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From setting up Entourage as the default mail application to managing projects across the other Office applications, Entourage 2008 Essential Training teaches users how to fully take advantage of this software. Instructor Garrick Chow begins by covering how to create and configure accounts and import Address Book information, and then moves on to explore working with the Calendar to adding and updating events, sending and receiving invitations, flagging to-do items, creating project plans, and more.
Now let's take a look at how to add attachments to our emails. Attachments are basically files that you want to include along with your email to send to your recipient. An attachment can be an image file, a movie file, maybe a Word document or a PDF document, basically something that you want the recipient of your email to receive and to be able open. The receiving part is easy. Just attach the file to your email and send it off and they can receive that file. But to actually open the file they will need a program that can open the type of file you are sending so if you are sending a Microsoft Word Document generally they will need Microsoft Word or some equivalent program that can read the Word format like the OS X Text Editor application can read Word Documents.
If you are sending a PDF document they will need either Acrobat Reader or if they are using OS X, OS X has built-in PDF reading capabilities. So just be aware that when you attach your file whatever that file is and if you want your recipient to be able to read it they are going to need the program to be able to open that file. In order to attach a file I am going to need a file. So let me just go grab a sample file here. I must go out to www.lynda.com. I will just show you a couple of examples here so let me just hide Entourage for the moment. Just going to grab the Lynda logo here and just put that there. 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 of these books because I don't remember which one and I am going to go to the full description page here so I can see the sample chapter link and this is a 1.5 megabyte PDF so I am just going to right click on that and choose download link file.
That's going to download the PDF to my desktop. Here it goes. OK it goes to my browser OK. So these are the two files that I want to attach to my email and just so I can see them here and preview there is the logo and here is the PDF. Now we saw that the PDF is about 1.5 megabytes. You can check the size of any file on your Mac just by right clicking or control clicking on it and choosing Get Info. And you can see that is in fact 1.5 megabytes. Generally for most email services you can send maybe up to a 3 megabyte file.
It varies from provider to provider. 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 so it really depends on how much you are allowed to send in an email through your email service provider and how much your recipient is allowed to receive in a single email through their email service provider but generally I think about 3 megabytes, maybe 5 megabytes is a pretty safe size. If it's much larger than that especially if the person receiving your email doesn't have a fast Internet connection you might want to consider just maybe burning a CD and actually mailing them the CD through the mail. Well let's go back to Entourage and let's say I want to attach these files.
Now there is a couple of ways to do this. The first way is just to come up here to the toolbar in your email window and just hit the Attach button 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 to grab the PDF, click Choose and you can see that adds it as an attachment, just toggle down the attachment window here and there is the attachment it tells me the size. It's actually a little larger than 1.5 megabytes you can say it's 1.97 but that's still fine. If I want to add any additional attachments here I can click the Add button. 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 for attaching a file that might be sitting on my desktop and that's to use the Expose A button F11 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 and while I am holding down on my mouse button press F11 again and then just drag in.
You can see I am still holding on to that file. I am just going to drag that anywhere in to my document here, release and you can see that's added as an attachment. 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. And just in case you don't have Expose A activated you go to your System Preferences, go to Dashboard in Expose A and you can choose your shortcuts here in this case desktop I have set to F11 and that's the default setup there. There are some other options available here. 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 and they will be able to be download it on to both Mac and Windows machines.
If we click here we see we do have options to encode just for Macintosh or just for Windows but generally I just keep any computer select because you never really know exactly who is going to be opening your email sometimes especially if you are sending attachments to different people. You don't want to have to come in here every single time and change the encoding settings. You can set the encoding settings under Preferences by going to the compose area here and you can choose under attachments the encode setting but again I would just keep any computer selected at all times. You also have the option of compressing attachments in zip format. Any Macintosh computer can open up a zip format.
Windows machines generally need a WinZip Program to open them up but a lot of them come with that built-in as well too so let me just cancel that so that was another option that we saw here we can compress in zip format. We also have the ability to send attachments to Cc and Bcc recipients so if you want people in those, 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 on there we could include the .pdf, .gif if they were not part of the filename to begin with. If you want to remove an attachment it's a simple matter of just selecting it and clicking remove or hitting the Delete key on your keyboard.
But that's basically it. That's how easy it is. Once you have created your email window just click the Attach button or just drag in the attachment that you want to send but again bear in mind try to keep your file size under about 3 megabytes and also remember that the people receiving your file they have to have the proper software to open that file.
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