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Creating message folders

From: Entourage 2008 for Mac Essential Training

Video: Creating message folders

In this movie I want to talk briefly about the folder list in the Mail section of Entourage over here on the left. Now my folder list probably looks a little more complicated than yours, especially if you only have one e-mail account. What you are seeing right now is a result all the stuff I've set up in previous movies. Because I set my lynda.com e-mail account information on Entourage, which is an IMAP server, it has its own set of mailboxes here, Inbox, Drafts, Sent, Trash and Spam. [Program beeps.] And this Mail Import folder here is here because I showed you how to import account information from Apple Mail back in Chapter 2. So I'll collapse my lynda.com folder here and this a little bit closer to what you would see you on your copy of Entourage if you've only set up one POP e-mail account. Just ignore lynda.com and the Mail Import server and what you have left are the things that should be in Entourage by default. We've got On My Computer, and we have six default e-mail boxes here: Inbox, Drafts, Outbox, Sent Items, Deleted Items and Junk Mail.

Creating message folders

In this movie I want to talk briefly about the folder list in the Mail section of Entourage over here on the left. Now my folder list probably looks a little more complicated than yours, especially if you only have one e-mail account. What you are seeing right now is a result all the stuff I've set up in previous movies. Because I set my lynda.com e-mail account information on Entourage, which is an IMAP server, it has its own set of mailboxes here, Inbox, Drafts, Sent, Trash and Spam. [Program beeps.] And this Mail Import folder here is here because I showed you how to import account information from Apple Mail back in Chapter 2. So I'll collapse my lynda.com folder here and this a little bit closer to what you would see you on your copy of Entourage if you've only set up one POP e-mail account. Just ignore lynda.com and the Mail Import server and what you have left are the things that should be in Entourage by default. We've got On My Computer, and we have six default e-mail boxes here: Inbox, Drafts, Outbox, Sent Items, Deleted Items and Junk Mail.

You'll have Microsoft's News Server, which we're not going to be getting into, and we have Mail views, which we now are for filtering for messages. So let me give you quick rundown of what each of these folders here on my computer is for. Now the Inbox, as we probably know already, contains all messages that you receive that weren't sent to your Junk Mail folder. The Drafts folder contains any e-mails you've composed or are working on but haven't sent yet. The Outbox contains messages that are on their way to being sent. If you're connected to the Internet at all times and you have a fast connection, your messages will usually only spend a few seconds in the Outbox before they get moved to the Sent folder, where all sent e-mails are then stored. The Deleted Items folder contains messages you deleted which you can still read by clicking on them and you can still drag them back into your Inbox if you accidentally send an e-mail here.

So if you want to send this back to Inbox, just drag that back, and off it goes. If you want to permanently delete items in your Deleted Items folder. You can right-click or Control-click on Deleted Items and choose Empty Deleted Items. You'll get a warning that says, "Entourage will permanently delete all messages and subfolders in this folder. Are you sure you want to do this?" I'll cancel out for now. And lastly we have the Junk E-mail folder, which as we learned the previous movie stores any messages that you or Entourage consider junk. Now people are going to get along fine with just these six folders. But if you get a lot of e-mails, you might find useful to create additional folders to store and organize your e-mails.

For example you could create a work folder to contain all messages related to your work. And a personal folder to contain all personal messages. To create a new folder just right-click or Control-click on any subfolder, and since in some talk about messages I'm going to be receiving, I'm right-clicking on my Inbox and then we can choose New Folder or New Subfolder. A new folder will sit at the same level as the other six folders in my Inbox. while the subfolder will be placed inside whatever folder I clicked on. For example, my Inbox currently contains e-mails that were sent to both my Gmail account and to my Comcast account.

So here you can see this e-mail was sent to my garricklynda@Gmailaccount.com and down here we have some e-mails that were sent my Comcast account. Maybe I want to keep things more organized by creating subfolders in my Inbox to separate mail sent to these two accounts. So I'll right click on the Inbox and choose New Subfolder and I'll create a subfolder called Gmail. And I'll right-click on Inbox again and create another new subfolder and I'll call this one Comcast. Now I can just start dragging messages into the proper folders. So this one from Lenny here is to my Gmail.

I'll put that one in Gmail. This one is to Comcast. I'll drag that to my Comcast account and so on. But I wouldn't want to have spent a lot of time dragging messages to their appropriate folders every time they come in. I would be be much easier to have Entourage automatically place e-mails in the right folder for me. I'll be showing you how to set something like that up in the next movie. But first I want to go over a couple more things about folders. You can convert a subfolder to a main folder if, for example, you don't want or need to toggle say, the Inbox open and closed to see those folders all the time. You just drag the folder that you want to turn into a main folder to On My Computer and you can see that puts that at the same level as the other folders under On My Computer.

If you change your mind or make a mistake, just drag them back to Inbox in this case, and it turns it back into a subfolder. If you want to delete a folder, just select it and hit the Delete key on your keyboard. That folder and any messages in that folder will get moved to the Deleted Items folder. Of course you can rescue it, if you made a mistake, by dragging it back to the Inbox. I'll cancel for now. Now in the next movie, I'll show you how to set up rules in Entourage to route messages to specific folders, but also remember that you have the Mail Views area down here for searching through your messages using specific criteria like for instance, Unread, which instantly shows you all messages regardless of which folder and that you haven't read yet.

You can create your own Mail Views by again using the Quick Filter bar up here, which I showed you how to do in Chapter 3, when I showed you how to sort through your address book. Just come up here, click the plus button and you can start creating criteria. For instance, I have one set up here, To Do Flag Not Completed. So basically, any messages I flag as a To Do that I haven't done yet, are now listed right here. But for those times when you want even more control over where messages go, you can set up mail rules, which I'll show you how to do in the next movie.

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This video is part of

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

40 video lessons · 8261 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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