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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 this movie I'm going to show you how to set up Entourage to send and receive your e-mail. Now, it's likely that you will walk through the account setup process when you first installed the Office but just in case you bypassed it or especially if you want add another e-mail address to your identity, I'm going to take you through the process again here, because you have to have at least one e-mail account in order to send and received e-mail. I actually bypassed it when I set up Office. So if I came up here and tried to create a new mail message, I'm going to see this message telling me that I've not set up an e-mail account. So close that. So now I need to set my e-mail account. Let's go to the Tools menu and go to Accounts here at the bottom and that opens this Accounts dialog box.
To add an e-mail account to Entourage, we want to make sure that Mail is selected here. And then we're going to come up here and click New. Now if you click and hold down that button you can choose what type of account you want to create, but if you're looking just to create a new mail account, just click it once and that opens up the Account Setup Assistant. Now you can choose to let the system try to set up everything automatically for you or if you know what you are doing, you can come down here to configure your account manually. Entourage has been programed with the information to automatically set up e-mail account information from some of the most POPular e-mail clients on the web, like Google Gmail or Microsoft's Hotmail or Apple's .Mac service and it even has info for some of the larger national Internet service providers, like say Comcast.
So the easiest way to set up an e-mail in Entourage is to enter your e-mail address right here and see for Entourage recognizes your e-mail provider. Now the one exception is if you work for a large corporation that uses a Microsoft Exchange server. If that's the case you'll have to talk to your company's IT department for the necessary info to set up the e-mail account in Entourage and you'll check My account is on an Exchange server here. But if you are on an Exchange server, again that's a totally separate thing and you'll have to talk your IT department set it up. But otherwise, if you use a POPular e-mail provider, Entourage will most likely be else to set up all the necessary info based on the e-mail address.
Now I've gone ahead and already created a free Gmail accounts to use in these movies so let's see what happens when I had to my Gmail address. I just called it email@example.com and you can create free Gmail account of your own by going to Gmail.com. So I'll click the Next button down here once I've entered my address and you can see that Entourage says that it successfully determined the proper e-mail settings for my account. And then to view, confirm and complete the set up, I'll just click the right arrow again.
And on this screen, it just wants me to confirm the settings it came up with. In this case, my name, which is correct, my e-mail address, which I entered. That's still correct. My account ID, and this is basically the username that Gmail wants, and that's been filled out correctly. Of course Entourage doesn't know my password for this account is so I'll need to enter that here. And since I'm on my own computer here I'll allow this password to be saved in my OS X keychain. Now the real importance stuff that the Entourage determine for me is down here. I got the incoming mail server, which is the address that's needed for Entourage to find any the e-mail that's bee sent to me, and we've got the outgoing mail server down here, which is the Gmail server that handles any e-mail that I'm sending out.
Its also determined the incoming mail server type. Now there are two main types of incoming mail servers. We've got P-O-P, sometimes referred to as POP mail, sometime you'll see it represented as POP3 and it stands for Post Office protocol version 3. Not that you need to know that. Now we also have IMAP, which stands for Internet message access protocol, which you also don't need to know. The important thing to know is which type your e-mail provider uses. You'' either have a POP e-mail server or an IMAP mail server, but some providers like Gmail actually offer both.
The main difference is that the POP e-mail accounts download e-mail from the server to your computer and usually depending on how you have it set up they then delete those messages from your server so that the only copy of the e-mails are located on your own computer. Some people see this as a more secure option because you don't have your e-mail on a server that you don't have complete control of. IMAP e-mail on the other hand also downloads your e-mail to your computer, but it leaves the e-mail on the server as well and it remains in constant communication with that server so any changes you make while managing your e-mail on your Mac for Entourage, for instance if you drag e-mails to different folders, those changes are instantly reflected on the server as well.
So Imap is especially useful for people who often have to access their e-mail from different computers or from the web. So for instance, if I manage my e-mail, usually for Entourage on my home computer, but then I found myself at a coffee shop and I want check my e-mail from there, if I'm using an IMAP server I can usually log onto my email provider's website and check my e-mail from there and I'll see exactly the same e-mails that are on my home computer. On the other hand, if I have a POP account and I've already downloaded messages from my account to my home computer and then I go out to that coffee shop and I want it to my e-mail provider's website from there, generally the e-mails already been downloaded I'm not going to be able access from that website because they've been erased and are now sitting on my home computer.
But in the next movie, I'll show you a way to bypass that. Now again, the type of e-mail server you use is usually going to depend on your e-mail provider. As I said Gmail does offer both but for this example, I'm going to keep POP as the e-mail type. All the rest of the settings are correct, I'll click the Next button and it says if you want to verify your account settings you need to make sure your computer's connected to the Internet and just click Verify My Settings. So Entourage is going to go out and try to connect to the Gmail server to make sure that they work. OK so Entourage is actually coming back to me now and telling me that my account information failed. I did to not log on properly so if I click the left arrow and go back I can see what possibly went wrong here. So it's telling me that either have my username or my password incorrect. So I know my username is correct, let's try password again.
