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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.
So in the previous movie, I set up a POP e-mail account and an IMAP account and there are some options for both types of accounts that I think are fairly important that I like to go through in this movie. I'll go back to the Tools menu here. And go to Accounts. I'm going to configure my POP Gmail address first. I'll double click that. This allows me to edit my account. Now I mentioned that the default behavior of POP accounts is for Entourage to download any messages you have on your e-mail server and erase the messages from the server once they been received. Now this can be a slight problem if you receive e-mail on more than one computer. For instance, that I have my Mac at home where I generally receive all my e-mails but also have my Macbook Pro, which I take on the road with me, where I also receive e-mails while I'm on the road.
I usually like I keep all of my e-mails on my main computer. So I don't want my Macbook Pro deleting messages off at server until my Mac home has gotten a chance to download them. So I need to do is come over here to Options, and then under Options we have an area called Server Options, and we have an option here called Partially receive messages over. And you can put in however many kilobytes you want. This is basically if you have a slow connection and you're often receiving large e-mails. If you don't want to waste your bandwidth or time downloading large messages, you can partially receive information about what the message is and if you choose to, you can then click to get the entire message. That's not really what I'm concerned about here. The option I'm concerned about here is Leave a copy of each message on the server.
Now the way I have my home Mac configured, where I receive all of my e-mail, is I don't have this checked. As soon as the e-mail comes in, I remove it off the server and it's stored on my home computer, but on my copy of Entourage that I take with me on the road on my Macbook, I check Leave a copy of each message on that server. That way I can receive my e-mail on my portable Mac, but the messages remain on the server so when I go home and then turn on Entourage and it then pulls down all e-mail that's on the server and then erases it. That way I always have all of my e-mail on my home computer and I just have the e-mails I received while I was on the road on my portable computer.
And we also have options here to delete messages from the server after X number of days, but I generally don't need that option on my own computer, because I don't check Leave a copy of each message on server and they're automatically removed as soon as they're downloaded. If you do have that checked, you can also say Delete messages from the server after deleting from this computer. So I leave the messages on server and then I decide, OK, that's junk mail. I don't need that. I delete it. That message's copy will also get deleted from the server. So that's how I handle POP e-mail accounts between multiple computers. And if you're in the same situation as me I suggest you do the same if you're working with a POP account. I'm just going to consider the computer that I'm recording this movie on my main computer, so I'm going to leave that option unchecked. Also remember that Gmail will allow you to keep messages on the servers as well if you go through their web interface. So I click on OK.
Let's take a look at my lynda.com IMAP account. Double-click on that. Notice we have a couple of other options here. We have Options and we also Advanced. Let's start with Options again. And our server options for an IMAP account are different. Now our first option here is Send commands to server simultaneously. When that's checked, and it is checked by default, the allows Entourage to send multiple commands your IMAP server at the same time. It basically speeds things up a little bit. We have Always download complete message bodies, which is sort of like what we saw in my POP account, my Gmail account, where I can choose to only partially receive messages. I have that option here as well and I just usually at all these options checked.
You might want to uncheck this only if you say, have a slow dial up account, but if you're on broadband then you can leave that checked. These default options are probably just fine to this way, because again we're using an IMAP account. You're looking at a mirror of what's on your Web server in Entourage. Now we get some Advanced options here. We've got some special folders here. First one is Store sent messages in this IMAP folder, and we have INBOX.sent. We also have Store drafts in the drafts folder and store junk mail in the spam folder. And when these options are checked, messages are stored on the IMAP server instead of in Entourage. So if you want to save some room on your computer you can leave these options checked to keep these messages on the server. You can still access them directly from Entourage, but when you change them or read them you're actually getting those changes are reading the messages from the actual Web server. They're not stored in your computer. If you prefer to store these items on your computer, you can just uncheck these items here.
And finally we have some delete options here and you can choose how delete messages are handled on your IMAP account. By default we have Move messages to the deleted items folder and I just going to move it to this IMAP folder and again, this is on your server. We can also choose to mark messages deleted and then we have the options of Do not automatically purge messages, which means don't automatically completely get rid of them, or we can purge those folders when we leave IMAP folders or we can purge them when we quit Entourage. I generally keep the default option here, which just moves them into the deleted folder and then if I change my mind later, I can go back and pull the messages out of my deleted folder.
Otherwise, if I have these purge options on, they'll be deleted automatically. We do have the ability to purge down here as well, Purge Deleted items folder on quit. So when I quit Entourage, it will send a signal to the server to completely delete those messages, either deleting all of them or purge messages older than X amount of days. Generally I leave that option off. So you can see there are differences between your POP account options and your IMAP account options, and they basically all have to do with how you want Entourage to handle the messages that are on your server. Again, if you're using POP and you access your e-mail from more than one computer, I suggest keeping all of your e-mail on your home computer.
But make sure you check the option to not delete e-mails on your portable compute. If you're on an IMAP account, it doesn't really matter how many computers you use. You're always accessing the information from the server and you can see all your e-mail messages no matter which computer you happen to be on. So those are the important POP and IMAP options here in Entourage.
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