Click the New button and the Create a New View window will open. type “Billable Hours This Week” in the Name of new view field and then make sure that Table is selected for Type of view. If you use Outlook on a mail server and would like to allow other users on your server to see this view, make sure that This folder, visible to everyone is selected in the Can be used on frame at the bottom of the Create a New View window (see thumbnail below).
Click the OK button and the Customize Current View: Billable Hours This Week window will open – see thumbnail below.
Click the Fields button and the Show Fields window will open. “Frequently Used Fields” will most likely be visible in the “Select available fields from” drop down box. To add a field to the view, make sure it appears in the “Show these fields in this order” list box on the right hand side of the window, select it and then click the Add button. Add the following fields from the Available Fields list box on the left hand side of the window if they are not already listed in the “Show these fields in this order” list box: Contacts, Subject, Start, and Duration – see thumbnail below:
For fields appearing in the “Show these fields in this order” list box that you do not want included in the view, select them and then click the Remove button. Click the New Field button to add the first custom field “Billable Hours” and the New Field window will open. In the Name field type “Billable Hours”, select Number in the Type dropdown field (see thumbnail below) and then click the OK button.
Repeat this process for the following fields using the data types in parentheses and the Formats after the dash for each listed field:
Next select “Message” from the Available Fields list box and click the Add button. The Show Fields window should now look like the one below.
Click the OK button and then click the Group By button to open the Group By window. Select “All Document Fields” from the “Select available fields from” dropdown box in the lower left hand corner of the Group By window. Next select Company from the Group items by dropdown box in the top left hand frame of the Group By window – see thumbnail below. Click the OK button.
Now click the Filter button to open the Filter window. Go to the Advanced tab of the Filter window, click the Field button and then select “Categories” from the Frequently-used fields popup menu. Set the Condition dropdown field to “Contains” and type the word “Billable” in the value field then click the Add to List button. Next click the Field button and select “End” from the Frequently-used fields popup menu. Set the Condition dropdown field to “this week” and click the Add to List button. The Filter window should now look like the one in the thumbnail below. Click the OK button.
Click the OK button on the Custom View: Billable Hours This Week window and your view should now appear similar to the one below.
Please note that you will need to list “Billable” in the Categories field for all billable appointments so you may want to add that category to your Master Category list. To add a category to an Outlook appointment, either use the Categories button in the open appointment item or right click on the appointment from any calendar view and select Categories from the pop up menu. Check off “Billable” in the Categories list box of the Categories window and then click the OK button.