IntroductionWelcome| 00:00 | Hi, I'm Garrick Chow and welcome to
Entourage 2008 for Mac Essential Training.
| | 00:05 | Entourage 2008 is part of Microsoft Office 2008, the fantastic
Mac only version of the Microsoft's power house suite of
| | 00:11 | productivity applications that also includes Word, Excel
and PowerPoint. Many people think of Entourage as
| | 00:13 | just a program for reading and writing
e-mail, but it is capable of so much more,
| | 00:21 | and this latest version includes some great new features
for managing not only your e-mail but also for managing
| | 00:26 | your schedule, contacts, tasks and projects.
| | 00:29 | In this series of training videos I'm going to take you through all the
essential information you need to get started using Entourage to get
| | 00:34 | yourself more organized and in control
all those aspects of your daily life.
| | 00:38 | Now, one quick note about exercise files for this tutorial.
| | 00:41 | There are none. Unlike many other lynda.com training titles,
| | 00:44 | there aren't any example files to work along with for these
movies because most of the work you do in Entourage has to
| | 00:49 | do with setting up your own e-mail account and working with
events and tasks it you write from scratch. So just sit back and
| | 00:54 | watch these movies or work along with your
own information in Entourage as we go along.
| | 00:59 | Alright, that said let's jump right in and get started.
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1. Understanding the InterfaceThe toolbar| 00:00 | Alight let's begin by taking a look at and familiarizing
ourselves with the Entourage 2008 interface.
| | 00:06 | For the most part everything you do in Entourage
is going to happen in this main window.
| | 00:09 | But there's a lot of stuff going on in here, so it's
important to take some time to keep your bearings.
| | 00:13 | Let's start with the items running along the top of the window here.
This area is known as the toolbar. Starting on the left, we have
| | 00:19 | six buttons here and they represent the different categories of
the areas that you can work in when you're working in Entourage.
| | 00:25 | By default when you first open Entourage,
the first button here, Mail, should be selected.
| | 00:29 | And it's here that you write and manage all of
your e-mail. The next button over is Address Book,
| | 00:34 | and you've probably already guessed that this where you manage
your contacts. Next we have Calendar and you can see that each
| | 00:39 | one of these category buttons completely changes the layout
of the rest of the window. It's almost like you're switching
| | 00:44 | among different applications,
but that they all share the same window.
| | 00:48 | So anyway when you select Calendar this is
where you can manage your calendar and your events.
| | 00:52 | Then we have Notes, Tasks and the Project Center
| | 00:56 | and we'll be getting to all these categories later, but
for now I just need you to know this how you navigate
| | 01:00 | around the different categories here in Entourage.
| | 01:03 | What you see to the right of the category buttons is going to
depend on which category you have selected. Notice as I click
| | 01:09 | around these different categories,
the buttons we see on the right are going change.
| | 01:13 | It just makes sense that if I have Mail selected, I'll have buttons
to create a new e-mail message, or to reply to an e-mail or
| | 01:19 | to delete an e-mail.
| | 01:21 | Or if I have Calendar selected, it makes sense to have buttons
to let me quickly change my view of the calendar from the day,
| | 01:26 | the work week, the week or the month. And we'll talk more about
the buttons found in each of the category's toolbars as we go along.
| | 01:32 | But I also want to mention the new feature of Entourage 2008's
toolbar and that's its ability to be completely customized.
| | 01:40 | In Entourage 08 Microsoft has mirrored the functionality
of the toolbars found in the OS X Finder and in
| | 01:44 | other Apple applications the use toolbars like say Preview or Safari.
| | 01:49 | Because you might find yourself constantly performing tasks
that require you to choose menu items and you might find it a
| | 01:54 | whole lot easier to just click a button in the toolbar
rather than having to navigate through a bunch of menus.
| | 01:59 | So to customize the toolbar you can either right-click in it or if
you only have a one-button mouse you can control click in the toolbar.
| | 02:05 | Or if you happen to be in a category that gives you the View
menu up here- notice when I have Calendar selected I don't have
| | 02:09 | a View menu, but if you are in a category like
Mail, you can choose View, Customize Toolbar.
| | 02:15 | And any of these methods brings up this sheet containing
the icons for other items you can add to your toolbar.
| | 02:20 | So for example, if I find myself using the tool box a lot,
I can grab that icon, drag that right up in here,
| | 02:26 | and now it's an added. So if I click Done, now I have a button
that with one click brings up the toolbox and it's from
| | 02:31 | here we can do things like pick photos
from our iPhoto library and things like that.
| | 02:36 | Let me go back and choose Customize Toolbar again.
| | 02:40 | You can also drag around and rearrange any existing buttons
or even drag them out to remove them. So if I prefer the toolbox
| | 02:45 | to be over here or even all the way over here, I do that as well.
| | 02:49 | Or if I wanted to completely get rid of this, I can just
drag down. When we see that little puff of smoke we can release.
| | 02:54 | And it's removed from the toolbar. So you basically just come in
here and just drag things around, rearrange them however you like.
| | 02:59 | And if you really make a mess of things you always can
down here to the bottom and drag in the default set of tools,
| | 03:04 | just like so, to set everything back to the way that was.
| | 03:08 | Now since each category in Entourage has different buttons,
each category's toolbar can be customized individually.
| | 03:14 | So if I go over to Calendar and choose to customize my toolbar,
| | 03:19 | I have a slightly different selection of tools I can choose
from here. My recommendation is to spend some time in
| | 03:24 | Entourage and figure how you work and then determine whether
customizing the toolbar will help you out. Now in addition
| | 03:31 | to adding, removing and arranging your toolbar icons, you
can further customize the look by right clicking again and
| | 03:36 | choosing things like Icon Only,
| | 03:38 | which gets rid of the text description under the
icons, saving you a little bit of screen space.
| | 03:42 | Or you can choose Text Only, which gets rid of the icons
and just puts the text there and that saves even more space,
| | 03:48 | but that's less visually interesting to me. I kind of like
having icons there. So I'm going keep Icon and Text there
| | 03:54 | and I recommend you keep Icon and Text so you start learning
what each of these icons represents and then if you do want to
| | 04:00 | save yourself a little bit of room, you can choose something
like Icon Only. Now we also the option here using Small Size.
| | 04:06 | So that's just going to make the icon and the text smaller,
| | 04:09 | and that applies to just icons as well as just text there.
| | 04:15 | Uncheck Use Small Size and go back to Icon and Text there.
| | 04:18 | So that's the Entourage toolbar and how to customize it.
Again Microsoft a really list job here mimicking the
| | 04:23 | customization capability of the OS X Finder and the other
Apple applications that use toolbars. So if you've never known
| | 04:30 | about that feature before you might want to try customizing
toolbars elsewhere on your Mac. So for example if I went out to
| | 04:35 | my Finder window here, you can click in a regular Finder window
here and you notice we have the exact same options here.
| | 04:41 | We can choose Icon and Text,
| | 04:44 | Icon Only,
| | 04:45 | Text Only. However we want to do it.
We can choose to Use Small Size,
| | 04:49 | that doesn't really apply in this case, or we can choose to
customize the toolbar you can see we get a sheet of different
| | 04:54 | items we can add to our Finder window here.
| | 04:57 | And again the same thing goes for a program like Safari,
| | 05:01 | your web browser, where you can right click in the toolbar to customize
it and you get a different set of items you can work with here as well.
| | 05:08 | So if you need to make text larger every now
and then then you can drag that in there.
| | 05:12 | Anyway you get the idea. This is an Entourage
tutorial so let's head back in Entourage
| | 05:18 | and in the next movie we'll continue exploring the interface.
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| The Favorites bar| 00:00 | Moving down from the top of the Entourage window, the
next row of items we see here is called the Favorites bar.
| | 00:05 | This is another new feature of Entourage 2008 and it's
there to give you super quick access to any of the folders
| | 00:11 | or areas that you use all the time in Entourage. You start
with four default items. We've got the Inbox, Calendar
| | 00:18 | and To-do list and one called Sent directly to me. This last
item, Sent directly to me, is a good example of the very specific
| | 00:24 | types of folders you can create in Entourage
and add to the Favorites bar if you like.
| | 00:28 | This folder has been set up to display only e-mails that were
sent just to me as the main recipient so if I want to ignore all the
| | 00:34 | e-mails have my address is part of a mass e-mailing,
I can just click this button in the Favorites bar.
| | 00:39 | The actual folder itself is located here in the Mail
section under Mail Views, right there, Sent directly to me.
| | 00:45 | And all these items under Mail Views are these predefined folders that
filter through you mail and let you quickly see e-mails that have
| | 00:51 | been, say flagged or set to high priority or categorized as
personal and so on. And I'll show you how to set these up later but if
| | 00:57 | you want to have any other folders like these or others
to the Favorites bar, all you have to do is grab it.
| | 01:03 | Say I want to grab this unread folder here, and drag that right to the
Favorites bar. And that will give me in, this case, quick access to all
| | 01:10 | unread e-mail in Entourage no matter
which mailbox it happens to be in.
| | 01:13 | I click on unread, and they will all appear and I don't really have
many other e-mails other than this first one we get when we set
| | 01:19 | up Entourage but we'll see how this works a little bit later. And
that's basically the gist of it. There's really not much to it but the
| | 01:25 | Favorites bar can be a great asset for helping you navigate
quickly around Entourage to your most frequently visited areas.
| | 01:31 | And just like with the toolbar, if you want to get
rid of any items that you might have placed in here,
| | 01:35 | you can just drag it up or down and release your mouse.
| | 01:37 | And it's gone. Or if you don't find yourself using the Favorites
bar much at all, you can turn it off by going to the View
| | 01:42 | menu and choosing Hide Favorites Bar. I do use it occasionally so
I'll just leave it on and it really doesn't take up that much room.
| | 01:53 | And just a reminder that the View menu doesn't show up when you
have the calendar selected. Notice there's no View menu up there.
| | 01:55 | But it is there when you have any of the other five categories
selected in Entourage. So just when you have calendar selected
| | 02:00 | that View menu is not going to be up there. Because I didn't
want you looking up there and then wondering where it went.
| | 02:05 | So now we've covered the toolbar and the Favorites bar. In the next
movie, we'll continue looking at the Entourage interface by checking
| | 02:11 | out the main window area down here.
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| The main window and the Quick Filter| 00:00 | So far we've looked at the toolbar and the Favorites bar
| | 00:03 | and if you have a keen eye you've probably noticed that selecting
categories in the toolbar or clicking items in the Favorites bar
| | 00:09 | changes the content of the rest of the window.
When I have Mail selected, I see my e-mail.
| | 00:13 | When I click Calendar in the Favorites bar I see my calendar
just as if I'd clicked Calendar up here in the toolbar.
| | 00:21 | So what you see in the majority of the Entourage
window is going to depend on what you have selected
| | 00:26 | but I do want to point out some features
that all of these areas have in common.
| | 00:29 | First of all, in each category the
main window is divided into panes
| | 00:33 | and you can adjust the height or width to the panes by placing your cursor
over the separator between the panes and either dragging left or right
| | 00:41 | or in the case of the mini-calendar here, up and down. You can see with
a mini-calendar, by dragging it up I can reveal more mini-calendars.
| | 00:49 | And you can hide or show the calendar by clicking the little
button down here. And the mini-calendar does appear in all
| | 00:55 | the other categories as well.
| | 00:59 | This story I heard about the mini-calendar was that it was originally
only supposed to appear when you have the Calendar category selected.
| | 01:04 | But one of the Entourage beta testers reported that it
was showing up in all the other categories as well and then
| | 01:09 | the other beta testers actually started saying that they
wanted to see the mini-calendar at all times too. So Microsoft
| | 01:15 | actually changed it from a bug into a feature. Or so I'm told.
Anyway, in addition to resizing panes, in some categories
| | 01:21 | you also have category specific features.
For instance, when you are looking in Mail
| | 01:26 | when you select a message, I have this one message from Microsoft
Entourage team here, it displays over here in this area called the Preview pane.
| | 01:33 | So selecting a message here displays it in the Preview pane.
| | 01:36 | Under the View menu you can choose whether this Preview
pane is displayed on the right side or below the e-mail list.
| | 01:43 | Some people prefer this view,
| | 01:45 | or even get rid of the Preview pane entirely by choosing None.
| | 01:49 | In which case, you have to double click an e-mail to
read it and and opens up in its own window like this.
| | 01:54 | I don't find that the best way to work so
| | 01:57 | I myself prefer the default on the right view.
| | 02:00 | Incidentally though, if you choose
to put the Preview pane on the bottom
| | 02:05 | or to remove it at all.
| | 02:06 | That activates the Columns menu item under the View menu, and from
here you can determine which columns appear above your list of e-mails.
| | 02:13 | So for example, maybe I want a Size column. I can select
that and so you can see I have a Size column here and
| | 02:20 | these different column headers allow me to sort my e-mail
by clicking on them. So I can instantly sort my e-mails by
| | 02:27 | the From address if I wanted to.
| | 02:28 | So if I want all of my e-mails arranged by the sender
alphabetically I can choose From. Notice clicking it again
| | 02:34 | changes the arrow from up to down.
| | 02:36 | So if I wanted to go in reverse alphabetical order, I can do
that. Or I could sort my e-mail by subject or by the date
| | 02:43 | was sent or now by size since I added that column. You can also
drag headers around so if I want the Size column over on the left
| | 02:48 | for quicker access I can just drag it over there and drop it.
| | 02:51 | And this works the same for other categories
as well. If I go over to the Address Book,
| | 02:55 | you can see that I can also add or remove columns here,
but I have a lot more columns to choose from here because
| | 03:01 | I have many, many more categories when it comes to working with
people's addresses like first name, last name, home, fax, work address,
| | 03:08 | birthday, anniversary and so on. You can even
create several different custom categories here.
| | 03:13 | I'll go back to Mail and reset that layout to the
default view because I prefer that. I'll turn off Size
| | 03:21 | and go back to on the right for the Preview pane.
| | 03:24 | Now you can also hide the Folder view here in Mail. If I
go to View, Hide Folder List. That's this list of e-mail
| | 03:29 | folders over here, but to me then you don't really have a
quick way to access your specific folders. You could add them
| | 03:34 | to the Favorites bar up here if you only go to
certain folders by say, going to the Inbox here,
| | 03:39 | but I do prefer to see that folder list so I'm going to show that again.
| | 03:42 | And you might see that the keyboard
command for that is Command + B.
| | 03:46 | And that's the general workings of the main Entourage window.
Again, I'll be getting into much more specific detail about
| | 03:52 | these areas in each category as we go along, but I
wanted to show you the basics of the interface here first.
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| Components overview| 00:00 | Now I'd like to talk a little but more specifically about the six
different components that we have up here in our Entourage toolbar.
| | 00:06 | I kind of glossed over them in the first movie in this chapter.
| | 00:09 | But I just want to give you a little more
descriptions of some of these items here.
| | 00:12 | We've already seen the Mail category and we know this is where all of our e-
mail, this is where we write our e-mail, read our e-mail and manage our e-mail.
| | 00:20 | We've got the address book area, so we use this are to store
information about your business partners, your personal friends and
| | 00:27 | any other contexts you might have. The address book is very
tied into your e-mail because a lot of times when you go to
| | 00:34 | compose an e-mail you'll pull addresses out of your address
book. So the address book is a great area to keep all the
| | 00:38 | information you have on specific people.
| | 00:39 | Next we have the calendar and the calendar is where you record
any events or appointments or any other activities you need
| | 00:45 | to be at or attend or do. I like to start out in the Month
view myself because I can get an overview of the entire month
| | 00:52 | to see what I have coming up in the coming weeks. And as you can see right
now my schedule is pretty open to all but we'll fix that in a little bit.
| | 00:58 | Next Notes. The Notes area is pretty nice, because this area
where it's basically just there for you to record any kind of
| | 01:04 | thought that comes across your mind. it doesn't have to be specific
to any Project you're working on it. If you're just sitting here and you
| | 01:10 | need a quick sketch pad. Maybe you're talking on the phone to somebody
and you need to take some notes on your conversation or just some random
| | 01:15 | thought crosses your mind, you can come into the Notes
area, hit the New button and types something like,
| | 01:20 | "My new jeans" for the title. "Do they make me look fat?"
| | 01:26 | And I'll make that a personal note.
| | 01:31 | And we'll close and save that. And now I have a note
here that I can go and refer to later so I don't forget,
| | 01:36 | to check out whether my jeans make me look fat.
| | 01:38 | Next to Notes we have our tasks. Now you might be tempted to put
some of your tasks into notes but you should really put anything
| | 01:44 | you need to accomplish, whether it's personal or business, into
your Task area because you can use the Tasks window to track
| | 01:50 | all this information and check off things you get them done.
| | 01:53 | Notice we have our Tasks area and we have our To-do list.
And this is nice because when you create a new task like
| | 02:01 | "Record Entourage training movies."
| | 02:06 | I could put a little note here. "Don't forget to clear throat
before hitting record." And you can put things like start dates,
| | 02:18 | and due dates and you can even set Entourage to remind you to get
started or to check on your progress. I close that and save it.
| | 02:26 | You can see the actual checkbox you t
hat I can check what it's actually done.
| | 02:28 | This is nice area to come into to keep track of the things
that you have to do. The last item is the Project Center and
| | 02:35 | the Project Center is basically a place to
track all the aspects of a particular project.
| | 02:39 | So you can assign e-mails, addresses, calendar
events, notes and tasks to specific projects.
| | 02:45 | So lets say I'm working on a new book and I'm sending e-mails back
and forth between myself, my editor, my publisher and I want to make sure
| | 02:52 | those e-mails end up in projects, I can do that here. I can
also make sure that all the relevant addresses of all my contacts
| | 02:58 | that have to do the book end up in my project as
well as. Same thing with any events or notes or tasks.
| | 03:04 | We'll get into working with the Project
Center near the end of this tutorial.
| | 03:07 | That should give you a little bit more detail on the six
different categories found up here in the toolbar in Entourage
| | 03:12 | and over the next coming chapters we'll be getting a lot more specific
about the different things you can do in each of these categories.
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2. Setting Up EntourageAbout identities and accounts| 00:00 | In this brief chapter we'll take a look at how to set
up and personalize Entourage with your information.
| | 00:05 | But before we do so, I just want to take a
minute here to define some important terms.
| | 00:09 | Namely the terms identity and account as they relate to
Microsoft Office. When you first installed Office 2008,
| | 00:15 | at the end of the installation you are
required to enter your identity information.
| | 00:20 | And this consisted of entering your name
and e-mail address, mailing address and so on.
| | 00:24 | Your identity runs across all the Office applications, and it's
mainly set up so that Office knows who's using the application and
| | 00:30 | so we can do helpful things like automatically fill out
your name and other information inside documents.
| | 00:35 | You can also set up additional identities if you use Office
for separate purposes. For example, if you would like to
| | 00:40 | store your work-related e-mails, your address book and
accounts separately from your personal stuff,
| | 00:45 | you could create additional identities for that.
| | 00:47 | Now identities also be used by separate people who share
the same Mac, but this really isn't a great idea these days with
| | 00:53 | Mac OS X. It is much better to create a separate user
account on your Mac for everyone who use that computer,
| | 00:58 | rather than have everyone logged into the same account
and having to switch between identities in Office.
| | 01:03 | Now if you do want to create multiple identities in Entourage
for yourself, you do so by choosing Entourage, Switch Identity.
| | 01:10 | It will say, Are you sure? We can say, Switch. And from here
you can see all the identities you might have created this point
| | 01:16 | and you should always have at least the main identity here.
| | 01:19 | From here you can click New and create a new
identity here and I'll call this Personal.
| | 01:26 | And the Entourage Setup Assistant will open up,
| | 01:29 | and it will walk you through the process of setting up your new
identity which mostly involves setting up your e-mail accounts,
| | 01:34 | but we'll talk about that in the next movie.
| | 01:36 | I'm just going to cancel out of here,
| | 01:38 | and just say No for the moment. Let me
switch back to my main identity here.
| | 01:43 | I'm just going to delete that Personal one I created.
| | 01:46 | Now if you do have multiple identities created, you can check
Show this when opening Entourage and that way you can choose
| | 01:51 | which identity you want to work in. So if you have created
a work identity and personal identity, you can choose between
| | 02:00 | them when you first open Entourage.
| | 02:02 | So that's what identity means in Office. Your identity
identifies you across all the Office applications.
| | 02:06 | Now don't confuse identity with account. In Microsoft Office,
the word account refers to mostly your e-mail accounts.
| | 02:13 | You can have multiple e-mail accounts within an single identity.
| | 02:16 | For example, if you have a work e-mail address, a Gmail
address or maybe Hotmail address, you can manage all of them
| | 02:23 | within a single identity in Entourage.
| | 02:25 | and in the very next movie we're going to talk
about setting up these e-mail accounts in Entourage.
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| Creating a new account| 00:00 | In this movie I'm going to show you how to
set up Entourage to send and receive your e-mail.
| | 00:04 | Now, it's likely that you will walk through the account
setup process when you first installed the Office but just in
| | 00:09 | case you bypassed it or especially if you want add another e-mail address
to your identity, I'm going to take you through the process again here,
| | 00:15 | because you have to have at least one e-mail account in
order to send and received e-mail. I actually bypassed it when
| | 00:20 | I set up Office. So if I came up here
and tried to create a new mail message,
| | 00:23 | I'm going to see this message telling me that
I've not set up an e-mail account. So close that.
| | 00:29 | So now I need to set my e-mail account. Let's go to
the Tools menu and go to Accounts here at the bottom
| | 00:34 | and that opens this Accounts dialog box.
| | 00:37 | To add an e-mail account to Entourage, we want to make sure that Mail
is selected here. And then we're going to come up here and click New.
| | 00:42 | Now if you click and hold down that button you can choose what
type of account you want to create, but if you're looking just to
| | 00:47 | create a new mail account, just click it once
and that opens up the Account Setup Assistant.
| | 00:52 | Now you can choose to let the system try to set up everything
automatically for you or if you know what you are doing,
| | 00:57 | you can come down here to configure your account manually. Entourage
has been programed with the information to automatically set up
| | 01:03 | e-mail account information from some of the most POPular e-mail
clients on the web, like Google Gmail or Microsoft's Hotmail
| | 01:09 | or Apple's .Mac service and it even has info for some of the
larger national Internet service providers, like say Comcast.
| | 01:16 | So the easiest way to set up an e-mail in
Entourage is to enter your e-mail address right here
| | 01:21 | and see for Entourage recognizes your e-mail provider.
| | 01:23 | Now the one exception is if you work for a large corporation
that uses a Microsoft Exchange server. If that's the case
| | 01:30 | you'll have to talk to your company's IT department for
the necessary info to set up the e-mail account in Entourage
| | 01:34 | and you'll check My account is on an Exchange server here.
| | 01:37 | But if you are on an Exchange server, again that's a totally
separate thing and you'll have to talk your IT department set it up.
| | 01:43 | But otherwise, if you use a POPular e-mail provider, Entourage will most
likely be else to set up all the necessary info based on the e-mail address.
| | 01:50 | Now I've gone ahead and already created a free Gmail accounts to use
in these movies so let's see what happens when I had to my Gmail address.
| | 01:56 | I just called it garricklynda@gmail.com and you can
create free Gmail account of your own by going to Gmail.com.
| | 02:08 | So I'll click the Next button down here once I've entered my address
| | 02:12 | and you can see that Entourage says that it successfully
determined the proper e-mail settings for my account.
| | 02:17 | And then to view, confirm and complete the set up,
I'll just click the right arrow again.
| | 02:21 | And on this screen, it just wants me to confirm the settings
it came up with. In this case, my name, which is correct,
| | 02:27 | my e-mail address, which I entered. That's still correct.
My account ID, and this is basically the username that Gmail wants,
| | 02:32 | and that's been filled out correctly. Of course Entourage doesn't know
my password for this account is so I'll need to enter that here.
| | 02:39 | And since I'm on my own computer here I'll allow
this password to be saved in my OS X keychain.
| | 02:47 | Now the real importance stuff that the Entourage determine for me is down here.
| | 02:50 | I got the incoming mail server, which is the address that's needed
for Entourage to find any the e-mail that's bee sent to me, and we've
| | 02:56 | got the outgoing mail server down here, which is the
Gmail server that handles any e-mail that I'm sending out.
| | 03:01 | Its also determined the incoming mail server type.
Now there are two main types of incoming mail servers.
| | 03:07 | We've got P-O-P, sometimes referred to as POP mail,
sometime you'll see it represented as POP3 and it stands for
| | 03:14 | Post Office protocol version 3. Not that you need to know that. Now
we also have IMAP, which stands for Internet message access protocol,
| | 03:20 | which you also don't need to know. The important thing
to know is which type your e-mail provider uses.
| | 03:27 | You'' either have a POP e-mail server or an IMAP mail
server, but some providers like Gmail actually offer both.
| | 03:34 | The main difference is that
| | 03:35 | the POP e-mail accounts download e-mail from the server
to your computer and usually depending on how you have it
| | 03:41 | set up they then delete those messages from your server so that
the only copy of the e-mails are located on your own computer.
| | 03:46 | Some people see this as a more secure option because you don't
have your e-mail on a server that you don't have complete control of.
| | 03:53 | IMAP e-mail on the other hand also downloads your e-mail to
your computer, but it leaves the e-mail on the server as well
| | 03:59 | and it remains in constant communication with that server so any
changes you make while managing your e-mail on your Mac for Entourage,
| | 04:05 | for instance if you drag e-mails to different folders, those
changes are instantly reflected on the server as well.
| | 04:11 | So Imap is especially useful for people who often have to access
their e-mail from different computers or from the web.
| | 04:17 | So for instance, if I manage my e-mail, usually for
Entourage on my home computer, but then I found myself at a
| | 04:22 | coffee shop and I want check my e-mail from there, if I'm using
an IMAP server I can usually log onto my email provider's website
| | 04:27 | and check my e-mail from there and I'll see exactly
the same e-mails that are on my home computer. On the other
| | 04:32 | hand, if I have a POP account and I've already downloaded
messages from my account to my home computer and then I go out to that
| | 04:40 | coffee shop and I want it to my e-mail provider's website from
there, generally the e-mails already been downloaded I'm not
| | 04:45 | going to be able access from that website because they've
been erased and are now sitting on my home computer.
| | 04:49 | But in the next movie, I'll show you a way to bypass that.
| | 04:52 | Now again, the type of e-mail server you use is usually
going to depend on your e-mail provider. As I said Gmail
| | 04:58 | does offer both but for this example, I'm going to keep POP as the e-mail type.
| | 05:03 | All the rest of the settings are correct, I'll click the Next button
| | 05:05 | and it says if you want to verify your account settings you
need to make sure your computer's connected to the Internet and
| | 05:10 | just click Verify My Settings. So Entourage is going to go out
and try to connect to the Gmail server to make sure that they work.
| | 05:17 | OK so Entourage is actually coming back to me now and telling
me that my account information failed. I did to not log on
| | 05:22 | properly so if I click the left arrow and go back I can see what
possibly went wrong here. So it's telling me that either have my
| | 05:33 | username or my password incorrect. So I know my
username is correct, let's try password again.
| | 05:35 | And we'll verify that again.
| | 05:37 | OK, so I'm still the problem here. Now this is actually a common
problem you might run into, and I know it's happening here. A lot
| | 05:42 | of web-based e-mail clients like Gmail allow you to
access your e-mail accounts from programs like Entourage,
| | 05:48 | but often times you have to activate that capability
| | 05:51 | on their websites before you can do so and I know that
I fail to do that. So let me go out to my web browser here.
| | 05:57 | And I'm going to go to Gmail. com
| | 05:59 | and I'll login from there.
| | 06:08 | So that worked.
| | 06:09 | You can see I have some e-mails waiting for the me but I'm not going
to check those out yet. I happen to be working in Gmail, but this is going
| | 06:14 | to be similar in other web-based e-mail clients.
