The Journal directory

The journal is a useful tool to keep record of all the work we have done.
For example, we record when certain documents are created, to whom and when we have sent an e-mail and even phone calls.
We can set the journal to record these actions automatically or manually.
In version 2003 we open the log by clicking on “Go” – “History” in the menu bar.
In the versions XP and 2000 we open the log by clicking the “History” in the Outlook bar in the “Personal”.
You can use the “History” which is also found in the folder list.
To open the folder list, choose “View” – “Folder List” in the menu bar.

The first time you open a log, Outlook will ask if you want to use the journal.
If so, you will answer this with “yes”.
The journal can record e-mail request for meetings, process them further and record responses.
The journal can automatically register when we work with Microsoft Office documents.
The journal can record various activities we have had with people from our contact list. For example, phone conversations, emails etc.
Each item is represented by an activity log.
With the exception of the items entered manually, to be entered when the majority of the activity occurs.
Once an item is listed, we can open the details.
If you have Outlook setup to automatically record journal entries when you open Office documents, in the details pane of the item, the document can be retrieved to edit it.

This can be useful when a document can not be found.

Change journal display

We can see our journal in different views.
To do this, we click on “View” – “Current View” in the menubar
For Outlook 2003, click on “View” – “Arrange by” – “Current View” in the menu bar.

In addition to the top three options (type, contact, and category), we can also choose from the different options (Today, 1 day, 7 days and 31 days)

Or you can use the scroll bar to navigate through different days.
Or just click the top grey bar to select a date.

Automatically record Journal entries

As mentioned earlier, the first time you open the journal, Outlook will ask if you want to use the journal.
If you answer “Yes”, Logging Options window will appear:

If you later wish to open this window, click “Tools” – “Options” in the menu bar, select the “Preferences” tab, and click the “Journal Options”.
In the “Automatically record these items” section, click the check boxes for the options, you automatically want to include in the journal.
In the section “For these contacts”, select the names of contacts,with whom you previously checked, that you wish to include.
In the section “Also record files from:” select the applications and files that you also want to include in the journal.
And finally select one of the two options that determine what happens when you double-click the item in the journal.
Click OK when you’re happy with your settings.
And then click OK to close the “Options”.

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