Using and Understanding Entry Types

All Outlook items can be assigned categories, but the journal entry form can also be assigned an entry type for further categorization. Whereas categories are usually related to subjects, projects, or groups, an entry type is the specific action the journal entry references.

The available entry types are

• Conversation

• Document

• Email Message

• Fax

• Letter

• Meeting

• Meeting Cancellation

• Meeting Request

• Meeting Response

• Microsoft Access

• Microsoft Excel

• Microsoft PowerPoint

• Microsoft Word

• Note

• Phone Call

• Remote Session

• Task

• Task Request

• Task Response

Each entry type relates to either an Outlook function or an Office application. If you want to create journal entries for other entry types that aren't included in the previous list, you can create a new entry type.

Creating New Entry Types

Unfortunately, the process for creating new entry types isn't simple. You cannot create a new entry type from within Outlook you must use the Windows Registry.

NOTE

Information in the Registry controls the everyday operation of Windows and the applications you run. Changing the Registry should be done only after you've backed up the Registry to a safe location.

For more information about Outlook's Registry keys, see Appendix C.

For more information about editing the Windows Registry, see "Working with the Windows Registry," p. 935.

The following steps describe how to add a new entry type Instant Messaging Session to the list of entry types.

1. Select Start, Run, type regedit and click OK to launch the Registry Editor.

2. Navigate to the following Registry key: HKEY_CURRENT_USER\Software\Microsoft\Shared Tools\Outlook\Journaling.

3. Expand that key to display a list of subkeys, each representing an entry type.

4. Right-click the Journaling key and select New, and then Key. This creates a new key named New Key #1.

5. Type the name of the new Registry key Instant Messaging Session and press Enter.

6. Right-click the new key and select New, and then String Value. You'll see New Value #1 in the Registry's Value pane.

7. Enter the word Description in place of New Value #1 and press enter.

8. Double-click the word Description to display the Edit String dialog box shown in Figure 7.10.

   Figure 7.10. Edit the Registry key's description value.

   

9. In the Value Data box, enter the name of the new entry type, Instant Messaging Session, and click OK.

10. Select File, Exit to close the Registry Editor.

The next time you create a new journal entry, you can select Instant Messaging Session from the list of available entry types.

If you look at some of the Registry keys for the default entry types, you'll see they have other values associated with them. Some of the available values are AutoJournaled and JournalByContact. Do not try to add these values to your newly created entry type. These values are dependent on other interactions between Outlook functions and other programs. If you're trying to add an entry type for an instant messaging session, you won't be able to set the AutoJournaled property and have every instant messaging session be automatically recorded as you can for every Word document.

Choosing an Entry Type

When you create a new journal entry, you can select one of Outlook's built-in entry types or an entry type you create. Just create a new journal entry and use the Entry Type drop-down to select from any of the available entry types.

For more information about entry types and the Journal folder, see "Using Outlook's Journal," p. 362.