How to Set Up Microsoft Office Outlook 2007
In theory, basic principles of time management and productivity sound simple. You set a goal, analyze steps required to complete the goal, define tasks, set deadlines and begin work. Problems can occur, however, when one goal and its set of related tasks become many goals with many tasks. Keeping track of project-related tasks, as well as normal daily activities without becoming overwhelmed requires a time management system. One solution is to set up Microsoft Outlook 2007 in a way that helps you visualize, organize and set priorities, allowing you to manage time more effectively and get the important things done.
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Instructions
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Establish a Control Panel Homepage
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Arrange Outlook panes to provide an information overview containing your Folder List on the left, Outlook Calendar in the middle, and To-Do Bar, and Daily Task List on the right side of the screen. Use the "View" tab on the Outlook 2007 main menu to set all Control Page options.
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Set the Navigation Pane to "Normal" to make it visible by default on the left side of the Outlook window, and then click the "Calendar" icon in the lower left corner of the Navigation pane to switch to a Calendar view. Add Outlook folders to the Navigation pane by the selecting the "Folder List" icon in the lower left corner of the Navigation pane.
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Set the Outlook Calendar to a Weekly view by selecting "Week" from the "View" menu.
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Select the "To-Do" bar from the "View" menu, select the "Appointments" and "Task List" options and set the view to "Normal."
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Add the "Daily Task List" from the "View" menu and set it to "Normal."
Create Master Categories
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Decide how you want to name and distinguish between items such as appointments, projects, meetings, errands, or other tasks. Outlook provides six color categories by default that you can use to accomplish this task. To access categories, right-click anywhere in the Calendar and select "New Appointment" to open the Appointment window, click the "Categorize" icon and then select "All Categories."
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Select a category to customize by placing a checkmark in the box next to the color and then select the "Rename" button. Then, type in a name for the category, such as "Errands," or the name of a project you are working on, and press "Enter" to set the new category name. Repeat this process to finish creating Master Categories.
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Click "OK" to close the "Color Categories" window.
Add Category Items to the Outlook 2007 Calendar and Task List
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Add Calendar items by selecting the "Actions" main menu tab and then selecting an option such as "New Appointment" or "New Recurring Appointment." Type in a name for the Appointment and select the correct "Start" and "End" day and time.
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Set an optional reminder for the calendar item from the "Reminder" drop down box. If you want the reminder to have a distinctive sound, select the "Sound" option and pick from the displayed list.
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Select the correct Category for the calendar item.
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Select the "Recurrence" option to set time and frequency if the calendar item is a recurring item such as an appointment or meeting.
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Add tasks by clicking in the "Task" list for the correct day, typing in the task, and then right-click to add a category for the task. When you complete a task, mark it complete by right-clicking the task name and selecting "Mark as Complete."
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Tips & Warnings
Use the Outlook Navigation pane to move through Outlook folders such as Mail folders or the Contact List. Select the Calendar folder to return to your Control Panel.
If you need additional Master Categories, create as many as you need form the by selecting the "New" button in the Color Categories window.
References
- "Take Back Your Life: Using Microsoft Office Outlook 2007 to Get Organized and Stay Organized;" Sally McGhee, John Wittry; 2007
- Managing Your Calendar in Outlook 2007
Resources
- Photo Credit calendar image by Szymon Apanowicz from Fotolia.com
