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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.
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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