How to keep a record of your phone calls in the Outlook Journal     

Here is how to keep a permanent record of all your phone calls in the Outlook Journal.

Following the steps below will allow you to:

  • Make and receive phone calls using just your PC and a broadband internet connection.
  • Automatically create a journal entry for each call you make or receive.
  • Record all calls in the journal or only calls to and from certain contacts.
  • Group important contacts’ calls together with their emails, text chat messages, voice mail messages and more.
  • Easily enter notes about each call, during or after the call, and search for calls based on these notes later on
  • Keep a recording of each call as an MP3 attachment, accessible from the journal entry for the call.

Here are the steps:

(These steps assume you have Outlook, Skype and Skylook installed – see Skylook prerequisites for details)

1. Follow these instructions to set up Skype if you don’t already use it.

2. If you don’t already have Skylook, download and install it from here.

3. Start Outlook. If you are running Skylook for the first time, you will see the Skylook licensing wizard and the Skylook Welcome wizard. Follow the prompts to set up Skylook the way you want.

4. On the Skylook toolbar, select “Tools > Options”.

5. Select the “Journal” tab. Your options window should look something like this:
Phone Call Journal Options

6. Check the box “Automatically create Outlook journal items…”.

7. Set the other options the way you would like them, then click OK.

8. Start making phone calls using Skype and Skylook. (NOTE: You can make calls directly from Skype if you wish – calls are recorded to the journal regardless of whether they are started from Outlook or not, as long as Outlook is running).

9. Each call you make to the contacts you selected above is now recorded in the Outlook journal. You can now use Outlook’s powerful journal features to organize and manage your call history – for example you can sort or group the journal entries by contact to see all of your communications with a particular contact at once.

10. Each journal entry also contains a link to an item in the Skylook Conversations folder, which contains a full recording of the call. To access the recording, first double-click the journal item, then double-click the shortcut icon that appears in the body of the journal item.

11. To see how to take notes on each call and store them in each call’s journal entry, click here. The notes you enter are automatically copied to the journal entry.

As you can see from the options window above, Skylook also allows you to store text chat messages, voice mail messages, missed calls and outgoing SMS messages to the journal.

If you have problems with any of the above, please refer to our troubleshooting pages, or email us: skylook@skylook.biz.

Skype Call Monitor Window     

When a Skype call is in progress, Skylook displays a call monitor window (shown below). This window allows you to take notes about the call, hang up when the call is complete, and start, stop or pause recording of the call. The window can be closed or minimized during a call without affecting the call or the recording. It can be brought back into view using the Skylook button in the system tray.
Skype Call Window

How to manage follow-up on calls, voicemails and instant messages like you do with email     

Applications like Outlook are great for keeping in control of outstanding tasks. If you receive an email that you aren’t able to deal with right away, you can simply mark it as unread, to remind you to look at it later. You can also flag it, copy it to an “unactioned” folder, or use other Outlook features to manage follow-up.

The steps below show you how you can use the same methods for calls, voicemails and Skype instant messages, in addition to email. (These steps assume you have Outlook installed – see Skylook prerequisites for details).

1. Follow the instructions here to start collecting all of your communications in Outlook.

2. Follow the instructions here to receive voicemail and auto-answered messages in your Outlook inbox.

3. Make sure Skylook is configured to place missed instant messages in your inbox. To do this, click the Skylook options button:
Skylook Options button

then check that the “Put missed text chat messages in the inbox” option is checked:
Option to get missed instant messages in your Outlook inbox

…and click OK.

4. Now all voicemail messages and missed instant messages will appear in your inbox. Also, voice conversations and non-missed instant messages will appear in the “Skylook Conversations” folder. These communications can be managed like email. For instance, if you receive a voicemail, it will show initially as an unread item in your inbox:
Play Skype voice mail from inbox

5. After you play the voicemail, it be marked as “read” in Outlook (i.e. it will no longer be shown in bold font). If you decide that the voicemail needs some sort of follow-up that you can’t complete straight away, you can right-click it and mark it as unread:
Mark voice mail as unread

6. When you have time, you can come back and review all of your unread items, including the voic mail. If you are more sophisticated in the way you manage follow-up, you can use the other options in the Outlook menu shown above: Categories, Follow Up > Flag, Move to Folder.

