1. Implementing Mission Control in Outlook 2003

Mission Control Productivity, Inc. © 2004 Mission Control Productivity Inc. All rights reserved.

Implementing Mission Control

How to Setup the Not Doing Now List,

Never Doing Now List, And Agendas In

Outlook 2003

Handout

Version 1

May 19, 2004

Mission Control Productivity, Inc. 2 © 2004 Mission Control Productivity Inc. All rights reserved.

Table of Contents Setting Up the Not Doing Now List.................................................................. 3 Setting Up the Never Doing Now List ............................................................ 19 Setting Up the Vivid Display .......................................................................... 23 Setting Up Agendas ....................................................................................... 28 Creating a New Agenda ................................................................................. 42


Setting Up the Not Doing Now List

Step 1:

Click on the Tasks icon in the Navigation Pane to open the Tasks view.



Step 2:

In the Tasks view, right-click on the folder Tasks and click New Folder



Step 3:

The Create New Folder box appears. Type the name of your new folder in the Name field. You will type Not Doing Now to create your Not Doing Now list. Click and select Task Items in the Folder Contains field. Your Not Doing Now list will now appear in your Task list ready for you to customize to contain the fields required.



Step 4:

Click on the Not Doing Now list you just created to select it and display the contents at the right. Right-click anywhere on the fields shown at the right and click Customize Current View.



Step 5:

Customizing Fields in Your Not Doing Now List

The Customize View box appears. Click the Fields button to edit the fields.



Step 6:


The Show Fields box appears, as shown below. This is where we will setup the fields we require for your Not Doing Now list. Notice, the box at the right titled Show these fields in this order displays the fields that are currently in your Not Doing Now list. Remember, a Not Doing Now list contains the following fields:

• Category • Item • Date • Who • Relevant Information • Notes

In addition, we will add a field for attachments so you can attach documents to any Item on your Not Doing Now list. Note that some of the fields we require already appear in the list at the right, others will have to be removed and some we will add as New Fields.



Step 7:


First, let’s remove the fields that appear in the list at the right that we do not require. To remove a field, click on the field in the list and then click on the Remove button. For example, to remove the field Icon:

• Click Icon in the list at the right. • Click the Remove button.

Repeat this procedure and remove Icon, Complete and Due Date.



Step 8:


Next, let’s add the fields that we do require. To add a field, follow the following steps:

• Locate and click to select the field required from the Available Fields list at the left, as shown below.

• Click the Add button to add the field to your Not Doing Now list. The field will now appear in the list at the right.

Repeat the steps above to add the following fields:

• Attachment • Categories


Your list should now look like the one shown below.



Step 9:


The next two fields we will add, Created and Notes, are located in a different Available Fields group so we must first select the group to locate the field and then add it. The Created field is located in the Date/time Fields group. To access this group, click on the drop-down arrow to display the groups under Select Available Fields From and click on Date/time Fields. The Available Fields shown will include Created, as shown below. Click on Created and then click on the Add button. Created will now be added to your Not Doing Now list.



Step 10:


The Notes field is located in the Frequently-used Fields group. To access this group, click on the drop-down arrow to display the groups under Select Available Fields From and click on Frequently-used Fields. The Available Fields shown will include Notes, as shown below. Click on Notes and then click on the Add button. Notes will now be added to your Not Doing Now list.



Step 11:


There are two fields remaining for us to add, Who and Relevant Information. These fields do not exist in any of the Available Fields groups therefore we must add them as New Fields. First, let’s add Who. To add Who:

• Click on the New Field button. The New Field box appears. • Type Who in the Name field. • Click OK.

Repeat the same steps and add Relevant Information.



Step 12:


The last thing required to complete our list is to re-order the list of fields at the right. To move fields in the list up or down, click to select the field you want to move and then click on either the Move Up or Move Down buttons. Using the Move Up and Move Down buttons, re-order your list as shown below. Click Ok to return to the Customize View box. Next, you will setup your Not Doing Now list so it is automatically grouped by Category.



Step 13:

Click the Group By button.

The Group By box appears, as shown below.

Click to select Categories in the Group Items By field and click on the Ascending button to group items on your Not Doing Now list by Categories and in ascending order.

Click Ok to close the Group By box and then click OK to close the Customize View box.



Step 14:

The final step is to rename some of the fields to the required names for your Not Doing Now list.

The fields requiring renaming are:

• Subject is to be renamed Item

• Created is to be renamed Date

To rename Subject: • Right-click on the field Subject in your Not Doing Now list. A menu appears. • Click Format Columns. The Format Columns box appears, as shown below. • In the Label field, delete Subject and type Item. • Click Ok.

Repeat the steps above to rename Created to Date.



Congrats, your Not Doing Now list is setup and ready to use.


Setting Up the Never Doing Now List

Step 1:

Click on the Tasks icon in the Navigation Pane to open the Tasks view.



Step 2:

In the Tasks view, right-click on the folder Tasks and click New Folder



Step 3:

The Create New Folder box appears. Type the name of your new folder in the Name field. You will type Never Doing Now to create your Never Doing Now list. Click and select Task Items in the Folder Contains field. Your Never Doing Now list will now appear in your Task list ready for you to customize to contain the fields required.



Repeat Steps 4 to 14, shown on pages 6 to 18 above, in Setting Up the Not Doing Now List.

Your Never Doing Now list is now setup and ready to use.


