The Journal folder allows you to keep a record of events and to view these events according to the times they occurred or by other criteria. You can have Outlook automatically create journal entries for certain types of events— for example, receiving an e-mail message from a particular person or opening a document in a specific Microsoft Office application. You can also manually record any type of event— for example, a telephone conversation you had or an interview you conducted.
To have Outlook begin creating journal entries automatically, open the Journal folder. If automatic journal entries aren't currently enabled, Outlook will display a message box that asks if you want to turn the Journal on. Click the Yes button to display the Journal Options dialog box, shown in Figure 28-10. (You can also display this dialog box at any time by choosing Options from the Tools menu and clicking the Journal Options button on the Preferences tab of the Options dialog box.)
To have Outlook create journal entries when you send or receive messages, select one or more message types from the list in the upper left corner (Automatically Record These Items), and one or more contacts from the list in the upper right corner (For These Contacts; the contacts listed here are those stored in your Contacts folder, explained previously in the chapter). Outlook will create a journal entry for any message that belongs to one of the selected types and is either from or to one of the selected contacts. For example, if you select the E-Mail Message item and the Ann Aaron contact, Outlook will automatically create a journal entry whenever you send or receive an e-mail message to or from Ann Aaron.
You can view all the journal entries recorded for a particular contact by opening that contact in the Contact form, clicking the Activities tab, and selecting All Journal Entries in the Show list box.
Additionally, if you have installed other Office applications, you can select one or more of them in the list in the lower left corner of the Journal Options dialog box (Also Record Files From). Doing so will cause Outlook to automatically record a journal entry whenever you create, open, close, or save a document using the selected application or applications. Each journal entry will include the date and time you performed the action.
Figure 28-10. Enabling automatic journal entries in the Journal Options dialog box.
You can manually create a journal entry for any type of event. To do this, open the Journal folder, and choose New Journal Entry from the Actions menu or press Ctrl+N. Then complete the Journal Entry form, as shown in Figure 28-11.
Figure 28-11. Manually creating a journal entry in the Journal Entry form.
The By Type view of the Journal folder shows the journal entries arranged in a timeline (similar to the Task Timeline view of the Tasks folder, discussed previously), and grouped according to the types of the events (phone calls, e-mail messages, and so on). You can select the amount of detail shown in this view by clicking the Day, Week, or Month button on the Standard toolbar. The Journal folder in the By Type view, showing the Weekly level of detail, is shown in Figure 28-12.
Figure 28-12. The Journal folder in the By Type view, showing the Weekly level of detail.
Quickly View a Particular Date
In the By Type view of the Journal folder or in any other timeline view, you can go directly to a specific day— without having to scroll through all the intermediate dates— by clicking anywhere in the gray band at the top of the Information Viewer of the Outlook window where the months are displayed and then clicking the day you want in the calendar that drops down:
You can display the current day by clicking the Today button in the pop-up calendar, or by clicking the Go To Today button on the Standard toolbar.
To open a journal entry in the Journal Entry form so that you can view or modify any of the entry information, just double-click the entry within the Information Viewer. Note, however, that if the entry was automatically recorded and if the Opens The Item Referred To By The Journal Entry option is selected, double-clicking the item will open the original Outlook item that the entry is based on (for example, an e-mail message or a Word document) rather than opening the journal entry itself. (You set this option in the Journal Options dialog box, shown and described at the beginning of this section.)
You can delete a journal entry by selecting it and then pressing the Delete key or clicking the Delete button on the Standard toolbar. To move a journal entry to another location in the timeline, you can't simply drag it using the mouse. Rather, you must open the entry and change the start time or duration.