You'll need to find your Settings area
| | 06:19 | and in this case, I'm going to go to forwarding and POP/IMAP
and notice here I can enable or disable POP or IMAP access.
| | 06:26 | Again, I'll stick with POP for this
example so enable POP mail for all mail.
| | 06:31 | Notice here that we also have the option of messages that are
accessed with POP, I can choose to keep Gmail's copy in inbox.
| | 06:37 | So if I do want to make sure that all my e-mail stays in Gmail,
Gmail does give me that option here. Not all POP clients will do that.
| | 06:44 | So I'll to save my changes.
| | 06:45 | Let's sign out and try that again. Go back in Entourage.
| | 06:50 | Try verifying my settings again.
| | 06:52 | OK, now that I have activated correctly, now I can see that
it has verified my settings and Entourage is now successfully
| | 06:59 | able to connect to my Gmail account.
| | 07:01 | So just be aware that if you are going to the accessing free
webmail clients you do usually have to turn that ability on.
| | 07:07 | Now Gmail just happens to offer this service for free,
as it does with most of its software and services but other free
| | 07:13 | web-based e-mail clients like say, Yahoo Mail or Microsoft
Live Hotmail, charge extra if you want access to e-mail
| | 07:19 | through Entourage or any other program that bypasses you
actually having to visit their website in your web browser.
| | 07:24 | So if you're looking to create a new web-based e-mail
address, I do suggest going with Gmail because it's free and
| | 07:29 | accessing your e-mail through their website when you're not
on your own computer is an easy and painless experience, and they
| | 07:36 | do offer you the option of keeping your e-mails all
on the Gmail server even if you are using a POP account.
| | 07:40 | Not that I've set my Gmail account, I'll finish this off. I can
give this a name. I'm just going to leave the account name as Gmail
| | 07:47 | and include this account in my send and receive schedule,
which means that when Entourage does that automatically checks
| | 07:52 | for e-mail it will check my Gmail
account as well. I'll click Finish.
| | 07:57 | And now you can that it's added my Gmail account
| | 08:00 | and it indicates its a POP account.
| | 08:02 | So now I've added this Gmail account and you can see that
it's pretty easy to do when Entourage recognizes your e-mail
| | 08:06 | provider. Let's set up another account that I am pretty sure Entourage won't
recognize and I'll show you how to manually enter your account information.
| | 08:13 | I'll create another new account and I'll uses gchow@lynda.com,
which is a dumb lynda.com address I've set up for these movies.
| | 08:23 | Click next and you can see here that automatic
configuration has failed because Entourage doesn't know
| | 08:27 | anything about the lynda.com e-mail server, which
it shouldn't. It's a private and small e-mail server.
| | 08:33 | Now if you continue through here and click the Next button
and Entourage does it's best to fill out its information here.
| | 08:38 | It puts my e-mail address that I entered, my name it already
knew and it puts an account ID in here, but notice I need to
| | 08:44 | know my incoming mail server. I probably have to know
my mail server type and my outgoing mail server information.
| | 08:49 | Just to show you another method for doing
this I'll click Configure Account Manually.
| | 08:54 | You get pretty much the same fields here as
you do when you're going to the Setup Assistant.
| | 08:59 | But they're laid out a little bit
differently and you have several more options.
| | 09:02 | Now my lynda.com address happens to be an IMAP account. Notice it
says POP server down here. So I'm going to cancel out of here and
| | 09:09 | just click New again.
| | 09:10 | Now normally when we clic New, it opens up the Setup Assistant,
but because the last thing I clicked was to configure manually,
| | 09:16 | I see this window here. I could switch back
to Setup Assistant if I wanted to know.
| | 09:20 | But in this case I do want to show you to do this manually so let's
Configure Account Manually and I know this is going to be an IMAP
| | 09:25 | account so I'll select that, click OK. The same dialog
box appears, but now you can see it says IMAP server here
| | 09:31 | and now I can fill in my information manually. gchow@lynda.com.
Account ID, now this is often just your username without
| | 09:41 | the @ whatever mail server you happen to be on.
| | 09:43 | The IMAP server in this case is IMAP.lynda.com,
| | 09:47 | put in my password and again, I just save that in my keychain.
And we need to know our outgoing mail server, which in a lot of
| | 09:55 | cases is SMTP dot whatever your mail server happens to be.
Now I have other options here, but we'll look at those little bit
| | 10:09 | later. I do want to give my account a good descriptive name.
I'll just call it lynda.com so I know it's my lynda.com mail
| | 10:10 | and I'll click on OK.
| | 10:12 | And you can see that that's now been added to my accounts as well.
| | 10:15 | Go ahead and close this.
| | 10:17 | And you can see here I have my lynda.com IMAP address here
| | 10:21 | and I've got my regular inbox. Now if I click Send and Receive,
Entourage will go out and try to choose an e-mail that I
| | 10:25 | have in either of these two accounts I just set up.
| | 10:32 | And there it is. Now right now my inbox is arranged by
size because of what I set up in one of my previous movies,
| | 10:38 | but I can easily fix this by clicking up here to arrange this by
Received. So I can see these in the order which I received them.
| | 10:45 | And here are the Gmail messages that I received, you saw those
when I was out in my browser and click on those to read them over here.
| | 10:51 | Right. So now I have my two e-mail accounts set up. I have a Gmail
account, which is a POP account, and I have my lynda.com address,
| | 10:58 | which is an IMAP account and I can go look in that inbox
and it doesn't look like I've received any e-mail there yet
| | 11:04 | so we'll hope somebody sends a message soon. Now there are
some specific options you want to look at depending on the type of
| | 11:09 | account you have and we'll look at these options in the very next movie.
| | Collapse this transcript |
| Configuring POP and IMAP settings| 00:00 | So in the previous movie, I set up a POP e-mail account and
an IMAP account and there are some options for both types of
| | 00:06 | accounts that I think are fairly important
that I like to go through in this movie.
| | 00:09 | I'll go back to the Tools menu here.
| | 00:11 | And go to Accounts.
| | 00:13 | I'm going to configure my POP Gmail
address first. I'll double click that.
| | 00:17 | This allows me to edit my account. Now I mentioned that the
default behavior of POP accounts is for Entourage to download any
| | 00:24 | messages you have on your e-mail server and erase the messages
from the server once they been received. Now this can be a
| | 00:29 | slight problem if you receive e-mail on more than one computer.
For instance, that I have my Mac at home where I generally receive
| | 00:35 | all my e-mails but also have my Macbook Pro, which I take on the
road with me, where I also receive e-mails while I'm on the road.
| | 00:42 | I usually like I keep all of my e-mails on my main computer. So
I don't want my Macbook Pro deleting messages off at server until
| | 00:48 | my Mac home has gotten a chance to download them.
So I need to do is come over here to Options,
| | 00:53 | and then under Options we have an area called Server Options,
| | 00:56 | and we have an option here called Partially receive messages
over. And you can put in however many kilobytes you want.
| | 01:01 | This is basically if you have a slow connection and you're often
receiving large e-mails. If you don't want to waste your bandwidth
| | 01:07 | or time downloading large messages, you can partially receive
information about what the message is and if you choose to,
| | 01:13 | you can then click to get the entire message. That's not really
what I'm concerned about here. The option I'm concerned about here is
| | 01:19 | Leave a copy of each message on the server.
| | 01:21 | Now the way I have my home Mac configured, where I
receive all of my e-mail, is I don't have this checked.
| | 01:26 | As soon as the e-mail comes in, I remove it off the server and
it's stored on my home computer, but on my copy of Entourage that
| | 01:32 | I take with me on the road on my Macbook, I check Leave a
copy of each message on that server. That way I can receive
| | 01:38 | my e-mail on my portable Mac, but the messages remain on the
server so when I go home and then turn on Entourage and it then
| | 01:44 | pulls down all e-mail that's on the server and then erases it.
| | 01:48 | That way I always have all of my e-mail on my home computer and I just have
the e-mails I received while I was on the road on my portable computer.
| | 01:55 | And we also have options here to delete
messages from the server after X number of days,
| | 02:00 | but I generally don't need that option on my own computer,
because I don't check Leave a copy of each message on server
| | 02:04 | and they're automatically removed as soon as they're downloaded.
| | 02:08 | If you do have that checked, you can also say Delete messages
from the server after deleting from this computer. So I leave
| | 02:12 | the messages on server and then I decide, OK, that's junk mail.
I don't need that. I delete it. That message's copy will also get
| | 02:18 | deleted from the server.
| | 02:20 | So that's how I handle POP e-mail accounts between multiple computers.
| | 02:24 | And if you're in the same situation as me I suggest you do the same
if you're working with a POP account. I'm just going to consider
| | 02:29 | the computer that I'm recording this movie on my main computer,
so I'm going to leave that option unchecked. Also remember
| | 02:34 | that Gmail will allow you to keep messages on the servers as
well if you go through their web interface. So I click on OK.
| | 02:40 | Let's take a look at my lynda.com IMAP account. Double-click on that.
| | 02:45 | Notice we have a couple of other options here. We have
Options and we also Advanced. Let's start with Options again.
| | 02:50 | And our server options for an IMAP account are different.
Now our first option here is Send commands to server simultaneously.
| | 02:56 | When that's checked, and it is checked by default, the allows
Entourage to send multiple commands your IMAP server at the same time.
| | 03:02 | It basically speeds things up a little bit. We have Always download
complete message bodies, which is sort of like what we saw in
| | 03:09 | my POP account, my Gmail account, where I can choose to only
partially receive messages. I have that option here as well
| | 03:15 | and I just usually at all these options checked.
| | 03:18 | You might want to uncheck this only if you say, have a slow dial up
account, but if you're on broadband then you can leave that checked.
| | 03:23 | These default options are probably just fine to
this way, because again we're using an IMAP account.
| | 03:28 | You're looking at a mirror of what's
on your Web server in Entourage.
| | 03:31 | Now we get some Advanced options here. We've got some special
folders here. First one is Store sent messages in this IMAP folder,
| | 03:37 | and we have INBOX.sent.
| | 03:39 | We also have Store drafts in the drafts
folder and store junk mail in the spam folder.
| | 03:44 | And when these options are checked, messages are stored on the
IMAP server instead of in Entourage. So if you want to save some room
| | 03:50 | on your computer you can leave these options checked to
keep these messages on the server. You can still access them
| | 03:55 | directly from Entourage, but when you change them or read
them you're actually getting those changes are reading the
| | 04:00 | messages from the actual Web server. They're not stored in
your computer. If you prefer to store these items on your computer,
| | 04:04 | you can just uncheck these items here.
| | 04:06 | And finally we have some delete options here and you can
choose how delete messages are handled on your IMAP account.
| | 04:12 | By default we have Move messages to the deleted items folder and I just
going to move it to this IMAP folder and again, this is on your server.
| | 04:18 | We can also choose to mark messages deleted and then
we have the options of Do not automatically purge messages,
| | 04:23 | which means don't automatically completely get rid of them, or we
can purge those folders when we leave IMAP folders or we can purge
| | 04:29 | them when we quit Entourage. I generally keep the default
option here, which just moves them into the deleted folder and then
| | 04:34 | if I change my mind later, I can go back and
pull the messages out of my deleted folder.
| | 04:39 | Otherwise, if I have these purge options on, they'll be deleted
automatically. We do have the ability to purge down here as well,
| | 04:45 | Purge Deleted items folder on quit. So when I quit Entourage,
it will send a signal to the server to completely delete those
| | 04:50 | messages, either deleting all of them or
purge messages older than X amount of days.
| | 04:55 | Generally I leave that option off.
| | 04:57 | So you can see there are differences between your POP account options
and your IMAP account options, and they basically all have to do
| | 05:03 | with how you want Entourage to handle the messages that are on
your server. Again, if you're using POP and you access your e-mail
| | 05:08 | from more than one computer, I suggest
keeping all of your e-mail on your home computer.
| | 05:14 | But make sure you check the option to not delete e-mails
on your portable compute. If you're on an IMAP account,
| | 05:19 | it doesn't really matter how many computers you use. You're
always accessing the information from the server and you can see
| | 05:25 | all your e-mail messages no matter which computer you happen to be on.
| | 05:27 | So those are the important POP and IMAP options here in Entourage.
| | Collapse this transcript |
| Importing data from other mail applications| 00:00 | If you're switching to Entourage 2008 from an earlier version
or if you were formerly using OS X 's built-in Mail program or
| | 00:06 | some other mail program, chances are that you probably already have
an e-mail account set up on your Mac in one of these applications
| | 00:12 | and you'd like to move everything over into Entourage 2008.
| | 00:15 | When you started Entourage for the first time, you were given
the option to import data from previous Entourage versions or
| | 00:21 | from other Mail applications on your Mac. But if you chose not
to do that at the time, here's how you can do it later.
| | 00:26 | You go up to File, Import,
| | 00:28 | which opens the Import dialog box here and this is basically a
setup assistant that walks you through the process of importing data.
| | 00:35 | The first thing it asks is, what you want to import? Is it Entourage
information from an archive or an earlier version Entourage?
| | 00:41 | Information from another application? You can import contacts
or messages from a text file so if you exported a text file
| | 00:47 | from say your address book or some other application,
you can import those in as well and you can even import
| | 00:52 | holidays in. This is kind of nice if you want to have
national holidays listed on your Entourage calendar.
| | 00:57 | And those are actually build into Entourage.
| | 00:59 | You don't actually need to find a file with holidays built-in.
I'll just show you that real quick. If you choose Holidays,
| | 01:04 | and come in here it will build a country/region
list. You just choose whatever country you're in,
| | 01:10 | click Next,
| | 01:12 | and then the holidays have been added to your calendar
and you can see that by going to the calendar and
| | 01:16 | there are the holidays that have added there in red. Pretty cool.
| | 01:19 | But anyway, it's a little off topic but I thought it was
cool enough to show you that. Let's go back to File, Import.
| | 01:24 | I actually have Apple Mail setup on my computer and I have an account
in here that I have through Comcast and there are just a handful of
| | 01:32 | e-mails in here, but I'm mostly interested in getting my
Comcast account information moved from Mail into Entourage,
| | 01:37 | since I'm switching over to Entourage. So let's just leave mail.
| | 01:40 | So I'm going to import information from another application.
If you are using an earlier version of Entourage, you choose
| | 01:45 | Entourage information from a archive or earlier version.
| | 01:48 | It's going to ask you which application you're working with, either Apple
Mail or Eudora. If your application is not listed here, you can check
| | 01:53 | that and then you'll be prompted to find the application
you're working with. But in my case, I'm working with Apple Mail.
| | 01:59 | Then I have the option of choosing what I want to move in. Do I
want all my messages, my accounts, any rules I might've created?
| | 02:04 | Any signatures that I might have created? Now I know I didn't create
any new rules or signatures so it doesn't matter whether I leave
| | 02:09 | those checked or unchecked, but I do want to move the entire
account information over and it would be nice to keep all of
| | 02:14 | my messages in there so I just have
them all in one place here in Entourage.
| | 02:17 | So leaving those two checked, I'll click Next and it says,
Entourage has finished importing the data. You click Finish.
| | 02:24 | And now you go to the Tools, Accounts area. I see this POP account here.
If I double-click, you can see this in my Comcast information right here.
| | 02:31 | I click OK, close that.
| | 02:35 | If I come over here, I have this Mail Import folder now. If I look in
the Inbox, there are all those e-mails that I imported from my Mail account.
| | 02:43 | I can click on them to look at those. I'll be showing you how to
rearrange these folders here a little bit later when we get to the chapters
| | 02:48 | on working with e-mail. For now, you can see that
it did import those messages into my Entourage account.
| | 02:53 | That's basically how easy it is to import existing account
information into Entourage 2008. Again that's File, Import.
| | 02:59 | If you are importing from an earlier version of
Entourage, you would keep that selected, hit Next,
| | 03:03 | tell it which version of Entourage you are importing from
| | 03:07 | and then just continue through the setup assistant here.
I don't have a previous version of Entourage in here,
| | 03:11 | so it's not finding any, but that's how it would work.
| | 03:14 | So that's how we import information from
other e-mail applications into Entourage 2008.
| | Collapse this transcript |
| Making Entourage your default email application| 00:00 | The last thing I'd like to show you this chapter is how to set up
Entourage to be your default e-mail program on your Mac, because
| | 00:06 | after all, if you spent all this time setting up Entourage,
you obviously want it to open up when you click e-mail links
| | 00:10 | on webpages and you want to be the go-to program when it comes
to working with the e-mail on your computer. Now right now,
| | 00:16 | I have my default settings on my Mac. So if I go out to my browser,
and this is just Microsoft's press page here, with their press contacts.
| | 00:23 | They have a bunch of links over here that link to e-mail
addresses. You see down here in the status bar when I roll
| | 00:28 | over them, you can see the e-mail addresses down there.
| | 00:30 | Now when I click on one of these, the e-mail program
that opens up a my Mac right now it is Apple Mail.
| | 00:35 | But of course I want it to be Entourage. Now you can switch
the default e-mail program a couple of different ways here.
| | 00:40 | You can do it directly from Mail by
choosing Mail Preferences, going to General,
| | 00:46 | and you can choose your default e-mail reader here, either
by selecting Mail or you can choose Select and then browse
| | 00:51 | for Entourage or whatever program you wanted to use.
| | 00:54 | Or I can do it directly from Entourage, which I might
as well do since I'm planning on working in Entourage.
| | 00:58 | We do that by going to Entourage Preferences
| | 01:01 | and right under the General preferences here, we can click Set
Entourage to be my default e-mail client. That's all there is to it.
| | 01:07 | So now if I go back to my browser and click on one of these
links again, you see that Entourage opens up. In fact, if I go
| | 01:13 | back to Apple Mail at this point, I'll go ahead
and close that once, and open Preferences again.
| | 01:20 | You can see that Entourage is now shown as the default reader.
| | 01:23 | So again, you can set up the default reader in Mail
itself or in Entourage. Either way you want to do it.
| | 01:28 | I'll just quit Mail since I won't really need that again.
| | 01:31 | So basically, that's how you do it.
| | 01:33 | So now anytime you have a webpage e-mail link that you click on,
Entourage opens up a new message window and we can type up our message.
| | 01:40 | And the works not just for Safari. It works for any other
browser you have set up on your Mac, like Firefox for example.
| | Collapse this transcript |
|
|
3. Working with the Address BookImporting contacts from the Address Book| 00:00 | OK, now that we have our e-mail account information
set up in Entourage, we are going to start looking at how
| | 00:04 | to use the other functions in Entourage before we get
into the chapters on composing and receiving e-mail.
| | 00:08 | And we will start by looking at the Address Book because your
Address Book is going to be closely tied into your e-mail
| | 00:14 | as that's where all of your contacts are stored and managed.
| | 00:17 | So let's switch over to the Address Book.
| | 00:19 | Now, right now, I only have myself in here as a contact
| | 00:22 | but my own information is probably the
stuff that I need to write down the least.
| | 00:26 | What I really need is the information
for everyone else I communicate with.
| | 00:29 | So let's add some contacts.
| | 00:31 | Now in the previous chapter, I showed you how to import
your account information from older versions of Entourage
| | 00:36 | or from other e-mail applications like Apple Mail.
| | 00:38 | Now, if you previously used an earlier version of
Entourage and you imported that data into Entourage '08,
| | 00:43 | your contact should have already been imported over as well.
| | 00:46 | Let's say that I have been using OS X's built-in
Address Book application and I am making it switch
| | 00:50 | to Entourage and I want to bring my addresses over.
| | 00:53 | So I go over and open up address
book, and this is Apple Address Book.
| | 00:56 | Now, I don't have much in here right
now but enough for you to get the idea.
| | 01:00 | I have got Apple Computer, Joe Blow,
myself and lynda.com address.
| | 01:05 | It will automatically bring these addresses into Entourage.
| | 01:08 | I need to enable Entourage's Sync Services.
| | 01:11 | Sync Services keep Entourage in sync with Address Book,
| | 01:13 | and iCal for that matter which is OS X's counter
application and we will get to that a little bit later.
| | 01:18 | But to do this, I am going to go back to Entourage, bring
up Entourage Preferences and I am going to come down here
| | 01:25 | under General Preferences and select Sync Services.
| | 01:28 | And here, I have the option to synchronize contacts with Address
Book and .Mac, which is all I am going to check right now,
| | 01:33 | we have some other options here for iCal and for Notes.
| | 01:35 | But with this option selected, all of my address
book contents will be copied over to Entourage,
| | 01:40 | and thereafter any contacts you create in Entourage will also be
added to Address Book as long as you keep these options selected.
| | 01:47 | So with this selected, I'll click on OK.
| | 01:48 | Now it's going to ask me how do I want to
synchronize that information that I have selected;
| | 01:53 | if I want to combine the information meaning do I want to take
the Entourage items I have already selected with the information
| | 01:58 | in my Address Book iCal and .Mac, if I want to delete any
contacts that I might have already created in Entourage,
| | 02:04 | or do I want to delete the information from the
Address Book and move my Entourage items in there.
| | 02:08 | In this case, I am just going to combine
information because the only thing
| | 02:11 | in my Entourage Address Book right now is my own personal
contact information and that's already in Address Book.
| | 02:17 | So I will click OK and we will just
give it a couple of seconds here.
| | 02:20 | So you can see that Entourage has now copied those
Address Book addresses into my Entourage Address Book,
| | 02:25 | I kind of wish they both weren't called address
book, but I guess that's the best name for them.
| | 02:29 | So this syncing capability is especially useful if you use
Apple's iSync program to sync your Address Book and calendar
| | 02:35 | with devices like your mobile phone or a PDA, because
Entourage does not itself support syncing with mobile devices
| | 02:42 | but with the syncing turn on, you can sync
using the iSync program that comes as part
| | 02:46 | of OS X and works with Address Book in iCalc.
| | 02:49 | And the other nice thing is that you can continue to work in
Entourage only and any changes you make to your Address Book here
| | 02:54 | in Entourage will automatically get added to Apple Address Book
| | 02:57 | and then are subsequently copied to
any mobile device whenever you iSync.
| | 03:01 | Now, if you ever want to stop syncing with Apple
Address Book, just go back to Entourage Preferences
| | 03:05 | and uncheck synchronized contacts with Address Book and .Mac.
| | 03:09 | Doing so, it will not make all these contacts you imported
disappear, Entourage will just stop copying contacts back
| | 03:14 | and forth between Address Book and itself from that point on.
| | 03:18 | OK, so that's how we import existing
Address Book contacts into Entourage.
| | 03:21 | In the next movie, we will take a look
at how to manually create new contacts.
| | Collapse this transcript |
| Adding contacts| 00:00 | Now, let's take a look at other ways to
add contacts to our Entourage Address Book.
| | 00:03 | The simplest way is to be in your Address
Book and just click the New Button here.
| | 00:08 | Just make sure you click the New Button, not the little
arrow next to it or else you are going to open up a menu,
| | 00:12 | but you can't choose contact from there
and you can now see you can hit Command + N
| | 00:15 | to create a new contact, as long as
you are in the Address Book here.
| | 00:18 | Alright, so clicking New opens this Create Contact
window here and basically you can fill in as much
| | 00:24 | or as little information as you have about this person.
| | 00:26 | I am going to create a contact for a guy by the name of Philip
Fry and let's say he is actually in my band that I put in,
| | 00:35 | so he is in the band with Jolly Bricks, we'll call out the
company, and we will give him a job title of keyboard player.
| | 00:43 | We can have a work Email here and say
he works at Lynda.com during the day.
| | 00:49 | So let's say Philfry@lynda.com and if you have
any phone numbers, work or home, we can add that.
| | 00:56 | Let's say he has a mobile number so I switch that and you can
see we can choose some other different types of numbers here.
| | 01:01 | So I want to say his mobile number which
is where we get him, it's (805) 5555-309.
| | 01:09 | Now we can add an address here and I will
put in his home address, 123 Fake Street,
| | 01:15 | let's say he is in Ventura, California 93003.
| | 01:20 | Now, that's usually the basic information that
you have for most people and that often covers it,
| | 01:25 | but you can enter a lot more information about each of
your contacts, simply by clicking the More button here.
| | 01:31 | That opens up this window here and
you can see it's a card just for him,
| | 01:33 | it's called Philip Fry, that takes
you to the name and e-mail area.
| | 01:36 | You can go to the summary to see the
information that you have added so far,
| | 01:40 | but I want to add more information here
so right now we're in name and e-mail.
| | 01:42 | So if I have a title for him or a suffix or a
nickname that we call him by, we can put it in here.
| | 01:47 | If we have any other additional e-mail
addresses to add, that can be added here as well.
| | 01:51 | So if I came in here and I wanted to add
another one, it will be Phil@jollybricks.com.
| | 01:59 | Now, that's the address that I normally email him at.
| | 02:03 | Notice that the work address is currently in
bold that means it's the default e-mail address.
| | 02:08 | But with home selected here, I can click and
make default, and now that's the default address.
| | 02:13 | So basically that means when I select his name in the
Address Book and choose to create a new e-mail to him,
| | 02:18 | that's the address that will appear by default in the To field.
| | 02:21 | Now, if you use any instant messaging
clients like AOL Instant Messenger
| | 02:25 | or Yahoo Messenger, I can put that address in here as well.
| | 02:28 | I don't have that info now so I can leave that blank.
| | 02:31 | We can go over to home and if I have anymore details about his
address or if we have the web page, I can enter that there,
| | 02:37 | and you can even create Custom Fields here for any
details about his home address that might not fit here,
| | 02:42 | like maybe I can create here Phil that's
just called precisely in the back alley,
| | 02:53 | something like that just so I know exactly how to get to him.
| | 02:55 | And we can say this is a default address.
| | 02:57 | So I go over to work, this is his work information
so I can put in his work address, things like that.
| | 03:02 | I can make this the default address if I wanted to
as well and again we have Custom Fields down here.
| | 03:06 | We have a personal tab and this is where you can nurture
your inner CIA agent and keep detail notes on every one
| | 03:12 | of your contacts and enter all the important information that
you can quickly scan over by talking to this person on the phone
| | 03:18 | and pretending like you have all the stuff memorized.
| | 03:20 | And this is kind of cool, you can
put in a birthday here, like so.
| | 03:25 | And if I tab away from there, notice that
Entourage automatically calculates the age for me
| | 03:29 | so I don't have to figure that out for myself.
| | 03:31 | And by clicking on the astrology sign area, it will
automatically put in the astrological symbol for that birth date,
| | 03:37 | which is useful if you want to take advantage
of people who believe in that nonsense.
| | 03:41 | Actually, I only call it nonsense because I am
a Scorpio and Scorpios are skeptical people.
| | 03:45 | Anyway, you can also add other important personal
information here like anniversaries, spouses,
| | 03:51 | I guess I should say spouse/singular unless
you are from Utah, any interest they might have
| | 03:56 | or you can even add the names of their
children, like Buffy and Maldove.
| | 04:04 | And if you have a photo of the person,
you can even drag it right in here,
| | 04:06 | you can just take the photo and drop the image right in there.
| | 04:08 | And if that's not enough, you can go over to the other
tab where you can enter any information that doesn't fit
| | 04:13 | in the other categories, like in the notes area here I could say
he is allergic to sunflower seeds but strangely not sunflowers.
| | 04:25 | And there is also space here for custom fields as well.
| | 04:29 | Again you can just click one to give it a name and
maybe this will be hobbies, his hobby is lock picking.
| | 04:38 | And then we can do things like custom date.
