Microsoft Office Tutorials and References
In Depth Information
Keeping a Journal for Tidy Recordkeeping
Keeping a Journal for
Tidy Recordkeeping
Sometimes, when you want to find a document or a record of a conversation,
you don’t remember what you called the document or where you stored it,
but you do remember when you created or received the item. In this case,
you can go to the Journal and check the date.
To get good use from the Journal, though, you have to use it (details, details . . .).
You can set Outlook to make Journal entries for nearly everything you do,
or you can shut the Journal off entirely and make no entries in it. If you put
nothing in the Journal, you get nothing out.
In previous versions of Outlook you could record everything automatically,
but that feature is no longer supported in Outlook 2013. You must enter
selected items manually:
Create a Journal entry.
Drag an item to the Journal folder.
For example, you may not want to record every transaction with a prospective
client until you’re certain you’re doing business with that client. You can
drag relevant e-mail messages to the Journal for a record of serious inquiries.
When you actually start doing business with a new client, you can set up
automatic recording.
Follow these steps to manually record items in the Journal:
1. Click Folders in the Navigation pane (or press Ctrl+6).
The Folder list, which has a small icon for the Journal, appears in the
Navigation pane.
2. Drag the item you want to record (such as an e-mail message or task)
to the Journal icon in the Folder list.
The Journal Entry form (see Figure 10-11) shows an icon that represents
the item you’re recording, along with the item’s name.
3. Fill in the information you want to record.
You don’t have to record anything. The text box at the bottom of the
screen gives you space for making a note to yourself, if you want to use it.
4. Click the Save & Close button.
The item you recorded is entered in the Journal. You can see your new
entry when you view your Journal, as I describe in the section, “Peeking
into the Journal,” later in this chapter.
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