OL2000: Recording Journal Entries for Files from Other Programs

Microsoft Outlook can automatically record Journal entries related to contacts for the following items: e-mail messages, meeting requests, meeting responses, task requests, and task responses. Outlook cannot automatically create journal entries related to contacts for files created in the other Microsoft Office programs.

The types of items that Outlook can create Journal entries for fall into two categories:

• Items that you can automatically record and associate with your existing contacts in Outlook.
• Files that are recorded but not associated with your existing contacts in Outlook.

To see these two categories, click Options on the Tools menu, and then click Journal Options.

When you select a particular contact in the "For these contacts" list, Outlook automatically records journal entries for the items selected in the "Automatically record these items" list. The "Also record files from" option automatically records activity in the programs listed, but does not associate this activity with a particular contact.

It is possible to manually associate a file created in another program with a particular contact by using the following steps:

1. Create and save a file from another program.
2. In Outlook, open the contact with which you want to associate the file.
3. On the Actions menu, click "New Journal Entry for Contact."
4. In the Entry Type list, select the program that created the file you are recording the entry for.
5. On the Insert menu, click Object, and then click "Create from File."
6. Browse to and then click to select the file you want to reference and click OK.
7. Click Display As Icon and click OK.
8. Save and close the Journal Entry, and then save and close the Contact.

Now when you view the Journal by contacts, the journal entry you created will appear in the list under the contact's name. And when you click the Activities tab of the Contact and then click Journal in the Show list, you will see a link to the file.