| | 04:40 | So if there is a date that isn't represented anywhere else,
we can create a custom level for that like pro-hearing,
| | 04:46 | and you can type in a date here or you can actually click
this Menu and choose Insert Date and then you can browse
| | 04:53 | to the menu and find the date of the pro-hearing.
| | 04:57 | Now, there is also a tab here for certificates and this
is useful if you want to exchange encrypted e-mails back
| | 05:03 | and forth with somebody, but they actually
would have to send you an encryption certificate
| | 05:07 | and you would have to send them one of yours as well.
| | 05:08 | I am not going to get into that right at this moment,
but this is where you'd enter that information
| | 05:12 | so you can send encrypted messages back and forth.
| | 05:14 | Now, one last thing you might want to do at this point
is to categorize this person which can make it easier
| | 05:18 | to find this person or a group this person happens to
be in as your Address Book starts to increase in size.
| | 05:24 | So you can come up here to categories and you
can assign this to say, let's call this, friends.
| | 05:28 | I will close this and click Save, he has been
added here and now you see he has been categorized
| | 05:33 | with a color that's been designated for
friends as you can see here as well.
| | 05:37 | And right here, with one click, I am seeing all the information
about this person that I have added here in Address Book.
| | 05:43 | So if I were to call this person up, I can have this
information in front of me and I could talk to him
| | 05:47 | about his lock picking habit and how it
got him into trouble and his pro-hearing,
| | 05:52 | and I can ask him how these kids
Buffy and Maldove are holding up.
| | 05:55 | So that's just manually creating a contact from scratch.
| | 05:58 | Now, you can also quickly add people who
have emailed you through your Address Book.
| | 06:01 | If I go back to my inbox and say I've got this e-mail here
from Jane Levinson, I can click on the little arrow next
| | 06:08 | to her address here and choose at Address Book
and it will automatically open up a card for her.
| | 06:15 | And right now, the only information I have for her is her
e-mail address, but it's a start, so I can come in here,
| | 06:20 | first name Jane, last name Levinson and the other information
that I might want to add, I will do it for now how to save.
| | 06:26 | Saving a contact from an e-mail is not a huge time saver but
it will just save you a few seconds and a couple of clicks
| | 06:32 | to add the contact from an e-mail
instead of completely from scratch.
| | 06:35 | If I go back to my Address Book here,
you can see that she has been added.
| | 06:38 | Now of course, if you ever need to update contact information,
it's just a simple matter of double-clicking that person
| | 06:43 | and then just filling out any necessary information.
| | 06:46 | So that's how we add our contacts to our Address Book.
| | Collapse this transcript |
| Display and search options| 00:00 | As your Address Book continues to increase in size,
you might find it more and more time consuming to track
| | 00:04 | down the information you are looking for, because
once you start reaching dozens of contacts,
| | 00:09 | scrolling through your Address Book list is probably
the least efficient way to find the person you need.
| | 00:13 | Now, by default, the Address Book displays my contacts
by last name in alphabetical order from top to bottom,
| | 00:19 | but that's easy enough to change just by
clicking on the column headers up here.
| | 00:22 | So I can easily change the display of my contacts to
be reverse alphabetical order, just by clicking there
| | 00:27 | or reverse them back again by clicking there again, or I can sort
them by company, by the work phone, home phone, e-mail address,
| | 00:34 | the photo they happened to be in, what
category they are in and so on and so on.
| | 00:38 | Remember that you can also change your headers
by going to the view menu, choosing columns
| | 00:43 | and from here you can uncheck existing
headers or you can turn on more headers.
| | 00:47 | For example, you might want to get rid of the name column
and actually add columns for first name and last name.
| | 00:57 | Now, well you can quickly sort through your contacts by clicking
first name and last name if that's how you wanted to search,
| | 01:03 | I suggest taking some time to browse through the
various column headers that are available here
| | 01:08 | and figure out if any particular one might be
useful to you; and if it is, go ahead and add it.
| | 01:12 | Remember also, you can rearrange the columns
by simply dragging them left and right.
| | 01:17 | Now, sorting your contacts by columns is nice, but
it still won't always help if you are really trying
| | 01:21 | to narrow down your search to a handful of people.
| | 01:24 | That's where Entourage's search fields come in.
| | 01:26 | Now, there are two fields you can search in from here and it
can be a bit confusing, so let's take a look at them both.
| | 01:30 | First, let's take a look at the Quick Filter
bar which is this gray shaded bar right here.
| | 01:35 | Now, if you don't see this, go to the view menu
and make sure you choose Show Quick Filter.
| | 01:39 | I have Hide because I am currently showing it already.
| | 01:43 | Now, here in the Quick Filter search area here,
you can search for a contact by typing in words
| | 01:47 | or letters that you think might appear in the contacts
name or the contacts company or you can filter by category,
| | 01:54 | you can say category is all, none or
any of these other categories here,
| | 01:58 | or you can filter by project if you
are using Entourage's Project Center.
| | 02:02 | Just go back to name.
| | 02:04 | So say I was looking for a contact and I could
only remember that he went by the name Jack.
| | 02:07 | But by sorting through first names here, I don't see
a Jack listed over here so I will try typing Jack
| | 02:12 | into the filter and I can just pause a second there.
| | 02:16 | And right here, Jonathan Spar shows up and I
can see that he goes by the nickname of Jack.
| | 02:21 | If you have entered a nickname into contacts
information, you can see it appears in quotes here.
| | 02:26 | So that's the Quick Filter field, and
it's pretty much there to search just
| | 02:28 | through the Address Book when you
have the Address Book displayed.
| | 02:31 | Now, the Quick Filter bar is contextual to whichever
function of Entourage you happen to be working in.
| | 02:36 | So if you had your calendar open, the Quick Filter
bar is going to search through your calendar events.
| | 02:40 | I go back to Address Book here.
| | 02:42 | Incidentally, if you do have a search typed in here
and you want to clear it, just click x right here.
| | 02:46 | Now, if you want to do an Entourage wide search, meaning
you want to search through your Address Book or your e-mails
| | 02:51 | or your calendar simultaneously or if you
just want to search through a sort of criteria
| | 02:55 | that Quick Filter bar can't give you,
you want to use the search bar up here.
| | 02:58 | For example, I remember that there is someone in
my contacts who is allergic to sunflower seeds.
| | 03:03 | I obviously can't see that information here
so I am just going to type in sunflower.
| | 03:07 | And after a second there, one contact comes up and I am going
to click on him and if I look in the notes here, I can see yep,
| | 03:12 | he is allergic to sunflower seeds,
but not sunflowers for some reason.
| | 03:16 | But that's still just searched through my Address Book here.
| | 03:18 | Let's try a different search.
| | 03:19 | Let me clear that, because we can perform
much more detailed searches on that.
| | 03:23 | Let's say that I want to find a list of all Lynda.com employees
in my Address Book who work out of our California office.
| | 03:28 | So I will start in here by typing Lynda.com,
and that brings up these contacts here.
| | 03:36 | Now, notice the search bar again is just searching my
Address Book right now and that's fine for the moment.
| | 03:40 | But this shows me all the contacts that have Lynda.com in their
information somewhere, it doesn't specifically specify where,
| | 03:45 | but somewhere in their Address Book
entry they have Lynda.com in there.
| | 03:48 | But that's not enough.
| | 03:49 | I need to narrow down my criteria.
| | 03:51 | So I can come over here and click this + button over
here and I get another sort of criteria to work with.
| | 03:57 | So you can see, it says match if all criteria are
met or I can choose match if any criteria are met
| | 04:02 | if I have more than one criterion to add here.
| | 04:05 | So right now, it's basically saying if the item
or contact itself contains Lynda.com, display it.
| | 04:10 | But I want to be more specific in that.
| | 04:12 | I only want to display the items if they actually work for
Lynda.com so I am going to choose company contains Lynda.com.
| | 04:19 | You can see that narrow it down a bit.
| | 04:21 | You can also choose is, begins with, ends
with, exists, does not exist and so on.
| | 04:25 | That's still not enough.
| | 04:26 | I only want to see the people who work
out of our Ventura, California office.
| | 04:30 | So I am going to add another criterion and in this
case, I am going to choose phone number contains
| | 04:37 | and I know the area code there is 805, and there it is.
| | 04:40 | Now, I am down to just three addresses here, because I had
match if all criteria are met, which means that the company has
| | 04:46 | to be Lynda.com and the phone number has to contain
805 and only these three contacts fit that description.
| | 04:51 | So you can see you can get very specific
about your searching in Entourage
| | 04:55 | and you can continue to add more criteria as you go through here.
| | 04:58 | Now, after doing this search, if I think I will need this
info again if I am constantly adding employees of Lynda.com
| | 05:03 | to my Address Book and I always want to be
able to quickly contact the people who are
| | 05:06 | in the Ventura office, I can save this as a search folder.
| | 05:10 | Notice there is a Save button right here, I will click that.
| | 05:11 | It's going to ask me to give it a name and
I will call this California Lynda Contacts.
| | 05:17 | Save that, and you can see right here I now have a search folder
here under Address Book views called California Lynda Contacts.
| | 05:24 | This will constantly update itself.
| | 05:25 | If I add another Lynda.com employee who has an 805 phone number,
| | 05:29 | that person will automatically show
up when I select the search folder.
| | 05:32 | And you will notice that Entourage does come
with some pre-built search folders for you.
| | 05:36 | It's prompting me to make sure I want to say that, I can
say you don't need to say that because I already did.
| | 05:40 | So change in the past seven days.
| | 05:42 | If I have contacts who are associated with projects
that I have due today, they will show up here.
| | 05:47 | If anybody is in family category, they will show up here.
| | 05:49 | If I flagged anybody or if they are of my personal
category or work category, they will show up there.
| | 05:54 | And you can create as many of these search folders as you
want, making it again very convenient to find specific groups
| | 06:00 | of people when you need to get to them quickly.
| | 06:02 | So that's the search field in Entourage.
| | 06:05 | Again, you can use the search everywhere
throughout Entourage if need be.
| | 06:08 | I will show you one more example here.
| | 06:09 | If I come up here and type Parking, it initially just shows me
Carl's contact if I click on that, I can see in the notes here,
| | 06:19 | he covers my parking space, there is the word Parking.
| | 06:22 | But I am just searching through my address
book here, I can search through things
| | 06:24 | on my computer, all of my contacts or everything.
| | 06:28 | If I search through everything, I am searching through all of
Entourage and you can see now that a search for Parking brings
| | 06:33 | up not only Carl's contact, but three e-mails
here that have the word Parking in their subject.
| | 06:38 | And if I double-click on that to open it up, I can see this is
an e-mail that had to do with the parking lot being repaved.
| | 06:44 | So it's very easy to quickly find just about
anything in Entourage as long as you figure
| | 06:48 | out the best search words and criteria to use.
| | Collapse this transcript |
| Creating groups| 00:00 | If you find that you often have to send the
same e-mail to several different people,
| | 00:03 | for instance if you have to email everybody on your team
at work at the same time, instead of creating a new e-mail
| | 00:08 | and then dragging in everybody's names
individual or typing them out by hand,
| | 00:12 | it's much better to create an e-mail group in Entourage.
| | 00:15 | And a group is simply a collection of contacts that you
can just email at all the same time, pretty easy to do
| | 00:19 | and there are a couple of ways to create your group.
| | 00:21 | Let's say for instance that I am working
with a group of people at Lynda.com.
| | 00:25 | Now, I can create a new group by first selecting
the people that I want to add to the group.
| | 00:28 | So I will grab Lenny and Carl and say Jane here.
| | 00:33 | Now, I am doing this by holding on the command key or
the Apple key on my keyboard and clicking these contacts
| | 00:38 | so I can select non-continuous contacts this way.
| | 00:40 | With them selected, I am going to go out to the new menu
and click the little arrow next to it and choose Group.
| | 00:45 | So you can see this creates this untitled group here
and the names that I had selected are already in here.
| | 00:51 | I do want to give this group a name so I
know what this group is when I go to use it.
| | 00:55 | This might be the group of people that I work with on
the newsletter so I can call this the Newsletter Group.
| | 01:00 | Now, if I want to add any additional names here,
| | 01:03 | I can just simply click on the blank
space, it says type a name or address here.
| | 01:06 | So if there is somebody else on the team that I want to
add here, I start typing first couple letters of their name
| | 01:11 | and you can see the Entourage pulls up
any names that match with our type so far.
| | 01:15 | So Philip has come up here and because he has two e-mail
addresses, we have either the Jollybricks.com address here
| | 01:20 | or the Lynda.com address here, I can select one or the other.
| | 01:23 | Since this is work related, I will select the Lynda.com address.
| | 01:26 | And if I am done, I can just close this and save it.
| | 01:29 | So now, I have a group saved here in Entourage.
| | 01:31 | So if I go out to send an e-mail, if I come out to e-mail,
choose a new mail message and I just start typing newsletter,
| | 01:38 | you can see that my newsletter group appears right here
these four recipients and I can just click out of there
| | 01:43 | and it will automatically go to these people.
| | 01:44 | Let me just discard this, I am not
really going to send an e-mail.
| | 01:47 | Let's go back to my Address Book here.
| | 01:49 | Alright, so I am going to find my
newsletter group which is right here.
| | 01:52 | Let me double-click that to open it up again.
| | 01:54 | Couple options though we have here, first of all,
we see don't show addresses when sending to group.
| | 01:59 | This will be important to check if you
want to hide everybody's e-mail addresses
| | 02:01 | from each other when you are sending out a mass e-mail.
| | 02:04 | This is especially important if you are sending out e-mails
to people who aren't necessarily related to each other
| | 02:08 | or don't even know each other, like for instance, if
you are collecting e-mail addresses for a charity drive
| | 02:12 | that you are organizing, you don't want to
send out an e-mail that has all of the people
| | 02:16 | on your mailing, these e-mail addresses in plain view.
| | 02:19 | So you can hide that by showing don't
show addresses when sending to group.
| | 02:22 | If you need to edit your group, it's very easy.
| | 02:24 | If you want to remove somebody, simply click on their name,
delete it or double-click their name to go into their card
| | 02:30 | if you need to make any changes to their actual card.
| | 02:32 | If you accidentally delete somebody, notice there is no undo
option, but what you can do is close - group, but don't save it.
| | 02:39 | That way, your changes won't be saved, and if I go and look
at that again, you can see that Philip is still in there.
| | 02:44 | So you can see that your groups appear
right here in your main Address Book
| | 02:47 | and you can always get to them simply by double-clicking on them.
| | 02:51 | So pretty easy to do, but also very convenient to have.
| | 02:53 | If you often find yourself emailing a large group
of people, put them into an actual group here
| | 02:57 | on Entourage, it will make your life a lot easier.
| | Collapse this transcript |
| Working with vCards| 00:00 | If you are in the habit of exchanging contact information with
co-workers or clients you have probably come across vCards.
| | 00:05 | vCard is short for a Virtual Business Card and it's basically
a small file that almost all Address Book software can export
| | 00:12 | and import and it makes sharing your contact information with
other people much easier than typing everything out in the Email
| | 00:17 | by hand every time you need to send that info to somebody.
| | 00:20 | So in this movie I would like to show you how
to both send and receive vCards from Entourage.
| | 00:24 | Let's talk about sending first.
| | 00:25 | To do so you want to first find the
contact file you want to send.
| | 00:29 | So let's say I want to send my contact
information off to somebody so I will select that.
| | 00:32 | And then you can either choose contact Forward as
vCard or just press Command J on your keyboard.
| | 00:38 | That opens up a new Email message and you can see here that
I have Garrick Chow attaches a VFC file that's my vCard file.
| | 00:46 | And all you have to do then is just type the name of
recipient, maybe type a short message and then send that off
| | 00:50 | and that person will then receive your vCard and then
be able to import that into his or her Email program.
| | 00:56 | Now just be aware that vCards contain all the information
you have written in your contact info so make sure to look
| | 01:02 | through that contact carefully to be sure that you are not
accidentally sending confidential or sensitive information.
| | 01:07 | If there is stuff in there that you don't want other people
to see you can right click or Ctrl Click on the contact,
| | 01:12 | choose Duplicate Contact, double-click that contact and then
go through each one of these tabs and check out the information
| | 01:18 | in there and get rid of all the stuff that you
don't want to share and then send off that version
| | 01:22 | of the vCard to whoever you are sending the card to.
| | 01:25 | Now as far as how to handle receiving a vCard it's pretty easy.
| | 01:28 | Let's go over to my Inbox here and I did receive an
Email here from Lenny and he tells me that here's a vCard
| | 01:34 | for that new client we are talking about so I want
to add this vCard to my Entourage Address Book.
| | 01:40 | Now if I double-click it it's going to say are you sure you want
to open the attached file, it could contain a virus or something
| | 01:45 | like that but basically Entourage
says that about any attached file.
| | 01:48 | But I trust Lenny so I am going to click Open.
| | 01:50 | Now what happened here is it actually opened up my MAC
OSX Address Book and added it in there which is fine
| | 01:56 | if I have Entourage synched with Address Book which I did
do if you remember under General Preferences, Sync Services,
| | 02:03 | we have synchronized contacts with Address Book in .mac selected.
| | 02:07 | So if I go over to my Address Book sure
enough that contact does appear in there.
| | 02:13 | Now if you happen to not be synching Entourage with
Address Book let me undo that and let's just Delete him
| | 02:19 | out of here for the moment and go back to my Email.
| | 02:24 | Even if I double-click this again and
choose Open it's still going to add it back
| | 02:27 | into Address Book which I don't want it to do.
| | 02:30 | And I found the easiest way to add this vCard without going
through Address Book is just to drag it out of the Email right
| | 02:35 | to the Entourage icon that opens up that vCard and its own
window here and then all I have to do is choose File Save.
| | 02:43 | So now if I go back and look at my Address Book, there it is.
| | 02:48 | Now if the vCard that you are receiving doesn't come via Email
if you just get it on a disk or in a flash drive on a USB drive
| | 02:54 | for example all you have do is just
drag it into your Address Book.
| | 02:57 | So I am going to move this out of the way here and I do have a
vCard sitting here on my desktop, I am just going to drag that in
| | 03:02 | and that's it, that's really all there is to it.
| | 03:04 | You just take the card, Entourage reads it
right away and it's now added to your contacts.
| | 03:09 | So that's how to send and receive vCards with Entourage.
| | 03:12 | Again that can be a big time saver over typing
everything out by hand and they are supported by just
| | 03:16 | about every Address Book software
application out there on both Macs and PCs.
| | Collapse this transcript |
| Exporting contacts| 00:00 | As time goes on, your Entourage address
book becomes more and more important
| | 00:03 | because all of your contact information is stored there.
| | 00:05 | If you have ever lost your mobile phone, you know what
it feels like to suddenly be without all the names
| | 00:10 | and numbers you never bothered to memorize
because you had them all stored on your phone.
| | 00:13 | And your Entourage Address Book probably
contains even more information
| | 00:16 | than just your contacts' names, numbers and addresses.
| | 00:18 | You definitely don't want to lose all that information
should something bad happen to your computer.
| | 00:23 | Fortunately there are couple of ways to backup your contact info.
| | 00:26 | I am going to show you three methods and even though they can
be used for backup, also bear in mind that they are great ways
| | 00:31 | to share contact information with others or to
just export your contacts into a different format
| | 00:35 | so that they can be used in other applications.
| | 00:37 | Now we just talked about vCards in the previous movie.
| | 00:40 | Again vCards are nice because they contain each individual
contact's information in a single file and you can easily
| | 00:46 | and quickly backup every contact in your
Address Book as individual vCards all you have
| | 00:50 | to do is drag your Address Book from Entourage to your desktop.
| | 00:53 | I am going to make my Entourage window a little smaller
here and I am just going to drag Address Book right here
| | 00:58 | to my desktop boom hide Entourage and I have got a folder here
called Address Book, if I double click to that and open it,
| | 01:06 | you can see that I now have an individual vCard
for every single contact that's in my Address Book.
| | 01:10 | It will be a good idea to burn this to a CD as a backup
or you could move it to a folder on another computer
| | 01:16 | and then import those addresses into another copy of Entourage.
| | 01:19 | Let's go back to Entourage.
| | 01:22 | The next method of backing up is to
export your contacts as a text file.
| | 01:28 | This is useful not only as a backup method
but also if you want to use the contact info
| | 01:31 | in another program like an Excel spreadsheet.
| | 01:34 | You can just choose the contacts you want to export so you can
hold command and click Individual Contacts if you just wanted
| | 01:39 | to export those contacts or you could hit Command A on
your keyboard to select all and then choose File Export.
| | 01:47 | In this export dialogue box you want to choose to
export your contacts to a list in tab delimited text.
| | 01:52 | That means that each bit of information in each one of these
contacts will have a tab on it basically meaning the tab key
| | 01:57 | on your keyboard so it will be the first
name tab, the last name tab so on and so on.
| | 02:02 | We also have the option here to export items as an
Entourage archive which is a special sort of file
| | 02:07 | that Entourage can read and import very quickly.
| | 02:10 | So you could archive things like old
Emails, notes, counter events and so on.
| | 02:14 | But in this incidence I want to export my
contacts as a text file so with that selected,
| | 02:18 | I click the right arrow here to move on to the next screen.
| | 02:20 | It's going to ask me to save this someplace
I am just going to hit Command D to save this
| | 02:24 | to my desktop and save it as Contacts Export.txt.
| | 02:27 | If you wanted to save it at another location you
could just toggle up in the dialogue box here
| | 02:31 | on the desktop it's fine for me I
will click Save, will click Done.
| | 02:36 | Let's hide Entourage again say Command H. And there
is Contacts Export.txt, if I double click to open
| | 02:42 | that this is what it looks like in my TextEdit program.
| | 02:46 | Not very easy to read but if I open it in a program
like Microsoft Excel you can see that each one
| | 02:52 | of those contact information items
are now in their own individual cells.
| | 02:56 | So from here I could start formatting
this document however I need to.
| | 02:59 | Now if you don't know much about excel, you can
always checkout Excel 2008 Essential Training
| | 03:03 | on the www.lynda.com online training library but we are
not going to really spend much time in Excel at all,
| | 03:15 | in fact we are not going to spend anytime there right now.
| | 03:21 | Let's go back to Entourage.
| | 03:23 | Now the third method of backing up your contacts is sort of
old fashioned and that's to actually print them out on paper.
| | 03:32 | I know paper, who prints stuff anymore but it might
not be a bad idea to have a hard copy of your contacts.
| | 03:42 | Paper doesn't crash, hard-drives do.
| | 03:45 | Again you can select individual contacts to print out, if you
just wanted to select a handful of them you can hold on Command
| | 03:56 | and click them or you can hit Command A to
select them all and then just choose File Print.
| | 04:00 | That opens up my print dialogue box.
| | 04:02 | Now obviously I can't show you what this looks like on
printed paper but I can click the preview button here
| | 04:05 | to show you a PDF version and zoom in here, you can see all of
my contacts now are printed on paper Virtual Paper in this case
| | 04:08 | and they are all separated with this
nice horizontal divider line.
| | 04:10 | If I wanted to, I could print from here but also bear
in mind that this is Mac OS X so when you choose Print,
| | 04:13 | you can come over here to the PDF button and choose Save
it as a PDF Document so if you want to save this printout
| | 04:16 | as an electronic file you can do that as well.
| | 04:17 | Alright so there we have three different methods for
exporting and/or backing up your Address Book contacts.
| | 04:20 | Whichever method you choose, you probably want to go
with at least one of these and then keep that file
| | 04:23 | or that printout separate from your computer
just in case anything bad happens to it.
| | Collapse this transcript |
|
|
4. Working with the CalendarViewing the Calendar| 00:00 | Now let's turn our attention to the Calendar function
of Entourage. So I'll come up here and click Calendar.
| | 00:08 | Just like a real printed calendar, you use
Entourage's calendar to keep track of appointments
| | 00:13 | or to use the term that Microsoft likes us to use, events.
| | 00:16 | Basically anything you have to do that's tied to a
specific date or range of dates is considered an event.
| | 00:22 | Meetings, flights, dentist appointments, are all events, but the
important distinction to make is that in Entourage, events are
| | 00:29 | different from Tasks or To Do's. We'll talk about Tasks
or To Do's in next chapter, but they're basically things you
| | 00:35 | need to do that don't necessarily have
to be assigned to a specific date or time.
| | 00:39 | You can just use Entourage to keep a list of tasks that
you need to accomplish and tackle them however or whenever
| | 00:45 | you need to or want to. But when you have something the need to do
at a specific time, use Entourage's calendar for those types of events.
| | 00:52 | Now before we get into entering event details into your calendar,
let's take a few minutes here to get the lay of the land.
| | 00:59 | I'm in my Calendar area in Entourage now and I have
Calendar selected over here in the folder list area.
| | 01:04 | The most important thing to learn right off the bat is
how to navigate through the calendar's different views.
| | 01:09 | Let's start with these four buttons up here.
| | 01:12 | We've got Day, Work Week, Week and Month.
| | 01:15 | Each of these buttons gives you a different view of your
calendar. Month gives you an overview of the entire month,
| | 01:20 | which is useful for quickly seeing which days have a events
scheduled and which days are free. Right now I don't have any events.
| | 01:25 | I basically have these holidays listed.
So I've got a pretty free month at this point.
| | 01:29 | We've got our Week view. The Week view shows you
your entire week from Sunday through Saturday,
| | 01:34 | with each day divided into these hourly increments.
| | 01:37 | Any events you have scheduled here will appear down here in
this area, so if I had a scheduled event tomorrow from 11 to 12,
| | 01:43 | I'd see a little colored block right here.
| | 01:46 | If you have any all-day events during this week, they'll appear
in this top pane up here and you can see Martin Luther King Day
| | 01:51 | was on Monday. And that's considered an
all-day event so that appears up here.
| | 01:55 | Also notice the subtle shading of the blocks
| | 01:58 | between the hours of 9 a.m. and 5 p.m.
You can see they look a little bit different there.
| | 02:04 | Entourage automatically highlights the hours of a typical
work day in Week view so you can see right away if an
| | 02:10 | event this can happen outside of your work hours.
| | 02:12 | And you can specify different work hours, if you're not a
9-to-5 person. I'll show you how to do that in just a minute.
| | 02:18 | Now the reason Friday looks a little bit different here because
it is currently Friday as I'm sitting here recording this
| | 02:23 | and Entourage always highlights the current day differently
so your eye is drawn to that area right away.
| | 02:29 | Now if you want a closer look at your work week, you can switch
to Work Week view. And now you'll notice the calendar only displays
| | 02:35 | Monday through Friday. This view lets you get a more focused view
of your work schedule without any weekend events distracting you.
| | 02:42 | The final view here is the Day view, which you probably figured
out shows you just your schedule for the day you have selected.
| | 02:48 | And again, it highlights the work hours
| | 02:52 | by coloring them differently than the non-work
hours, and again it's from 9 to 5 in this case.
| | 02:56 | So those are the four main views for the calendar. Which one you
prefer to it to look at really depends what kind of schedule you keep.
| | 03:03 | If your day is absolutely packed from start to finish,
you might find yourself in the Day view must often.
| | 03:08 | I personally usually have events that span several days
at a time like conferences or training sessions, so I usually
| | 03:14 | spend a lot of time in the Month view so I can see where I'm
going to be from week to week again. It really depends of what kind
| | 03:19 | of schedule you keep and you probably will find that you will
travel back and forth between these four views fairly often.
| | 03:24 | Now some other navigation tips to keep in mind, you can jump
to any past or future date in your calendar by clicking the
| | 03:30 | View Date button here. And from here you can either type in
the date you want to jump to, which I think is kind of a hassle.
| | 03:35 | It's probably easier to click a little Calendar icon
here and just go forward to whatever date you want.
| | 03:40 | Click on that date. Click OK.
| | 03:43 | And you can see I just jumped right to that date. Now
because I was in Month view, if I click on April 10th,
| | 03:47 | it just took me to the April calendar.
| | 03:50 | You can also use the mini calendar here in the lower left-hand corner.
