordinate Product Drop-Off and Delivery task assigned to you to reflect that it is completed, and took 12 hours. a) In your To-Do List, open the Coordinate Product Drop-Off and Delivery task. b) In the Task form, in the % Complete field, use the spin buttons to select 100%. c) Verify that the Status field changed to Completed and the Mark Complete command in the Manage Task command group is now grayed out. d) On the TASK tab, in the Show command group, select Details. e) In the Actual work field, type 12 hours If you have virtual students who cannot step through the activity themselves, complete this activity on your desktop as student.00 while sharing your display, or have one of the other students complete the activity with his or her desktop shared. f) Place the cursor in any available text box and verify that the Actual work field automatically updates to display 1.5 days. 2. Send a status report for the task. a) On the TASK tab, in the Manage Task command group, select Send Status Report. Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

66 58 Outlook 2013: Contacts, Tasks, Notes & Journal Entries This would be a good place to encourage students to add other classmates as recipients to the status report message. If students choose to include their classmates on the status report , at the end of this activity, have them open and view the message that they received. If any students elected to CC their classmates on the status report , encourage them to return to their message list and view the status report message that was sent to them. As you finish this activity, this would be a good time to engage the students in an informal discussion about their own experiences using the Tasks workspace and tasks in Outlook. Does their organization use tasks to coordinate or delegate activities that need to be completed? Would they consider using tasks in the future to ensure tasks are completed on time? Engage virtual students fully in the conversation. b) In the Task Status Report Message form, verify that the To field has been automatically populated with Jackson Myers as the recipient, as he is the person who assigned the task to you. c) In the message body, type Coordination has been completed. d) Select Send. 3. In the open Coordinate Product Drop-Off and Delivery Task form, select Save & Close to update the task in your task list. 4. In the list of tasks in your To-Do List, verify that the Coordinate Product Drop-Off and Delivery task no longer appears. 5. In the Folder pane, select Tasks, and verify that the Coordinate Product Drop-Off and Delivery task is now crossed out, indicating that it has been completed. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

67 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 59 TOPIC B Record and Modify Journal Entries You have used the Tasks workspace in Outlook to assign tasks to others and manage them through completion. What if you want to keep track of other work-related activities and interactions you have with the people you work with on a daily basis, such as phone calls, face-to-face conversations, or writing an ? Outlook provides the Journal workspace, where you can keep track of these activities and how much time you spend working on them. In this topic, you will record and modify journal entries by using the Journal workspace. The Journal The Journal is a feature in Outlook that allows you to automatically track and record actions for Outlook items, including messages, meeting invites and responses, tasks, or phone conversations, that are associated with a specific contact. Activities, actions, and completed items are displayed in the Journal workspace. The Journal Figure 3-6: The Journal workspace. The Journal Entry Form A Journal Entry form is used for manually recording a journal entry. The Journal Entry Form Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

68 60 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Figure 3-7: A Journal Entry form. The Journal Entry form contains several fields for recording the information about an event or activity that you want to journal. In the Subject field, you enter a brief description of the task. From the Entry type drop-down list, you select the type of journal entry you are creating. In the Company field, you enter the name of the organization or resource, if any, that participated in the event or activity. From the Start time drop-down calendars, you select that date and time when the event or activity took place. In the Duration field, you enter the amount of time spent on the event or activity. Entry Types You can create several types of journal entries. Conversation Document message Fax Letter Meeting Meeting cancellation Meeting request Meeting response Microsoft Excel Microsoft Office Access Microsoft PowerPoint Microsoft Word Note Phone call Remote session Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

