Implementing Mission Control in Microsoft Outlook 2010

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Implementing Mission Control ^® in

Microsoft ^® Outlook ^® 2010

How to Setup the Calendar of Occasions,

Not Doing Now List,

Never Doing Now List, Agendas

and the Vivid Display In

Outlook

^®

2010

Handout

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Questions? E-mail: [email protected]

Mission Control Productivity LLC P-2

Setting Up Your Calendar of Occasions ... 3

Setting Up the Not Doing Now List ... 6

Setting Up the Never Doing Now List ... 15

Setting Up Agendas ... 16

Setting Up the Vivid Display ... 27

Microsoft, Office, OneNote and Outlook are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

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Setting Up Your Calendar of Occasions

Changing from 30 minute to 15 minute time segments

1. While viewing the calendar click to select the View tab across the top ribbon.

2. Click the drop down arrow next to Time Scale 3. Select 15 Minutes

4. Your time segments on the left now display with 15 minute versus 30 minute segments.

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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

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Setting Up Your Calendar of Occasions

Viewing the Monthly View for Traveling and other All Day Events In Outlook 2010 this view is already set up. To find the view:

1. Select View from the Ribbon across the top.

2. Select the drop down list under Month.

3. Select Show Low Detail from the list

You will now have a view that filters all except the all day events.

To get back to the normal view select Work Week or Day from the same ribbon.

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Setting Up the Not Doing Now List

Step 1 – Create a new Task Folder

a. Right-‐click on “Tasks” in the list of folders, and select “New Folder”.

b. In the “Create New Folder box that appears, name the folder “Not

Doing Now”, and make sure the folder is set to contain Task Items.

It’s recommended that you place the folder under Tasks.

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Step 2 – Create a new View

a. Select your newly created “Not Doing Now” folder (you may have to

expand the Tasks folder to see it).

b. In the top ribbon of Outlook, select the “View” tab.

c. In the View ribbon, select “Change View” (it should be the first item),

and under that, select “Simple List”.

d. Click “Save Current View As a New View…”

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e. This opens the Copy View window. Name the view “Not Doing Now”,

and make sure that it can be used on all task folders.

f. Click “OK” to finish.

Step 2 – Customize the View settings

a. Click “View Settings” in the View ribbon at the top of Outlook. This

will bring up the Advanced View Settings box.

b. Make sure it says “Not Doing Now” just after Advanced View

Settings. If not, select that view first under the “Current View”

button.

c. Click the Columns button to edit the fields. This is where we will set

up the columns we need for the Not Doing Now list.

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d. Using the Add and Remove buttons:

• Remove the Columns: Icon, Complete, and Flag Status

• Add the following Columns from the left side: Attachment, and

Notes

e. Add a new Column – “Who”:

• Click on the New Column Button

• Type “Who” in the Name box

• Leave the Type and Format as Text

• Click “OK”

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f. Add a Date/Time Field – “Created”:

• Click on the “Select available columns from:” dropdown.

• Select Date/Time fields.

• Select Created and click Add to the move it to the right side.

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Step 3 – Customize the Column order

a. Using the Move Up and Move Down buttons, set the order of the

fields to match the window below:

b. Click OK to close the Show Columns window.

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Step 4 – Customize the Column names

a. From the Advanced View Settings window, select “Format Columns”.

b. Click on Subject and change the label to “Item”.

c. Repeat to change Notes to “Relevant Information”.

d. Repeat to change Created to “Date Created”.

e. Repeat to change Due Date to “Schedule By”.

f. Click OK.

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Step 5 – Grouping by Category

The final step is to set the default view of the Not Doing Now list to group

by Category.

a. Click the Group By button.

b. Click the drop down arrow under Group Items By.

c. Select Categories, and click OK.

d. Click OK to close the final window.

Congratulations. The Not Doing Now list setup is complete.