If you want to see more months of the time, just drag this panel up,
| | 03:57 | and you can easily navigate forwards or backwards,
| | 04:01 | in the months just by clicking this little arrows here
or jump to the current month by clicking this button.
| | 04:06 | So I wanted to jump to a specific date
here in March, I can click on that date.
| | 04:13 | You can see it takes the right to that day. So that's a
little bit different that using the View Date button up here
| | 04:17 | because even though I clicked April 10th, it took me to April
but down in the mini calendar, I clicked March 27th and that
| | 04:22 | actually took me to Day view. So those two
functions work a little bit differently that way.
| | 04:28 | And you can always quickly get back
to the current date by clicking Today.
| | 04:33 | Again what you see when you do so is going to depend on what view you're
currently in. I was in Day view so when I click Today it took me back
| | 04:41 | to today in Day view. But if I'm Month view here looking in March
and I click Today that's going to take me back to the current month.
| | 04:49 | And so on and so on. Not a big deal, but it can be a bit
disorienting at first if you're expecting to see the Day view when
| | 04:54 | you click Today and you end up still in Month view. Alright.
That's pretty much the gist of Entourage's Calendar view.
| | 05:00 | Now let me show you one more thing here.
I'll go to Entourage, Preferences
| | 05:05 | and go to Calendar. It's in here where you can specify how
the calendar is going to be displayed in your different views.
| | 05:11 | If you more of a "Monday is the first day of the week" sort of
person, you can say your first day of the week is Monday.
| | 05:17 | I click on that and see that now
it goes from Monday through Sunday.
| | 05:20 | Select Preferences. I'm more of a Sunday
kind of guy so let's go ahead and keep that there.
| | 05:26 | And down here under Calendar work week and Work hours
is where you can change how you work week is displayed.
| | 05:32 | So if you only work Tuesdays and Thursdays from 10 to 2,
| | 05:36 | you just uncheck everything in here, but Tuesdays and Thursdays.
| | 05:43 | Oops. And say you work from 10 AM to 2 PM. Click OK.
| | 05:51 | And if I go to say, my Week view now,
| | 05:55 | you can see that the white highlighted
areas here are considered my work hours.
| | 05:59 | If only. [Laughs.] I'll go back to Preferences here. I'm just
going to check everything again, switch that back to 9 to 5.
| | 06:10 | OK. Now there are couple other preferences in here that have
to do with events and reminders, but let's move on and talk about
| | 06:16 | scheduling events before we deal with these.
I'll click OK, set everything back to the way it was,
| | 06:21 | and in the next movie we'll start adding events to our calendar.
| | Collapse this transcript |
| Adding events| 00:00 | Now let's take a look at how we add events to our calendar. If you
really commit to keeping your schedule in Entourage, you'll find
| | 00:06 | that it can be a great tool for keeping yourself organized and on time,
but you really have to keep up with keeping your schedule up to date,
| | 00:11 | because Entourage can't enter your appointments for you.
Well, actually it kind of can if someone has sent you
| | 00:16 | an invitation to an event but we'll talk about that in the next movie.
Right now I want to show you how to manually add events to your calendar.
| | 00:23 | And of course there are several ways to add a new event. You can
click the New button up here or you can click the arrow next to it
| | 00:29 | and select new or as you can see here, you can press
Command + N when you're in the Calendar view or you can
| | 00:34 | double click on the calendar itself on
the date or time where the event is occurring.
| | 00:38 | The double clicking method can save you some time because
Entourage will automatically fill out the date and time
| | 00:43 | based on where you click.
| | 00:45 | So for example if I have to schedule a meeting of the company
party planning committee for next Friday at say, 2:30 PM
| | 00:51 | I can go to my Week view here or my Work Week view.
Click the arrow here to jump forward a week and next Friday,
| | 00:57 | which is February 1st and I'll just
double-click on the 2:30 block right here.
| | 01:04 | And that opens the New Event window and notice that the
start time and date have already been filled out correctly.
| | 01:09 | Here's February 1st, 2:30 p.m. Entourage
defaults to give me a 30 minute event here.
| | 01:15 | But my meeting's actually scheduled for an hour so I'll just change
this to 3:30. Alternately, I could have just typed in 1 here in the
| | 01:23 | duration field. That would automatically change the time. So if I type
2 here and tab out of there, you can see that changes that to 4:30.
| | 01:29 | But it is only a one-hour meeting so we'll just put that back to 1.
| | 01:35 | Now it's just a matter of filling out as many of the remaining
fields here as I need to. So you definitely want to give it
| | 01:39 | a subject here. Party planning committee meeting. Location- we'll
say it's in conference room B. Start and end time are taken care of.
| | 01:53 | Now we have this Occurs menu here. This is for determining
whether this event is a one-time thing or if it's a recurring event.
| | 02:00 | So for example, if this committee has to me every Friday in
February, I would change to this from only once to every Friday.
| | 02:07 | Now it'll say something different depending what date you have
selected, so I currently have a meeting planned on Friday,
| | 02:12 | so it now says every Friday. If I had the meeting every Tuesday, it would
say every Tuesday. It also happen to be the first day of the month.
| | 02:18 | So you can see it says Day 1 of Every Month here. If I wanted
this to occur on a first date. But if I had chosen the 14th
| | 02:24 | of February, it would say Day 14 of Every Month here.
| | 02:27 | But I want this to occur every Friday,
| | 02:30 | but now it's also important that I click the Edit button
here to specify when to stop repeating the meeting or else
| | 02:35 | it will end up on every Friday on my calendar until the
end of time. So let's click Edit here and you can see here this
| | 02:40 | in the recurrence pattern here. It's going to happen every week,
recur every week on Friday. You can change any of these that
| | 02:46 | you like and start and end is currently set to No end date.
| | 02:50 | I can end after a certain number of occurrences, or I can
end by a specific date. So I can say I want this to end by...
| | 02:57 | March 1st. And it is a recurring event, so I'll click OK.
| | 03:02 | And again, you can set up other recurrences here as well.
Notice that automatically change to Custom here
| | 03:08 | because I customized my recurrence preferences.
| | 03:11 | The rest of these are pretty self explanatory I think.
You can have it occur every day or every week day.
| | 03:15 | Now I'm personally always forgetting appointments so
I almost always take advantage of this reminder feature here.
| | 03:22 | So I'll leave the default of 15 minutes here because let's say
the conference room in the same building as I'm in. That way,
| | 03:27 | 15 minutes before the meeting, an alert will pop-up
on my screen reminding me to attend the meeting.
| | 03:33 | And the nice thing is that Office doesn't even have to be running.
Entourage doesn't have to be on for that alert to pop-up.
| | 03:38 | As long as my Mac is on, I'll get the reminder. And if I have
any notes to myself for any other information that I want add here,
| | 03:45 | I can just type them in here.
| | 03:47 | I can remind myself that, 'The heat has been
flaky in the conference room. Bring a sweater.'
| | 03:58 | And that's it. Now just I can show you what this reminder
looks like when it pops up, I'll change this to remind me
| | 04:05 | say, 8 days before the scheduled event. The event right
now is actually only a week away so that should make
| | 04:11 | the reminder pop up right away.
So I'll go ahead and close and save this.
| | 04:16 | And sure enough, right away a little reminder's popped up and you can
see that actually shows up on my dock as Microsoft Office Reminders.
| | 04:23 | That's the application. So this is what would've occurred
15 minutes before the meeting if I had left it at 15 minutes.
| | 04:29 | So I see Party Planning Committee meeting's in conference room B.
That's the date and now I can actually choose to either snooze this
| | 04:36 | and I can have it re-pop up at any one of these times. So if I
want it to show up five minutes before, or 10 minutes before,
| | 04:41 | a couple days before, I can do that again.
| | 04:43 | If I want a reminder a day before again,
I can just switch this to remind me one day before.
| | 04:49 | Dismiss it by clicking Dismiss and the reminder won't pop up again.
| | 04:53 | And I go look at my month for February here, you can now see
all the meetings have been set up for Fridays in February.
| | 04:59 | If I go forward another month you can see that end, right
on February 29th, because I hold to stop occurring on March 1.
| | 05:04 | Now I probably should have categorize these meetings as work
related events. It's always a good idea to categorize your events to
| | 05:11 | make it easy to sort through the schedule.
So to edit an event, just double click it.
| | 05:15 | Now because this is the recurring event,
| | 05:18 | Entourage wants to know whether I want to edit the entire series
or just this one occurrence. I want at all events in this case.
| | 05:24 | So I'll choose Open the series and
I'll just change the category here to Work.
| | 05:31 | And we'll close and save that.
| | 05:34 | And now they're all highlighted in the work color.
Now let's say that the meeting on the 15th gets canceled.
| | 05:39 | To delete an event from your calendar,
all you have to do is select it
| | 05:43 | and just hit Delete on your keyboard. But because this is again
a recurring event, I'm asked whether I want to delete the entire
| | 05:48 | series or just the selected event. In this case I want to get rid
of just this one. I don't want to delete every one of these events.
| | 05:54 | Click OK and you can see just that one is gone.
| | 05:57 | Now another way to delete an event is to open it,
| | 06:00 | so I'll double-click again, and incidentally, make sure you
double-click on the time if you're looking in month in this case because
| | 06:07 | double-clicking on the text actually selects
the text here. So I double-click on the time.
| | 06:12 | You can also do this in any of your other views
as well, if you make a change one of your events.
| | 06:17 | In this case in Week view, double click the left side here, this bar.
And I'm going to open again just this one, not the whole series.
| | 06:23 | And to delete this event from here I can click the Delete
button. Now it doesn't prompt you and ask if you're sure;
| | 06:28 | it just deletes it right off of there.
| | 06:32 | So you can see I've just deleted that occurrence of the event.
| | 06:36 | Alright. So that's the basics, but I want to add a couple more
events here just to show you some more possible scenarios.
| | 06:41 | Let's say I have a dentist appointment
coming up on March 27th. Let's go over to March.
| | 06:47 | Here's the the 27th. I'll just double click in here.
| | 06:50 | Now because I clicked in my Month view, it just
gave me the default time of 9 a.m. to 10 a.m.
| | 06:55 | If I had been in my Week view, again I could
have clicked on a specific time block there.
| | 06:59 | Let's say this is a dentist appointment.
| | 07:03 | And let's say this is in Lancaster.
| | 07:13 | And this is at 10 a.m., not 9 a.m., and
it usually takes about an hour so we'll leave that.
| | 07:18 | It only occurs once. This will not be recurring.
| | 07:21 | I'll leave the reminder on, but let's assume that the dentist's
office is at least an hour away from me. So I'll set this up to
| | 07:26 | remind me two hours before the event and I'm also
going to take advantage of the Travel time option here.
| | 07:33 | You'll see with that does in just a moment here, but let's say
it takes me about an hour to get there so let's put in one hour,
| | 07:38 | both before and after, because I have to travel one hour to get there
and one hour to get back. Maybe I'm seeing some kind of specialist.
| | 07:46 | Alright. So is going to be a Personal event.
| | 07:47 | We'll close and save that. it appears in my monthly
calendar here, but let's go over to the week here.
| | 07:55 | We'll go over to March 27th. I'll just use the mini calendar here.
| | 07:59 | And let's look at this. Now notice that even though the appointment
is scheduled for 10 a.m., it's right on the 10 a.m. line, because I
| | 08:04 | scheduled in travel time, it blocks in an hour before and
an hour after, just so I know that in case somebody wants to
| | 08:10 | schedule an appointment with me, say at 9 a.m, I can look
at my calendar and say, "Oh, I'm going be on the road then."
| | 08:15 | So that's the travel time option when you set up an event.
| | 08:19 | Let's take an example of an event that
spans several days. Let's go over to April.
| | 08:26 | And I know I will be attending the the National Association
of Broadcasters event in Las Vegas, April 14-17. So let's just
| | 08:35 | double-click on 14th. And this will be NAB, in Las Vegas. Now this
is going to be an all-day event. I'm going to be there all day.
| | 08:44 | Basically I'm going to be on the road and all of my time is
going to be taken up here. So I'm going to click All-day event
| | 08:49 | and you can see that gets rid of the time fields here.
| | 08:52 | And it's going to start on April 14th and it will end on the 17th.
| | 08:57 | Don't really need a reminder. It will occur only once. Travel time-
I don't really need to worry about that. I'll be traveling anyway.
| | 09:03 | so I'm not going to bother with that, but that's
basically all the information I'll put here.
| | 09:06 | This will again be work related. Save that.
| | 09:11 | And that's what a multi-day, all-day
event looks like on your calendar.
| | 09:15 | You can see it's just shows me NAB all the way,
14th through the 17th here. If I look at the week,
| | 09:20 | you can see it occurs up here in the all-day events,
spanning the 14th to 17th and so on and so on.
| | 09:29 | Alright, one more thing I want to show you. If you recall
from the previous chapter, you can have the birthdays or
| | 09:35 | the anniversaries of your contacts in the address book area.
So let's go in to Philips here and I'm pretty sure we added...
| | 09:42 | Yup, his birthday's here. November 17th, 1972. He just happens
to share my birthday. And notice this little calendar icon here.
| | 09:49 | Now I can insert a particular date, if I wanted to specify
what date his birthday was, but I've already done that.
| | 09:55 | The other option here is to Add to Calendar. By selecting
that, that basically opens a Birthday event window here.
| | 10:02 | So on November 17. It's a all-day event. Maybe I want a reminder
here of one day so I can remember to send him an e-mail
| | 10:09 | to wish him a happy birthday.
| | 10:10 | And notice it is already set up to occur every November 17, as his
birthday should happen every year. So we'll close and save that.
| | 10:18 | Tells me this event has happened in the past. Of course it happened
in the past. It happened in 1972 but that's fine. We'll click Save.
| | 10:23 | Gave me a reminder here.
| | 10:28 | Tells me it's overdue. Don't have to worry
about that and let's go back to the calendar.
| | 10:35 | If I go and look in a November.
| | 10:39 | And there's the birthday listing right there.
| | 10:45 | Alright. So this is just another thing you can do. If you do need
to remember people's birthdays and you have them in your contacts,
| | 10:49 | you send them directly to your calendar from the address book.
| | 10:52 | Alright. So that's how we add, modify and
delete events in the Entourage calendar.
| | Collapse this transcript |
| Sending and receiving invitations| 00:00 | If you use Entourage's calendar to manage your schedule, I think
you'll find that one of its most useful features is the ability
| | 00:05 | to send and receive event invitations. With Entourage you
can exchange event invitations of the other Entourage users or
| | 00:12 | anyone using a calendar software program that supports
the iCalendar format, which is a format that allows people
| | 00:17 | to click a small file attachment to
automatically add dates to their calendars,
| | 00:20 | and it's supported by Apple iCal
and Microsoft Outlook among others.
| | 00:24 | Say you want to schedule a meeting with several coworkers.
All you have to do is put the event on your calendar and click
| | 00:30 | the Invite button to add the e-mail addresses of everyone
you want to invite to the meeting. The recipients of the e-mail
| | 00:35 | gets your invitation and if they're using a calendar that supports
the iCalendar format, they can respond back to you saying
| | 00:41 | whether they accept, decline or tentatively accept
the invitation. When you receive the response,
| | 00:46 | their status is automatically added to the event in your calendar.
| | 00:50 | So let's see how this works. I want to schedule a lunch meeting for
say, February 6th at noon. So I'm going to jump over to February here
| | 00:58 | and just double-click on the 6th and we'll say this is
a lunch meeting and we'll have it at the Burger Joint.
| | 01:11 | So this will be on the 6th, it will be at noon. So let
me just bump that up to noon and we'll give it about an hour.
| | 01:17 | Won't bother with reminders and it's only an happen once.
| | 01:21 | We'll just say, "Meeting to discuss trade show schedule."
| | 01:30 | Now I just need to click the Invite button up here and
start adding the people I want to invite to the meeting.
| | 01:35 | So I'm going to add Carl.
| | 01:38 | Should add another one there. Click the Add button. We'll invite
Lenny and let's add one more. I keep pressing Return by accident.
| | 01:47 | I should just keep clicking the Add button there.
And we'll invite Jan. So click there. OK.
| | 01:54 | So we're adding three people for this meeting. And you can see
their names listed here and this in the event information that
| | 02:00 | they're going to receive. I might as well
just make this work related while I'm at it.
| | 02:04 | And now send I'll this out to all three of them.
| | 02:11 | [Short burst of music as the email is sent.]
OK. The message has been sent,
| | 02:14 | and now I just wait for the responses. I can see the meeting appears
right here. If I click in there, I can see the event information.
| | 02:19 | You can see I now have this bar that tells me
the invitation has been sent and I can view attendee status
| | 02:25 | and it lists my attendees and currently there are
no responses from anybody because I just sent that out.
| | 02:32 | Now while we're waiting let me show you what looks like
to receive an event invitation. I'll go over to my inbox
| | 02:38 | and sure enough I've got this e-mail here too that I received from
myself [laughs] that invites me to go bowling on February 2nd here.
| | 02:48 | It tells me where,
| | 02:49 | it tells me that it's all you can bowl for $10, and
be there. Notice here that because I'm working Entourage,
| | 02:54 | I have this bar here that says, "You haven't responded to
this invitation. Accept, Decline or Accept tentatively."
| | 03:00 | So I'll say Accept.
| | 03:02 | Then I have the option to accept with comments, without comments
or do I even want to send a response at all? But I do want to
| | 03:08 | send a response that I want Garrick [laughs] to know that I'm going
to be attending the bowling party. So I'll say, "Yes, with comments."
| | 03:15 | So click OK. So you can see it opens up a new
e-mail here. Everything is already filled out.
| | 03:20 | It's from me. It's actually using the Carl e-mail address to send
this to myself and says "Subject: Accepted Bowling." Time. Location.
| | 03:28 | The original text is here and I'll just say,
"I'll be there, but at 9:30."
| | 03:37 | And we can send that off. [Short burst of music.]
| | 03:41 | Now the person that sent this will receive my message saying
that I can attend and my status will show up in his calendar.
| | 03:48 | Alight, so let's check our e-mail now to see if
any of my lunch meeting attendees have responded.
| | 03:53 | I'll click my Send and Receive button
here to make Entourage check for new mail.
| | 03:57 | Alright. So it looks like both Lenny and Carl have
responded here. Let's go in to click and see that they said.
| | 04:05 | Now I can see here that it says Carl has accepted but he has also
added the note here, "I can make it but can we have lunch at
| | 04:11 | someplace less greasy?" I'll consider that. Then
we can check out Lenny's here. It says here that
| | 04:17 | he has tentatively accepted and he says, "I might have to work
through lunch that day. I'll e-mail you back when I know for sure."
| | 04:23 | OK. So two response out of three so far. I go back to the calendar
and find my lunch meeting event here. Let's open that up.
| | 04:32 | Notice here, I can again View attendee status.
| | 04:35 | You can see that it's automatically been updated here. Carl has
accepted, Lenny is tentative and so far no response from Jan.
| | 04:42 | But you know what? Now that I think about it I might just remember
that Jan doesn't use Entourage or iCal or any programs like that.
| | 04:47 | She usually checks her e-mail through the web and can't really
respond automatically. She could send me an e-mail back,
| | 04:52 | but maybe I'll give her a call. Let's just imagine that I
called her. She said she could come, so I can just say she accepted.
| | 04:59 | So that's how you manually change the attendee status.
| | 05:04 | Now if you need to change the details of the event at any time,
all you have to do is double click it to open it to open the event window
| | 05:10 | and just make any changes that you need to.
So maybe we're honoring Carl's request here and
| | 05:14 | we're going to meet at the Veggie Joint
instead of the Burger Joint.
| | 05:18 | Notice now there's this button up here labeled Send Update.
| | 05:22 | So I can click that and that will automatically re-e-mail all
of my attendees to let them know that the event is changed.
| | 05:28 | [Short burst of music.] So if I go back and
look at the event again and View attendee status,
| | 05:33 | notice now these are saying no response again,
because they haven't responded since I sent the update.
| | 05:38 | But as their responses roll in and I read their e-mails, these will
automatically be updated, except for Jan who doesn't use Entourage.
| | 05:47 | If you need to cancel an event entirely, you open it up and notice
there is a Cancel Invite button right up here. We click on that,
| | 05:55 | and it says, "Do you want to notify the invitees?" And yes,
I will want to notify them and we'll do it with comments
| | 06:00 | so they know why we're canceling the event. So I click on OK.
| | 06:04 | It opens up another new e-mail and you can
see that they're all addressed here already.
| | 06:08 | I can say, "The Veggie Joint burned down."
Or whatever my excuse is. Send that off,
| | 06:19 | and notice that the lunch meaning is no longer
here on the 6th, because I canceled it. [Music plays.]
| | 06:25 | So that's how to send and respond to event invitations in Entourage.
This is a great way to interact with your co-workers and
| | 06:32 | friends and set up meetings and appointments
without actually having to speak to anybody face-to-face.
| | Collapse this transcript |
|
|
5. Working with Notes, Tasks, and My DayWorking with notes| 00:00 | In the previous chapter, we look at how to use Entourage's
Calendar function to keep track of events that were tied to
| | 00:05 | specific dates and times. In this chapter we're going to look
at some other features of Entourage to help you keep track
| | 00:10 | of things you have to do but that might now
necessarily have to be done at particular times.
| | 00:14 | Specifically, we'll look at how to work with notes and tasks,
which are the next two components here in the toolbar area.
| | 00:21 | So let's start with notes. And if you recall back in Chapter 1,
I did actually create a brief note in here. I asked if my
| | 00:27 | jeans made me look fat. So basically the notes area is
exactly what it sounds like it's for. To take any random note
| | 00:34 | or thought that crosses your mind, to jot down directions if
someone's reading them to your the phone. Basically anything
| | 00:39 | you might write down with a pen and
a notepad that was sitting on your desk.
| | 00:43 | For example maybe you're listening in to a conference call and
you want to jot down notes in one location during your meeting.
| | 00:48 | During the call, you might get new phone numbers or addresses
or set up appointments but rather than switching back
| | 00:54 | and forth around Entourage's Address Book and Calendar,
making people wait for you to get ready to take that information
| | 00:59 | it's probably easy to write down all your notes in the
Notes section and then sort to them later, putting any important
| | 01:05 | information into its proper location.
| | 01:07 | So to create a new note, we've seen this already,
we just come up here and just click New,
| | 01:11 | This opens up a new untitled note and let's just use the
conference call example. I'll call this "January conference call."
| | 01:24 | And now that I'm ready to go, let's just assume I'm listening
in on the the conference call, and I'll just jot down things
| | 01:29 | that come up. Maybe the first thing I'd write
down is who is attending the conference call.
| | 01:39 | And as I'm sitting there listening to people, I'm wondering,
Hmm, Lenny's his voice sounds kind of weird.
| | 01:45 | What's up with Lenny's voice today?
| | 01:49 | Little things to myself here. And now we were talking about a
company retreat. Maybe they're saying it's going to be in April
| | 01:58 | and it might be in Vegas or San Diego.
| | 02:04 | And so on and so on. Basically I can just type anything I want here
and one nice of the things about notes in Entourage is that they
| | 02:10 | can be formatted just like a word processing document. You
might have already have notice the formatting toolbar here.
| | 02:15 | And it works just like any other word processor.
Basically you select the text you want to change,
| | 02:20 | And then you could pick a font,
| | 02:25 | or you can change the size.
| | 02:28 | Make it bold or italicized or underlined,
and anything you wanted to do there.
| | 02:34 | We can align text,
| | 02:37 | turn it into a numbered list, or a bulleted list
| | 02:41 | or indent it some.
| | 02:42 | Basically anything you can do in a word processor.
| | 02:46 | And if you find you're going to staring at your notes for a
long time it might even be easier on your eyes to change the
| | 02:51 | background color of your notes, right over here with
this little paint bucket icon. I can choose parchment;
| | 02:56 | that's a little easier to look at. Maybe I can
change all the text to this maroon color here.
| | 03:02 | Make a little easier on the eyes.
| | 03:04 | And then there are some nice little extra like this horizontal
divider. So if I wanted to put my cursor here and hit the
| | 03:10 | horizontal divider, I can split up my
notes into different sections or thoughts.
| | 03:14 | Maybe after we talked about the company retreat here we move onto a
different topic and basically I can just separate things out that way.
| | 03:20 | There is even a time stamp button over here so when you click on that you
can make a notation of the exact time when you made a particular note.
| | 03:28 | So at this particular moment I wrote "this note," what ever I
happened to be writing. You can use the timestamp button as
| | 03:35 | many times you want so you see can constantly note the time
of your entries within your note. So if few minutes and I want
| | 03:42 | to make that clear, I would click that again. Yes, one minute
has gone by. There. Notes can be multimedia too. The Insert menu
| | 03:50 | up here at the top shows that you can insert pictures,
background pictures and even sounds and movies into notes.
| | 03:56 | So for example if I just want to grab an image from lynda.com
| | 04:02 | maybe I'll go to my author page here.
| | 04:08 | There's me. Let me just hide Entourage for the moment.
| | 04:13 | Drag my picture to the desktop.
| | 04:16 | Let's go back to Entourage and find my note.
| | 04:23 | There we go. And I'll insert a picture.
| | 04:26 | On the desktop, there's my picture. And there it is. So you can either
insert it that way. You can even just drag them in. You don't necessarily
| | 04:33 | have to use the Insert button here. So notes are your all-purpose
scratchpad where you can write and add anything you like.
| | 04:39 | Again, you can always go through and copy and paste content into
other areas like the Address Book of Calendar if you need to.
| | 04:46 | When you're done with your note, just hit Save.
You can hit Command + S or File, Save,
| | 04:51 | and it gets added to your Note list.
| | 04:54 | You can see it right there.
| | 04:55 | If you need to edit, just double click it and you can make any
changes you like. Maybe I want to add this as a work category item.
| | 05:05 | And I just realized that the somebody else was sitting in,
Michael is sitting in too, so I'll ad him to the list.
| | 05:10 | And if the note is no longer relevant, you can
always click the Delete button here to get rid of it.
| | 05:16 | I won't do that. I'll just save it here. Like the other sections of
Entourage you have a Views area here where you can filter through the
| | 05:23 | notes to find notes that have changed in the past week, we
can search by category, if I just clicked the Work Category,
| | 05:27 | you can see just that conference call appears there.
| | 05:30 | Or you can also use the Quick Filter bar here to search for items.
| | 05:35 | If you're looking at your notes, you can type in a keyword
and say the title is, category is, project is, or you can use the
| | 05:40 | Search field up here. Again I showed you how to use the Quick Filter
area and the Search field in the chapter on the Address Book.
| | 05:48 | So if you need to review that, you can go back and check out that movie.
| | 05:52 | OK. So that's Entourage's Notes section.
In the next movie, we'll talk about the Tasks area.
| | Collapse this transcript |
| Creating tasks| 00:00 | OK. Now let's talk about tasks. I'll switch
over to the Tasks section here in Entourage.
| | 00:05 | You can see I did create a task here in the first chapter,
but we'll do a couple more here. So you want to think of tasks as
| | 00:12 | the items that you need to do. Which can be a little confusing
at first because there is also this To Do button here that
| | 00:17 | also appears in the Mail section and
in the Address Book section, we have these little To Do flags.
| | 00:24 | We'll get to these To Do's a little bit later. For now just think of
the task section as the area where you store the things you need to do,
| | 00:31 | like returning phone call or getting your tires rotated
or buying groceries, getting a haircut and anything
| | 00:37 | else that needs to get accomplished at some point.
| | 00:39 | Your tasks don't have to be due on a specific date, although
you can tag them as being due on a specific date if you want to.
| | 00:46 | But you can also leave them completely open ended, basically
just so there is reminder you have to eventually get something done.
| | 00:51 | So to create a new task we just click the New button. That opens
a window that looks a lot like the New Event window that you
| | 00:57 | see when you're working with your calendar.
