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Checking for new mail

From: Entourage 2008 for Mac Essential Training

Video: Checking for new mail

In the previous chapter, we looked at the essential aspects of composing e-mail. In this chapter we'll look at the reverse and see how to use Entourage to receive e-mail as well as how to manage the e-mail you receive. 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 just automatically appear here in Entourage. Entourage has to go out periodically and check your e-mail servers to see if any new messages have arrived and if so, then it will pull those messages down and display them here on your screen. Now you've probably seen me do this a couple times already, but to manually and immediately check for any new e-mail you just click this Send and Receive button here.

Checking for new mail

In the previous chapter, we looked at the essential aspects of composing e-mail. In this chapter we'll look at the reverse and see how to use Entourage to receive e-mail as well as how to manage the e-mail you receive. 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 just automatically appear here in Entourage. Entourage has to go out periodically and check your e-mail servers to see if any new messages have arrived and if so, then it will pull those messages down and display them here on your screen. Now you've probably seen me do this a couple times already, but to manually and immediately check for any new e-mail you just click this Send and Receive button here.

[Program beeps.] 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. But when you click the Send and Receive button, it checks all your accounts, and it also sends out any messages you saved in your Outbox over here, which is why this is called Send/Receive. So it sends and receives when you click that button. 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 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 and not another. So I generally just always hit Send and Receive.

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 of Entourage is to check for new mail every 10 minutes. But you can adjust these settings by going to the Tools menu. To Schedules. 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 is essentially a mail rule, and we'll about rules later in this chapter. But here is where we set the repeating schedule. You can see the Repeating Schedule here is set for every 10 minutes. 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.

So that will always give you a count down of how long until Entourage next checks for mail. 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 to check more frequently for new e-mail. Or if you want to remove automatic checks, you can just click Remove Occurrence here, and that'll be gone and you'll only be able to check for e-mail manually there. 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, Repeating Schedule every 10 minutes. Let's go and cancel out of here. We don't really want to change anything there.

There's actually is one more thing I want to show you in here so let's go back in there. 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. 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, but I prefer to manage these settings in the account settings so I'm just going to close this, and close schedules and let's go to Tools, Accounts. For each one of your mail accounts, you can see a checkbox here, Include this account in my Send and Receive All schedule.

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. If I uncheck this option, the only way I'll be able to check for new e-mail from this account is manually. Clicking the Send and Receive arrow here and choosing this account, but again, I'm not sure when you would not want to include an e-mail account in your Send and Receive schedule. So I'm going to leave that checked. So that's how to check for new e-mail messages, both manually and automatically.

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Image for Entourage 2008 for Mac Essential Training
Entourage 2008 for Mac Essential Training

40 video lessons · 8254 viewers

Garrick Chow
Author

 
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  1. 1m 2s
    1. Welcome
      1m 2s
  2. 14m 53s
    1. The toolbar
      5m 22s
    2. The Favorites bar
      2m 14s
    3. The main window and the Quick Filter
      3m 58s
    4. Components overview
      3m 19s
  3. 24m 21s
    1. About identities and accounts
      2m 30s
    2. Creating a new account
      11m 13s
    3. Configuring POP and IMAP settings
      5m 32s
    4. Importing data from other mail applications
      3m 19s
    5. Making Entourage your default email application
      1m 47s
  4. 27m 57s
    1. Importing contacts from the Address Book
      3m 26s
    2. Adding contacts
      6m 49s
    3. Display and search options
      6m 53s
    4. Creating groups
      3m 1s
    5. Working with vCards
      3m 22s
    6. Exporting contacts
      4m 26s
  5. 24m 3s
    1. Viewing the Calendar
      6m 26s
    2. Adding events
      10m 59s
    3. Sending and receiving invitations
      6m 38s
  6. 33m 42s
    1. Working with notes
      5m 58s
    2. Creating tasks
      5m 9s
    3. Flagging an item as a to-do
      6m 20s
    4. Linking items
      5m 2s
    5. Using My Day
      11m 13s
  7. 28m 56s
    1. Creating a new message
      7m 17s
    2. Formatting text
      3m 33s
    3. Adding a signature
      4m 33s
    4. Adding attachments
      5m 19s
    5. Replying to email
      2m 44s
    6. Forwarding and redirecting email
      3m 0s
    7. Sending email
      2m 30s
  8. 25m 13s
    1. Checking for new mail
      3m 10s
    2. Receiving and saving attachments
      4m 42s
    3. Managing junk mail
      7m 58s
    4. Creating message folders
      5m 0s
    5. Creating message rules
      4m 23s
  9. 16m 31s
    1. Creating a new project
      4m 55s
    2. Adding items to the project
      8m 59s
    3. Backing up the project
      2m 37s
  10. 22s
    1. Goodbye
      22s

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