MICROSOFT OUTLOOK. Combining Outlook and OneNote to Manage Projects Effectively KNACK TRAINING

Transcription

1 MICROSOFT OUTLOOK Combining Outlook and OneNote to Manage Projects Effectively KNACK TRAINING

2 CONTENTS CUSTOM VIEWS COLOR-CODING THE INBOX 3 COLOR-CODED CALENDAR 6 WORKING WITH CATEGORIES WHY CATEGORIES? 8 CREATING CATEGORIES 8 APPLYING CATEGORIES 9 AUTOMATION CREATING RULES 10 CUSTOMIZING YOUR INTERFACE 16 ADDING TO THE QUICK ACCESS TOOLBAR 16 CREATING A NEW NOTEBOOK (1) FILE > NEW 17 (2) CREATE SECTIONS 17 (3) CREATE PAGES 17 CREATING NOTES TEXT NOTES 18 IMAGES AND SKETCHES 18 AUDIO AND VIDEO 18 OUTLOOK INTEGRATION (1) PAGE 19 (2) MEETING DETAILS 19 (3) SAVE TO ONENOTE 19 2 Table of Contents

3 CUSTOM VIEWS COLOR-CODING THE INBOX You ve seen Outlook use conditional formatting on your Inbox - every time you receive a new that you haven t read yet, that is bolded so your eye is brought to it. In the same way as unread s causing bolded text, you can create conditions that cause other formatting choices. Typically, I leave the default view of your Inbox alone, and create a new one to do the color-coding. Click View Tab > Change View Drop-Down > Manage Views... From the dialog that opens, choose to Copy... the existing view already in use. Knack Training: Project Management with Outlook and OneNote 3

4 Give the new View a name that will make sense, like Color-Coded Team s, and click OK. Click Conditional Formatting... and choose Add. 4 Knack Training: Project Management with Outlook and OneNote

5 Give the new rule a good Name. I m making a rule called Ravi Silva for s from him. Also, choose whatever Font formatting makes you happy for this rule - I ve decided his s should turn green. Now, it s time for the important part - the Condition that will make this color coding work. I m setting the condition for From ravi.silva@live.com. Click OK a few times, and your new view will be available. Knack Training: Project Management with Outlook and OneNote 5

6 COLOR-CODED CALENDAR In the same way, you can create color coding on your calendar. Click View Tab > Change View Drop- Down > Manage Views... Copy the existing view, and give it a good name (Color-Coded Events): 6 Knack Training: Project Management with Outlook and OneNote

7 Add a new rule, giving the rule a name and a color (green): Set the Condition to sales in the subject field. Knack Training: Project Management with Outlook and OneNote 7

8 WORKING WITH CATEGORIES WHY CATEGORIES? In the physical world, we re stuck with an item s physical location. If you can t find something based on where it is, you re completely out of luck. In the digital world, search is a vital component to our lives, because you can t possibly know where everything is. Instead of pushing items (like s) into a physical location (like a folder), you can improve the search functionality by labeling your items. A label is an identifier that doesn t rely on location, and isn t mutually exclusive to other labels. In Outlook, you do this by applying Categories. By creating and applying categories to s, meetings, tasks, and contacts, you can find your content by many different methods, and hold your content in any folder you like. Let s create and apply some categories. CREATING CATEGORIES While looking at your , click Home Tab > Categorize Drop-Down > All Categories... 8 Knack Training: Project Management with Outlook and OneNote

9 On the dialog that opens, Rename the categories that currently exist, and create New categories as well. APPLYING CATEGORIES On any , right-click and choose Categories. On any meeting, right-click and choose Categories. On any contact, right-click and choose Categories. Knack Training: Project Management with Outlook and OneNote 9

10 AUTOMATION CREATING RULES A Rule is an automatic set of steps that execute either when an arrives or is sent. To build a new rule, click Home Tab > Rules Drop-Down > Manage Rules & Alerts... Choose New Rule from the dialog that opens. 10 Knack Training: Project Management with Outlook and OneNote

11 For a new incoming rule (automatically handle incoming s from others), choose Apply rule on messages I receive. Knack Training: Project Management with Outlook and OneNote 11

12 On the next panel, choose the Conditions that describe the s you want to automatically handle (in this example, I went for Specific words in the subject or body and Specific words in the sender s address, because I wanted to identify s about a particular ongoing project with a client). 12 Knack Training: Project Management with Outlook and OneNote