But unlike the calendar, the start date and due dates
| | 01:02 | have little check boxes next to them,
indicating that they're optional.
| | 01:06 | So let's say I need to remind myself to pick up dog food. Now I
know I have enough dog food at home to feed my dog for at least
| | 01:15 | another week, but I definitely need to get some soon. So I'm not
going to bother with a start date, but I will set a reminder for
| | 01:22 | myself. If I don't get any by say, next Tuesday
by this time to give me a reminder at 9 a.m.
| | 01:30 | You can also prioritize your tasks from highest to lowest or just normal.
| | 01:34 | Buying dog food is probably just a normal priority and isn't really
that urgent. So I'll leave Normal selected there and if I have
| | 01:40 | any other notes or reminders related to this task, I can
type them down here, but I don't have an in this case.
| | 01:45 | I just categorize this as Personal
| | 01:49 | and I'll close this and save it.
| | 01:53 | And now I see my task listed here and
I've got a little reminder icon there.
| | 01:57 | It tells me no start date, no due date.
| | 02:00 | I'll assign a few more tasks. I'll click the New button again.
Remind myself here that I have to clean out the garage. I won't have
| | 02:11 | a start date or end date. That's just something I wan to remind myself
to do. I can even say that's sort of a low priority at this point and
| | 02:17 | we'll save that and actually let me make it a personal thing too.
| | 02:26 | And we'll Save.
| | 02:28 | There's Clean out garage. You can see the little arrow here, pointing
down indicating that this is a low priority item and you can click
| | 02:33 | all these column headers if I wanted to sort by priority or
by whether it is recurring or not, or whether it is a reminder.
| | 02:40 | And so on. Let's add another one.
| | 02:43 | And let's say I want to remind myself to pay the electric bill.
I know this is due on a particular date. So let's check
| | 02:53 | due date, and it's due on the 30th.
| | 02:57 | That will be a normal priority, but that does occur every
month so let's just say it's on the 30th of every month.
| | 03:03 | You can see here that it added that bar
here that says due Day 30 of Every Month.
| | 03:07 | Now if I want to further edit that, I could come in here and
this is a lot like setting up an event in the calendar area.
| | 03:13 | We'll go ahead and save that.
| | 03:17 | Pay the electric bill. And it has a recurring icon there now.
Now I have this list of tasks and like the other sections in
| | 03:23 | Entourage again I can sort on them by my clicking on
the column header, by clicking Start Date or Due Date
| | 03:28 | or by the Task alphabetically if I needed to.
| | 03:33 | By the status or by the priority or so on and so on.
| | 03:37 | Now if you get around to actually completing one of your tasks,
you can check it off if just by clicking any of these checkboxes here.
| | 03:42 | So if I manage to pick up dog food, I could just
check that. You see that Entourage crosses that out.
| | 03:48 | And if you did set any reminders, notice that the reminder icon
then disappears, meaning in that even if I double-click this,
| | 03:54 | I'll see that the reminder's still set here. The reminder icon
has disappeared because it's been crossed out so little reminder
| | 03:59 | will no longer pop-up telling me to remember
to buy dog food because I already did it.
| | 04:03 | Also keep in mind, just like the other sections in Entourage
you have these Views menus here so you wanted to see
| | 04:09 | tasks that have changed in the past seven days
or completed or that are due today and so on and so on,
| | 04:15 | you can click these items here to view your tasks that way.
| | 04:18 | And you can see under Completed, Pick up dog food appears there.
| | 04:22 | We also have this status menu up here that
shows just incomplete tasks or complete tasks.
| | 04:30 | Or I can show by due dates, Due Today or Due This Week.
| | 04:34 | Let's go back and look at incomplete tasks there. Now Entourage
will continue to remember your tasks so even if I go under
| | 04:40 | Completed there, it will remain there, but if I do want to
get rid of a task once it's done, I can select it, hit Delete.
| | 04:46 | It will say, "Are you sure?" We'll say, "Delete", and then it will be gone.
| | 04:50 | Alright. So that's how do manually work with tasks. There is
another way to create items for your task lists and that's by
| | 04:57 | linking tasks and things like e-mails or notes but we'll look
at how to link items together little later in this chapter.
| | 05:02 | First I want to show you how to turn various items in Entourage
into To Do items and we'll look at how to do that in the next movie.
| | Collapse this transcript |
| Flagging an item as a to-do| 00:00 | Now we'll take a look at another new feature of Entourage 2008,
the To Do list. Like Entourage's Task area, the To Do list gives you
| | 00:07 | a single place to keep track of all the things you need to get done,
but gives you the added advantage of being able to also
| | 00:12 | flag things like e-mails and contacts
that you need to tackle at some point,
| | 00:15 | so you can truly you see everything you need to do in one place.
| | 00:19 | You can also sort and filter the To Do list by priority or by due
dates to make it real easy to figure out what you want To Do next.
| | 00:27 | Let me show you how this feature works.
| | 00:29 | There are a couple of ways to get to the
To Do list. You can find it in the Tasks area,
| | 00:33 | by going to To Do, and then notice that the items in the
Tasks list are always added to the To Do list automatically.
| | 00:41 | You can also get to the To Do list from the Calendar
area by clicking the To Do list button right here.
| | 00:47 | And this opens the to-do list in its own little pane over here
so you can continue looking your Calendar if you need to.
| | 00:53 | Incidentally, also notice this Create a Task field down here
for quickly creating a task that having to go to the Task section.
| | 00:59 | So if you're working in your Calendar and you need to remind
yourself to you perform a task you just come down here and
| | 01:04 | enter it here and it will automatically get added to your Task list.
| | 01:07 | You can also get to the To Do list in the Favorites bar.
You can see it is right here, To Do list, as long as you have
| | 01:12 | removed it from the Favorites bar, you can click it and that
takes you back to the main view of the To Do list in the Tasks area.
| | 01:18 | So now let's add some items to the
To Do list. I'll go over to my e-mail
| | 01:24 | and in here I have this e-mail from Jan telling me to pick up my
parking pass by next Tuesday when they're repaving the parking lot.
| | 01:31 | So I need to remember to do this so with that e-mail selected,
I'll come up to the To Do button here and click the arrow next to it,
| | 01:40 | and from here I can specify when this
is due. So I can say it's due Today,
| | 01:44 | Tomorrow, This Week, Next Week, No Due Date,
or I can actually choose a date as well.
| | 01:49 | Notice that each one of the selections also has a keyboard shortcut
| | 01:53 | This little caret (^) symbol here next to the number is the Control
key symbol. So for instance if I wanted to make this due by the
| | 02:00 | end of this week, I can also just
select the e-mail and press Control+3.
| | 02:04 | But since I'm up here already, I'll select this week from this
menu. So you can see that puts a little flag next to the e-mail
| | 02:11 | and it also puts it in the Preview pane here and
it tells me and that it's flagged as a To Do item.
| | 02:15 | Telling me I should start it by January 30th
| | 02:19 | and that it's due by February 1st, which
happens to be the week I'm working in right now.
| | 02:23 | And now if I go back to my To Do list,
I see the parking lot my e-mail right here.
| | 02:29 | If I double-click at the e-mail itself pops up, so I can
refresh my memory on exactly what it is I'm supposed to do.
| | 02:36 | I'll close that. Now you can also add a reminder to any item
in your To Do list, which I suggest you do for important items
| | 02:43 | because until you get used to the idea, you might not make it a
habit to be constantly checking your To Do list. So with this item
| | 02:50 | selected here in the To DO list, I go back up
to the To Do button, and I can choose Add Reminder.
| | 02:55 | I can see that it is due by the first, so
I might want to add a reminder say on the 31st,
| | 03:01 | just to make sure I do it by then. And if you want to change
the time, we can always come in here and say, make sure
| | 03:06 | I do it by three o'clock PM, on Thursday.
| | 03:10 | You can see that puts a little reminder there and if you
recall from previous movies, you see a little reminder pop up in
| | 03:15 | the lower portion of your screen when that time comes.
| | 03:19 | So that's one method of making an e-mail a To Do list item.
Let me show you one more thing about that. Let's go back to e-mail.
| | 03:25 | You'll notice next to each one of the e-mails is a little
uncolored flag, except for this one, which is colored because
| | 03:31 | I did to flag this as a To Do.
| | 03:33 | But you can use the flag next to each
e-mail message to tag it as a To Do item.
| | 03:38 | So I can just click one,
| | 03:40 | puts a little flag next to it and,
| | 03:43 | by default that marks the flag as an item I need yo do today,
January 28th. You can see it says, "Start by 1/28. Due by 1/28."
| | 03:50 | But if I need to change that, I can always
just come up here and make it due another time.
| | 03:55 | I could say Next Week.
| | 03:57 | Also clicking on a flag next to an e-mail, turns it into a check mark,
| | 04:01 | which indicates you've completed whatever it is you needed to do.
So that tells me that it's done. If I go over to my To Do list now,
| | 04:06 | you can see that that item is actually crossed off as
completed and you can see those little check box next to it.
| | 04:11 | Of course I can uncheck it from here and if I go back
to my e-mail again, you can see it's a regular flag.
| | 04:15 | If you ever accidentally mark an item as a To Do,
just select it, come up here and choose Clear To Do Flag.
| | 04:22 | And that takes that away.
| | 04:25 | Now as I mentioned earlier, you can also flag contacts
as To Do's, which is really useful if you need to remember
| | 04:31 | to call somebody by a certain time.
So I can go over to my Address Book,
| | 04:36 | select one of my contacts and just flag him. Again we can use the
To Do button up here or just click the little flag icon next to it.
| | 04:44 | And that flags him as a To Do item, so if I go to my To Do list,
| | 04:47 | I'll see him right there. If I double-click, that opens up his contact
information, and I can remember, oh right, I'm supposed to call Barney.
| | 04:53 | And as before, you can also add a reminder to your To Do item,
even if it's a contact, so get a reminder to call this person up.
| | 05:01 | So that's how you make a contact a To Do. Now we've already
seen that creating a task automatically makes it a To Do item.
| | 05:09 | So that's yet another way to create To Do item.
| | 05:12 | The last method of creating it To Do item that I'll mention is
just doing it manually. Just go to your To Do list, click New,
| | 05:18 | and just enter the information for the To Do. So maybe
I need to make dinner reservations for Friday and I could
| | 05:26 | say it's due on, say by the 31st, so I do it a day ahead of time.
| | 05:33 | Set myself a reminder to also do it on the 31st.
| | 05:38 | Make that around noon- let's make that around 1 p.m.
| | 05:45 | And let's close and save that.
| | 05:49 | And there's my To Do. So that's how we manually
create a To Do. It is just like creating a task.
| | 05:53 | Alright. So that is your To Do list. Again, you can double-click
items to open up for more details, filter through them
| | 05:58 | with the Task Views over here, if you want to find the ones you've
changed in the past seven days or completed or that are due today,
| | 06:04 | you can do that.
| | 06:05 | Remember you can also sort the list,
by using the column headers here.
| | 06:10 | Or you can filter for using the Quick Filter bar here or even
the Search bar up here. And of course once you're done with
| | 06:15 | a To Do item you can just check them off as a completed items.
| | Collapse this transcript |
| Linking items| 00:00 | In this movie I'd like to show you yet another great way to keep
yourself organized in Entourage called linking. Linking lets
| | 00:06 | you create relationships between any items you manage in
Entourage like e-mails, contacts, tasks and events and so on,
| | 00:11 | which makes it easy to quickly access any information relevant
to the task at hand. For example, if you schedule a meeting
| | 00:17 | with someone, you can link that person's contact information
to the event, as well as any e-mails you might have
| | 00:22 | exchanged with him or her.
| | 00:24 | Here in my e-mails list, for example,
up here I have an e-mail from Jan.
| | 00:29 | Flagged as is a To Do item that I did in the previous movie.
I know that I need to give her a call regarding this e-mail
| | 00:35 | so I want to link her contact information to this e-mail.
To do so, I just double-click to open the e-mail,
| | 00:40 | and notice the Links button right here.
| | 00:43 | I click on that and choose Open Links and this will
show you any links related to this particular item.
| | 00:48 | In this case, I have none.
| | 00:51 | So I want to link to Jan's contact information here and I know
I have her in my address book already, so I'll link To Existing
| | 00:57 | and I can choose to link to an existing message,
event, task, note, contact or group, or even to a file.
| | 01:02 | In this case I'm linking to a single person so I'll choose Contact,
| | 01:06 | and find her in my list here. There she is and we'll click Link.
| | 01:11 | You can see that I have one contact
linked to this e-mail so if I close this,
| | 01:17 | and close here,
| | 01:18 | you can see I have this little link icon right here.
Clicking that I can use that to Open Links
| | 01:25 | and there she is, right in my address book,
and if I double-click, there's her contact information.
| | 01:30 | I can also remove any links I might have
added here, but this case I'll keep that there
| | 01:34 | because it is pretty convenient to have that contact
information right there attached to that e-mail.
| | 01:39 | In fact, you might find it convenient to always have quick access
to the contact information of anyone who sends you an e-mail
| | 01:44 | and you can actually turn on this feature in Entourage
by going to Entourage Preferences, Address Book,
| | 01:49 | and check right here under Messages, Automatically
link contacts with the messages I receive from them.
| | 01:55 | So basically saying as soon as somebody sends me an e-mail,
if that person is in my address book, it will automatically
| | 01:59 | create a link to a person's contact.
| | 02:01 | I can also create links from messages that I send out to
the contacts of the recipients, but in this case I'll just check
| | 02:07 | the second option here. Click OK. Now that it will
not automatically add links to any existing e-mails,
| | 02:13 | but any new e-mails are received from this point on, if that person
is in my address book, that contact will automatically be linked to
| | 02:19 | the e-mail that they sent. So I'll check
to see if anybody sent me any new e-mail.
| | 02:26 | And yes. Carl sent me this e-mail regarding presentation notes
and you can see that automatically put a little link icon here.
| | 02:33 | So I can click that, choose Open Links
| | 02:35 | and right there is Carl's contact information.
| | 02:40 | You can also create links to new items as well.
For example, let's go to my To Do list,
| | 02:49 | go to Tasks, click To Do. I'll create
a new To Do item and let's say,
| | 02:55 | "E-mail Lenny with meeting time."
| | 03:03 | Let's go ahead and save that.
| | 03:08 | You can see there's the contact information. Now if I wanted to
link this to say, an e-mail that I wanted to send to him or even
| | 03:14 | a scheduled meeting time that we were talking
about here, I can go to Links, Open Links.
| | 03:18 | And I'll say To New,
| | 03:20 | first of all, Mail Message.
| | 03:22 | So you can see that opens up a new mail
window for me. I can address this to Lenny.
| | 03:28 | The subject will be "Meeting Time."
"Let's meet at 3 p.m. next Tuesday."
| | 03:44 | And I can send that off and you can see the one
message has now been linked to that To Do item.
| | 03:49 | That meeting is not actually on my calendar
yet, so let's go to New Item again now.
| | 03:55 | [Program beeps.] That is the sound of the e-mail
being sent. And I'll link this to a new calendar event.
| | 04:02 | You can see this opens a new event window.
"Meeting with Lenny" is my event name.
| | 04:08 | This will be, I said next Tuesday, so that would be not tomorrow,
but February 5th. Let's go over to February 5th. Select that.
| | 04:16 | And just leave everything else the way it is. Close and save that.
| | 04:20 | And you can see now a second item
has now been added to that To Do item.
| | 04:26 | I can open up the links,
| | 04:28 | and then right away I can see all the items linked to this.
There is the message I sent to him about the meeting,
| | 04:32 | and there's the actual meeting event on my calendar.
| | 04:38 | And if I go back to E-mails and go to Sent Items, you see
right there, there's the e-mail I sent out and that too shows
| | 04:43 | me that there is a link item here. I can open links,
| | 04:46 | and I can see that's linked to a task. So that's basically how
links work. You can link or connect all these different items
| | 04:53 | together so you can see which items are related
to each other. Again they are great for keeping
| | 04:57 | all the items related to specific event or task organized together.
| | Collapse this transcript |
| Using My Day| 00:00 | Okay, now let's take a look at not only a brand-new feature of
Entourage, but what can also be considered a brand application in
| | 00:06 | Microsoft Office. It's called My Day and it's a little mini-
application, almost like an OS X widget that sits on your screen,
| | 00:13 | and helps you to keep track of your day's activities. Now
My Day is a standalone application, but it's not stored at
| | 00:18 | the same level as the other Microsoft Office 2000 applications.
So if I were actually to go and look to my Applications folder
| | 00:25 | and go to my Microsoft '08 folder here, you can see in this main
folder here we're got Entourage, Excel, Messenger, PowerPoint and Word.
| | 00:33 | If I look inside the Office folder in here,
I have to dig deep and find My Day.
| | 00:39 | There's the application sitting right in there. It's stored
here because I guess Microsoft didn't want to seem like
| | 00:45 | it was on the same level as an application as Word and Excel and
PowerPoint and Entourage and you could launch My Day from here,
| | 00:51 | but it's much easier to open it from Entourage rather
than navigating through all these folders or, of course,
| | 00:56 | you can add it to your OS X dock by
dragging its icon down into your dock.
| | 01:00 | But I'll show a couple other ways to open
My Day. I'll just go and close that folder
| | 01:04 | and we're back here in Entourage.
| | 01:07 | You can see the My Day button sitting right up here
| | 01:09 | and clicking it opens My Day, the same as if you clicked on
its icon in the dock or open it from your applications folder.
| | 01:15 | So this is the My Day window. Notice that it floats above all
other applications on my screen. So even if I were to open a
| | 01:22 | non-Microsoft Office application like my browser,
you can see that My Day still floats here on top of it.
| | 01:28 | Now on a small screen resolution like the one I'm recording this
movie on, this can get a little bit annoying because My Day
| | 01:33 | just sits there covering up space
I probably need to use for other things.
| | 01:36 | But on a larger monitor at a high-resolution, you can just tuck
the My Day window into a corner or if you have a second monitor,
| | 01:41 | it's nice to drag it somewhere on a secondary monitor
and you just leave it open all the time on there.
| | 01:48 | But if you don't have screen real estate to spare to keep My Day
open, you can toggle the window open and closed by pressing Control + M,
| | 01:54 | M as in mandible. So Control + M hides it, Control + M shows it.
| | 02:01 | And as long as My Day is running, Control + M will always
show and hide it, no matter what application you are working in.
| | 02:06 | So even if I am working here in Safari, and I'm at lynda.com,
| | 02:12 | if I want to get rid of My Day for the moment, I can press Control + M
and I can browse through the Online Training Library here.
| | 02:18 | And whoops! I need to check my schedule.
Press Control + M and again it pops up.
| | 02:22 | Let's go ahead and close the browser.
| | 02:24 | Now the My Day window is itself divided into two main areas
and this is the divider line right here, these little 3 dots
| | 02:30 | you see here. It's kind of hard to see sometimes when
you have a lot of events or items inside your My Day window.
| | 02:35 | But the top half contains your calendar events and
the bottom half displays any To Do items you've created.
| | 02:40 | And as its name implies, the entire My Day
window is basically showing me my day.
| | 02:45 | Today is January 28th, as you can see up here.
| | 02:48 | And this is the current time, 10:36 AM, and it tells me that
I'm free today because I have nothing scheduled for today in
| | 02:54 | my Entourage calendar. It does display my next upcoming
appointment. In this case I have a lunch meeting on Wednesday.
| | 03:00 | It says Upcoming on Wednesday at 12 noon.
| | 03:03 | Now if there's any other information about the meeting, you can see
I clicked on it and as I roll over it, you can see it gives me more
| | 03:08 | information about that. It's a lunch meeting at
the Veggie Joint and if I hold my mouse there for moment,
| | 03:13 | that actually pops up in the little tool tip window there.
| | 03:16 | Now if I want to get more info I can always double click
the item here in My Day and that actually opens the listing
| | 03:21 | in its entirety in Entourage. I've got a lunch meeting
scheduled here and here's all the other information.
| | 03:27 | Go ahead and close that.
| | 03:29 | I can also navigate through my schedule, day by day in the My Day
window, using either the right arrow or the left arrow found up here.
| | 03:35 | So if I go forward to Wednesday I can see,
okay here's my Wednesday lunch meeting.
| | 03:40 | Also notice that the hour of noon is highlighted right here.
I've got a 12 to 1 meeting, and so it's highlighted and
| | 03:45 | that just gives me a quick visual tipoff that
I've got something going on at that time.
| | 03:49 | And this time bar is pretty cool because it
actually moves ahead very slowly as the day goes by
| | 03:53 | so you can always see if something's
coming up the next several hours.
| | 03:56 | You can see right now it shows me
all the way to four o'clock that day.
| | 03:59 | And if I want to check out the rest of my current day I can always
just click the Today button, which is this a little dot here.
| | 04:04 | I don't have to hit the Back arrow
several times just to get back to today.
| | 04:07 | Now let's say a co-worker just popped by my office
right now to tell me about a conference call
| | 04:11 | that I should probably be in on
at say four o'clock this afternoon.
| | 04:14 | I want to add that to my Entourage
Calendar so I'll come over to Entourage,
| | 04:19 | go to my Calendar and today is the 28th. So I'm just going to
double-click on the 28th. Conference call. I'll make that 4 PM,
| | 04:30 | and let's say that's going to run until 5:30.
| | 04:35 | Let's close and save that.
| | 04:38 | And you can see right away that appears on My Day window.
| | 04:43 | There's a conference call 4:00 to 5:30.
| | 04:45 | Notice it now says I'm free until 4 PM up here and if I
scroll a little bit forward in this bar you can see that
| | 04:51 | four o'clock to about 5:30 is highlighted in there,
telling me that I'm busy for that span of time.
| | 04:56 | So how cool is that?
| | 04:57 | And still, because I have the room here, it shows me
that I do have another meeting coming up on Wednesday.
| | 05:02 | Now down here in the bottom half, as I mentioned earlier, you
see list of the To Do items you've created and as you accomplish
| | 05:07 | these tasks instead of checking them off in Entourage,
you can just check them off right here.
| | 05:11 | So if I've done this E-mail Lenny
task, I can go ahead and check that.
| | 05:14 | It gets crossed off for a brief second and actually
disappears from the screen, freeing up room for other
| | 05:19 | To Do items to appear. So if I had a longer To Do list, that item would
have gone away and the next item would have popped up at the bottom.
| | 05:26 | If I go to actually check out the To Do list in Entourage,
| | 05:30 | you can see that line is now crossed out.
| | 05:32 | Pretty cool.
| | 05:32 | You can also create new tasks right here in the My Day window too.
| | 05:36 | So if I want to remember to e-mail the notes from
this conference call to my supervisor after I sit in on
| | 05:41 | that conference call, I can click the New Tasks button
right here to open up this little field here. I can say,
| | 05:48 | E-mail Jan conference call notes.
| | 05:53 | You can see it's added right there and it was
also added to my To Do list here in Entourage.
| | 05:58 | Now if I wanted to be more specific and add things like due
dates or reminders to this task, I just double click it to
| | 06:03 | open up the window here in Entourage
and I can be as detailed I want here.
| | 06:07 | But My Day just gives me a quick way to jot down a task
and if I finish that task, I can just check it off here
| | 06:12 | without ever having to go into Entourage to do it.
| | 06:16 | My Day also features a nice little Print button here,
which lets you print out your schedule for the day.
| | 06:20 | Just come in in the morning and hit this Print button
| | 06:24 | and I'll just do a Preview so you can
see what it would look like a paper.
| | 06:28 | And as you can see, here we have a nicely formatted
sheet showing you your schedule and To Do's.
| | 06:32 | So the schedule items appear here at the top. Any To Do items appear
down here and they've even printed little check boxes here
| | 06:37 | so I could take a pen and just check
these off on paper if I wanted to.
| | 06:41 | So for the kind of person that likes to have a printout of your daily
schedule, you can just make this the first thing you do each day.
| | 06:46 | Of course it would help if the My Day application
opened itself up every time you turn on your Mac,
| | 06:51 | which it should do by default, but if it doesn't you can make
it do so by going to the Preferences button right here and
| | 06:57 | opening up your My Day preferences.
| | 06:59 | So we have three categories here: General, Events and
To Do List. Under General, we have an option here that says,
| | 07:04 | Open after computer logon. So by keeping that checked,
My Day will always open whenever I restart my computer.
| | 07:09 | So you never have to remember to turn it on yourself.
| | 07:12 | Of course that also works the other way. If you don't want My Day
launching every time you start out, just uncheck this option
| | 07:18 | and it won't start up each time.
| | 07:19 | But if you use My Day, I definitely suggest keeping that checked.
| | 07:22 | We also have several other options here to customize how My Day
behaves. For example, if you don't like that it always covers up all
| | 07:27 | the other programs on your screen, you can
uncheck Keep on top of all other applications.
| | 07:32 | So that way it will fall behind other windows,
just like any other application normally does.
| | 07:37 | I'll leave that checked.
| | 07:38 | You also change the keyboard shortcut that shows or hides
My Day by clicking in here and then saying "Type a key."
| | 07:44 | I do like Control + M so I'll keep that, and you can also
whether to put the My Day icon in your dock,
| | 07:49 | which it is by default and you can see it down here.
| | 07:52 | Or if you want to put it in your menu bar up here. If you have space
you might want to put that there because I tend to find a little less
| | 07:58 | obtrusive up there. You can say Show on Mac OS X menu bar.
I'll keep it in the dock for now, because it does require you to
| | 08:03 | restart My Day if you change the option here. We also
some other options are under Events. You can choose which
| | 08:09 | calendar's information is displayed in My Day. Right now I only
have my own Entourage calendar shown in here, but if you happen
| | 08:15 | to work on a Microsoft Exchange server at your company
and other people give you access to their calendars
| | 08:19 | you can display those calendars in Entourage and
choose to show them in My Day as well from here.
| | 08:24 | Down here the bottom if I want to display events that
I've set up with a Free status, I can check this box.
| | 08:30 | Now, I didn't really cover event status in the
calendar chapter but let me show you what really means.
| | 08:34 | Let me go back to Entourage here.
| | 08:36 | And let's say that the conference call that I'm doing this
afternoon really isn't that important. I'm just scheduling it on
| | 08:42 | my calendar so I remember to call in if
I don't have any other pressing business.
| | 08:45 | If something more important comes up I can leave that call.
So technically I'm really free between 4 and 5:30.
| | 08:51 | Let's double-click this, and I'm going to come up
here to the Status menu and just change this to Free.
| | 08:57 | Save that and watch the My Day window here.
| | 09:01 | Notice that the conference call has now disappeared. Well I do
want to see the events so I remember to call in if I'm not doing
| | 09:06 | anything else so I'll go back to My Day Preferences and
check Show events with "Free" status and when I click OK,
| | 09:12 | you can see that now appears, but it
still tells me that I'm free all day today.
| | 09:15 | So that's what that option means, when
you see Show events with "Free" status.
| | 09:20 | And the third section in My Day Preferences covers your To Do
items and here it's just a matter of determining which items
| | 09:25 | you want to have displayed and I think most of these are pretty self-
explanatory, Show items that are due today or starting today.
| | 09:32 | You can include any e-mails or contacts you flagged as To Do
items. You can include items with no start date, no due dates or
| | 09:38 | include overdue items.
| | 09:40 | I'll just leave everything there checked.
| | 09:43 | Some other things to keep in mind about My Day. You can
resize the window as necessary by grabbing this handle here
| | 09:48 | in the lower right-hand corner. So if you have the screen real estate
to spare, you can make this a nice wide window or make it a tall window
| | 09:54 | or even just drag it all away up.
| | 09:56 | And this is about as small as you can make you right here. You'd
really only see any highlights here of things you'd have to do.
| | 10:04 | Notice that also collapsed the To Do list here
so I can drag this separator line here up,
| | 10:09 | to show my To Do items again.
| | 10:13 | There is also a live Entourage icon here. Click that to
jump back to Entourage. So even if a Entourage is a closed here,
| | 10:21 | I can click the Entourage button and that will bring it back.
