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If you find that you often have to send the same e-mail to several different people, for instance if you have to email everybody on your team at work at the same time, instead of creating a new e-mail and then dragging in everybody's names individual or typing them out by hand, it's much better to create an e-mail group in Entourage. And a group is simply a collection of contacts that you can just email at all the same time, pretty easy to do and there are a couple of ways to create your group. Let's say for instance that I am working with a group of people at Lynda.com. Now, I can create a new group by first selecting the people that I want to add to the group. So I will grab Lenny and Carl and say Jane here.
Now, I am doing this by holding on the command key or the Apple key on my keyboard and clicking these contacts so I can select non-continuous contacts this way. With them selected, I am going to go out to the new menu and click the little arrow next to it and choose Group. So you can see this creates this untitled group here and the names that I had selected are already in here. I do want to give this group a name so I know what this group is when I go to use it. This might be the group of people that I work with on the newsletter so I can call this the Newsletter Group. Now, if I want to add any additional names here, I can just simply click on the blank space, it says type a name or address here.
So if there is somebody else on the team that I want to add here, I start typing first couple letters of their name and you can see the Entourage pulls up any names that match with our type so far. So Philip has come up here and because he has two e-mail addresses, we have either the Jollybricks.com address here or the Lynda.com address here, I can select one or the other. Since this is work related, I will select the Lynda.com address. And if I am done, I can just close this and save it. So now, I have a group saved here in Entourage. So if I go out to send an e-mail, if I come out to e-mail, choose a new mail message and I just start typing newsletter, you can see that my newsletter group appears right here these four recipients and I can just click out of there and it will automatically go to these people.
Let me just discard this, I am not really going to send an e-mail. Let's go back to my Address Book here. Alright, so I am going to find my newsletter group which is right here. Let me double-click that to open it up again. Couple options though we have here, first of all, we see don't show addresses when sending to group. This will be important to check if you want to hide everybody's e-mail addresses from each other when you are sending out a mass e-mail. This is especially important if you are sending out e-mails to people who aren't necessarily related to each other or don't even know each other, like for instance, if you are collecting e-mail addresses for a charity drive that you are organizing, you don't want to send out an e-mail that has all of the people on your mailing, these e-mail addresses in plain view.
So you can hide that by showing don't show addresses when sending to group. If you need to edit your group, it's very easy. If you want to remove somebody, simply click on their name, delete it or double-click their name to go into their card if you need to make any changes to their actual card. If you accidentally delete somebody, notice there is no undo option, but what you can do is close - group, but don't save it. That way, your changes won't be saved, and if I go and look at that again, you can see that Philip is still in there. So you can see that your groups appear right here in your main Address Book and you can always get to them simply by double-clicking on them.
So pretty easy to do, but also very convenient to have. If you often find yourself emailing a large group of people, put them into an actual group here on Entourage, it will make your life a lot easier.
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