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In this chapter we are finally going to get into the topic of composing and sending Email. And I save this for near the end because hey it's 2008 and I am guessing that you have probably sent and read at least one or two Emails in your time by now. But I still do want to go over the basics and cover Entourage specific items just in case this is your first foray into Entourage as an Email program. So let's start by talking about how to compose Email. Now before you write an Email you have to have entered your information for at least one Email account by choosing Tools Accounts and then clicking New.
Now I covered this part back in Chapter 2 so if you are not sure how to setup an Email account in Entourage be sure to go back to Chapter 2 and watch these movies. This current Chapter we are in and the next one are going to assume that you have already setup your Email account. OK so there are basically three kinds of Email messages you can send out: mail that you create from scratch, mail that replies to an Email you received and mail you forward or redirect. We will cover all three types in this chapter starting with mail that you create from scratch. So to compose a new Email from the mail area here, just click New or click the arrow next to it and you can click mail message but that's kind of unnecessary because you are already right up there at that button anyway, you might as well just click it once to create a new message.
Notice that you can also press Command N but bear in mind that you have to be in the mail area to use the keyword command of Command N. If for example you are in the Address Book area and you press Command N you would get a new contact entry instead. Now if you want to quickly create a new Email message when you are not in the mail section, you can either choose File, New Mail Message or if you are not in the Email section here you can still chose Mail Message from here or you can press Option Command N. Option Command N will create a new mail message no matter what section of Entourage you happen to be working in.
So I will press Option Command N and there it is. So in any case once you have created a new mail Window you need to then address your message to your recipient. Entourage as you can see here always pops open the To Field so you can fill in the recipient's address right off the bat. So in the To Field you can either start typing the person's name and if the name matching what you have typed so far is in your Address Book, it will appear in the list down here. So if that name appears, you don't have to finish typing the rest of the Email address, you can either come here and click it or just use the arrow keys on your keyboard to move down to it if it happens to be in list of names and press Return on your keyboard and you can see it automatically filled out the rest of the address for me there.
Alternately if you know that your recipient is in your Address Book you can click the Address Book icon here and all of your contacts will appear and from here you can just drag their names into the To Field or into the CC field or into the BCC field and I will talk about those fields in just a moment. Now if you have a large Address Book it might help to search for your recipients information by typing a few letters here in the filter bar and you could type the first few letters that are in the name or even just the couple of letters from their Email address. You can see I typed Lynda and everybody who had a www.lynda.com has popped up there. And you can close the Address Book by clicking its icon again once you are done with it.
Now one thing to bear in mind if you drag more than one person's address into the To Field you are basically going to be sending the same Email to each person listed here and each recipient will be able to see the addresses of everyone else who received that message which if everyone knows each other is probably fine but it's considered extremely poor Email etiquette to reveal the addresses of people who don't know each other unless you are writing with the express purposed of making introductions. So if you have to send out something like a mass Email to a bunch of customers, it's better to use the BCC field or the Blind Carbon Copy field.
BCC addresses are completely hidden from recipients and they see no address but the one that you actually sent the Email from. BCC is also useful if you want to send a copy of an Email to someone other than the intended recipient but you don't want that recipient to know that you sent a copy to someone else. For example if my boss asks me to Email some figures to a client, I would put that client's address in the To Field and my boss's address in the BCC field so that that way the client gets the information and my boss gets a confirmation that the information was sent but the client is not aware that my boss was actually another recipient.
If it doesn't matter whether the main recipient knows that a copy of the Email was sent to someone else or in cases where you want them to know the Email was copied to someone else, you would put that address into the CC field here or just the regular Carbon Copy field. For example I can put the client's address in the To Field and my boss' address into the CC field and then I might write a message like, "Here's the information you requested, if you have any questions feel free to Email me or my boss at the address above". So that's how the To CC and the BCC fields work here. You definitely need to have at least one address in one of those fields to send an Email but again you can have addresses in multiple fields like if these are two of the employees that I supervise here and I want to make sure my supervisor knows that I am emailing them I may put in her name in the CC field there.
But once you are done, you can close that and you can see all the addresses listed here. Notice that the cursor has gone into the subject field and this is the field that many people take too lightly most of the time. Especially if your Email is work-related, a good descriptive subject can be incredibly beneficial for both you and your Email recipient. Don't just type hey or yo in the subject field and then just start typing your message because a lot of times the subject is the first thing people see when receiving an Email and you want to make sure that they know what the Email is about especially if you also know that they are busy people who tend to skim over their Emails.
So instead of writing a subject like Progress Report which tells you kind of what this Email is about but what about the progress report write something like My Draft of the Progress Report or even something with a called action like Please Submit Your Progress Reports. That subject tells the recipient exactly what I need them to do in a very brief phrase there and of course I can provide more details down in the actual message area. So try to be more specific when you are writing your subject lines. I could go on but if you are interested in learning techniques on being more effective with your Emails overall there is a title on the www.lynda.com online training library called Effective Email by Jeff Van West in which he covers all the aspects of composing, reading and managing mail.
So be sure to check out that title when you are done with this Entourage training. Alright so once you have your subject line written, it's time to write your Email. I have just pressed Tab to move down to that main message field here and you can just basically type. Now lastly if you use more than one Email account in Entourage you want to check up here in the From Field to make sure you are sending your Email from the correct address.
If it's a work Email you probably want to choose your work address in this case that's my www.lynda.com address there. So work Emails should definitely come from your work address, it's going to look much more professional and it's the right thing to do because you don't want your work Emails coming from your personal address of email@example.com or whatever your personal Email address happens to be. And remember you can set your default Email by coming back to the accounts area and if I send mostly work Emails from this account I might want to make my www.lynda.com address my default account, I would select that, click Make Default and now anytime I create a new mail message Command Option N, notice that the www.lynda.com address is the default address in the From Field there.
But that's the basics of creating an Email message from scratch. Now there are some other options you have like formatting your text, adding attachments, creating signatures and so on and we will explore those options and more in the following movies.
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