Speaking of the closed window, just like when you close Entourage,
| | 10:26 | it doesn't really quit, you can see Entourage are still running here.
| | 10:29 | If you uses the close button up here in My Day,
| | 10:33 | it doesn't really quit either. It's still down here in the dock showing
that it's still running. So I'll click on it to open it up again.
| | 10:39 | If you really want to quit My Day just make sure it's
the frontmost application by clicking its window once, and
| | 10:44 | you can see My Day is in the menu bar here.
You choose My Day, Quit My Day or press Command + Q.
| | 10:50 | You can also right-click or Control-click its icon to choose
Quit from here, just like any other application or if you
| | 10:55 | chose to display the My Day icon in the menu bar, you can
click on that and you can choose Quit from there as well.
| | 11:01 | I'll press Command + Q, and it's really quit.
You can see it's no longer live in the dock here.
[00:11:06..54]
So that's My Day, a new application in Office 2008
that acts as a window into your Entourage schedule and tasks.
| | Collapse this transcript |
|
|
6. Writing and Sending EmailCreating a new message| 00:00 | In this chapter we are finally going to get
into the topic of composing and sending Email.
| | 00:04 | And I save this for near the end because hey it's
2008 and I am guessing that you have probably sent
| | 00:09 | and read at least one or two Emails in your time by now.
| | 00:11 | But I still do want to go over the basics
and cover Entourage specific items just
| | 00:15 | in case this is your first foray
into Entourage as an Email program.
| | 00:18 | So let's start by talking about how to compose Email.
| | 00:20 | Now before you write an Email you have to have entered
your information for at least one Email account
| | 00:25 | by choosing Tools Accounts and then clicking New.
| | 00:30 | Now I covered this part back in Chapter 2 so if you are
not sure how to setup an Email account in Entourage be sure
| | 00:35 | to go back to Chapter 2 and watch these movies.
| | 00:37 | This current Chapter we are in and the next one are going
to assume that you have already setup your Email account.
| | 00:42 | OK so there are basically three kinds of Email messages
you can send out: mail that you create from scratch,
| | 00:48 | mail that replies to an Email you
received and mail you forward or redirect.
| | 00:52 | We will cover all three types in this chapter
starting with mail that you create from scratch.
| | 00:56 | So to compose a new Email from the mail area here, just click
New or click the arrow next to it and you can click mail message
| | 01:04 | but that's kind of unnecessary because you are
already right up there at that button anyway,
| | 01:07 | you might as well just click it once to create a new message.
| | 01:10 | Notice that you can also press Command N but bear in mind that
you have to be in the mail area to use the keyword command
| | 01:16 | of Command N. If for example you are in the Address Book area and
you press Command N you would get a new contact entry instead.
| | 01:22 | Now if you want to quickly create a new Email message when
you are not in the mail section, you can either choose File,
| | 01:27 | New Mail Message or if you are not in the Email
section here you can still chose Mail Message from here
| | 01:34 | or you can press Option Command N. Option Command N
will create a new mail message no matter what section
| | 01:38 | of Entourage you happen to be working in.
| | 01:40 | So I will press Option Command N and there it is.
| | 01:43 | So in any case once you have created a new mail Window
you need to then address your message to your recipient.
| | 01:49 | Entourage as you can see here always pops open the To Field
so you can fill in the recipient's address right off the bat.
| | 01:55 | So in the To Field you can either start typing the person's
name and if the name matching what you have typed so far is
| | 02:00 | in your Address Book, it will appear in the list down here.
| | 02:03 | So if that name appears, you don't have to finish typing the
rest of the Email address, you can either come here and click it
| | 02:07 | or just use the arrow keys on your keyboard to move down
to it if it happens to be in list of names and press Return
| | 02:12 | on your keyboard and you can see it automatically
filled out the rest of the address for me there.
| | 02:18 | Alternately if you know that your recipient is in your
Address Book you can click the Address Book icon here
| | 02:23 | and all of your contacts will appear and from here you can
just drag their names into the To Field or into the CC field
| | 02:28 | or into the BCC field and I will talk
about those fields in just a moment.
| | 02:31 | Now if you have a large Address Book it might help to search
for your recipients information by typing a few letters here
| | 02:37 | in the filter bar and you could type the
first few letters that are in the name
| | 02:40 | or even just the couple of letters from their Email address.
| | 02:43 | You can see I typed Lynda and everybody who
had a www.lynda.com has popped up there.
| | 02:48 | And you can close the Address Book by clicking
its icon again once you are done with it.
| | 02:51 | Now one thing to bear in mind if you drag more than one
person's address into the To Field you are basically going
| | 02:56 | to be sending the same Email to each person listed here and each
recipient will be able to see the addresses of everyone else
| | 03:02 | who received that message which if everyone knows each other is
probably fine but it's considered extremely poor Email etiquette
| | 03:08 | to reveal the addresses of people who don't
know each other unless you are writing
| | 03:11 | with the express purposed of making introductions.
| | 03:14 | So if you have to send out something like
a mass Email to a bunch of customers,
| | 03:17 | it's better to use the BCC field or the Blind Carbon Copy field.
| | 03:22 | BCC addresses are completely hidden from recipients and they see
no address but the one that you actually sent the Email from.
| | 03:28 | BCC is also useful if you want to send a copy of an Email to
someone other than the intended recipient but you don't want
| | 03:34 | that recipient to know that you sent a copy to someone else.
| | 03:36 | For example if my boss asks me to Email some figures to a
client, I would put that client's address in the To Field
| | 03:42 | and my boss's address in the BCC field so that that way the
client gets the information and my boss gets a confirmation
| | 03:48 | that the information was sent but the client is not
aware that my boss was actually another recipient.
| | 03:53 | If it doesn't matter whether the main recipient knows that
a copy of the Email was sent to someone else or in cases
| | 03:57 | where you want them to know the Email was copied
to someone else, you would put that address
| | 04:00 | into the CC field here or just the regular Carbon Copy field.
| | 04:04 | For example I can put the client's address in the
To Field and my boss' address into the CC field
| | 04:10 | and then I might write a message like, "Here's the
information you requested, if you have any questions feel free
| | 04:15 | to Email me or my boss at the address above".
| | 04:18 | So that's how the To CC and the BCC fields work here.
| | 04:22 | You definitely need to have at least one address in one of
those fields to send an Email but again you can have addresses
| | 04:28 | in multiple fields like if these are two of the employees that
I supervise here and I want to make sure my supervisor knows
| | 04:32 | that I am emailing them I may put
in her name in the CC field there.
| | 04:37 | But once you are done, you can close that and
you can see all the addresses listed here.
| | 04:40 | Notice that the cursor has gone into the subject field and this
is the field that many people take too lightly most of the time.
| | 04:46 | Especially if your Email is work-related, a good
descriptive subject can be incredibly beneficial
| | 04:50 | for both you and your Email recipient.
| | 04:52 | Don't just type hey or yo in the subject field and
then just start typing your message because a lot
| | 04:59 | of times the subject is the first thing people see
when receiving an Email and you want to make sure
| | 05:03 | that they know what the Email is
about especially if you also know
| | 05:05 | that they are busy people who tend to skim over their Emails.
| | 05:08 | So instead of writing a subject like Progress Report
which tells you kind of what this Email is about
| | 05:14 | but what about the progress report write something
like My Draft of the Progress Report or even something
| | 05:20 | with a called action like Please Submit Your Progress Reports.
| | 05:26 | That subject tells the recipient exactly what
I need them to do in a very brief phrase there
| | 05:31 | and of course I can provide more
details down in the actual message area.
| | 05:35 | So try to be more specific when you
are writing your subject lines.
| | 05:38 | I could go on but if you are interested in learning techniques
on being more effective with your Emails overall there is a title
| | 05:43 | on the www.lynda.com online training library
called Effective Email by Jeff Van West
| | 05:47 | in which he covers all the aspects of
composing, reading and managing mail.
| | 05:51 | So be sure to check out that title when
you are done with this Entourage training.
| | 05:54 | Alright so once you have your subject line
written, it's time to write your Email.
| | 05:57 | I have just pressed Tab to move down to that main
message field here and you can just basically type.
| | 06:14 | Now lastly if you use more than one Email account in
Entourage you want to check up here in the From Field
| | 06:24 | to make sure you are sending your Email from the correct address.
| | 06:26 | If it's a work Email you probably want to choose your work
address in this case that's my www.lynda.com address there.
| | 06:32 | So work Emails should definitely come from your work
address, it's going to look much more professional
| | 06:36 | and it's the right thing to do because you don't want
your work Emails coming from your personal address
| | 06:39 | of bigtuna623@hotmail.com or whatever
your personal Email address happens to be.
| | 06:45 | And remember you can set your default Email by coming
back to the accounts area and if I send mostly work Emails
| | 06:52 | from this account I might want to make my www.lynda.com address
my default account, I would select that, click Make Default
| | 06:57 | and now anytime I create a new mail message Command Option N,
| | 07:00 | notice that the www.lynda.com address is
the default address in the From Field there.
| | 07:06 | But that's the basics of creating an Email message from scratch.
| | 07:09 | Now there are some other options you have like formatting
your text, adding attachments, creating signatures and so on
| | 07:14 | and we will explore those options
and more in the following movies.
| | Collapse this transcript |
| Formatting text| 00:00 | For most everyday Email you are most likely just going to
either create a message from scratch or reply to an Email
| | 00:05 | which we will talk about shortly then
type out your message and send it off.
| | 00:09 | Entourage does give you the option of formatting
your text in terms of changing fonts, size, colors,
| | 00:14 | alignment and just about every basic thing that you can
do to format text in a regular word processing program.
| | 00:19 | Let me say right off the bat that I
recommend against formatting your Emails.
| | 00:22 | First of all and most importantly when you format the
text in your Email you are applying HTML formatting.
| | 00:28 | HTML is the language of web pages but HTML Emails
can also be read by HTML capable Email programs.
| | 00:34 | But even today the look of HTML Emails is still
fairly unpredictable especially when you do things
| | 00:39 | like selecting different fonts and aligning text.
| | 00:41 | You have probably gotten some Emails in the past where the
text is all misaligned or the images are in strange places.
| | 00:47 | Now most modern Email programs like Entourage and Apple Mail
are getting much better at sending and receiving HTML Emails
| | 00:53 | but it's still not a perfected form of emailing people.
| | 00:56 | So unless you know for certain which Email program
your recipients are using you want to stick
| | 01:00 | to plain old unformatted Email messages
especially in business communications.
| | 01:05 | No one is really interested in seeing your Emails formatted
in bright colors or exotic fonts or to receive an attachment
| | 01:11 | of your scanned handwritten signature with every Email you send;
| | 01:14 | mostly people just want to read your Email,
respond to it if necessary and move on.
| | 01:18 | HTML Email is also considered a security risk by some Email
filters because it's possible to embed commands in HTML Emails
| | 01:25 | to expose the recipient to viruses and worms.
| | 01:28 | Not so much on the Mac since there really are no Mac viruses
in the wild as I record this but sending an HTML Email
| | 01:33 | to Windows users could get your Email flagged
and possibly sent into a junk mail folder.
| | 01:38 | So again my suggestion is to ignore this
formatting toolbar that you see here unless you know
| | 01:42 | that your Email recipients are using
Entourage or Outlook and you can be certain
| | 01:46 | of what their Emails will look like when they receive them.
| | 01:48 | So I suggest clicking this button here which turns
off HTML Email, it's going to tell me that it's going
| | 01:53 | to remove all formatting I will just say yes it's
fine or better yet go to Entourage Preferences
| | 01:58 | and set this up so all your Emails are like this.
| | 02:00 | Go to your Mail and News Preferences to the Compose
area, uncheck show HTML formatting toolbar and just say
| | 02:07 | that you want your default mail format to be plain text,
click OK and you can see the formatting toolbar is gone.
| | 02:12 | Now one problem with this is that this makes
your text as ugly sort of monospaced font here.
| | 02:18 | You can still setup Entourage to display your Emails that you
are writing in a nicer looking font so it's easier on the eyes,
| | 02:23 | just go back to Preferences, go to Fonts and then for Plain text
messages which are fixed with you can choose a different font.
| | 02:30 | So just to show you that you can choose any font
that you want, I will pick something a little
| | 02:34 | out of the ordinary here just Apple Chancery for
example even though you probably should not use that.
| | 02:41 | Notice that does not change any existing text but
if I were to create a new mail message at this point
| | 02:46 | and start typing some text you can see that
that's the font that that text appears in.
| | 02:50 | But obviously I do not want that so let's discard
that, go to Preferences and I am just going
| | 02:55 | to pick something standard like the Arial font for that.
| | 02:59 | So now any new mail messages that I type will be in Arial.
| | 03:04 | So that sort of font is going to be a little bit
easier on the eyes than this font that you see here.
| | 03:09 | Now I don't mean to go off on a rant
about HTML Email but it's really something
| | 03:13 | that too many people want to do for no particularly good reason.
| | 03:16 | With Email messages the operative word is message and there
is normally very little need to dress up your text in any kind
| | 03:22 | of formatting that can't be communicated with
quotation marks, underscores or capital letters.
| | 03:27 | So, for the most part, just forget that formatting
toolbar and compose all of your Emails in plain text.
| | Collapse this transcript |
| Adding a signature| 00:00 | In this movie I would like to show you how to
create and use a signature to tag to the end
| | 00:04 | of the any email messages you are sending out.
| | 00:06 | And you are probably seeing signatures before they
are basically little blurbs of information at the end
| | 00:09 | of your email usually contains some sort of contact information
about yourself if this is a business reality signature,
| | 00:15 | but many people in their personal email like to include their
favorite quotations or sayings at the end of their emails.
| | 00:22 | So let me show you how to do this.
| | 00:23 | Come to the Tools menu and you choose Signatures, so
open the Signatures Window and there is always going
| | 00:28 | to be a Standard Signature in here
but I am going to create a new one.
| | 00:31 | And basically the Standard Signature just looks like this,
it's a Standard Email Separator but that's pretty much it
| | 00:36 | and that's really not much of a signature at all.
| | 00:39 | So I am going to create my own signature here, call this My
Work Signature, obviously I will use this on work related emails
| | 00:45 | and in this case it's just going to be my
name, even my title and even my email address
| | 00:53 | and any other contact information I want people to know.
| | 00:55 | Then notice here we do have a formatting toolbar and I could turn
that on by clicking the use HTML button here but if we recall
| | 01:01 | in the previous movie I discouraged the idea of using HTML
in emails because of various problems that it could cause.
| | 01:07 | The same goes for signatures.
| | 01:08 | Generally you should try to avoid using any HTML
format in your emails because you could turn this on,
| | 01:12 | format your text you could even add images to your
Signature as well but again I highly recommend against that
| | 01:18 | because some people like to do scanned versions
of their handwritten signatures as attachments.
| | 01:22 | But basically then anytime you send an email with
an attachment you are sending somebody an Image File
| | 01:27 | and that can get a little big annoying especially
if you communicate with that person a lot,
| | 01:30 | they are getting a copy of your signature
every single time you send them an email.
| | 01:34 | Now you could check include in random list, which is
probably not the best choice for a work related signature
| | 01:39 | but for your personal emails maybe have several different
favorite quotations you would like to pick and chose from.
| | 01:45 | And if you include that in the random
list and then set signatures
| | 01:48 | to be random a different quotation will pop up each time.
| | 01:51 | Only random select it so we at least have another signature
to work with so you can see how that works in just a moment.
| | 01:56 | Go ahead and Close and Save that.
| | 01:58 | So there is a work signature forming there.
| | 02:00 | Let's create another new one and we may well use
a favorite quote here by _______02:07 Springfield.
| | 02:07 | And that here let's put it in quotes "noble
spirit then begins the smallest math".
| | 02:25 | Now it's telling me and Begins is not a word but
we all know that's a perfectly cromulent word.
| | 02:28 | So I am going to keep that in my random list as well, I will
save that and maybe I will just do one more signature here
| | 02:38 | and just call this one BART and this will be I didn't do it.
| | 02:43 | You don't have to put them in quotes but
since these are quotes I put them in quotes,
| | 02:49 | include that in the random list, close that and save it.
| | 02:51 | OK so now we have a selection of signatures to choose from.
| | 02:54 | So after you right an email and notice this is a work email
so I probably want to add my work signature at the end.
| | 02:59 | The other nice advantage of using a signature
that has your name and contact information
| | 03:02 | in it is that you don't have to sign it each time.
| | 03:05 | Just come down to the end of your email, come up to the
signature button here and you can choose in this case,
| | 03:10 | my work signature and there it is right there.
| | 03:12 | Now it would be kind of annoying to have to
choose that from the menu every single time.
| | 03:16 | So you can actually associate signatures
with particular accounts.
| | 03:20 | Go to the Tools menu, Tool Accounts and
let me open up my work email account here.
| | 03:26 | And under Options we have a Default Signature menu here
and I can choose what Default Signature I want to use.
| | 03:31 | So since this is my work account, I am going to choose Work.
| | 03:35 | So from that point on anytime I create
a new email and I am sending this
| | 03:38 | from my work account, let me choose the Command option N here.
| | 03:43 | Notice that right away my signature appears in
the message so I don't have to type it ever again
| | 03:48 | when I am using my www.lynda.com address here.
| | 03:51 | Or another case is I could choose random if I want to that
you can see that _______03:57 Springfield quote stays up there
| | 03:57 | but since it is random anything that
I have tagged is being in that pool
| | 04:00 | of random signatures has the possibility
of showing up with each email.
| | 04:05 | And signatures are not written in stone.
| | 04:06 | If I want to change it in this or not include
information of signature I just need to select it
| | 04:10 | and delete it, so that's really all there is to it.
| | 04:12 | Again you create signatures by going to Tools
Signatures and then to associate a particular signature
| | 04:17 | with any email account just go to Tools Accounts,
go to your Options area for that particular account
| | 04:22 | and you can choose non-random to choose from the random
pool or any specific signature you might have created.
| | 04:28 | And that's how we work with signatures in Entourage 2008.
| | Collapse this transcript |
| Adding attachments| 00:00 | Now let's take a look at how to add attachments to our emails.
| | 00:02 | Attachments are basically files that you want to
include along with your email to send to your recipient.
| | 00:07 | An attachment can be an image file, a movie
file, maybe a Word document or a PDF document,
| | 00:13 | basically something that you want the recipient
of your email to receive and to be able open.
| | 00:17 | The receiving part is easy.
| | 00:18 | Just attach the file to your email and
send it off and they can receive that file.
| | 00:22 | But to actually open the file they will need a
program that can open the type of file you are sending
| | 00:26 | so if you are sending a Microsoft Word Document generally
they will need Microsoft Word or some equivalent program
| | 00:31 | that can read the Word format like the OS X
Text Editor application can read Word Documents.
| | 00:36 | If you are sending a PDF document
they will need either Acrobat Reader
| | 00:39 | or if they are using OS X, OS X has
built-in PDF reading capabilities.
| | 00:43 | So just be aware that when you attach your file whatever
that file is and if you want your recipient to be able
| | 00:47 | to read it they are going to need the
program to be able to open that file.
| | 00:50 | In order to attach a file I am going to need a file.
| | 00:52 | So let me just go grab a sample file here.
| | 00:54 | I must go out to www.lynda.com.
| | 00:57 | I will just show you a couple of examples here
so let me just hide Entourage for the moment.
| | 01:01 | Just going to grab the Lynda logo here and just put that there.
| | 01:05 | We will add that as an attachment and I want to find a PDF
document so I am going to go to books and let's click on one
| | 01:12 | of these books because I don't remember which one and
I am going to go to the full description page here
| | 01:17 | so I can see the sample chapter link and
this is a 1.5 megabyte PDF so I am just going
| | 01:23 | to right click on that and choose download link file.
| | 01:26 | That's going to download the PDF to my desktop.
| | 01:28 | Here it goes.
| | 01:32 | OK it goes to my browser OK.
| | 01:33 | So these are the two files that I want to attach
to my email and just so I can see them here
| | 01:39 | and preview there is the logo and here is the PDF.
| | 01:42 | Now we saw that the PDF is about 1.5 megabytes.
| | 01:46 | You can check the size of any file on your Mac just by right
clicking or control clicking on it and choosing Get Info.
| | 01:52 | And you can see that is in fact 1.5 megabytes.
| | 01:55 | Generally for most email services you
can send maybe up to a 3 megabyte file.
| | 01:59 | It varies from provider to provider.
| | 02:01 | Google Gmail for example can accept up to a 20 megabyte file
but that's still kind of rare for a lot of local email services
| | 02:07 | so it really depends on how much you are allowed to
send in an email through your email service provider
| | 02:11 | and how much your recipient is allowed to receive in a single
email through their email service provider but generally I think
| | 02:17 | about 3 megabytes, maybe 5 megabytes is a pretty safe size.
| | 02:20 | If it's much larger than that especially if the person receiving
your email doesn't have a fast Internet connection you might want
| | 02:25 | to consider just maybe burning a CD and
actually mailing them the CD through the mail.
| | 02:29 | Well let's go back to Entourage and
let's say I want to attach these files.
| | 02:32 | Now there is a couple of ways to do this.
| | 02:34 | The first way is just to come up here to the toolbar
in your email window and just hit the Attach button
| | 02:39 | and that will allow you to browse through your computer to find
the file that you want to attach so in this case I am just going
| | 02:44 | to grab the PDF, click Choose and you can see that adds it
as an attachment, just toggle down the attachment window here
| | 02:51 | and there is the attachment it tells me the size.
| | 02:53 | It's actually a little larger than 1.5 megabytes
you can say it's 1.97 but that's still fine.
| | 02:58 | If I want to add any additional attachments
here I can click the Add button.
| | 03:01 | I can click the Attach button again or since this is Mac
OS X I would like to show you one of my favorite tricks
| | 03:06 | for attaching a file that might be sitting on my
desktop and that's to use the Expose A button F11
| | 03:12 | which reveals my desktop that's F11 again and what I would
like to do is click and hold on the file that I want to attach
| | 03:18 | and while I am holding down on my mouse
button press F11 again and then just drag in.
| | 03:22 | You can see I am still holding on to that file.
| | 03:24 | I am just going to drag that anywhere in to my document
here, release and you can see that's added as an attachment.
| | 03:29 | That's just a trick that I like to use to quickly drag in a
file especially if my desktop is covered up like it is now.
| | 03:36 | And just in case you don't have Expose A activated you go
to your System Preferences, go to Dashboard in Expose A
| | 03:41 | and you can choose your shortcuts here in this case desktop
I have set to F11 and that's the default setup there.
| | 03:48 | There are some other options available here.
| | 03:50 | You can see that this is set to encode for any computer with no
compression so the files are basically going to be sent as is
| | 03:55 | and they will be able to be download
it on to both Mac and Windows machines.
| | 03:59 | If we click here we see we do have options to
encode just for Macintosh or just for Windows
| | 04:03 | but generally I just keep any computer select
because you never really know exactly who is going
| | 04:08 | to be opening your email sometimes especially if
you are sending attachments to different people.
| | 04:11 | You don't want to have to come in here every
single time and change the encoding settings.
| | 04:15 | You can set the encoding settings under Preferences
by going to the compose area here and you can choose
| | 04:19 | under attachments the encode setting but again I
would just keep any computer selected at all times.
| | 04:23 | You also have the option of compressing
attachments in zip format.
| | 04:27 | Any Macintosh computer can open up a zip format.
| | 04:30 | Windows machines generally need a WinZip Program to open
them up but a lot of them come with that built-in as well too
| | 04:35 | so let me just cancel that so that was another option
that we saw here we can compress in zip format.
| | 04:40 | We also have the ability to send attachments to Cc
and Bcc recipients so if you want people in those,
| | 04:45 | like if I want to Jane to see that file as well I would make sure
that was still checked and if we want the filename extensions
| | 04:51 | on there we could include the .pdf, .gif if they
were not part of the filename to begin with.
| | 04:56 | If you want to remove an attachment it's
a simple matter of just selecting it
| | 05:00 | and clicking remove or hitting the Delete key on your keyboard.
| | 05:03 | But that's basically it.
| | 05:04 | That's how easy it is.
| | 05:04 | Once you have created your email window just click the Attach
button or just drag in the attachment that you want to send
| | 05:09 | but again bear in mind try to keep your file
size under about 3 megabytes and also remember
| | 05:14 | that the people receiving your file they have
to have the proper software to open that file.
| | Collapse this transcript |
| Replying to email| 00:00 | At the beginning of this chapter we looked
at how to create email from scratch.
| | 00:04 | I mentioned that the other ways to compose
email are to reply to an email you received
| | 00:08 | or to forward or redirect an email that you have received.
| | 00:11 | So let's take a look at replying to emails.
| | 00:13 | Now bear in mind that the other things I have shown
you so far like formatting text, adding signatures
| | 00:17 | and adding attachments can also be applied to
mail that you are replying to or forwarding.
| | 00:21 | So replying to an email simply means that you are responding
to a message someone sent you by sending an email back to them.
| | 00:26 | When you receive an email message that you
need to respond to you just select that message
| | 00:30 | and hit the Reply button right up here on the toolbar.
| | 00:33 | That opens up a new email message with the sender's email
address in the To field and it also quotes the original message
| | 00:39 | down here you can see on 1/28/08 at
9:08 AM Karl wrote the following.
| | 00:44 | Now some people like to write their entire response
in the blank area at the top of the message
| | 00:48 | which is probably best way to go in most cases.
| | 00:50 | But if there are multiple specific questions you are being
asked to answer, you can also put your replies directly
| | 00:54 | within the quoted text below so that the recipient of
the email will know which question you are answering.
| | 00:58 | Now in this case there is only one question here do
you have the notice from the PowerPoint presentation
| | 01:02 | and I can just say yes I do I bring them down later or something
like that or respond down here instead if I wanted to and so on
| | 01:14 | and just ignore the blank space at
top or even just delete that space.
| | 01:18 | And that's basically it.
| | 01:20 | Let me go and close that I am going to save that.
| | 01:23 | The last thing I will say about replying is to
note the difference between Reply and Reply All.
| | 01:29 | If you received a message that was addressed to another person
or to other people in addition to yourself you have the option
| | 01:34 | of replying solely to the sender of the email or to
reply to everyone who received the first message.
| | 01:40 | Let me check for some new mail here.
| | 01:41 | I have got some new mail from Karl here about going
skiing and I will notice here that he addresses email
| | 01:49 | to both me gcharles@lynda.com and Lenny's address here.
| | 01:52 | Just ignore that it says Gerick Charles there but
notice that this gets going to lynda@lynda.com.
| | 01:57 | Now to reply just to Carl I wold hit reply
you can see just his name appears here.
| | 02:02 | But I want Lenny to know that I can make it too so
there is no sense of sending him a separate email.
| | 02:06 | So I do have the option here where it says this reply
will be sent to the sender only to hit reply to all.
| | 02:11 | And notice that that adds him to the CC field here.