69 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 61 Task Task request Task response Timer Options If you want to manually keep track of how long an activity you are recording is taking, you can use the commands available in the Timer command group in the Journal Entry form to act like a stopwatch. Select Start Timer to begin keeping track of the time when you start the activity, and Pause Timer either when you take a break from the activity or when the activity is completed. The Timer commands will automatically update the amount of time spent on the activity in the Duration field. Name Options You can add other people who participated in the activity to the journal entry by using the Address Book command in the Names command group in the Journal Entry form. You can select these additional participants by using the Select Contacts dialog box. Other participants you add to your journal entries will not be notified or need to take any actions; however, these participants will be displayed when you use the Contact command in the Arrangement command group on the VIEW tab to arrange your journal entries. Journal Views Journal entries can be organized and displayed in the Journal workspace by using the various views found in the Current View command group. Journal Views Figure 3-8: The views available for viewing your journal entries. View Timeline Entry List Phone Calls Last 7 Days Description Displays all of the journal entries you have recorded in a scrollable timeline format. When Timeline is selected, you can configure the timeline using the commands in the Arrangement command group to show a day's, week's, or month's worth of journal entries. Entries are grouped by entry type, and are denoted in the timeline with an icon representing the entry type. Selecting the icon in the timeline opens the journal entry. Displays all of the journal entries you have recorded in a list. Displays only the journal entries with the Phone call entry type. Displays the journal entries you recorded or accessed within the past seven days only. Journal Entry Arrangements To further organize or arrange your journal entries beyond the Current View options, you can also use the Arrangement commands. Categories sorts your journal entries and displays them in the selected Current View according to the category assigned. Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

70 62 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Type sorts your journal entries and displays them in the selected Current View according to the journal entry type. Contact sorts your journal entries and displays them in the selected Current View according to the contacts included in the entry. How to Manage Journal Entries Using journal entries in the Journal workspace can help you keep track of all the interactions you have with coworkers or important resources, all in one location and all automatically. Record a Journal Entry To record a journal entry: 1. On the Navigation bar, select More Options, then select Folders. 2. In the Folders pane, select Journal. 3. On the HOME tab, in the New command group, select Journal Entry. 4. In the Journal Entry form, in the Subject field, type a description of the event or activity being recorded. 5. From the Entry type drop-down list, select the appropriate entry type for the activity. 6. If necessary, in the Company field, enter the name of any organization or resource that participated. 7. From the Start time drop-down lists, select that date and time when the event or activity took place. 8. In the Duration field, enter the amount of time spent on the event or activity. 9. If necessary, in the Names command group, select Address Book and in the Select Contacts dialog box, select any other people who were involved in the activity from your organization, and select OK. 10. If necessary, in the Tags command group, select Categorize and select a color category. 11. If necessary, in the Tags command group, select Private. 12. In the Actions command group, select Save & Close. Edit a Journal Entry To edit a journal entry: 1. If necessary, open the Journal workspace. 2. In the Content pane, find and open the journal entry you want to edit. 3. In the Journal Entry form, make any changes to the journal entry information. 4. In the Actions command group, select Save & Close. Forward a Journal Entry To forward a journal entry to another user: 1. In the Content pane, find and open the journal entry you want to forward. 2. In the Journal Entry form, in the Actions command group, select Forward. 3. In the Message form that opens, verify that the journal entry has been added as an attachment. 4. Select your recipients. 5. If necessary, type any message content in the message body. 6. Select Send. Delete a Journal Entry To delete a journal entry: 1. In the Content pane, select the journal entry you want to delete. 2. On the HOME tab, in the Delete command group, select Delete. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

71 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 63 ACTIVITY 3-4 Managing Journal Entries Scenario Your manager has asked you to start keeping track of how much time you spend in meetings related to the new product roll-out to help understand how much time is being spent in meeting tasks. You had a meeting earlier with Dean Rasmussen, and you want to manually add a journal entry for the meeting to help you keep track of that time. 1. Open the Journal workspace. a) On the Navigation bar, select the More Options icon. b) Select Folders. c) In the Folders pane, select Journal. If you have virtual students who cannot step through the activity themselves, complete this activity on your desktop as student.00 while sharing your display, or have one of the other students complete the activity with his or her desktop shared. 2. Manually record a journal entry for the meeting with Dean Rasmussen. a) On the HOME tab, in the New command group, select Journal Entry. b) In the Subject field, type Meeting to Discuss Product Roll-out c) From the Entry type drop-down list, select Meeting. d) From the Start time drop-down lists, leave the date as is and select 2:00 PM. Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