13 At the bottom of that panel, click the link text specific words and type the words that are important (in this example, the specific words in the subject or body were Dallas or Anatole or Excel for Managers, because the event is at the Hilton Anatole in Dallas, and the title of my talk is Excel for Managers) (the specific words in the sender s address were live.com, the domain all my contacts are using). Knack Training: Project Management with Outlook and OneNote 13

14 On the next panel, choose the Actions you d like Outlook to execute (in this example, I chose to assign it to the category category, then applied the Excel for Managers Event category). 14 Knack Training: Project Management with Outlook and OneNote

15 On the next panel, decide if there are any exceptions (there weren t any in this demonstration). On the final panel, give the rule a reasonably useful name, and decide whether to apply it to past s. Knack Training: Project Management with Outlook and OneNote 15

16 CUSTOMIZING YOUR INTERFACE ADDING TO THE QUICK ACCESS TOOLBAR Some of the buttons we need (the View changer, for example) are too many clicks away. By adding them to the QAT (Quick Access Toolbar), you ll get two benefits. First, right-click the button you want (like the Change View button), and choose Add to the Quick Access Toolbar. You ll see that you can now click the drop-down menu in an easy-to-access spot, BUT, in addition, you can use the keyboard shortcut [ALT], then [<number item on the QAT>]. 16 Knack Training: Project Management with Outlook and OneNote

17 CREATING A NEW NOTEBOOK OneNote is composed of Notebooks, which are composed of Sections, which are composed of Pages. To start, let s create a Notebook: (1) FILE > NEW At this point, you can choose between saving your Notebook in OneDrive, or on your computer. I d highly recommend choosing OneDrive, so you can access the notebook from your phone or tablet. Name your notebook after the project, task, or job role it will be supporting (I m naming my notebook Office 2016 Video Courses, after a project I m working on this fall). Click Create Notebook. (2) CREATE SECTIONS Now we can segment the notebook into useful pieces with the tabs across the top of the screen. I ll start by double-clicking the Section 1 tab and renaming it Microsoft Word. Then, click the [+] tab at the top of the screen to add more tabs. I ll be adding tabs for Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Microsoft Visio, and Microsoft OneNote. (3) CREATE PAGES Finally, we create the containers for all this valuable content - the Pages. To create a new page, click the [+] Add Page button on the right side of the screen. You can name any page or section by typing the title at the top-left corner. Within the Microsoft Word section, I ll create pages called Necessary Sample Files, Timing of Modules, Complete Topic List, and Tasks. Knack Training: Project Management with Outlook and OneNote 17

18 CREATING NOTES Now that you ve created the structure for your notes to be clearly organized, we can create new Notes. A Note can be one of many types: TEXT NOTES To create a text note, simply click anywhere on a page, and begin typing. You ll find a very familiar set of tools on the Home Tab for formatting these contents with fonts, colors, and bullets. IMAGES AND SKETCHES By clicking the Insert Tab, you ll find that you can add Screen Clipping (screenshots) and Pictures, and on the Draw Tab, you ll find both Shapes and drawing Tools. OneNote works particularly well on a tablet with a stylus, if you like hand-drawn or handwritten notes. AUDIO AND VIDEO Something that works extremely well on a phone is the Record Audio and Record Video options. Obviously, you can record this on your laptop while conducting a meeting, but I use Record Audio on my phone constantly, as I travel around and need to make notes to myself. It is much quicker, simpler, and safer to record my voice than to stop to type out my message. 18 Knack Training: Project Management with Outlook and OneNote

19 OUTLOOK INTEGRATION There are a couple of significant ways that OneNote and Outlook work very well together. (1) PAGE If you are tracking a project, or some valuable piece of information, you may have that information in a document, spreadsheet, or even on paper somewhere. Then, you can attach the spreadsheet or document to an if you receive a request. If, however, you save the valuable information on a OneNote page, sending the contents of that page to someone else is as easy as clicking Home > Page. (2) MEETING DETAILS Imagine: you have a running notebook regarding the information we have on a particular client. Then, a meeting comes up on your calendar, and it contains new information about the client. Simply click Home > Meeting Details and you can choose to insert the meeting details from your Outlook into a OneNote page. (3) SAVE TO ONENOTE Anytime, anywhere in Outlook, you can take the information on your screen ( , meeting, task, or contact), and push it onto a page in OneNote, just by clicking the OneNote button. Knack Training: Project Management with Outlook and OneNote 19