It is beneficial to read the help topics for the tool to enable utilization of all its potential. You may also familiarize your self with basic information about the Activity Plan by selecting various cells/columns and then read the 'Quick Help' window in the header row.
The main working principles
An important aspect of this Activity Plan is to facilitate sorting of items according to a defined priority. This implies that rows and columns cannot be inserted or deleted. New items must always be entered in existing empty rows, often at the bottom of the list. When sorted, entered items will be placed in the correct order according to content. If you need your items sorted in an uncommon sequence, you may enter appropriate information for grouping in the columns 'Hierarchy Main level' and 'Hierarchy Sub-level'.
Deleting content of rows are best done by using button "Clear Rows". This leaves protected areas with formulas and clears rows content, but does not delete the rows. To get rid of empty rows sort your data with the double-arrow buttons in the header.
Use button "Go to Empty" to jump to first empty row, when the Activity Plan has many items.
Use button "Refresh" whenever you see that formatting and calculations on the sheet is incomplete.
Use the 'Timeline Chart' as a tool to help planning activities.
Do the following to start a new plan
1. If the activity plan is not empty:
Make sure all rows and columns are visible: Click on button “Hide / Show...", then click on both 'Clear All' buttons and 'Apply & Exit'.
Now you can use button “More... / Clear Sheet" to delete all information.
If the document has been used by someone else than you and an address database exists, please erase the contact list to prevent misuse of contacts (refer to button function "Get Person / Delete Outlook Contacts").
Add your personal address database for direct lookup of contacts and to simplify use of Outlook functions. Refer to function "Get Person / Update Outlook Contacts".
2. Adapt activity plan columns to your need:
Use button function "Hide/Show..." to hide any columns you do not need.
If you need to alter column header names, click on the menu "More.../Setup..." and then select the tab "Rows and Columns". Note that the original column functionality, if they are connected to calculations or button functions, do not change when header names are altered.
3. Fill in new agendas:
Minimum required fields are 'Agenda Item', 'Agenda type' and at least one date. All dates are used in 'Priority State' and 'State Comment' calculations.
Use double-click on date-cells to assure correct date-format.
In cases when dates seem to not give the correct calculation or status indications, for example when copying dates or activities from other documents, go to "More../Date Format.…" and click "Apply and Exit". This will automatically attempt to reformat all defined dates and should correct any date errors.