Franklin Planner TM for Microsoft® OutlookTM 98 and 2000 User's Guide 23030UG License Agreement and Copyright Information Important! You must exit Microsoft® OutlookTM before installing Franklin PlannerTM software. Franklin PlannerTM for Microsoft® OutlookTM License Agreement By breaking the seal on the Software diskettes or CD-ROM, or installing, copying, or otherwise using this software product, you agree to be bound by the terms of this software license agreement. If you do not agree to the terms of this license agreement, you are not authorized to use the software product and must promptly return the package to the place where you obtained it. Purchaser's License Franklin Planner software is protected by copyright law and international copyright treaty. The Franklin Planner for Microsoft Outlook computer program ("Software") is licensed, not sold, to you. You own the diskettes or CD-ROM, but ("Franklin Covey") retains ownership of all copies of the software. You may copy this software onto a computer for personal use and you may make an archive copy for the sole purpose of protecting your investment from loss. As an express condition of this license, you must reproduce on each copy the copyright notice as it appears on the original software supplied by Franklin Covey. Franklin Planner software may not be made available for use by more than one person. Making this software available for use by more than one person is illegal and will terminate this license. Each person using the software must purchase a separate software package, just as they would purchase their own copy of the Franklin Planner. Transferring the Software License You may legally transfer all of your rights to use this software to another person provided you also transfer all copies of the software, diskettes, and documentation (including this license agreement). Remember, by transferring your right to another person, you no longer have any right to use it. The person to whom this software is transferred may legally use it in accordance with copyright law, international treaty, and this license agreement. Upgrades and the original version of the software constitute a single product. The original version and upgraded software may not be available for use by two different people at the same time and may not be transferred separately. You may not decompose, reverse engineer, disassemble, or otherwise reduce the software to a human perceivable form. Except as provided in this license, you may not transfer, rent, lease, lend, copy, modify, translate, sublicense, time-share, or electronically transmit or receive this software, media, or documentation. You agree that neither the software nor any direct product thereof will be transferred or re-exported, directly or indirectly, into any country prohibited by the U.S. Export Administration Act and its regulations, nor will it be used for any purpose prohibited by the Act. Limited Warranty This software and accompanying physical media are warranted to be free of defects in materials and workmanship for 30 days from the purchase date. If Franklin Covey receives written notification within the warranty period of defects in materials or workmanship, Franklin Covey will replace the defective media or documentation. If Franklin Covey does not receive notice within 30 days of purchase, it will be assumed that the program is operating in a satisfactory manner and that you wish to keep the program and be bound by the terms and conditions of this license. Specifically, Franklin Covey makes no representation or warranty that the software or documentation are error-free or meet any user-particular standards, requirements, or needs. Other than the above mentioned guarantee and support, this program and accompanying media and documentation are provided as is, without warranty of any kind, either expressed or implied, including but not limited to the implied warranties of performance, merchantability, and fitness for a particular purpose. The entire risk as to the quality and performance of the program is assumed by you. Should the program prove defective after the trial period, you (and not Franklin Covey) assume the entire cost of all necessary servicing, repair, or correction. In no event will Franklin Covey be liable for any damages, including lost profits, lost savings, or other incidental or consequential damages arising out of the use or inability to use this program. Termination of This License This license will terminate immediately, without notice from Franklin Covey, if you fail to comply with any of its provisions. Upon termination of this license, you must destroy all copies of the software. You may terminate this license by doing so at any time. Franklin Covey reserves all rights not specifically granted to the user in this statement. ii Disclaimer and Limitation of Liability Franklin Covey assumes no responsibility for any damage or loss resulting from the use of this product. Franklin Covey also assumes no responsibility for any damage or loss caused by the use of the Palm OS, Windows CE OS, or any third party software or hardware. Franklin Covey assumes no responsibility for the deletion of data as a result of malfunction, repairs, or hardware battery replacement. Be sure to make backup copies of all important data on other media to protect against data loss. Entire Agreement This Agreement sets forth the entire understanding and agreement between the parties and may be amended only in writing signed by both parties. No vendor, distributor, dealer, retailer, salesperson, or other person is authorized by Franklin Covey to modify this Agreement or to make any warranty, representation, or promise that is different than, or in addition to, the warranties, representations, or promises of this Agreement. Restricted Rights The Software is provided with restricted rights. Use, duplication, or disclosure by the government is subject to restrictions as set forth in DFARS 252.227-701© (1) for the Department of Defense of FAR 52.227-19© (2) for