| | 02:15 | And the reason I am using the CC field here is because he
was in the CC field in the original email that I received.
| | 02:20 | If he had been in the TO field his
name would be up in the TO field
| | 02:22 | but notice I can also drag that name
up into the TO field as well.
| | 02:26 | And I can say I can make it.
| | 02:28 | And of course if I change my mind and I don't want Lenny to be
part of the conversation here I can choose reply to sender only
| | 02:35 | which basically makes it just reply again
and you can see Carl's just in there.
| | 02:39 | So that's how the Reply and Reply
All functions work in Entourage.
| | Collapse this transcript |
| Forwarding and redirecting email| 00:00 | Now let's talk about forwarding and redirecting email.
| | 00:03 | If you receive the mail message that you think others
might want to read you generally would forward that email
| | 00:08 | to the people that you think would want to read it.
| | 00:10 | That's different from redirecting email.
| | 00:12 | Redirecting email is generally safe for times when somebody
has sent you an email accidentally and instead of emailing
| | 00:17 | that person back and saying hey you sent this to the wrong
address you can basically just redirect that email or send it off
| | 00:22 | to the correct person if you know
who that email is intended to go to.
| | 00:25 | Let me show you the difference.
| | 00:27 | In my inbox here I have got this email from Jane
here saying that the parking lot is being repaved
| | 00:32 | and I am pretty sure that Karl and Lenny want to know about this.
| | 00:36 | So instead of creating a new email and telling them what
Jane has told me here I would simply select that email
| | 00:42 | and click the Forward button and I would type in Karl's address
and I would also add Lenny's address and notice that it quotes
| | 00:51 | to Jane and it tags it with this forwarded message out
here it tells me that the following is a forwarded message
| | 00:57 | when it was sent to us from exactly what she
said and that's the end of the forwarded message.
| | 01:03 | And at the top I can type in something like hey got this from
Jane and thought you would like to know, something like that.
| | 01:15 | So what a forwarded email would ask you to do is to
send the text of the email and you can see it appears
| | 01:19 | in its entirety quoted here but you can
also add your own comments which I did here.
| | 01:24 | You close that and I am not going to save that.
| | 01:27 | Now that's going to be different from redirecting an email.
| | 01:29 | Let me show you an example of that.
| | 01:30 | I am going to check for new email again.
| | 01:32 | And let's see here.
| | 01:37 | Alright so I got this email here from Lenny saying your jacket.
| | 01:41 | It says hey Karl you left your jacket at my place
I will be around tonight if you want to pick it up.
| | 01:44 | So obviously this was meant for Karl to receive not
me so Lenny actually sent this to the wrong address.
| | 01:50 | Now I could reply to Lenny and say hey you sent this to
me by accident email Karl but that makes more work for him
| | 01:55 | or I could forward this on to Karl and I would have to explain
hey Lenny sent this to me by accident but instead what I am going
| | 02:01 | to do is go to the message menu here and choose redirect.
| | 02:04 | And here I can just type Karl's address is the intended
recipient but notice it just places a text here,
| | 02:12 | it doesn't quote it as a forwarded message and if I click
my cursor in here which I can do but I can't type anything.
| | 02:19 | So when you redirect an email you are basically just
sending it on as if it just sort of stopped by you
| | 02:23 | and you are just part of the message system sending it through.
| | 02:26 | Now in some case depending on the email program the
people are using they can see that the email is redirected
| | 02:30 | but in most cases Karl is going to receive this and
the From field is actually going to say that this was
| | 02:35 | from Lenny and I am not even going to figure into this.
| | 02:37 | So I could send this off as a redirect so this is
a situation where I would just redirect the message
| | 02:41 | and make it look like I wasn't even involved in this case.
| | 02:43 | So that's the difference between forwarding and redirect.
| | 02:45 | Generally I would say you are not going
to use redirect all that often except
| | 02:48 | for those cases where you do receive an email by accident.
| | 02:51 | In most cases when you receive an email that you want to pass
on to other people you are going to be using the Forward button
| | 02:56 | which is why the Forward button appears in the
toolbar but you don't see a Redirect button here.
| | Collapse this transcript |
| Sending email| 00:00 | Alright there are a couple more topics concerning
sending messages that I would like to cover here.
| | 00:05 | Up here in the toolbar you can see there is priority button and
notice we can set the priority of mail that we are sending out.
| | 00:09 | By default it's set on normal but you can
choose lowest to low, to high to highest.
| | 00:14 | And all it really does is just set the priority it
doesn't make the email get sent any faster, no buzzing,
| | 00:19 | no flashing lights go off on the
recipient's email box when this is received.
| | 00:23 | But some email programs like Entourage allow you organize
your inbox via the priority of the email so if you do work
| | 00:29 | in a company and if they have established that you should use the
priority features of your email program this is useful to have.
| | 00:35 | I can say OK this is high priority I need to
have your progress report by the end of Thursday.
| | 00:40 | And you can see that in the Entourage window here we
can choose to arrange by priority if we choose to.
| | 00:45 | Cut and bring that email message back
here but again that's all that really is,
| | 00:50 | so you know if this is just a casual hello message you
might just say OK this is just the lowest priority.
| | 00:54 | Again it has no bearing on how the email is sent or when your
recipient receives it all it does is just tag the email itself
| | 01:00 | with a priority and if the recipient chooses to
they can view their email in order of priority.
| | 01:06 | Another option going out is that you aren't always going
to be able to write all of your emails in one sitting,
| | 01:10 | maybe there is especially sensitive email
that you are trying to write and you need
| | 01:14 | to walk away from it a little bit before you send it out.
| | 01:16 | All you have to do is to try to close the window that
you are working in and it will ask you do you want
| | 01:20 | to discard your changes, continue writing or save as draft.
| | 01:23 | The option you want in this case is save as draft.
| | 01:25 | And it's saying that Entourage replaces
message in the Drafts folder until you send it.
| | 01:29 | I click on OK.
| | 01:33 | You might have seen that for a moment it said uploading messages
to server that's because again I am using an iMap Server
| | 01:38 | for my www.lynda.com address and which again
mirrors what's being saved on my computer here.
| | 01:43 | If I were using my Gmail account a POP account
here it wouldn't have saved anything to the server,
| | 01:47 | would have just saved a copy over
the draft email here on my computer.
| | 01:50 | But because I am using an iMap Server I am
actually accessing the draft on my Email Server.
| | 01:55 | But if I go to the Drafts folder u can see
there is a little 1 next to it that I can click
| | 01:58 | on that and I can see the state of this so far.
| | 02:01 | And if I want to continue working on this email I can come
in here double click it, it will open the window again,
| | 02:05 | make any changes that I need to and then I could send it off.
| | 02:10 | So just be aware that if you have to walk away from your email
message for a little bit and you want to make sure it's saved,
| | 02:15 | just try to close it or just hit File Save and just save
it as a draft and that will be saved in your Draft folder.
| | 02:21 | And finally once you are done, once you have typed
your email out, you have added your signature,
| | 02:24 | any attachments that you needed to, you have got all
the recipients, just hit Send and off it will go.
| | Collapse this transcript |
|
|
7. Receiving EmailChecking for new mail| 00:00 | In the previous chapter, we looked at the essential aspects
of composing e-mail. In this chapter we'll look at the reverse
| | 00:05 | and see how to use Entourage to receive e-mail
as well as how to manage the e-mail you receive.
| | 00:10 | Let's start by taking a look in how to check for new e-mail,
because when somebody sends you a new e-mail message, it doesn't
| | 00:15 | just automatically appear here in Entourage. Entourage has to
go out periodically and check your e-mail servers to see if any
| | 00:20 | new messages have arrived and if so, then it will pull
those messages down and display them here on your screen.
| | 00:26 | Now you've probably seen me do this a couple times already,
but to manually and immediately check for any new e-mail
| | 00:32 | you just click this Send and Receive button here.
| | 00:34 | [Program beeps.]
| | 00:38 | And that's the default sound you'll hear for all of the accounts
that you have in Entourage, if you haven't received any e-mail.
| | 00:43 | But when you click the Send and Receive button, it checks all
your accounts, and it also sends out any messages you saved in
| | 00:48 | your Outbox over here,
| | 00:50 | which is why this is called Send/Receive. So
it sends and receives when you click that button.
| | 00:55 | Now if you only want to check a specific account and not all of
your accounts, click the arrow next to Send and Receive and you can
| | 01:01 | choose which account you want to Send and Receive. But I can't
think of many instances where you'd only want to check one account
| | 01:06 | and not another. So I generally just always hit Send and Receive.
| | 01:09 | But of course you probably don't always want to have to manually
check your e-mail all the time. In fact, the default setting
| | 01:14 | of Entourage is to check for new mail every 10 minutes.
| | 01:17 | But you can adjust these settings by going to the Tools menu.
| | 01:20 | To Schedules.
| | 01:23 | And from this list of schedules, double-click Send and Receive All
to open up the Edit Schedule window here. And what you see here
| | 01:29 | is essentially a mail rule, and we'll about rules later in this chapter.
| | 01:33 | But here is where we set the repeating schedule. You can
see the Repeating Schedule here is set for every 10 minutes.
| | 01:38 | Down here in the lower right-hand corner of the Status bar,
you can see Schedule Send and Receive All will run in eight minutes.
| | 01:44 | So that will always give you a count down of
how long until Entourage next checks for mail.
| | 01:48 | But in here I could increasing the time to every say, 15 minutes, 20
minutes, or I could decrease it to every 5 minutes if I wanted Entourage
| | 01:55 | to check more frequently for new e-mail. Or if you want to remove
automatic checks, you can just click Remove Occurrence here,
| | 02:01 | and that'll be gone and you'll only be
able to check for e-mail manually there.
| | 02:05 | Now I can't undo that, but what I can do is to click Add Occurrence
again and that just puts the default schedule there again,
| | 02:10 | Repeating Schedule every 10 minutes. Let's go and cancel
out of here. We don't really want to change anything there.
| | 02:16 | There's actually is one more thing I want
to show you in here so let's go back in there.
| | 02:19 | Underneath the Action area here, this is where you add or remove
accounts the you want to have included or removed from the check schedule.
| | 02:25 | So you can see that here it's set to receive e-mail for
my Gmail account, my lynda.com account and my Comcast account here,
| | 02:31 | but I prefer to manage these settings in
the account settings so I'm just going to close this,
| | 02:36 | and close schedules and let's go to Tools, Accounts. For
each one of your mail accounts, you can see a checkbox here,
| | 02:43 | Include this account in my Send and Receive All schedule.
| | 02:46 | So this is the option that includes this account in the Send and Receive
schedule when Entourage actually goes out to check for new e-mail.
| | 02:51 | If I uncheck this option, the only way I'll be able
to check for new e-mail from this account is manually.
| | 02:56 | Clicking the Send and Receive arrow here and choosing this account,
but again, I'm not sure when you would not want to include
| | 03:01 | an e-mail account in your Send and Receive
schedule. So I'm going to leave that checked.
| | 03:05 | So that's how to check for new e-mail
messages, both manually and automatically.
| | Collapse this transcript |
| Receiving and saving attachments| 00:00 | In the previous chapter, I showed you how to include attachments
to your e-mails, which are useful if you want to just send files
| | 00:05 | along with an e-mail, from say a Word document or a PDF
file. Basically any type of file you wanted the recipient of
| | 00:11 | your e-mail to have. So in this movie, I'd like to show you what
happens when you're on the receiving end of an attachment
| | 00:15 | and you are working in Entourage.
| | 00:17 | I have an e-mail here in my Inbox from Lenny
| | 00:20 | and he's sent me an e-mail that says here's the files you requested.
| | 00:23 | You can see whenever you have an attachment to an e-mail,
the Attachments panel here is automatically opened and you can see
| | 00:29 | that there are three files attached here. We have
Chapter_4.pdf, funnycats.wmv and then lynda_logos.zip.
| | 00:36 | And these are three different types of files and we should take
a look at the way all three of these are handled by Entourage.
| | 00:41 | First of all, Entourage will display basic file types that it
recognizes like PDFs and you can see that it actually displays
| | 00:46 | the PDF or at least the first page of the PDF
| | 00:49 | here in the actual message body. This is a multipage PDF,
but it's only going to display the first one.
| | 00:54 | But Entourage also recognizes things like image files, so if
the attachments included say, a JPEG or GIF files, those would be
| | 01:00 | displayed down here as well. But it did not recognize a WMV file,
which is a Windows movie file, and the zip file it can't display
| | 01:06 | because the ZIP file is a compressed file
that may contain one or more files within it.
| | 01:11 | So when you receive an attachment, if it's a file that Entourage
recognizes like a PDF document down here, you can get a preview of it.
| | 01:17 | But if you actually want to open the entire PDF,
you can just select the file, click Open.
| | 01:22 | Now Entourage will warn you that some files and attachments
can contain viruses and can be harmful to your computer.
| | 01:28 | So it's important that you trust the person that's sending you this file.
| | 01:31 | Don't ever open up an attachment from somebody you
don't know. I'll just say Open, because I know Lenny.
| | 01:36 | This actually opens the PDF document
in my Preview application in OS X.
| | 01:43 | If you have Adobe Acrobat installed on your
computer, you can open the PDF in Acrobat as well.
| | 01:48 | So I can check out the PDF there.
| | 01:49 | So it's pretty basic. That was an attached file,
and I can just click Open to open that up.
| | 01:54 | Next we have funnycats.wmv, which again is a Windows media video.
| | 01:58 | Now if I try to open that up, it's going to say,
Are you sure again? I'll say, Open and then...
| | 02:02 | nothing happens.
| | 02:04 | Hmm.
| | 02:05 | Well let's see what happens if I move this my desktop. I'm
going to grab this file and just drag my desktop, and there it is.
| | 02:12 | Now generally when you see a blank icon like this in OS X,
that's usually bad news saying that OS X doesn't recognize this file.
| | 02:19 | I'm going to try double-clicking it on my desktop. And it says there
is no default application to open the specified document funnycats.wmv.
| | 02:26 | Because I don't have Windows Media Player installed on my computer
there's nothing to open that file. So this is what I was saying in
| | 02:31 | the previous chapter, when we were attaching files to our
e-mail. If the recipient of the e-mail doesn't have the proper
| | 02:36 | program or plug-in to view the file you're
sending, this is basically what's going to happen.
| | 02:40 | They're going to try to open the file, and they won't have the
program to open it. So if you're sending basic things like PDFs
| | 02:46 | or images, those are usually safe. But if you're sending any type
of media file or any kind of file that might have been generated
| | 02:51 | by a program that the user might not necessarily have, you'll
probably want to check with them first to make sure that they can
| | 02:56 | accept that type of file. So right now there's nothing
I can do about that Windows media file except for maybe
| | 03:01 | downloading Windows Media Player or getting a plug-in for QuickTime
player. So we'll just leave that where it is but you'll notice that
| | 03:06 | that's how I copied the file of my
e-mail. I just dragged it right out.
| | 03:09 | Alternately, you can also just select the file and click Save to
choose a different location, after you get pass this message here,
| | 03:15 | you can choose a different location to save file if you
want to do it that way. Lastly we have this zip file,
| | 03:20 | which again is a compressed file. So
let's just that back to the desktop too.
| | 03:25 | Let me just hide Entourage for the moment.
| | 03:28 | So the zip file again, is just a compressed file. I'll
double-click to open that and OS X can uncompress files
| | 03:35 | so just double-clicking it puts a compressed version there. There
is a little alert for a conference call we be scheduled earlier.
| | 03:40 | I'll just go ahead and dismiss that.
| | 03:43 | Alright. So I uncompressed lynda_logos.zip and that
opened up a folder called lynda_logos and in there,
| | 03:49 | here I'll find the images that were attached in there.
So I have a logo.gif that I'll double-click to open up.
| | 03:54 | I also have this file here which I believe is an Illustrator file
and because I do have Adobe Illustrator installed on my Mac,
| | 03:59 | I can open that file as well.
| | 04:02 | Those are just some examples of the type of attachment situations
you might find yourself in, when somebody attaches a file.
| | 04:08 | Again if it is just a PDF or an image, you
probably will have no problem opening that up.
| | 04:12 | Especially if it's a movie file, you might have trouble opening
it if it's a format that QuickTime can't normally read and if
| | 04:17 | you come across a ZIP file, you know what to do with that now.
Just drag it to your desktop or some place else on your computer,
| | 04:21 | double-click it to uncompress and then when you uncompress those,
what ever the file happens to be, if it's a file that OS X can read,
| | 04:26 | then you can open those up, but it could just as easily
been a compressed version of the funnycats video here inside
| | 04:32 | the zip, which again would leave me with no way to open it,
other than to go out and download the proper software to open it.
| | 04:38 | But that's how we work with attachments
when we receive them in Entourage.
| | Collapse this transcript |
| Managing junk mail| 00:00 | It's a fact of life that if you have an e-mail address, you're
going to get junk mail, or spam as it's more popularly known.
| | 00:06 | Fortunately, Entourage 2008 has newer and smarter
junk mail and phishing detection capabilities built in.
| | 00:11 | If you're not familiar with the term phishing, spelled with a PH-,
it refers to e-mails that are disguised to look like they
| | 00:17 | originated and take you to legitimate websites. Maybe some
websites you even have accounts on, like PayPal and eBay or a bank,
| | 00:23 | but they're actually phony e-mails designed to scam your
passwords and account access information out of you.
| | 00:28 | So let's take a look at some of the ways Entourage can help combat
junk mail and phishing. Notice over here in the folder list in
| | 00:34 | the Mail section, we have a folder called Junk E-mail.
| | 00:37 | This is the folder into which Entourage places any
messages that it thinks are spam or other malicious messages.
| | 00:43 | Right now I have one message in here
from Comcast that it thinks is junk mail.
| | 00:46 | Now technically, this isn't an junk mail
because Comcast is my Internet service provider here.
| | 00:50 | I really don't want to read their advertisements, but I also don't
want to accidentally miss any legitimate communications with them.
| | 00:56 | so I'll let Entourage know that this is not a junk mail
message by clicking This is not junk e-mail. That opens that
| | 01:04 | my Junk E-mail Protection dialog box here and it says, "To prevent
other messages like this one from being classified as junk e-mail
| | 01:08 | choose one of following." I can add the sender to my
address book, meaning any messages from the sender will then
| | 01:13 | automatically be accepted and not be considered junk mail.
I can classify all messages sent from the domain as not junk,
| | 01:19 | meaning any messages that come from Comcast.net,
| | 01:22 | but that's probably not a good choice in this case because
there might be a spammer out there with a Comcast address.
| | 01:27 | Or I can just classify this message is not junk and be aware
that other messages like this one might also be classified
| | 01:32 | as junk e-mail and I have to keep an eye on that.
| | 01:34 | For now, I'll choose this third option because I really don't want
to add it my address book and I don't want to accept all e-mails
| | 01:40 | from Comcast.net as not junk.
| | 01:42 | So you can see that empties out my junk e-mail
folder and if I go look in my Inbox here,
| | 01:47 | that messages has been sent back to my Inbox.
| | 01:50 | Now when you start using Entourage, it's most likely not going
to catch every single junk mail message that comes through.
| | 01:56 | For example, up here at the top I've got two messages that
are most likely spam messages. Here's one with stock quotes in a
| | 02:03 | attachment and this is actually pretty good example of the type
of spam that's going out these days. All these ridiculous phrases.
| | 02:10 | Spanish folk of flourishes classic recommended fans?
Rock art user name a remember am me.
| | 02:14 | They put in these words that look like sentences
| | 02:16 | so that they try to fool e-mail programs or spam blocking
devices into thinking these are real e-mail messages,
| | 02:22 | by putting in these innocuous phrases like this.
But then what they do is they embed these images,
| | 02:27 | this one's called Marconi.GIF, that actually contains
the information that they want you to read and these
| | 02:31 | are often times links so be careful not to click on any
of these images that are embedded in your e-mail program.
| | 02:37 | They look like this because they're images and this is
how they're trying to get the information through and
| | 02:41 | spam detection software can't read text that's inside of an image.
| | 02:45 | So that's how that one gets through. Same thing
with this one. We've got another image embedded
| | 02:51 | in this document full of gibberish text.
| | 02:55 | So are obviously junk mail messages. So to classify these as junk,
I'm going to select it and come up here to the toolbar and
| | 03:02 | click Move to Junk Folder.
| | 03:04 | And off it goes.
| | 03:05 | Alternately, you can come to the Message menu here
and choose Mark as Junk or press Shift + Command + J.
| | 03:11 | Now if I go look in my Junk E-mail folder, there they are.
Oftentimes if the message gets sent directly to
| | 03:16 | your junk mail folder and it includes images,
| | 03:18 | Entourage will actually not download those images until
you determine that they are not junk messages. In this case,
| | 03:24 | they were already in my Inbox folder, which
is why the images are being displayed here.
| | 03:28 | Now, how can we help Entourage better
determine what's junk and what's not?
| | 03:32 | I'll start by going to the Tools menu and
choosing the Junk E-mail Protection command here.
| | 03:38 | It opens in my Junk E-mail Protection window,
| | 03:40 | and this is the control center for setting
Entourage's level of junk e-mail filtering.
| | 03:44 | We have three sections here: Level, Safe Domains and Blocked Senders.
| | 03:48 | Let's start with the Level section.
| | 03:49 | By default it is set to low, meaning it's going to catch
the most obvious junk mail and it does so by looking for
| | 03:55 | keywords and phrases that are common to most spam messages.
But be aware that even at this level some legitimate messages
| | 04:00 | might get sent to your junk folder, especially if
you get e-mails from friends with innocent phrases like,
| | 04:05 | "Hey, I can swing by with my tools this weekend
and help you increase the size of your guest room."
| | 04:11 | So it's a good idea to check your Inbox regularly just to
make sure there are no real e-mails of ended up in there.
| | 04:16 | If they have, you just hit that Not Junk
button to send them back to your regular Inbox.
| | 04:21 | Again you can do that by clicking that This in not junk e-mail
button here, but also notice- let me just cancel here for a moment.
| | 04:26 | Also notice when you're in your Junk E-mail box and have e-mail
selected the Junk button has turned into the Not Junk button.
| | 04:32 | So if you do need to move a back your Inbox,
just click the green envelope icon there.
| | 04:36 | Let's go back to the Junk E-mail Protection window. If you
find that a lot of spam messages are still showing up in your
| | 04:43 | Inbox with the Low level here,
| | 04:45 | you might want to switch to the High level,
which will catch a lot more spam,
| | 04:48 | but it also increases the chance of legitimate e-mails getting
sent to junk. So you'll still have to check your junk e-mail
| | 04:53 | box for valid messages pretty regularly.
| | 04:55 | Third level is Exclusive, which only allows messages from people
in your address book. It is pretty severe, because any message
| | 05:01 | from anyone not in your address book gets
sent directly to the Junk E-mail folder,
| | 05:05 | but it might be useful if you have an e-mail address that
only certain people should know if so for anyone else tries to
| | 05:10 | e-mail you at that address, their messages
get tossed in the junk folder right away.
| | 05:13 | Of course, if you want to throw caution to the wind or if you
find that too many legitimate messages are getting sent to junk,
| | 05:18 | you can completely turn junk e-mail protection off by
choosing None, but I don't recommend that, especially if
| | 05:24 | you're just starting off. I would start with Low and work from there.
| | 05:26 | The last option here is to have Entourage automatically
delete messages from the junk e-mail folder that are older than
| | 05:32 | in this case, 30 days. You can set the number of days yourself
but again, be sure to check through the junk mail folder regularly
| | 05:37 | or else some real messages might get deleted
before you get a chance to see them.
| | 05:41 | Let's look at the Safe Domains section next. This area is for listing
any domain names that you automatically want to accept e-mails from.
| | 05:48 | A domain name is the part of an e-mail address that
follows the @ symbol, so in the address gchow@lynda.com,
| | 05:54 | lynda.com is the domain name. And in my case I can be pretty sure
that all mail coming from lynda.com is legit since I work there
| | 06:01 | so I'll add the name to my Safe Domains list. So you can see
here that it says, Use commas is to separate any domain,
| | 06:07 | so if there's another domain to accept, press comma, and then
type your next domain name in there. This Safe Domain's area works
| | 06:12 | pretty well for business domains like lynda.com,
which are pretty exclusive e-mail addresses.
| | 06:18 | But this area doesn't work so well with domains
from free e-mail services like say, Hotmail or Gmail,
| | 06:23 | which have millions upon millions of subscribers,
| | 06:26 | many of which are set up exclusively to send out spam. So I wouldn't
put Gmail in here or Hotmail in here and any other sites like that.
| | 06:32 | On the flip side, if you keep getting junk mail messages
from some weird domain name you've never heard of
| | 06:36 | and which none of your contacts use as an e-mail address,
| | 06:39 | you can block e-mails from specific domains by going to
Blocked Senders. So if I keep getting spam addresses from
| | 06:46 | example.com like you see up here, I would just type example.com
and all messages from that domain automatically be routed to
| | 06:54 | my Junk Mail folder at all times.
| | 06:56 | Once you're done playing around in here, click on OK. You might have
to come and reset your settings based on how much spam you're getting,
| | 07:02 | or how much legitimate e-mails is
getting sent to the Junk E-mail folder,
| | 07:05 | but that's a rundown of Entourage's junk mail protection scheme.
Now some other things to keep in mind, when you first start out
| | 07:10 | with Entourage, it might take some time for it to figure out
which messages are junk and which ones a legit so be sure to
| | 07:14 | hit that Junk button if any messages slip through
the filter, instead of just throwing them into the trash.
| | 07:19 | That way Entourage can start learning what you consider spam.
| | 07:22 | Also as a general rule, beware messages from sites that appear
to be from legit businesses, like PayPal or eBay or from your bank,
| | 07:28 | and ask you to click a link to confirm account information.
Those are more often than not going to be phishing scams.
| | 07:33 | Entourage 2008 does have stronger phishing protection schemes
built-in but if you ever need to confirm your account information,
| | 07:39 | it's much safer to open your browser and manually enter
the address of the site you on a login to you, rather than
| | 07:44 | clicking links in e-mails, which might take you to what
appear to be perfect copies of the real sites, but in fact
| | 07:50 | are set up to steal your personal information.
| | 07:52 | So bottom line, Entourage can help you out a lot,
but it's still up to you to be on your toes.
| | Collapse this transcript |
| Creating message folders| 00:00 | In this movie I want to talk briefly about the folder list
in the Mail section of Entourage over here on the left.
| | 00:05 | Now my folder list probably looks a little more complicated
than yours, especially if you only have one e-mail account.
| | 00:10 | What you are seeing right now is a result
all the stuff I've set up in previous movies.
| | 00:14 | Because I set my lynda.com e-mail account information
on Entourage, which is an IMAP server, it has its own set of
| | 00:19 | mailboxes here, Inbox, Drafts, Sent, Trash and Spam.
| | 00:23 | [Program beeps.]
| | 00:24 | And this Mail Import folder here is here because I showed you how
to import account information from Apple Mail back in Chapter 2.
| | 00:30 | So I'll collapse my lynda.com folder here and this a little
bit closer to what you would see you on your copy of Entourage
| | 00:36 | if you've only set up one POP e-mail account.
Just ignore lynda.com and the Mail Import server and
| | 00:41 | what you have left are the things that should be
in Entourage by default. We've got On My Computer,
| | 00:43 | and we have six default e-mail boxes here: Inbox,
Drafts, Outbox, Sent Items, Deleted Items and Junk Mail.
| | 00:52 | You'll have Microsoft's News Server,
| | 00:54 | which we're not going to be getting into, and we have
Mail views, which we now are for filtering for messages.
| | 00:59 | So let me give you quick rundown of what each
of these folders here on my computer is for.
| | 01:03 | Now the Inbox, as we probably know already, contains all
messages that you receive that weren't sent to your Junk Mail folder.
| | 01:09 | The Drafts folder contains any e-mails you've
composed or are working on but haven't sent yet.
| | 01:14 | The Outbox contains messages that are on their way to being sent.
