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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.
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 the National Association of Broadcasters trip in April. Again, that's due in 73 days and we saw that once you create your project, you are taken to this Overview page. And you can see there are several other tabs up here of sections within our project and this movie what I'd like to show you how to add items and associate them with your projects so you can keep everything has to do with your project right here in the Project Center. So let's just work away across here. Let's start with Schedule. 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 and here we can add items to our calendar that have to do with our project.
Now if there are already any events and our calendar that we want to associate with our project you can click the add button down here and choose to add a particular event. You can just come through here and find the right event. 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, I can add them just by clicking the Add button here. And we can say maybe this lunch meeting here has to do with the project, so add that. 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 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.
Eveerything else I'll just leave the way it is. Save that. And again if I scroll through my calendar here, I'll see there is the NAB meeting that I just setup, again associated with this project. Now this will still show up on my regular calendar. 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, but notice it doesn't display any other non-project related events. We can also choose to create the tasks from here.
"Get notes together for meeting" and we'll make that due the day before the meeting. Save that. And you can see those tasks are listed in the To-do fashion down here, In the Tasks pane down here, while you don't see it in the calendar because the calendar is only for events. Let's move on to the Mail section here. Now if we have any mail associated with this project to which open here. Now I don't have an e-mail yet. Let's go ahead and go over to our mail and I'll choose Send/Receive. [Music plays.] Looks like I got one here.
This is from Carl, NAB in Vegas. Notice this is already been tagged with the project's color because if you recall in previous movie, I set up a mail rule saying that if the subject includes either NAB or Vegas, to automatically associate that e-mail with this project. This one happens to include both phrases in the subject so you can see that it has been added to the project. If I go back to the Project Center, sure enough, there it is. So this is really, really cool. Anytime anybody sends you an e-mail with the keywords in the subject line, those will automatically show up . And you could additionally create more rules.
And say that any messages.. say in the message body contains NAB. I can set that to the project NAB. So, just like that if NAB appears in any e-mail message I receive, it automatically be sent to my project. Kind of the don't need that so I Remove Action. 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 your project. I should also mention that if anything accidentally ends up in your mail folder that's not associated with the project, just click remove and it will take it right out.
Next we have Files. Now this is pretty cool because you can associate other types of documents with your project. Because most likely if you're working on 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 PowerPoint presentations. The cool thing about that is all the other Office applications are tied in to the Project Center. 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 want to do a say, an NAB budget report here. So in all of the Office applications 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.
I only have the one but if you have more you can select from right up here. So I want to associate this document with my NAB project. To do so I just click the little plus button right here. 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. And I'll call this NAB budget. Save that and we'll add that. Now it's going to say, Are you sure you want to add this to the project? We'll say, Of course.
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. So if I ever want to access this budget, I can just come right in here and there it is. Where it's actually stored in this case- let me just hide Entourage for the moment and hide Excel- is inside the NAB folder that it created for me in the previous movie when we set up our project. And you can see these are just aliases to their actual locations. So this one is actually pointing at the version that's saved to my desktop. So I might actually save that elsewhere.
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. And I can add this document to the Project Center by clicking the plus button as well. Very, very cool. Next we have contacts. This is basically to store the contact information for anybody who's working with me on this project. 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, find the people to add, and you can hold on the Command button just to pick multiple people at once.
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. Notice we also have a Messenger button here and if you want to instant message with these people. you can enter their information here as well. 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 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, and we have Upcoming events.
Here's NAB and we just have this little blurb about NAB right here. I'm just going to give you an example how this might work. Let me just to copy this, 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 I'm not really interested in saving the document. I just want this text here. 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. Scrapbook is where you keep clippings and the scrapbook appears again in all Microsoft Office applications like Word, Excel and PowerPoint. I'm just going to grab this highlighted text, just drag it in here.
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. 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 back to the clipping section in Entourage, I just click the add button and right there it shows me all clippings that I've added in any of the other Office applications. I can add that. And there's the clipping. 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, and I want to send somebody that clipping, all I do do is just drag that clipping, I'll just go like this and drag the clipping into my e-mail, and there it is.
So that's how you would use a clipping. Again just another way to keep everything associated with your project, in the same place, here in the Project Center. Finally we have Notes and this is just the all-purpose place for any ideas that cross your mind or things you have to take care of the one or write some notes for. 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. 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 new and recent mail as well as any recent files that we've added to our project.
So this is how we keep all these different items that associated with our project in one place. I think you'll agree 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, my e-mails are stored in another place, tasks and calendars are stored in another place and even if they are all in Entourage in these different areas, it's still more difficult to go through all the sections then it is to simply go to the Project Center and have everything right here in this one location.
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