other U.S. Government entities. Contractor/manufacturer is Franklin Covey, 2200 West Parkway Boulevard, Salt Lake City, UT, 84119-2099. Copyright © 2000 Franklin Covey Co. Printed in the U.S.A. All rights reserved. Reproduction, adaptation, or translation of this document is prohibited without prior written permission of Franklin Covey. Franklin PlannerTM software is a registered trademark of Franklin Covey. Palm Computing, Graffiti and HotSync are TM registered Trademarks, and Palm VII, Palm V, Palm III, PalmPilot, Palm OS, Palm, the Palm Computing platform logo, the Palm VII logo, the Palm V logo, the Palm III logo, and the PalmPilot logo are trademarks of Palm Computing Inc. or its subsidiaries. Microsoft Windows 95 and Windows 98 are registered trademarks and Outlook and Windows CE are trademarks of Microsoft Corporation. All other brand and product names mentioned in this manual are trademarks of their respective companies. iv &RQWHQWV License Agreement and Copyright Information .....................................ii Franklin PlannerTM for Microsoft® OutlookTM 98 and 2000.................7 Discover What Matters Most........................................................................ 7 System Requirements.................................................................................... 7 What You Install with Franklin Planner...................................................... 8 Special Instructions for Current Users of Palm Organizers.....................9 Before Installing Franklin Planner........................................................10 Preparing to Install Franklin Planner......................................................... 10 To Install Expression Service from the Outlook CD.......................... 10 Back Up Your Palm Organizer Data .......................................................... 11 Special Information for Palm Organizer Users .....................................13 First Method ......................................................................................... 13 Second Method..................................................................................... 13 Install Franklin Planner for Microsoft Outlook.....................................15 Install Franklin Planner .............................................................................. 15 Installation Options ............................................................................. 16 A Note on Franklin Planner Software/ ASCEND 97 Data Conversion ............................................................. 17 Continue the Installation ..................................................................... 17 Register Franklin Planner ........................................................................... 18 Starting Outlook After Franklin Planner Installation ............................... 20 Uninstall Franklin Planner ......................................................................... 20 Installing Special Components ............................................................22 Converting Franklin Planner Software/ASCEND 97 Data ................ 22 Install Palm Components ........................................................................... 23 Install PPC (Pocket PC) Components ....................................................... 23 Franklin Planner Software Data Conversion............................................. 24 Install Multimedia Files .............................................................................. 25 v Start Using the Franklin Planner..........................................................26 The Franklin Planner Menu ....................................................................... 26 The Franklin Planner Toolbar.................................................................... 26 What Matters Most Today versus Outlook Today.................................... 27 Adding the Franklin Planner Icon to your Windows Taskbar ................. 28 Getting Help ........................................................................................29 The What Matters Most Compass Map..................................................... 29 The Multimedia Companion Volume ....................................................... 31 Online Help ................................................................................................. 31 Outlook Help........................................................................................ 31 Franklin Covey Help ............................................................................ 31 Technical Support ....................................................................................... 32 Using the Wizards to Discover What Matters Most .............................33 Identify your Governing Values ................................................................. 33 Identify your Roles ...................................................................................... 35 Develop your Mission Statement ............................................................... 36 Set Long-Range Goals ................................................................................. 38 Create a Weekly Compass........................................................................... 39 Using Franklin Planner to Manage your Time......................................40 Remember to Plan....................................................................................... 40 Plan Your Week.................................................................................... 40 Plan Your Day....................................................................................... 41 Create a Prioritized Daily Task List............................................................ 42 Schedule Appointments.............................................................................. 43 Create a Master Task List............................................................................ 44 Use Your Weekly Compass......................................................................... 