72 64 Outlook 2013: Contacts, Tasks, Notes & Journal Entries e) From the Duration drop-down list, select 15 minutes. f) On the JOURNAL ENTRY tab, in the Names command group, select Address Book. g) In the Select Contacts dialog box, select Dean Rasmussen and select OK. h) In the Journal Entry body, type We met today to discuss how Mixed Messages Media will help with marketing needs for the roll-out. i) Select Save & Close. j) Verify that the entry appears in the list of journal entries. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

73 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 65 As you finish this activity, this would be a good time to engage the students in an informal discussion about their own experiences with using the Journal in Outlook. Have they ever used journal entries in Outlook? Would they possibly use journal entries in the future? If so, how do they envision using the Journal workspace? If your class includes virtual students, be sure to engage them fully in the conversation. Towson University Lesson 3: Managing Activities by Using Tasks and Journal Entries

74 66 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Encourage students to use the social networking tools provided on the LogicalCHOICE Home screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Summary In this lesson, you managed activities by using tasks and journal entries in each respective workspace in Outlook. Knowing how to use these additional workspaces in Outlook can help you manage the day-to-day tasks and activities that need to be completed on time to keep things running smoothly. When and how do you think you would utilize the Tasks workspace in Outlook? A: Answers will vary, but may include that the Tasks workspace is useful for assigning and managing tasks that need to be completed in a specific amount of time. For those who work in a team environment, where tasks may be delegated to others or are time sensitive, using the Tasks workspace to assign tasks to people and then monitor them through completion could be a very useful tool for keeping the business running smoothly. When and how do you think you would utilize the Journal workspace in Outlook? A: Answers will vary, but may include that the Journal workspace is useful for keeping track of any and all interactions with a specific person. For those who work with clients, this can be a useful tool for keeping track of how much time is spent interacting or doing work related to specific clients. By using the Journal to keep track of any phone call, , meeting, or other interaction with a specific person, one could have an in-depth understanding of how much time on any given day is spent interacting with a client. Note: Check your LogicalCHOICE Course screen for opportunities to interact with your classmates, peers, and the larger LogicalCHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen you can also access available resources for a more continuous learning experience. Lesson 3: Managing Activities by Using Tasks and Journal Entries OTS Training

75 Lesson Labs Lesson labs are provided as an additional learning resource for this course. The labs may or may not be performed as part of the classroom activities. Your instructor will consider setup issues, classroom timing issues, and instructional needs to determine which labs are appropriate for you to perform, and at what point during the class. If you do not perform the labs in class, your instructor can tell you if you can perform them independently as selfstudy, and if there are any special setup requirements.

76 68 Outlook 2013: Contacts, Tasks, Notes & Journal Entries Lesson Lab 1-1 Creating a Secondary Address Book and Importing Contacts Activity Time: 10 minutes Data Files C:\091043Data\Managing Your Contacts\Personal Contacts.csv Scenario You can use the Global Address List for Develetech in Outlook or the list of contacts you have created to send s to those people you communicate with on a professional level. Sometimes, you may use your work address to send s to your personal contacts. You want to keep your personal contacts separate from your professional contacts, so you will create a secondary address book for them. You have saved an Excel file of the contact information for some personal contacts from another account and client that you use for more personal communications. Once you have created the secondary address book to contain them, you can import these personal contacts. 1. Create a secondary address book called My Personal Contacts 2. Import your personal contacts in the Personal Contacts Excel file to the My Personal Contacts folder. 3. Verify that a contact for each personal contact you imported now appears in the contact list in My Personal Contacts. Lesson Labs OTS Training

77 Outlook 2013: Contacts, Tasks, Notes & Journal Entries 69 Lesson Lab 2-1 Forwarding a Note Activity Time: 10 minutes Scenario Recently, you used the Notes feature to take notes about what was discussed during your weekly meeting with the recruitment team. You want to forward those notes to all the members of the recruitment team. 1. Find and select the First Weekly Team Meeting note in your Notes list. 2. Forward the note to Alex Jaffey, Jane Woodward, and Martin Smith. Towson University Lesson Labs