Mission Control Outlook 2013 Setup R2missioncontrol.com/resrcs/MCP-Outlook2013.pdf · 2019. 3. 4. · IMPLEMENTING MISSION CONTROL IN MICROSOFT OUTLOOK 2013 © 2014 MISSION CONTROL

How to Setup the Not and Never Doing Now Lists,Agendas, and the Vivid Display.

© 2014 Mission Control Productivity LLC. All rights reserved. Mission Control is a registered trademark of Mission Control Productivity, LLC. Calendar of Occasions, Not Doing Now List, Never Doing Now List, Agendas, and Vivid Display identify distinct elements which are comprised of

the programs and products of Mission Control Producitivity, LLC.

IMPLEMENTING MISSION CONTROL IN MICROSOFT OUTLOOK 2013

© 2014 MISSION CONTROL PRODUCTIVITY LLC. ALL RIGHTS RESERVED.

This guide will demonstrate the following:

1. Creating the Not Doing Now and the Never Doing Now lists 2. Creating and Agenda Template 3. Building the Shortcut Bar to customize your Outlook interface

CREATING THE NOT AND NEVER DOING NOW LISTS

The Not and Never Doing Now lists are simply modified Task list folders in MS Outlook. We will create the Not Doing Now List and then copy and rename it to create the Never Doing Now List. From the Tasks view in Outlook, right click on Tasks and select New Folder

Name the folder Not Doing Now List and click OK



Select the Not Doing Now list folder you just created and click on View > View Settings on the Outlook ribbon

You will see the following window. This will allow you to change the columns of data displayed.

Click Columns

Using the Add & Remove buttons, move items side to side to have the right side of your screen match the screen shot



ADDING NEW COLUMNS: Click New Column Add a Text column called “Who”

Click OK Repeat this step to create a Date column called “Schedule By”

Now organize the Columns so they match the order of the screen below:

Click OK



Click the Group By button

and Group by Categories (match below):

Click OK



Click Format Columns (to change the label of various columns)

Change Subject to “Item” (004 retake with all fields)

Change Notes to “Relevant Information”

Click OK (2x)



You should now be back at your main Outlook screen with the Not Doing Now List open. Your screen should match the below:

CREATING THE NEVER DOING NOW LIST

This is simple. Right Click on the Not Doing Now List and select Copy Folder

Important: Copy the Folder BACK TO THE MAIN TASK Folder and click OK.



Right click on the folder called Not Doing Now List -‐ Copy and rename to “Never Doing Now List”

CREATING THE AGENDA TEMPLATE

Like the Not/Never Doing Now lists, the Agenda Template is simply a modified Task list folder. You will create the one Agenda Template and then copy it to create Agendas for specific people or projects we want to track items for. From the Folder list view in Outlook, right click on Tasks and select New Folder

You should now have 2 new folders in your Task group similar to this:



Name the folder Agenda Template and click OK

Select the Agenda Template folder you just created and click on the “View Settings” button on the Outlook ribbon

You will see the following window. This will allow you to change the columns of data displayed.



Click Columns

ADDING NEW COLUMNS: Click New Column Add a Text column called “Who or Where”

Click OK Next, add three New Columns These will all be Yes/No columns named “Next” “After” and “Ongoing”

Using the Add & Remove buttons, move items side to side to have the right side of your screen match the screen shot



Click OK after each

Change the order of the columns to match this screen.



Click the Group By button and Group by Categories:

Click OK Click Format Columns (to change the label of various columns)

Change Subject to “Item”

Change Notes to “Relevant Information”

Click OK (2x)



You should now be back at your main Outlook screen with the Agenda Template open. Your screen should match the below:

CREATING ADDITIONAL AGENDAS

SETTING UP THE SHORTCUT BAR

Outlook allows you the ability to create multiple folders to help organize Outlook items like emails, tasks, etc. Although handy, this feature usually leads to the creation of dozens of folders, making finding and organizing information difficult to manage. The folders are represented in the Folder List view in Outlook. Although you can rename created folders, you have little control as to how they appear in the list. Often this means you are browsing through several folders to get to what you want. At any one time, only about 20% are actually “in use” meaning constant searching can be inefficient and visually noisy.

BENEFITS USING THE SHORTCUT VIEW

The Shortcut bar allows you to create your own interface of Outlook, adding links to access the most often used items at any one time. Links in the shortcut bar can be custom named and organized in to “Groups” in any order.

To create Agendas for people or projects you want to track items for, simply right click on your Agenda Template folder and click Copy Folder.

Then right click on the copied folder that was created and select Rename Folder and name it for the Person or Project. Create as many Agenda folders as you need.



To access the shortcut view, click the three dots after Tasks at the bottom of Outlook, and click “Shortcuts”

Make a New Shortcut Group by right-‐clicking the title of an existing shortcut group



Within a Shortcut Group, you can make individual shortcuts by right clicking on the title

Arrange your shortcuts as shown below to access all areas of the Mission Control system within Outlook

QUESTIONS, COMMENTS OR SUPPORT: [email protected]

Note: It’s advisable to create shortcuts to your most frequently accessed email folders

Mission Control Outlook 2013 Setup R2missioncontrol.com/resrcs/MCP-Outlook2013.pdf · 2019. 3. 4. · IMPLEMENTING MISSION CONTROL IN MICROSOFT OUTLOOK 2013 © 2014 MISSION CONTROL

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