Setting Up the Vivid Display

Step 1:

Click the Shortcuts icon on the Navigation Pane to open the Shortcuts view.



Step 2:

Now, let’s create a new group for your Vivid Display.

Click Add New Group. A new group will be added ready for you to name it.



Step 3:

Notice, 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.

Type Vivid Display. The Vivid Display group is now ready for you to add shortcuts to

your Calendar of Occasions, Not Doing Now list and Never Doing Now list.



Step 4:

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

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

Locate Not Doing Now in the folder list displayed and click on it to add it to your Vivid Display group.

Click Ok.

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



Your Vivid Display is now setup providing quick and easy access to What You Are Doing Now, What You Are Not Doing Now And What You Are Never Doing Now.


Setting Up Agendas

Step 1:

Create the Master Agenda Template

The first step in setting up Agendas is to create the Master Agenda Template. This is

the template you will use each time you create a new agenda for your recurring events,

meetings and projects.

Click the Tasks icon on the Navigation Pane to open the Tasks view.


Setting Up Agendas

Step 2:


To create the Master Agenda Template, you will create a new folder named Master

Agenda Template then revise the fields to include those required for an Agenda.

To create a new Master Agenda Template folder:

• Right-click on Tasks in the list.

• Click New Folder. The Create New Folder box appears.

• Type the name Master Agenda Template in the Name field The Master Agenda Template will appear in your list.


Setting Up Agendas

Step 3:


Click on Master Agenda Template to display the fields at the right. You will now setup

the fields required for a Mission Control® Agenda.

Right-click on any of the displayed Master Agenda Template fields, shown below, at the right. A menu appears. Click Customize Current View. The Customize View box appears.


Setting Up Agendas

Step 4:


In the Customize View box, click the Fields button. The Show Fields box appears.


Setting Up Agendas

Step 5:


Next, you will setup the fields for your Master Agenda Template. The fields 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.

• Date to indicate the date this item was added to your Agenda.

• 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 fields that appear in the list at the right that we do not require.


To remove a field, click on the field in the list and then click on the Remove button. For example, to remove the field Icon:

• Click Icon in the list at the right. • Click the Remove button.

Repeat this procedure and remove Icon, Complete and Due Date. We will leave the Subject field as later we will rename it and it will become our Item field.


Setting Up Agendas

Step 6:


To add a field, complete the following steps:

• Locate and click to select the field required from the Available Fields list at the left, as shown below.

• Click the Add button to add the field to your Agenda. The field will now appear in the list at the right.

For example, to add Attachment (a field to attach documents):

• Locate and click Attachment in the Available Fields list at the left • Click Add

The Attachment field is now shown in the list at the right.


Repeat the steps above to add the following fields:

• Categories Your Show Fields box should now look like the one shown below.


Setting Up Agendas

Step 7:


The next fields we will add, Created, is located in a different Available Fields group so we must first select the group to locate the field and then add it. The Created field is located in the Date/time Fields group. To access this group, click on the drop-down arrow to display the groups under Select Available Fields From and click on Date/time Fields. The Available Fields shown will include Created, as shown below. Click on Created and then click on the Add button. Created will now be added to your Master Agenda Template.


Setting Up Agendas

Step 8:


There are three fields remaining for us to add, Who or Where, Relevant Information and Deal With This. These fields do not exist in any of the Available Fields groups therefore we must add them as New Fields. First, let’s add Who or Where. To add this field:

• Click on the New Field button. The New Field box appears. • Type Who or Where in the Name field. • Click OK.

Repeat the same steps and add Relevant Information and Deal With This. Now, repeat the same steps as you did previously when you created your Not Doing Now and Never Doing Now list to reorder your field list by using the Move Up and Move Down buttons. Your list should look like the one shown below.


Setting Up Agendas

Step 9:


Next, you will setup your Master Agenda Template so it is automatically grouped by Category. Click the Group By button.


The Group By box appears, as shown below.

Click to select Categories in the Group Items By field and click on the Ascending button to group items on your Not Doing Now list by Categories and in ascending order.

Click Ok to close the Group By box and then click OK to close the Customize View box.


Setting Up Agendas

Step 10:


The final step is to rename some of the fields to the required names for your Master Agenda Template. You used the same steps when you setup your Not Doing Now and Never Doing Now list above.

The fields requiring renaming are:

• Subject is to be renamed Item

• Created is to be renamed Date

To rename Subject: • Right-click on the field Subject. A menu appears. • Click Format Columns. The Format Columns box appears, as shown below. • In the Label field, delete Subject and type Item. • Click Ok.

Repeat the steps above to rename Created to Date.


Congrats, your Master Agenda Template is setup and ready for you to use to create an Agenda for any recurring event, meeting or project.


Creating a New Agenda

Step 1:

To create a new Agenda, you will make a new folder from your Master Agenda

Template you just created and rename.

From the Tasks area where your Master Agenda Template is located:

• Right-click on Master Agenda Template. A menu appears.

• Click Copy “Master Agenda Template” The Copy Folder box appears.

• Click on Tasks in the list to add your new Agenda to the Tasks folder.

• Click OK


Creating a New Agenda

Step 2:

Your copy of the Master Agenda Template now appears in your Tasks folder.

To rename the Agenda:

• Right-click on the Master Agenda Template copy.

• Click Rename Master Agenda Template

• Type the new name for your Agenda.

You are done – your new Agenda is now setup and ready for you to use.


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1. Implementing Mission Control in Outlook 2003