45 Use Outlook's Journal as a Daily Record of Events................................... 46 Print to Franklin Covey Custom Forms .................................................... 47 Additional Information ........................................................................49 Running the Conversion Utility as a Standalone Application.................. 49 Index ...................................................................................................51 vi Franklin PlannerTM for Microsoft® OutlookTM 98 and 2000 You know Microsoft Outlook as an innovative and integrated productivity tool that combines electronic mail, calendaring, group scheduling, and contact and task management into a single, easy-touse system. Franklin Planner for Microsoft Outlook extends these capabilities to include the tools and concepts taught in the What Matters MostTM seminar, Franklin Covey's principle-based approach to time and life management. Important: Franklin Planner for Microsoft Outlook is designed to be used with Microsoft Outlook 98, 2000 or later. It does not work with earlier versions of Microsoft Outlook. Franklin Planner for Microsoft Outlook gives you new capabilities that complement the already powerful features of Microsoft Outlook. Discover What Matters Most Franklin Planner for Microsoft Outlook integrates the Franklin Covey approach to time and life management, helping you identify your Governing Values, your key Roles, your Personal Mission, and LongRange Goals. Franklin Planner for Microsoft Outlook also helps you use your Governing Values, Roles, Personal Mission, and Goals to organize your daily tasks and appointment schedules and to create a Weekly Compass. This helps you align your daily activities with what matters most ... to you. System Requirements Because Franklin Planner for Microsoft Outlook runs in conjunction with Outlook, it supports the same basic system requirements. To use Franklin Planner for Microsoft Outlook, you need the following: OE OE OE A 486/66 or higher (Pentium 90 or higher to view multimedia movies) Minimum hard drive space for a Pentium processor Windows 95/98 or Windows NT 4.0 (Windows NT users must install Service Pack 3 for Windows NT 4.0 before installing Outlook) Microsoft Outlook 98, 2000 or newer (Microsoft Outlook 98 must have Expression Service installed) Page 7 OE OE OE 8 MB Ram for Windows 95/98; 16 MB Ram for Windows NT 4.0 A printer supported by Windows (required for printing Franklin Covey forms) What You Install with Franklin Planner When you install Franklin Planner for Microsoft Outlook, you'll add the following components to your Outlook 98, 2000 or later environment: 1. Five Wizards that help you identify your Governing Values (page 33), Roles (page 35), Personal Mission (page 36), Longrange Goals (page 38), and create a Weekly Compass (page 39). 2. 3. 4. 5. A Prioritized Daily Task List (page 42). A Master Task List (page 44). A multimedia presentation introducing the What Matters Most process (page 29). Additional printing capabilities, enabling you to print your What Matters Most information to a variety of forms or plain paper (page 47). A way to turn Outlook Today into What Matters Most Today (page 27). 6. Page 8 Special Instructions for Current Users of Palm Organizers The installation program for Franklin Planner for Microsoft Outlook includes an option to convert data from Franklin Planner Software for Windows or ASCEND 97 into a format useable by Franklin Planner for Microsoft Outlook. OE If you are currently using a PalmTM organizer with Franklin Planner Software for Windows or ASCEND 97, refer to "Special Information for Palm Organizer Users" on page 13 before converting any data. This will prevent potentially severe duplication of task, appointment, and contact information. Read the section carefully before you install Franklin Planner for Microsoft Outlook. If you wish to install Franklin Planner for Microsoft Outlook, but wish to wait until a future time to convert Franklin Planner Software/ASCEND 97 data, you can do this by choosing No at the point in the installation process where you are prompted to convert Franklin Planner Software/ ASCEND 97 data. You can run the Data Conversion Utility as a standalone application, separate from the Franklin Planner for Microsoft Outlook installation process. See "Running the Conversion Utility as a Standalone Application" on page 49 for instructions. If you are not currently using a Palm connected organizer with Franklin Planner Software for Windows or ASCEND 97, simply ensure that your Palm data is backed up onto your desktop computer program before installing Franklin Planner for Microsoft Outlook. If you choose to install Franklin Planner for Palm, your Palm information will be synchronized with Franklin Planner for Microsoft Outlook on the second HotSync operation after installation (the first one installs the Franklin Planner for Palm applications, while the second one actually synchronizes the data). OE OE OE Page 9 Before Installing Franklin Planner Note: You must exit Microsoft Outlook before installing Franklin Planner for Microsoft Outlook. Preparing to Install Franklin Planner Before you can install Franklin Planner for Microsoft Outlook, you must complete a full installation of Outlook 98, 2000 or later. A full installation includes Outlook, Internet Explorer, Outlook Help, NetMeeting, Office Assistants, PIM converters, system tools, and additional Outlook enhancements. If you are using Microsoft Outlook 98, one such enhancement ­ Expression Service ­ is required for the Franklin Planner extension. If you don't have Expression Service installed (if you didn't complete a full install of Outlook 98, for example), you can install the service manually. You can also use the following steps to make sure the service is installed: To Install Expression Service from the Outlook CD Note: The following instructions are only for users of Microsoft Outlook 98. 