7. You can do the same with missed instant messages, as well as voice calls and instant message conversations.

If you have any problems getting this to work, we can help – just email us at skylook@skylook.biz for assistance.

How to file away all communications, not just email     

Many people, particularly at work, file away all of their email in case they need it for future reference. Others don’t keep everything but of these, many keep the important emails, and perhaps categorize them into Outlook folders.

PC-based voice communications and instant messages are just as important as email, and are as worthy of filing away for future reference. However, these are generally lost – i.e. people don’t store them away and archive them as they do with email. This is partly because there are no facilities to allow them to easily do this, or the facilities exist but users are not familiar with them and don’t use them.

The steps below show you how to set up Microsoft Outlook so that voice communications, SMS and instant messages are filed away in exactly the same way as email. Once you have set Outlook up to do this, you can use all of Outlook’s facilities to manage, archive, sort, categorize, flag and backup voice communications and instant messages along with your email.

1. If you don’t already use Skype, download and install it from here. If you don’t already have a headset or a Skype Phone, check-out our store.

2. If you don’t already have Skylook, download and install it from here.

3. Start Outlook. If you are running Skylook for the first time, you will see the Skylook licensing wizard and the Skylook Welcome wizard. Follow the prompts to ensure you have Skylook set up the way you want.

4. Start a phone call or PC-to-PC call, either from Outlook or directly from the Skype application. (This procedure still works for calls that you do not start from within Outlook).

5. Complete the call.

6. Go to the “Skylook Conversations” folder in Outlook – there will be an item for your call, containing an attached recording of the call.
Call item in Skylook Conversations folder

7. This item can now be treated just like an email. You can copy it to a folder to categorize it, you can flag it, you can archive it or use any of the other Outlook item management capabilities.

8. Now send a Skype text message to someone. (Again, you can initiate this directly from Skype, or from within Skylook – all text messages are captured regardless of how they are sent).

9. Go to the “Skylook Conversations” folder again. There will be another item, this time containing the text chat:
Archived Instant Message

(Note: You won’t get a separate item for each instant message. Any replies that occur within 5 minutes will be appended to the existing item, so that a single text chat thread generally appears within a single Outlook item).

If you have any problems getting this to work, contact us for assistance.

How to take notes about calls and file them in Outlook with the call audio attached     

The following steps show you how to easily enter notes about calls, during and after each call, and automatically file the notes away along with the call audio for future reference. The notes are stored as a standard Outlook item (i.e. like an email), and the audio is captured as an MP3 file and attached to the item. (These steps assume you have Outlook installed – see Skylook prerequisites for details).

1. If you don’t already use Skype, download and install it from here. If you don’t already have a headset or a webcam, grab one in our store.

2. If you don’t already have Skylook, download and install it from here.

3. Start Outlook. If you are running Skylook for the first time, you will see the Skylook licensing wizard and the Skylook Welcome wizard. Follow the prompts to ensure you have Skylook set up the way you want.

4. Start a phone call or PC-to-PC call, either from Outlook or directly from the Skype application. (This procedure still works for calls that you do not start from within Outlook).

5. The Skylook call window will appear at the bottom right-hand corner of your screen:
Skylook Call Window


6. Click “Enter Notes about the Call” – the window will expand to look like this:
Take notes about a Skype call

7. Enter a subject and some notes. (NOTE: you can close or minimize the window during the call without losing your notes, and without stopping call recording. To make the call window visible again, right-click the Skylook icon in the tray and choose the “Display Call Window” option).

8. Complete the call. The call window will stay open to allow you to enter some final notes.

9. The subject and the notes are automatically saved. Go to the “Skylook Conversations” folder in Outlook – there will be an item for your call, containing the attached recording along with the notes. To view your notes, click the new email inside your Skylook Conversations folder in Outlook:
Call item in Skylook Conversations folder

10. Open the new email to see your notes:
Call item in Skylook Conversations folder

11. When another call is made, the call window will change to reflect details of the newer call. However, you can go back and change the notes on the first call at any time by selecting the item in the “Skylook Conversations” folder then choosing “Tools > Edit Subject and Notes” from the Skylook toolbar.

If you have any problems getting this to work, we can help – just email us at skylook@skylook.biz for assistance.