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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 last chapter of movies I'd like to show you Entourage's Project Center which we can find by clicking the Project Center button up here in the toolbar. It's the last section we haven't really looked at yet. The Project Center is the area in Entourage where you can tie together all the other parts of Entourage that you use, Mail, Contacts and Events, Notes, Tasks and To-do's that might all be related to the same project. So for example, if you're working on a budget report, you could create a project called budget report and use it to you keep track of all communication and notes and tasks you have to do that are related to the budget report.
Or you can even use it for something like planning a trip to keep track of places you need to be on certain dates, e-mail confirmations from hotels and airlines, sites that you want to see and so on. So let's see how we create a new project. I'm going to create a project to manage my upcoming trip to the NAB conference in Las Vegas in April. So here in the Projects area, I'm going to click New. That opens up the New Project Wizard which gives me an untitled project and I'm just going to call this one NAB, National Association of Broadcasters, where lynda.com will be exhibiting and I'll set the due date for, let's say April 11th, the Friday before we travel out there.
If I have a picture I can put it in here. I don't really have a picture of Las Vegas or myself to use right now; just leave that blank. If I have any notes to myself, I can put them in here. This is basically anything that you might want to remind yourself about the project. I'll type, "Don't panic." We can pick a color here. I actually think yellow is pretty appropriate for the desert so we'll keep that. And we'll go to the next screen. Now when you create a new project, Entourages is going to create what's called a project watch folder to contain files it needs to manage your entire project. And you can choose to have it automatically create the watch folder in a specific location, in this case in your home folder in the folder called Documents, Office Projects and it's going to create a folder called NAB.
Or you can manually set project watch folders if you wanted to, you click Change and create your own folder in your own location. I'm just going to let Entourage do everything automatically. We automatically import items from any particular category, so far we have already had a category, maybe were items set up in relationship to this trip, I can select that or if I were to have another project, I can choose from this list. I have neither of those right now so I'm going those both set to None. Next we can set up some rules. I can associate e-mail from project contacts. So eventually I'm going to start adding contacts to this project, people who are going to help me set up this trip, and any e-mail that they send me will automatically be associated with that project.
I can also associate any e-mail with the following subjects. So if I get e-mail that has the word Vegas in it and I can have that automatically associated with this project. If I get an e-mail with NAB in it, I can have that automatically be associated and so on and so on. Any type of subject I think I might receive in an e-mail that might have to just my trip I can put those keywords in here. Notice also, we can choose to not apply to any other rules to these messages. So if I've set up rules, like I showed you at the end of the last chapter, and I want to bypass those rules if the e-mail falls into one of these two categories here, I can do so by keeping this checked.
And if I want to apply rules to existing messages I can check that button as well. Additionally, I create a project watch folder alias to the desktop so if I want a quick way to access the folder that Entourage is creating for me to manage this project, I can have a creative alias on the desktop and I'll go ahead and let it to do that. And finally it tells you that when you click the final right arrow button, which is this one down here, Entourage will make the NAB project and it will take me to the Project Center, which is sitting right back here. It tells me where that folder is to be stored again. Tells me that the alias is going to be created on the desktop and it says to add more items to the project and this is important.
Use the Add button, which is a green button here that you'll find in lower right corner of any Project Center tab. If you want to eliminate any items that are in there, you just hit the Remove button. If you want to share a project with any users, we can hit the Share button, which you'll see down at the bottom of the Project Center, and then that will open up the Sharing wizard which will walk us through that process. So it all looks good to me. Click the next right arrow and here is our project. You see the NAB is listed as the project here. It's got its custom color that we created. I see the due date in big letters here. If I had dragged an imagein, it would be here.
This is nice. It tells me exactly how many days I have left to prepare for this project. And you can see is divided into several other sections. Here are the notes and of course I can add to any of these other sections at this point, if I wanted to. If I wanted to add more notes, I can click in there and we can add tasks and we can also view any new and recent mail associated with this project and any recent files associated with this project. Additionally, you can see our watch folder buttons down here. Here's the add and remove buttons that were mentioned, and we've got our Share button, our Backup button and our Properties button here. So this is the Overview section of our project. If I go out and look at my desktop. There is the shortcut folder created for NAB.
If I double-click on that, it takes to that folder, which is currently empty. So that's how we create a new project here in Entourage 2008, and now I'm already a start adding related items like mail or contacts or notes to this project.
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