Table of Contents. Setting Up Your Calendar of Occasions Setting Up the Not Doing Now List Setting Up the Never Doing Now List...

Transcription

1 Implementing Mission Control In Microsoft Outlook

2 Table of Contents Setting Up Your Calendar of Occasions... 3 Setting Up the Not Doing Now List... 8 Setting Up the Never Doing Now List Setting Up Agendas Setting Up the Vivid Display Microsoft, Office, OneNote and Outlook are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Note: Due to the similarity in look of Outlook 2003 & 2003, some of the screenshots are from Outlook The differences will not impact the function being demonstrated. Mission Control Productivity LLC P-2

3 Setting Up Your Calendar of Occasions Turning on the Advanced Toolbar The Advanced tool bar will give you access to quickly moving between views and be helpful during this set up process. 1. Right-click in the tool bar area and check the Advanced option. The Advanced tool bar gives you access to quickly toggle between views in every part of Outlook. Changing from 30 minute to 15 minute time segments 2. Right-click on the area where the times are displayed in your daily view of your Calendar of Occasions to reveal the submenu 3. Click on 15 Minutes, as shown below. 4. Your time segments on the left now display with 15 minute versus 30 minute segments. Mission Control Productivity LLC P-3

4 Setting Up Your Calendar of Occasions Creating Custom Labels for Color-Coded Occasions 1. Right-click on the scheduled Occasion to be labeled with a color. A menu appears. 2. Click on Categorize and then Click All Categories 3. Select a color and Click Rename to assign a name that meets your needs 4. If you need more categories, click New to create a category that meets your needs. 5. Click Ok to close the window 6. Now you can color code all your Occasions as needed Mission Control Productivity LLC P-4

5 Setting Up Your Calendar of Occasions Creating a Monthly View for Traveling and other All Day Events The normal monthly view in Outlook will show all Occasions scheduled and can be difficult to read and use. Following the steps below, you will create a filtered Monthly View that only shows the Occasions that are All Day Events making it easy to view where you are located or traveling to or from. Normal Monthly View Creating a filtered view for All-Day Events 1. Select View>Current View>Define Views Mission Control Productivity LLC P-5

6 2. The Custom View Organizer window appears Click on New 3. Label the view Location and select Day/Week/Month for the Type of view and select All Calendar Folders and Click OK 4. Select Filter button and then the Advanced tab. 5. Select the Field button>frequently used fields and All Day Event (see below) 6. In the Condition field select equals and the Value to Yes 7. Click the Add to List Button 8. Click Ok to close the Window, Click OK to close the Custom View window and Click Close. That s it Now on the next page you can compare the regular Monthly view with the new Location Monthly View that you just created. Mission Control Productivity LLC P-6

7 Regular Monthly View Monthly View with the new Location view selected Note: to change it back, simply choose Day/Week/Month view from the drop down Mission Control Productivity LLC P-7

8 Setting Up the Not Doing Now List Step 1 Add the Folder Right-Click on the Tasks in the list of folders Click on New Folder - The Create New Folder box appears. Type the name of your new folder in the Name field. o You will type Not Doing Now Click and select Task Items in the Folder Contains field. Click OK Your Not Doing Now list will now appear in your Task list ready for you to customize Mission Control Productivity LLC P-8

9 Setting Up the Not Doing Now List Step 2 Customize the Fields/Columns Click on the Not Doing Now list you just created to select it and display the contents at the right. Right-click anywhere on the fields shown at the right and click Customize Current View. Mission Control Productivity LLC P-9

10 Setting Up the Not Doing Now List Step 2 Customize the Fields/Columns The Customize View box appears. Click the Fields button to edit the fields. Mission Control Productivity LLC P-10

11 Setting Up the Not Doing Now List Step 3 Adding the Not Doing Now fields The Show Fields box appears, as shown below. This is where we will setup the fields we require for your Not Doing Now list. Using the Add and Remove buttons: Remove the Fields: Icon, Complete, Due Date, Flag Status Add the following Fields from the left side: o Attachment o Categories o Notes Mission Control Productivity LLC P-11

12 Adding a new Field Who : Click on the New Field Button Type Who in the Name box Leave the Type and Format as Text Click OK Mission Control Productivity LLC P-12

