Do you ever wish that you had a good record of the times when you talked to a company? Maybe you needed to make notes about a support call to your PC manufacturer or a call to your insurance company. Regardless of whom you’re calling, Outlook’s Journal can help you keep good records and even dial the number if you have Microsoft Telephony Services installed.
The Journal feature in Outlook is often overlooked and has been deemphasized, but still offers value. It creates a timeline of transactions that can be linked to a contact. This feature provides useful records and I selectively use it for phone notes.
How to Document Phone Calls
- Open your Outlook Contacts.
- Highlight the contact you plan to call.
- Press Ctrl + 8.
- Click the Journal Entry button.
- Fill in your Subject line.
- Call your contact and click Start Timer when they answer.
- Add your call notes as necessary.
- Click Save and Close when done.
Your contact’s Journal list displays.
When you return to your contact record, you won’t see references to these entries. You’ll have to hit Ctrl + 8 again.
This shortcut method also allows you to add entries after the fact. There have been times when someone has called and the PC is off. I’ll write the pertinent notes on a pad and then transfer them to Outlook soon after. You can also use the same procedure for adding other types of entries such as notes.
This system doesn’t guarantee me perfect support, but it’s been very useful on follow up calls. I’ve encountered too many companies that have gone through mergers and lost customer records. I wish I had started doing this procedure sooner. This is just one way to use Outlook’s Journal feature.