If you're connected to the Internet at all times and you have
| | 01:19 | a fast connection, your messages will usually only spend a few
seconds in the Outbox before they get moved to the Sent folder,
| | 01:25 | where all sent e-mails are then stored. The Deleted Items
folder contains messages you deleted which you can still read
| | 01:31 | by clicking on them and you can still drag them back
into your Inbox if you accidentally send an e-mail here.
| | 01:35 | So if you want to send this back to Inbox, just drag that back,
| | 01:39 | and off it goes. If you want to permanently delete items in
your Deleted Items folder. You can right-click or Control-click on
| | 01:44 | Deleted Items and choose Empty Deleted Items.
| | 01:47 | You'll get a warning that says, "Entourage will permanently delete all
messages and subfolders in this folder. Are you sure you want to do this?"
| | 01:53 | I'll cancel out for now.
| | 01:55 | And lastly we have the Junk E-mail folder, which as we learned the
previous movie stores any messages that you or Entourage consider junk.
| | 02:02 | Now people are going to get along fine with just these six folders.
| | 02:05 | But if you get a lot of e-mails, you might find useful to
create additional folders to store and organize your e-mails.
| | 02:10 | For example you could create a work folder
to contain all messages related to your work.
| | 02:14 | And a personal folder to contain all personal messages.
To create a new folder just right-click or Control-click on any
| | 02:20 | subfolder, and since in some talk about messages I'm going to
be receiving, I'm right-clicking on my Inbox and then we can
| | 02:25 | choose New Folder or New Subfolder.
| | 02:27 | A new folder will sit at the same level
as the other six folders in my Inbox.
| | 02:31 | while the subfolder will be placed
inside whatever folder I clicked on.
| | 02:34 | For example, my Inbox currently contains e-mails that
were sent to both my Gmail account and to my Comcast account.
| | 02:41 | So here you can see this e-mail was sent to my
| | 02:44 | garricklynda@Gmailaccount.com and down here we have some e-mails
that were sent my Comcast account. Maybe I want to keep things more
| | 02:50 | organized by creating subfolders in my Inbox
to separate mail sent to these two accounts.
| | 02:55 | So I'll right click on the Inbox and choose New Subfolder
| | 02:58 | and I'll create a subfolder called Gmail.
| | 03:01 | And I'll right-click on Inbox again and create
another new subfolder and I'll call this one Comcast.
| | 03:08 | Now I can just start dragging messages into the proper folders.
So this one from Lenny here is to my Gmail.
| | 03:13 | I'll put that one in Gmail. This one is to Comcast.
I'll drag that to my Comcast account and so on.
| | 03:19 | But I wouldn't want to have spent a lot of time dragging
messages to their appropriate folders every time they come in.
| | 03:24 | I would be be much easier to have Entourage
automatically place e-mails in the right folder for me.
| | 03:29 | I'll be showing you how to set something like that up in the next
movie. But first I want to go over a couple more things about folders.
| | 03:34 | You can convert a subfolder to a main folder if,
for example, you don't want or need to toggle say,
| | 03:39 | the Inbox open and closed to see those folders all the time.
| | 03:42 | You just drag the folder that you want to turn into a main
folder to On My Computer and you can see that puts that at the
| | 03:48 | same level as the other folders under On My Computer.
| | 03:51 | If you change your mind or make a mistake, just drag them back
to Inbox in this case, and it turns it back into a subfolder.
| | 03:57 | If you want to delete a folder, just select it
and hit the Delete key on your keyboard.
| | 04:02 | That folder and any messages in that folder will get moved
to the Deleted Items folder. Of course you can rescue it,
| | 04:08 | if you made a mistake, by dragging it
back to the Inbox. I'll cancel for now.
| | 04:12 | Now in the next movie, I'll show you how to set up
rules in Entourage to route messages to specific folders,
| | 04:17 | but also remember that you have the Mail Views area down here
for searching through your messages using specific criteria
| | 04:23 | like for instance, Unread, which instantly shows you all messages
regardless of which folder and that you haven't read yet.
| | 04:34 | You can create your own Mail Views by again using the Quick
Filter bar up here, which I showed you how to do in Chapter 3,
| | 04:36 | when I showed you how to sort through your address book.
Just come up here, click the plus button and you can
| | 04:41 | start creating criteria. For instance, I have one set up here,
| | 04:43 | To Do Flag Not Completed. So basically, any messages I flag
as a To Do that I haven't done yet, are now listed right here.
| | 04:52 | But for those times when you want even more control
over where messages go, you can set up mail rules,
| | 04:56 | which I'll show you how to do in the next movie.
| | Collapse this transcript |
| Creating message rules| 00:00 | In the previous movie, I created two folders in my Inbox to store
messages sent to my Gmail account and to my Comcast account,
| | 00:07 | but right now I have to drag messages from
my Inbox into their respective folders manually.
| | 00:12 | What I'd like to do in this movie is show you how to create
rules in Entourage to do this sort of thing for you automatically.
| | 00:18 | Rules are basically a collection of criteria that you set up.
Entourage then checks messages against the rules you created
| | 00:23 | and if the messages fit that profile, Entourage
performs whatever task you've set up for that scenario.
| | 00:28 | For example, you can set up rules to put a copy of
all outgoing mail sent to your mom into a Mom folder
| | 00:34 | or to automatically delete attached files from certain people, if
you know that they always include say, a graphic of their signature
| | 00:40 | or some other cutesy image that you don't really
need to see every time you get an e-mail from them.
| | 00:44 | The possibilities aren't really endless, but they come pretty close.
| | 00:47 | So let's take a look at how rules work.
| | 00:49 | I'm going up to the Tools menu and pull up Rules.
| | 00:53 | That opens up your Rules window here. You can see we
have options here for POP mail rules, IMAP, if you're working
| | 00:59 | with Hotmail or an Exchange server,
you can create rules for those as well.
| | 01:02 | If you're working with Microsoft News Server
or you can set up rules for outgoing mail.
| | 01:07 | Each different e-mail account you have should have its own set of
rules if you're going to create rules. So I'll create a new rule
| | 01:13 | for my Gmail account to start off with.
So let's go ahead and click New.
| | 01:17 | That creates an Edit Rule and I'll call this Gmail.
| | 01:21 | And you can see we basically have an If section and a Then section.
| | 01:25 | In the If section you determine what properties the mail will
have and in the Then section you determine what will then happen
| | 01:31 | to the e-mails have that particular property.
| | 01:34 | So you can see we can continue to Add Criterion
to those sections or Remove Criterion
| | 01:38 | and we can choose to execute this if all criteria
are met, if any are met, so if I have multiple criteria
| | 01:43 | I can say that they all have to met or just any of them have
to be met. We also the choice of unless any criteria are met or
| | 01:49 | unless all criteria are met.
| | 01:50 | I'm going to choose if all criteria are met. I'm going to say...
| | 01:55 | Any to recipients, Contains-
| | 01:58 | it actually has my Comcast address in here but since this is my
Gmail rule I'm setting up here, I'll put my Gmail address in here.
| | 02:06 | garricklynda@Gmail.com
| | 02:08 | So it's basically saying any e-mail that comes in,
if it has this address in it, then do something down here.
| | 02:14 | Notice we can do things like change the status so I can say,
it's not junk e-mail. I can change the priorities so basically
| | 02:21 | any e-mail that came to this account I can make high priority.
We can do things like automatically forward an e-mail to
| | 02:27 | another address or save any attachments that might be attached.
We could even play sounds or notify or even do things like
| | 02:34 | print the message. In this case, I'll say OK, if the e-mail
has my Gmail address in it, I want to move the message
| | 02:45 | to my Gmail folder. I don't need to set a category
or anything like that. So basically I'll click down here,
| | 02:49 | you can see the highlight that appears around
that set of criterion and I'll remove that action.
| | 02:54 | So basically all this says right now is if I get an e-mail and it's to this address, move it to my Gmail folder, on my computer,
| | 03:02 | and I'll make sure that's enabled.
Click on OK and there's my first rule.
| | 03:05 | Incidentally, you can enable and disable
rules just by clicking this box here.
| | 03:10 | Now I'll create one for my Comcast account. Call this one Comcast
and I'll say Any To recipient, Contains, garrickchow@comcast.net,
| | 03:20 | and again, I'll just say Move message, to my Comcast folder
| | 03:25 | and again I don't need this second criterion here.
So let's remove that and there's my second rule.
| | 03:31 | So now I have two rules. I'll go ahead and close that. Now
unfortunately the rules to work on mail I've already received.
| | 03:37 | but any mail that I get from this point on that
fits my criteria, should get routed correctly.
| | 03:42 | So I'll check for new mail to see if this works.
| | 03:47 | And yup. Looks like I got a Gmail and notice nothing changed
in my Inbox here, even though I have the Inbox selected,
| | 03:54 | this mail from Carl, which was sent to my Gmail account
automatically got sent to my Gmail folder because of that rule.
| | 04:00 | Now my suggestion to you is to play around in
the Rules area. Just pull up Tools, go to Rules.
| | 04:05 | Click Create New Rule and just play around and see what's available
in here and you'll get yourself better acquainted with the things
| | 04:10 | that are available in here and you can
figure out some cool rules you can set up.
| | 04:14 | So if you find yourself doing repetitive actions in Entourage,
check out the Rules section, play around with the criteria and
| | 04:19 | see if you can get Entourage to do all the work for you.
| | Collapse this transcript |
|
|
8. Exploring the Project CenterCreating a new project| 00:00 | In this last chapter of movies I'd like to show you Entourage's
Project Center which we can find by clicking the Project Center
| | 00:05 | button up here in the toolbar. It's the last
section we haven't really looked at yet.
| | 00:09 | The Project Center is the area in Entourage where you can
tie together all the other parts of Entourage that you use,
| | 00:15 | Mail, Contacts and Events, Notes, Tasks and To-do's that might
all be related to the same project. So for example, if you're
| | 00:21 | working on a budget report, you could create a project
called budget report and use it to you keep track of all
| | 00:27 | communication and notes and tasks you have
to do that are related to the budget report.
| | 00:32 | Or you can even use it for something like planning a trip
to keep track of places you need to be on certain dates,
| | 00:36 | e-mail confirmations from hotels and airlines,
sites that you want to see and so on.
| | 00:42 | So let's see how we create a new project. I'm going to create a project
to manage my upcoming trip to the NAB conference in Las Vegas in April.
| | 00:49 | So here in the Projects area, I'm going to click New.
| | 00:53 | That opens up the New Project Wizard which gives me an
untitled project and I'm just going to call this one NAB,
| | 01:00 | National Association of Broadcasters, where lynda.com will be
exhibiting and I'll set the due date for, let's say April 11th,
| | 01:09 | the Friday before we travel out there.
| | 01:12 | If I have a picture I can put it in here. I don't really have a
picture of Las Vegas or myself to use right now; just leave that blank.
| | 01:17 | If I have any notes to myself, I can put them in here. This is basically
anything that you might want to remind yourself about the project.
| | 01:24 | I'll type, "Don't panic." We can pick a color here. I actually
think yellow is pretty appropriate for the desert so we'll keep that.
| | 01:31 | And we'll go to the next screen.
| | 01:32 | Now when you create a new project, Entourages is going to create what's
called a project watch folder to contain files it needs to manage your
| | 01:38 | entire project. And you can choose to have it automatically
create the watch folder in a specific location, in this case
| | 01:44 | in your home folder in the folder called Documents, Office
Projects and it's going to create a folder called NAB.
| | 01:50 | Or you can manually set project watch folders if you wanted to,
you click Change and create your own folder in your own location.
| | 01:56 | I'm just going to let Entourage do everything automatically. We automatically
import items from any particular category, so far we have already had a
| | 02:02 | category, maybe were items set up in relationship to this trip,
I can select that or if I were to have another project,
| | 02:08 | I can choose from this list. I have neither of
those right now so I'm going those both set to None.
| | 02:13 | Next we can set up some rules. I can associate e-mail from project
contacts. So eventually I'm going to start adding contacts to this project,
| | 02:19 | people who are going to help me set up this trip,
| | 02:22 | and any e-mail that they send me will
automatically be associated with that project.
| | 02:26 | I can also associate any e-mail with the following subjects.
So if I get e-mail that has the word Vegas in it and I can
| | 02:33 | have that automatically associated with this project.
| | 02:36 | If I get an e-mail with NAB in it, I can have that
automatically be associated and so on and so on.
| | 02:42 | Any type of subject I think I might receive in an e-mail that
might have to just my trip I can put those keywords in here.
| | 02:47 | Notice also, we can choose to not apply to any other rules
to these messages. So if I've set up rules, like I showed
| | 02:57 | you at the end of the last chapter, and I want to bypass those
rules if the e-mail falls into one of these two categories here,
| | 02:58 | I can do so by keeping this checked.
| | 03:00 | And if I want to apply rules to existing
messages I can check that button as well.
| | 03:04 | Additionally, I create a project watch folder alias to the
desktop so if I want a quick way to access the folder that
| | 03:10 | Entourage is creating for me to manage this project, I can have a
creative alias on the desktop and I'll go ahead and let it to do that.
| | 03:17 | And finally it tells you that when you click the final right
arrow button, which is this one down here, Entourage will make
| | 03:22 | the NAB project and it will take me to the Project Center, which is sitting
right back here. It tells me where that folder is to be stored again.
| | 03:28 | Tells me that the alias is going to be created on the desktop
and it says to add more items to the project and this is important.
| | 03:33 | Use the Add button, which is a green button here that
you'll find in lower right corner of any Project Center tab.
| | 03:39 | If you want to eliminate any items that are in there, you just hit the
Remove button. If you want to share a project with any users, we can hit
| | 03:44 | the Share button, which you'll see down at the bottom of the
Project Center, and then that will open up the Sharing wizard
| | 03:48 | which will walk us through that process.
| | 03:51 | So it all looks good to me. Click the next right arrow and here
is our project. You see the NAB is listed as the project here.
| | 03:57 | It's got its custom color that we created. I see the due date
in big letters here. If I had dragged an imagein, it would be here.
| | 04:04 | This is nice. It tells me exactly how many days I have left to prepare
for this project. And you can see is divided into several other sections.
| | 04:10 | Here are the notes and of course I can add to any of these other sections
| | 04:13 | at this point, if I wanted to. If I wanted to add more notes,
I can click in there and we can add tasks and we can also view any
| | 04:18 | new and recent mail associated with this project
and any recent files associated with this project.
| | 04:23 | Additionally, you can see our watch folder buttons down here.
Here's the add and remove buttons that were mentioned,
| | 04:29 | and we've got our Share button,
our Backup button and our Properties button here.
| | 04:33 | So this is the Overview section of our project. If I go out and
look at my desktop. There is the shortcut folder created for NAB.
| | 04:39 | If I double-click on that, it takes to that folder, which is currently empty.
| | 04:46 | So that's how we create a new project here in Entourage 2008,
and now I'm already a start adding related items
| | 04:51 | like mail or contacts or notes to this project.
| | Collapse this transcript |
| Adding items to the project| 00:00 | All right. So in the previous movie, we created a project called
NAB and this has to do with my trip out to Las Vegas for
| | 00:06 | the National Association of Broadcasters trip in April. Again,
that's due in 73 days and we saw that once you create your
| | 00:13 | project, you are taken to this Overview page.
| | 00:15 | And you can see there are several other tabs up here of
sections within our project and this movie what I'd like to
| | 00:20 | show you how to add items and associate them with your
projects so you can keep everything has to do with your project
| | 00:25 | right here in the Project Center. So let's just
work away across here. Let's start with Schedule.
| | 00:30 | And basically what you are seeing here is just a version of the
Entourage calendar. we've got the same items in the toolbar up here
| | 00:36 | and here we can add items to our
calendar that have to do with our project.
| | 00:40 | Now if there are already any events and our calendar
that we want to associate with our project you can click
| | 00:45 | the add button down here and choose to add a particular event.
You can just come through here and find the right event.
| | 00:51 | Looks like there's a lot of holidays in here but down here at the
bottom, if any of these items were associated with my project,
| | 00:57 | I can add them just by clicking the Add button here.
| | 01:00 | And we can say maybe this lunch meeting
here has to do with the project, so add that.
| | 01:04 | You can see there's the lunch meeting and it has been tagged with
the little yellow dot there to associate this meeting with my project.
[00:01:10 .33]
If I have a new event that has to do with this project,
I could just click New, again choose the event
| | 01:16 | to add this my calendar. I'll save this as NAB progress
meeting. And we'll say this is due next week on the sixth.
| | 01:29 | Eveerything else I'll just leave the way it is.
Save that. And again if I scroll through my calendar here,
| | 01:40 | I'll see there is the NAB meeting that I
just setup, again associated with this project.
| | 01:45 | Now this will still show up on my regular calendar.
| | 01:48 | If I go to February, I can see it right there. So when I'm in my
Project Center, I can see everything has to this project right in here,
| | 01:53 | but notice it doesn't display any other non-project related events.
| | 01:58 | We can also choose to create the tasks from here.
| | 02:01 | "Get notes together for meeting" and
we'll make that due the day before the meeting.
| | 02:10 | Save that.
| | 02:13 | And you can see those tasks are
listed in the To-do fashion down here,
| | 02:16 | In the Tasks pane down here, while you don't see it
in the calendar because the calendar is only for events.
| | 02:22 | Let's move on to the Mail section here. Now if we have
any mail associated with this project to which open here.
| | 02:27 | Now I don't have an e-mail yet. Let's go ahead and go over to our mail
| | 02:32 | and I'll choose Send/Receive. [Music plays.] Looks like I got one here.
| | 02:37 | This is from Carl, NAB in Vegas. Notice this is already been
tagged with the project's color because if you recall in
| | 02:42 | previous movie, I set up a mail rule saying that if
the subject includes either NAB or Vegas, to automatically
| | 02:48 | associate that e-mail with this project. This one happens to
include both phrases in the subject so you can see that it has
| | 02:54 | been added to the project. If I go back to the Project Center,
sure enough, there it is. So this is really, really cool.
| | 03:00 | Anytime anybody sends you an e-mail with the keywords
in the subject line, those will automatically show up .
| | 03:06 | And you could additionally create more rules.
| | 03:13 | And say that any messages..
| | 03:17 | say in the message body contains NAB.
I can set that to the project NAB.
| | 03:24 | So, just like that if NAB appears in any e-mail message
I receive, it automatically be sent to my project.
| | 03:31 | Kind of the don't need that so I Remove Action.
| | 03:34 | Actually, I'll just call this one NAB and there's another rule.
So again, think about we can do with the rules to make them work with
| | 03:41 | your project. I should also mention that if anything accidentally
ends up in your mail folder that's not associated with the project,
| | 03:47 | just click remove and it will take it right out.
| | 03:49 | Next we have Files.
| | 03:51 | Now this is pretty cool because you can associate other types of
documents with your project. Because most likely if you're working on
| | 03:56 | a project you're not just going to be limited to e-mails. You
might be working with Word documents or Excel spreadsheets or even
| | 04:02 | PowerPoint presentations. The cool thing about that is all
the other Office applications are tied in to the Project Center.
| | 04:09 | So for instance if I go over to Excel, I've got this workbook
in here and I would associate this with my project because I
| | 04:16 | want to do a say, an NAB budget report here.
So in all of the Office applications
| | 04:20 | in the Formatting Palette here you'll find a Project Center button
that will list for you any projects that you've created an Entourage.
| | 04:27 | I only have the one but if you have
more you can select from right up here.
| | 04:30 | So I want to associate this document with my NAB project.
To do so I just click the little plus button right here.
| | 04:36 | Now that's going to ask me to save the document first.
I'll just go ahead and save this on the desktop for the moment.
| | 04:43 | And I'll call this NAB budget.
| | 04:50 | Save that
| | 04:51 | and we'll add that.
| | 04:54 | Now it's going to say, Are you sure you want to
add this to the project? We'll say, Of course.
| | 04:58 | Go ahead and close that. Now if I come back to my Project Center,
you can see there it is. It's listed right here under the Files section.
| | 05:05 | So if I ever want to access this budget,
I can just come right in here and there it is.
| | 05:10 | Where it's actually stored in this case-
let me just hide Entourage for the moment
| | 05:13 | and hide Excel-
| | 05:17 | is inside the NAB folder that it created for me
in the previous movie when we set up our project.
| | 05:21 | And you can see these are just aliases to their actual locations.
| | 05:24 | So this one is actually pointing at the version that's
saved to my desktop. So I might actually save that elsewhere.
| | 05:30 | So basically that works in all of the other Microsoft products.
If I'm working in a Word document here, I can go to the Project Center.
| | 05:37 | And I can add this document to the Project
Center by clicking the plus button as well.
| | 05:41 | Very, very cool.
| | 05:42 | Next we have contacts. This is basically to store the contact
information for anybody who's working with me on this project.
| | 05:48 | So I can add a new contact or if they're already in my address
book I can just click the add button. I come through here,
| | 05:54 | find the people to add,
| | 05:59 | and you can hold on the Command button
just to pick multiple people at once.
| | 06:03 | You can see all those people are now associated with this project.
I double-click; that'll take me right to their contact information page.
| | 06:10 | Notice we also have a Messenger button here and
if you want to instant message with these people.
| | 06:14 | you can enter their information here as well.
| | 06:17 | Next we have clippings and this is basically an all-purpose area
for any text or image clippings that you might want to use in some
| | 06:24 | of your presentations or documents, and you want to keep them all
one location as well. For example, let me go out to lynda.com's website,
| | 06:34 | and we have Upcoming events.
| | 06:38 | Here's NAB and we just have this little blurb about NAB right here.
| | 06:42 | I'm just going to give you an example how
this might work. Let me just to copy this,
| | 06:47 | and let's go to Word. I'm just going to paste this in Word with
Command + V. Now I don't even need to save this document because
| | 06:53 | I'm not really interested in saving
the document. I just want this text here.
| | 06:56 | So to add this text to my clippings, basically what I have to do is,
in the Project palette here in Word, go over to the Scrapbook.
| | 07:04 | Scrapbook is where you keep clippings and
the scrapbook appears again in all Microsoft
| | 07:08 | Office applications like Word, Excel and PowerPoint. I'm
just going to grab this highlighted text, just drag it in here.
| | 07:14 | And we see the text appears in there as an new clipping.
If I want to, I can double-click up there to give it a new name.
| | 07:19 | I can just call this NAB blurb. I don't even save this document
now. The clipping is now in the scrapbook. So now if I come
| | 07:32 | back to the clipping section in Entourage, I just click the add button
| | 07:35 | and right there it shows me all clippings that I've added
in any of the other Office applications. I can add that.
| | 07:38 | And there's the clipping.
| | 07:40 | So this is basically stored here in my project so if I ever need
this clipping again, for instance if I'm creating an e-mail for example,
| | 07:49 | and I want to send somebody that clipping,
all I do do is just drag that clipping,
| | 07:54 | I'll just go like this and drag the clipping into my e-mail,
| | 07:59 | and there it is.
| | 08:02 | So that's how you would use a clipping. Again just another way
to keep everything associated with your project, in the same place,
| | 08:07 | here in the Project Center. Finally we have Notes and this is
just the all-purpose place for any ideas that cross your mind
| | 08:13 | or things you have to take care of the one or write some notes for.
| | 08:18 | You can create a new note in here or if you already have some existing
notes that you created in the Notes section here, you can add those as well.
| | 08:25 | And there you go. So now if we go back to the Overview area
we can see our calendar, we can see our tasks and we can see any
| | 08:31 | new and recent mail as well as any recent
files that we've added to our project.
| | 08:35 | So this is how we keep all these different items that
associated with our project in one place. I think you'll agree
| | 08:40 | it's much easier to keep everything right here in the Project Center
than have to worry about, OK, the budget is stored in one place,
| | 08:45 | my e-mails are stored in another place, tasks and calendars
are stored in another place and even if they are all in
| | 08:51 | Entourage in these different areas, it's still more difficult
to go through all the sections then it is to simply go to
| | 08:55 | the Project Center and have everything
right here in this one location.
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| Backing up the project| 00:00 | So if you've spent the time to organize your project into this
one location in the Project Center, where you're tracking your
| | 00:06 | schedule, your mail, your documents, clippings and notes,
you most likely want to perform a backup of this information
| | 00:12 | to make sure that it stays safe in case anything
unforeseen should happen to your computer's hard drive.
| | 00:16 | That's why there's a big backup button right down here in the
lower left corner. Click on that. That opens up the Export
| | 00:22 | window here and you could also get to it by choosing File, Export.
| | 00:27 | It's asking you what you want to export. We saw this earlier
when we exported our contacts but here we want to choose the option
| | 00:32 | to export items to an Entourage archive.
| | 00:35 | Notice the difference between choosing File, Export and
clicking the Backup button here. When I chose File, Export
| | 00:40 | it automatically chose All items here.
| | 00:42 | But I want to do is click Backup and notice that it
automatically selects items that are in the project NAB here.
| | 00:48 | So just be aware of that. You can choose File, Export but then
it does not automatically choose to back up your project. It just
| | 00:52 | chooses to back up all these items you see here. You can
still select items that are in the project NAB or whatever
| | 00:56 | your project happens to be, from there. Then you can choose
which items to archive. Mail, Tasks, Contacts, Notes, Calendar,
| | 01:06 | Events, Project Files. Most likely you'll want to back up them all.
| | 01:09 | Click Next,
| | 01:10 | Next it's asking, do you want to delete
archived items after they're successfully archived?
| | 01:14 | I would only recommend this if you're backing up a completed
project. Otherwise, all the stuff you see here will be gone
| | 01:19 | and stuffed in the archive. You can always bring it back,
but if you're still working on a project and you're creating
| | 01:23 | this backup midstream just to make you
have a backup, definitely keep no checked here.
| | 01:30 | Next it's going to ask you where to save it so pick a location
on your computer. I recommend just putting it on the desktop because
| | 01:35 | afterwards I would also recommend moving this
file that you're saving, in this case, NAB.rge,
| | 01:39 | to another location, whether to another computer, onto a CD or
onto a flash drive, to something away from the current computer's
| | 01:45 | hard drive so that if something does happen to this computer's hard
drive, I have a backup copy. So I'll just save this to my desktop.
| | 01:52 | It's finished exporting my data. So if I look on my desktop and there
it is. There's a folder so if something does happen to my hard drive,
| | 01:59 | and I reinstall Entourage on my computer and I have a copy
of this file, all I have to do is double-click it to bring it
| | 02:06 | back into Entourage. It will then import all the project
information and all the related files back in Entourage.
| | 02:13 | Alternately you can choose File, Import,
| | 02:14 | to import that file as well and choose Entourage information from
an archive for earlier version and just walk through that process.
| | 02:21 | So that's how we back up our project. Again, I think it's
a very important step to take if you're depending on this
| | 02:26 | Project Center to track everything that has to do with your project.
There's a good chance that there's going to be a lot of important
| | 02:36 | information here built up over time and you want to make sure
you have a copy just a case anything goes wrong with your computer.
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ConclusionGoodbye| 00:00 | All right. I hope you enjoy putting Entourage 2008 through
its paces with me and that you'll be able to take what you
| | 00:05 | learned here and start using Entourage to
manage your own e-mail, schedule and projects.
| | 00:09 | And be sure to check out the other Microsoft Office 2008 training
titles and as well as Effective E-mail with Jeff Van West
| | 00:15 | all on the lynda.com Online Training Library. So
until next time, I'm Garrick Chow, talk to you soon.
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