1. Make sure Outlook 98 is already installed on your hard drive. Then, insert your Outlook 98 CD into your CD-ROM drive. The Maintenance Wizard dialog appears: 2. Click Add New Components. This opens the Add New Components window. Page 10 3. You can install new components from the Outlook 98 CD or from Microsoft's web site. For this example, select Install from CD. The Microsoft Outlook Component Install window opens. If Expression Service is already installed on your machine, the box next to Expression Service is checked and Already Installed appears in the right column under Status. If this is the case, you can simply exit the Component Install program. 4. If Expression Service has not been installed, check the Expression Service option and click Next. This installs Expression Service to your hard drive. Back Up Your Palm Organizer Data If you have previously installed Palm Desktop software or Franklin Planner Software for Windows and are using HotSync technology to synchronize with your Palm organizer, we recommend you back up your data by conducting a HotSync operation before installing Franklin Planner for Microsoft Outlook. If you are currently using Palm Desktop or Franklin Planner Software for Windows, during installation of Franklin Planner for Microsoft Page 11 Outlook you will be asked if you want to reinstall Palm interface files. This is necessary if you want to synchronize your Palm organizer with Franklin Planner for Microsoft Outlook. Backing up your data by conducting a HotSync operation with your Palm organizer prior to reinstallation of Palm interface files will prevent possible data loss when performing this reinstall. Page 12 Special Information for Palm Organizer Users If you are currently using a Palm handheld organizer, you have two choices of how to convert your Franklin Planner Software for Windows or ASCEND 97 data to Microsoft Outlook format. Read these methods carefully before you install Franklin Planner for Microsoft Outlook. First Method The simplest method is to install Franklin Planner for Microsoft Outlook (page 15). If the installation program detects that you have Franklin Planner Software for Windows installed on your computer, you will be prompted to choose whether to export your Franklin Planner Software for Windows/ASCEND 97 data to Franklin Planner for Microsoft Outlook (page 24). You can then perform a hard reset on your Palm organizer, and finally synchronize your organizer with Franklin Planner for Microsoft Outlook. This eliminates the possibility for duplicate records; however, you will lose all add-on applications that you have on your Palm organizer as a result of the hard reset. Do not use this option unless you are not using add-on Palm organizer applications, or unless you don't mind reinstalling your add-on applications. Second Method The second method is more complex, but prevents duplication of records while preserving your other Palm organizer add-on applications: 1. Conduct a final HotSync operation to synchronize data between your Palm organizer and Franklin Planner Software/ASCEND 97. Now, all your information is safely resident in Franklin Planner Software/ASCEND 97. 2. Remove the Task List, FCLinkDB and other Franklin Covey applications (if any) from your Palm organizer. See your Palm organizer user's guide for information on how to remove addon applications. Install Franklin Planner for Microsoft Outlook from the installation CD (page 15), insuring that you check the Franklin Planner for Palm option (page 16). During installation of Franklin Planner for Outlook, you will Page 13 3. 4. be prompted to choose whether to convert your Franklin Planner Software or ASCEND 97 data to a form useable by Microsoft Outlook. Choose Yes and follow the instructions (page 24). This will export your Franklin Planner Software/ ASCEND 97 data to Franklin Planner for Outlook. 5. After installing Franklin Planner for Outlook (including installing Palm applications and conducting Franklin Planner Software data conversion), conduct a HotSync operation between Franklin Planner for Microsoft Outlook and your Palm organizer. This installs the Franklin Covey applications to your Palm organizer. Conduct another HotSync operation to synchronize your information with the newly installed Franklin Covey applications. 6. Page 14 Install Franklin Planner for Microsoft Outlook After completing the preparations in the previous sections, you are now ready to install Franklin Planner for Microsoft Outlook. Install Franklin Planner 1. Exit Microsoft Outlook and any other running applications. Important! You must exit Microsoft Outlook before installing Franklin Planner for Microsoft Outlook. 2. Insert the Franklin Planner CD into your CD-ROM drive. The installation screen appears. 3. Choose Install. The Install Shield welcome screen appears. 4. Click Next. The copyright and license agreement screen appears. Click Yes to accept the agreement. Note: You will not be able to install Franklin Planner for Microsoft Outlook unless you accept the license agreement. Page 15 5. 6. If you are prompted to select an Outlook profile, select the desired profile and choose Next. The Select Component Destinations screen now appears. 