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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 we add events to our calendar. If you really commit to keeping your schedule in Entourage, you'll find 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, because Entourage can't enter your appointments for you. Well, actually it kind of can if someone has sent you 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. 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 and select new or as you can see here, you can press Command + N when you're in the Calendar view or you can double click on the calendar itself on the date or time where the event is occurring.
The double clicking method can save you some time because Entourage will automatically fill out the date and time based on where you click. So for example if I have to schedule a meeting of the company party planning committee for next Friday at say, 2:30 PM 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, which is February 1st and I'll just double-click on the 2:30 block right here. And that opens the New Event window and notice that the start time and date have already been filled out correctly.
Here's February 1st, 2:30 p.m. Entourage defaults to give me a 30 minute event here. 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 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. But it is only a one-hour meeting so we'll just put that back to 1. 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 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.
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. So for example, if this committee has to me every Friday in February, I would change to this from only once to every Friday. Now it'll say something different depending what date you have selected, so I currently have a meeting planned on Friday, 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. 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 of February, it would say Day 14 of Every Month here.
But I want this to occur every Friday, but now it's also important that I click the Edit button here to specify when to stop repeating the meeting or else 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 in the recurrence pattern here. It's going to happen every week, recur every week on Friday. You can change any of these that you like and start and end is currently set to No end date. 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...
March 1st. And it is a recurring event, so I'll click OK. And again, you can set up other recurrences here as well. Notice that automatically change to Custom here because I customized my recurrence preferences. The rest of these are pretty self explanatory I think. You can have it occur every day or every week day. Now I'm personally always forgetting appointments so I almost always take advantage of this reminder feature here. 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, 15 minutes before the meeting, an alert will pop-up on my screen reminding me to attend the meeting.
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. 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, I can just type them in here. I can remind myself that, 'The heat has been flaky in the conference room. Bring a sweater.' 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 say, 8 days before the scheduled event. The event right now is actually only a week away so that should make the reminder pop up right away. So I'll go ahead and close and save this.
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. That's the application. So this is what would've occurred 15 minutes before the meeting if I had left it at 15 minutes. 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 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, a couple days before, I can do that again. If I want a reminder a day before again, I can just switch this to remind me one day before.
Dismiss it by clicking Dismiss and the reminder won't pop up again. 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. If I go forward another month you can see that end, right on February 29th, because I hold to stop occurring on March 1. Now I probably should have categorize these meetings as work related events. It's always a good idea to categorize your events to make it easy to sort through the schedule. So to edit an event, just double click it. Now because this is the recurring event, 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.
So I'll choose Open the series and I'll just change the category here to Work. And we'll close and save that. And now they're all highlighted in the work color. Now let's say that the meeting on the 15th gets canceled. To delete an event from your calendar, all you have to do is select it 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 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. Click OK and you can see just that one is gone.
Now another way to delete an event is to open it, 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 double-clicking on the text actually selects the text here. So I double-click on the time. You can also do this in any of your other views as well, if you make a change one of your events. 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. 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; it just deletes it right off of there.
So you can see I've just deleted that occurrence of the event. Alright. So that's the basics, but I want to add a couple more events here just to show you some more possible scenarios. Let's say I have a dentist appointment coming up on March 27th. Let's go over to March. Here's the the 27th. I'll just double click in here. Now because I clicked in my Month view, it just gave me the default time of 9 a.m. to 10 a.m. If I had been in my Week view, again I could have clicked on a specific time block there. Let's say this is a dentist appointment.
And let's say this is in Lancaster. And this is at 10 a.m., not 9 a.m., and it usually takes about an hour so we'll leave that. It only occurs once. This will not be recurring. 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 remind me two hours before the event and I'm also going to take advantage of the Travel time option here. 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, 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.
Alright. So is going to be a Personal event. We'll close and save that. it appears in my monthly calendar here, but let's go over to the week here. We'll go over to March 27th. I'll just use the mini calendar here. 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 scheduled in travel time, it blocks in an hour before and an hour after, just so I know that in case somebody wants to 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." So that's the travel time option when you set up an event.
Let's take an example of an event that spans several days. Let's go over to April. And I know I will be attending the the National Association of Broadcasters event in Las Vegas, April 14-17. So let's just 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. 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 and you can see that gets rid of the time fields here.
And it's going to start on April 14th and it will end on the 17th. 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. so I'm not going to bother with that, but that's basically all the information I'll put here. This will again be work related. Save that. And that's what a multi-day, all-day event looks like on your calendar. You can see it's just shows me NAB all the way, 14th through the 17th here. If I look at the week, you can see it occurs up here in the all-day events, spanning the 14th to 17th and so on and so on.
Alright, one more thing I want to show you. If you recall from the previous chapter, you can have the birthdays or 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... Yup, his birthday's here. November 17th, 1972. He just happens to share my birthday. And notice this little calendar icon here. Now I can insert a particular date, if I wanted to specify what date his birthday was, but I've already done that. The other option here is to Add to Calendar. By selecting that, that basically opens a Birthday event window here.
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 to wish him a happy birthday. 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. 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. Gave me a reminder here. Tells me it's overdue. Don't have to worry about that and let's go back to the calendar.
If I go and look in a November. And there's the birthday listing right there. 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, you send them directly to your calendar from the address book. Alright. So that's how we add, modify and delete events in the Entourage calendar.
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