13 Adding a Date/Time Field Created : Click on the Select available fields from: dropdown Select Date/Time fields Select Created and Add to the right side Mission Control Productivity LLC P-13

14 Setting Up the Not Doing Now List Step 4 Customizing the field order Using the Move Up and Move Down buttons set the order of the fields to match the window below: Click OK to close the Show Fields window Mission Control Productivity LLC P-14

15 Setting Up the Not Doing Now List Step 5 Customizing the field names From the Customize View window, select Format Columns Click on Subject and change the Label to Item Repeat to change Notes to Relevant Information Repeat to change Created to Date Click OK Mission Control Productivity LLC P-15

16 Setting Up the Not Doing Now List Step 6 Grouping by Category The final step is to set the default view of the Not Doing Now list to group by Category Click the Group By button. Click the drop down arrow under Group Items By Select Categories and click OK Click OK to close the final window Mission Control Productivity LLC P-16

17 Setting Up the Not Doing Now List Congratulations. The Not Doing Now list setup is complete. Your screen should look similar to below: Categories Use to organize the items into sub groups. Item The thing to do or handle. Date The date it was entered (automatically entered by Outlook). Who The person that needs to know you are Not Doing this Now. Relevant Information Text notes, links to web sites or file attachments. To add them, you must open the item and add the information to the notes field. Mission Control Productivity LLC P-17

18 Setting Up the Never Doing Now List Step 1 Copy the Not Doing Now folder Now that you have created the Not Doing Now folder, you can use it as a template to create the Never Doing Now folder: Right click on the Not Doing Now folder you just created Select Copy Not Doing Now folder from the submenu Click the main Tasks folder You will have a new folder called Not Doing Now1 in your Task list Right Click on the Not Doing Now1 folder and select Rename from the submenu Change name to Never Doing Now and Click OK - You re Done! Mission Control Productivity LLC P-18

19 Setting up Agendas Step 1 Creating an Agenda Template View First we will create a new View call Agenda Template that you can use to apply to new Task folders so you can create new Agendas as needed. 1. Select View>Current Views>Define Views 2. Select New View and name the view Agenda Template and click OK Mission Control Productivity LLC P-19

20 Setting Up Agendas Step 2 - Setting up the Agenda Fields In the Customize View box, click the Fields button. The Show Fields box appears. Next, you will setup the fields for your Agenda Template. The fields for an Agenda are: Category to group your items. Item to describe the item. Who or Where to indicate the person or the place that is related to the item. Created to indicate the date this item was added to your Agenda. Promise to track when an item needs to be handled by Relevant Information to add any relevant information required for this item. Deal With This to indicate whether this item will be dealt with on the Next Occasion, After Next Occasion or on an Ongoing basis. Mission Control Productivity LLC P-20

21 First, let s remove the fields that appear in the list at the right that we do not require. Using the Add and Remove buttons: Remove the Fields from the right side: o Icon o Priority o Attachment o % Complete o Due Date o Flag Status o Status Add the following Field from the left side: o Notes Mission Control Productivity LLC P-21

22 Next add the Created field: Click on the drop-down arrow to display the groups under Select Available Fields From and click on Date/time Fields. Click on Created and then click on the Add button Created will now be added to your Master Agenda Template. Mission Control Productivity LLC P-22

23 Setting Up Agendas Step 3 - Adding New Fields to the Agenda template There are three NEW fields for us to add: Who or Where Next After Ongoing First, let s add Who or Where. To add this field: Click on the New Field button. The New Field box appears. Type Who or Where in the Name field. Click OK. Repeat the same steps and add: Next After Ongoing Mission Control Productivity LLC P-23

24 Setting Up Agendas Step 4 Customizing the field names Click Ok to close the Show Fields window From the Customize View window, select Format Columns Click on Subject and change the Label to Item Repeat to change Notes to Relevant Information Repeat to change Due Date to Promise Click OK Mission Control Productivity LLC P-24

25 Setting Up Agendas Step 5 Setting Field Order Click the Fields button Use the Move Up and Move Down buttons to set the order of the Fields to match: o Categories o Subject o Who (Who or Where) o Created (Date) o Due Date (Promise) o Next o After o Ongoing o Notes (Relevant Information) Mission Control Productivity LLC P-25

