Here are the steps to set up Outlook to mimic a hard copy planner.
- Usually the SUBJECT and DUE DATE are available as default options.
- PRIORITY: Right click on Subject, Click on Field Chooser, Click on New, Under Name – Type the name of the priority eg. A/B/C or U/i, Type is Text, Format is Text. If we use prefix # against urgent items such as #U1, #U2 and no prefix for important items ( i1, i2) , we will be able to sort urgent items first followed by important items.
- Drag the Priority field created in 2 above to the left of the Subject – now you can put the appropriate priority including sub-priority. If you click on the top, you get a sorted priority plan for the day.
- STATUS: Right click on Subject, Click on Field Chooser, Go to Frequently Used Fields. You will see Status there. Drag it and drop it to the left of PRIORITY. This has 5 fields in it. Not Started, In Progress, Completed, Waiting on Someone Else, Deferred
- PLAN : Right click on Subject, Click on Field Chooser, Click on New, Under Name – Type PLAN, Type is Duration, Format is 12h, Drag and drop it to the right of SUBJECT. You can key in the Plan number of minutes.
- ACTUAL: Right click on Subject, Click on Field Chooser, Click on New, Under Name – Type ACTUAL, Type is Duration, Format is 12h, Drag and drop it to the right of PLAN. You can key in the Actual number of minutes.
- DATE COMPLETED: Right click on Subject, Click on Field Chooser, Go to Frequently Used Fields. You will see DATE COMPLETED there. Drag it and drop it to the right of DUE DATE.
- NOTES: Right click on Subject, Click on Field Chooser, Go to Frequently Used Fields. You will see NOTES there. Drag it and drop it to the right of DUE DATE.
- TO ARRANGE TASKS BY DUE DATE: Right click on Subject, Click on Group by Box. Drag DUE DATE to the Left most to group by Due Date.