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Setting Up the Never Doing Now List

Step 1 – Copy the Not Doing Now folder

a. Right-‐click on the “Not Doing Now” folder you just created

b. Select “Copy Folder”

c. In the “Copy Folder” box that appears, select “Tasks” and click “OK”

d. The newly created folder will likely be called “Not Doing Now1” –

right click on it, and select “Rename Folder”

e. Rename the folder “Never Doing Now” and click OK.

Congratulations. Your Never Doing Now folder is now set up.

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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>Change View>Manage Views

2. The Manage All Views Box opens. Select New and name the view Agenda Template, Table view, with “All Task Folders” selected. Then click OK.

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Setting Up Agendas

Step 2 - Setting up the Agenda Fields

1. In the Advanced View Settings box, click the Columns button. The Show Columns box appears.

Next, you will setup the columns for your Agenda Template.

The columns 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.

First, let’s remove the columns that appear in the list at the right that we do not require.

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2. Using the Add and Remove buttons:

• Remove the Columns from the right side:

o Icon o Priority o Attachment o In Folder o Modified o Complete o Flag Status o Status

• Add the following Column from the left side:

o Notes

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3. Next add the Created column:

• Click on the drop-down arrow to display the groups under Select Available Columns 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.

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Setting Up Agendas

Step 3 - Adding New Columns to the Agenda template There are three NEW columns for us to add:

• Who or Where

• Next

• After

• Ongoing

First, let’s add Who or Where. To add this field:

1. Click on the New Column button. The New Column box appears.

2. Type Who or Where in the Name field.

3. Click Ok

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Setting Up Agendas

Step 4 – Customizing the Column names 1. Click Ok to close the Show Columns window

2. From the Customize View window, select Format Columns

3. Click on Subject and change the Label to “Item”

4. Repeat to change Notes to “Relevant Information”

5. Repeat to change Due Date to “Promise”

6. Click OK

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Setting Up Agendas

Step 5 – Setting Column Order

1. Click the Columns button

2. Use the Move Up and Move Down buttons to set the order of the Columns 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)

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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 1. Click the Group By button.

2. Select Categories and click Ok

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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.

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.

Item

The thing to do or handle with that person or project.

Promise Capture delivery promises from the meeting here.

Created The date you entered the item.

(automatically entered by Outlook).

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.

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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.

1. Right-click Task folder and create a New folder.

2. Name the Folder the Project or Person’s name you want to track an Agenda for (ie “Henderson Project”)

3. Save the New Folder in your main Task Folder by selecting the “Tasks” and clicking OK

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4. Open the new “Henderson Project” task Folder

5. In the View tab on the tool bar, click the Change View dropdown menu and select 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.

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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 on the Navigation Pane to open the Shortcuts Bar.

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Setting Up the Vivid Display

Step 2 – Adding Groups to the Shortcut Bar Now, let’s create a new group for your Vivid Display.

1. Right click on a Shortcuts header in the navigation pane and select Click New Shortcut Group. A new group will be added ready for you to name it.

2. 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)

3. Type Vivid Display

4. Hit Enter

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Setting Up the Vivid Display

Step 3 – Adding Shortcuts to the Vivid Display

1. Right-click on the Vivid Display group. A menu appears.

2. Click New Shortcut. The “Add to Navigation Pane” box appears.

3. Select the Not Doing Now folder under the Tasks - Click Ok.

4. Repeat this procedure to add Never Doing Now and your Calendar

Your Shortcut Bar should now look like this:

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Setting Up the Vivid Display

Step 4 – Adding Shortcuts to the Agendas Group 1. Right-click on the Agenda group. A menu appears.

2. Click New Shortcut. The Add to Navigation Pane box appears.

3. Locate the name of the Agenda in the folder list displayed and click on it to add it to your Agenda group.

4. Click Ok.

5. 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:

6. Email: add shortcuts for all of your different Email folders 7. Contacts: add shortcuts to all of your Contact folders

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NOTES:

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Implementing Mission Control in Microsoft Outlook 2010