26 Setting Up the Agendas Step 6 Grouping by Category The final step is to set the default view of the Agenda list to group by Category Click the Group By button. Select Categories and click Ok Mission Control Productivity LLC P-26

27 Setting Up the Agendas Congratulations! Your Agenda Template View is ready to be used to instantly create Agendas for each of the people or projects you meet with or about on a regular basis. Categories Use to organize the items into sub groups. Item The thing to do or handle with that person or project. Who or Where When managing a Project Agenda, the Who is the person accountable for the item. For all agendas, the Where could be a physical location or file on your computer or network. Created The date you entered the item. (automatically entered by Outlook). Promise Capture delivery promises from the meeting here. Next / After / Ongoing Put an X to designate when the item should be handled. Next: the very next occasion After: after the next occasion (items on deck or items dependent on something happening first) Ongoing: cover these items in every occasion Relevant Information Text notes, links to web sites or file attachments. To add them, you must open the item and add the information to the notes field. Mission Control Productivity LLC P-27

28 Working with and Adding Agendas Step 1 Applying the Agenda Template View to make additional Agendas To create a new Agenda for a recurring project or person, you will create a new Task Folder, Name it, and then Apply the Agenda Template view. Right-click Task folder and create a New folder. Name the Folder the Project or Person s name you want to track an Agenda for (ie Henderson Project ) Save the New Folder in your main Task Folder by selecting the Tasks and clicking OK Mission Control Productivity LLC P-28

29 Open the new Henderson Project task Folder In the View drop down on the tool bar, change the View to Agenda Template That s it your new Folder called Henderson Project is now set up to manage all the Agenda items you want to track. Repeat these steps to add new Agendas for all the people and projects you meet with or about on a recurring basis. Mission Control Productivity LLC P-29

30 Setting Up the Vivid Display Now that the Not and Never Doing Now and the Agendas are setup, we can now create and add them to our Vivid Display Step 1 Using Shortcuts Click the Shortcuts icon Bar. on the Navigation Pane to open the Shortcuts Mission Control Productivity LLC P-30

31 Setting Up the Vivid Display Step 2 Adding Groups to the Shortcut Bar Now, let s create a new group for your Vivid Display. Click Add New Group. A new group will be added ready for you to name it. New Group now appears in your list and it is highlighted blue. (this indicates that you can type the new name for the group immediately) Type Vivid Display Hit Enter Repeat the steps to add a Group called Agendas Mission Control Productivity LLC P-31

32 The Vivid Display and Agenda groups are now ready for you to add the following Shortcuts: Calendar of Occasions, Not Doing Now and Never Doing Now folders Agendas Setting Up the Vivid Display Step 3 Adding Shortcuts to the Vivid Display Right-click on the Vivid Display group. A menu appears. Click Add New Shortcut. The Add to Navigation Pane box appears. Select the Not Doing Now folder under the Tasks - Click Ok. Repeat this procedure to add Never Doing Now and your Calendar of Occasions Mission Control Productivity LLC P-32

33 Your Shortcut Bar should now look like this: Outlook 2003 Shorcut Bar Mission Control Productivity LLC P-33

34 Setting Up the Vivid Display Step 4 Adding Shortcuts to the Agendas Group Right-click on the Agenda group. A menu appears. Click Add New Shortcut. The Add to Navigation Pane box appears. Locate the name of the Agenda in the folder list displayed and click on it to add it to your Agenda group. Click Ok. Repeat to add all of your Agendas to your Agenda Group Note: You can continue to customize the view by adding additional Groups to your Shortcuts area and add shortcuts to these. Some example Groups include: add shortcuts for all of your different folders Contacts: add shortcuts to all of your Contact folders Your Vivid Display is now setup providing quick and easy access to your Calendar of Occasions (What you are Doing Now), What You Are Not Doing Now And What You Are Never Doing Now. Plus your Agenda folders, and Contacts are can be made accessible as well. Mission Control Productivity LLC P-34

35 NOTES: Mission Control Productivity LLC P-35