And we'll verify that again. OK, so I'm still the problem here. Now this is actually a common problem you might run into, and I know it's happening here. A lot of web-based e-mail clients like Gmail allow you to access your e-mail accounts from programs like Entourage, but often times you have to activate that capability on their websites before you can do so and I know that I fail to do that. So let me go out to my web browser here. And I'm going to go to Gmail. com and I'll login from there.
So that worked. You can see I have some e-mails waiting for the me but I'm not going to check those out yet. I happen to be working in Gmail, but this is going to be similar in other web-based e-mail clients. You'll need to find your Settings area and in this case, I'm going to go to forwarding and POP/IMAP and notice here I can enable or disable POP or IMAP access. Again, I'll stick with POP for this example so enable POP mail for all mail. Notice here that we also have the option of messages that are accessed with POP, I can choose to keep Gmail's copy in inbox. So if I do want to make sure that all my e-mail stays in Gmail, Gmail does give me that option here. Not all POP clients will do that.
So I'll to save my changes. Let's sign out and try that again. Go back in Entourage. Try verifying my settings again. OK, now that I have activated correctly, now I can see that it has verified my settings and Entourage is now successfully able to connect to my Gmail account. So just be aware that if you are going to the accessing free webmail clients you do usually have to turn that ability on. Now Gmail just happens to offer this service for free, as it does with most of its software and services but other free web-based e-mail clients like say, Yahoo Mail or Microsoft Live Hotmail, charge extra if you want access to e-mail through Entourage or any other program that bypasses you actually having to visit their website in your web browser.
So if you're looking to create a new web-based e-mail address, I do suggest going with Gmail because it's free and accessing your e-mail through their website when you're not on your own computer is an easy and painless experience, and they do offer you the option of keeping your e-mails all on the Gmail server even if you are using a POP account. Not that I've set my Gmail account, I'll finish this off. I can give this a name. I'm just going to leave the account name as Gmail and include this account in my send and receive schedule, which means that when Entourage does that automatically checks for e-mail it will check my Gmail account as well. I'll click Finish.
And now you can that it's added my Gmail account and it indicates its a POP account. So now I've added this Gmail account and you can see that it's pretty easy to do when Entourage recognizes your e-mail provider. Let's set up another account that I am pretty sure Entourage won't recognize and I'll show you how to manually enter your account information. I'll create another new account and I'll uses firstname.lastname@example.org, which is a dumb lynda.com address I've set up for these movies. Click next and you can see here that automatic configuration has failed because Entourage doesn't know anything about the lynda.com e-mail server, which it shouldn't. It's a private and small e-mail server.
Now if you continue through here and click the Next button and Entourage does it's best to fill out its information here. It puts my e-mail address that I entered, my name it already knew and it puts an account ID in here, but notice I need to know my incoming mail server. I probably have to know my mail server type and my outgoing mail server information. Just to show you another method for doing this I'll click Configure Account Manually. You get pretty much the same fields here as you do when you're going to the Setup Assistant. But they're laid out a little bit differently and you have several more options. Now my lynda.com address happens to be an IMAP account. Notice it says POP server down here. So I'm going to cancel out of here and just click New again.
Now normally when we clic New, it opens up the Setup Assistant, but because the last thing I clicked was to configure manually, I see this window here. I could switch back to Setup Assistant if I wanted to know. But in this case I do want to show you to do this manually so let's Configure Account Manually and I know this is going to be an IMAP account so I'll select that, click OK. The same dialog box appears, but now you can see it says IMAP server here and now I can fill in my information manually. email@example.com. Account ID, now this is often just your username without the @ whatever mail server you happen to be on.
The IMAP server in this case is IMAP.lynda.com, put in my password and again, I just save that in my keychain. And we need to know our outgoing mail server, which in a lot of cases is SMTP dot whatever your mail server happens to be. Now I have other options here, but we'll look at those little bit later. I do want to give my account a good descriptive name. I'll just call it lynda.com so I know it's my lynda.com mail and I'll click on OK. And you can see that that's now been added to my accounts as well.
Go ahead and close this. And you can see here I have my lynda.com IMAP address here and I've got my regular inbox. Now if I click Send and Receive, Entourage will go out and try to choose an e-mail that I have in either of these two accounts I just set up. And there it is. Now right now my inbox is arranged by size because of what I set up in one of my previous movies, but I can easily fix this by clicking up here to arrange this by Received. So I can see these in the order which I received them. And here are the Gmail messages that I received, you saw those when I was out in my browser and click on those to read them over here.
Right. So now I have my two e-mail accounts set up. I have a Gmail account, which is a POP account, and I have my lynda.com address, which is an IMAP account and I can go look in that inbox and it doesn't look like I've received any e-mail there yet so we'll hope somebody sends a message soon. Now there are some specific options you want to look at depending on the type of account you have and we'll look at these options in the very next movie.
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