7. Click the check box to install Franklin Planner for Microsoft Outlook. You may also elect to install Franklin Planner for Palm, Franklin Planner for PPC (Palm PC), and multimedia files. If you wish to accept the default installation folders, simply click Next. To change a folder, highlight the component, click Browse, and navigate to the desired folder. When you are ready to continue, click Next. 8. Installation Options Following is a brief description of the installation options in addition to Franklin Planner for Microsoft Outlook. Complete instructions on installing these applications is included in a separate section entitled "Installing Special Components" on page 22. OE Franklin Planner for Palm. If you will be synchronizing Outlook and Franklin Planner for Outlook with a Palm handheld organizer, select this option. The files required to conduct HotSync operations will be installed on your computer, as well as Palm versions of Franklin Covey applications. See the What Matters Most for the Palm Computing Platform Companion Volume for information about how to use Franklin Covey applications for your Palm handheld organizer. See "Install Palm Components" on page 23 for information on how installing Franklin Planner for Palm changes the installation procedure. Page 16 OE Franklin Planner for PPC (Pocket PC). If you will be using a Pocket PC running the Windows CE operating system, select this option. Pocket PC versions of Franklin Covey applications will be installed. For information about using the Franklin Covey applications for the Pocket PC, see the What Matters Most for Windows CE Companion Volume. See "Install PPC (Pocket PC) Components" on page 23 for information on how installing Franklin Planner for PPC changes the installation procedure. OE Installing Multimedia Files. Installing the multimedia files means that the files will be copied to your hard drive for faster access. You can still run the multimedia files even if you don't install them to your hard drive--you will simply need to insert the Franklin Planner CD into your hard drive when accessing the multimedia files from within Franklin Planner for Microsoft Outlook. See "Install Multimedia Files" on page 25 for instructions on how to install multimedia files during the installation process. A Note on Franklin Planner Software/ASCEND 97 Data Conversion If you have been using Franklin Planner Software for Windows, or ASCEND 97, you will be prompted during the installation process to choose whether to convert the information in your database to a form that can be used by Franklin Planner for Outlook. This will happen automatically. See "Franklin Planner Software Data Conversion" on page 24 for instructions on how to conduct the conversion during the installation process. You can also run the data conversion utility as a standalone application after you have installed Franklin Planner for Microsoft Outlook. See "Running the Conversion Utility as a Standalone Application" on page 49. Continue the Installation 9. After selecting your installation options and choosing your destination paths, click Next. Note: The installation process will be a little different depending on whether you have chosen to install Franklin Planner for Palm, Franklin Planner for PPC, or the multimedia files (or some Page 17 combination). Refer to "Installing Special Components" on page 22 for information on how each of these options changes the installation process. 10. The Select Program Folder screen appears. 11. To accept the default folder, click Next. If you wish, you can type a different folder name, then click Next. 12. The Start Copying Files screen appears. Click Next to continue. 13. During installation, a Question screen appears, asking if you want to add a Franklin Planner icon to your Windows taskbar. This icon gives you quick access to the Task List, the Weekly Compass, and the Compass Map. 14. Click Yes to add the icon to your taskbar, or No to skip this step. Register Franklin Planner 15. After Franklin Planner for Microsoft Outlook is installed, you will be prompted to register your new software. We recommend you register immediately--once you register Page 18 you'll be notified of product updates, new products, and become eligible for technical support. You have several options for registration: OE Internet using my Web browser. This option takes you to the Franklin Covey web site and register online. Note: Do not use this option unless you have already set up your computer to connect with the Internet through a local area network (LAN) or through a modem line.. OE Send information by e-mail. You will fill in a form with registration information, then be given the option to send the form to Franklin Covey via your e-mail system. Note: Do not use this option unless your e-mail system is already set up. OE Send information by modem. You will fill in a form with registration information, then be given the option to send the form to Franklin Covey via your modem. Print a form for faxing. You will fill in a form with registration information, then be given the option to print a form that can be faxed to Franklin Covey. Print a form for mailing. You will fill in a form with registration information, then be given the option to print a form that can be mailed to Franklin Covey. OE OE 16. From the Registration screen, click Next and follow directions. Depending on the registration option you selected, you will be presented with different options. When you are Page 19 finished with registration, you will be taken to the Completed Registration screen. Click Done. 17. From the Installation Complete screen, click Finish. The Franklin Covey product installation screen will remain displayed until you click Exit. Starting Outlook After Franklin Planner Installation 1. The first time you start Outlook after installing Franklin Planner for Microsoft Outlook, the Welcome to Franklin Planner for Microsoft Outlook screen appears. Click topics for other screens Click Close when finished 2. The first screen (in a series of three) tells you what features were added to your Outlook installation. To learn a little more about What Matters Most or Franklin Planner, click the topics in the left column. Click Close when finished. Important: The Welcome to Franklin Planner for Microsoft Outlook screen appears only the first time you start Franklin Planner for Microsoft Outlook. If you want to view it again, you must look for it on your installation CD and run it from there. You will find the file, called START.EXE, in the root directory of the installation CD. Uninstall Franklin Planner If you need to uninstall Franklin Planner for Outlook, follow these simple steps: 1. Close Outlook completely. 2. From your Windows taskbar, choose Start, Settings, Control Panel to get to the Control Panel. Double-click Add / Remove Programs. Page 20