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Display and search options

From: Entourage 2008 for Mac Essential Training

Video: Display and search options

As your Address Book continues to increase in size, you might find it more and more time consuming to track down the information you are looking for, because once you start reaching dozens of contacts, scrolling through your Address Book list is probably the least efficient way to find the person you need. Now, by default, the Address Book displays my contacts by last name in alphabetical order from top to bottom, but that's easy enough to change just by clicking on the column headers up here. So I can easily change the display of my contacts to be reverse alphabetical order, just by clicking there or reverse them back again by clicking there again, or I can sort them by company, by the work phone, home phone, e-mail address, the photo they happened to be in, what category they are in and so on and so on.

Display and search options

As your Address Book continues to increase in size, you might find it more and more time consuming to track down the information you are looking for, because once you start reaching dozens of contacts, scrolling through your Address Book list is probably the least efficient way to find the person you need. Now, by default, the Address Book displays my contacts by last name in alphabetical order from top to bottom, but that's easy enough to change just by clicking on the column headers up here. So I can easily change the display of my contacts to be reverse alphabetical order, just by clicking there or reverse them back again by clicking there again, or I can sort them by company, by the work phone, home phone, e-mail address, the photo they happened to be in, what category they are in and so on and so on.

Remember that you can also change your headers by going to the view menu, choosing columns and from here you can uncheck existing headers or you can turn on more headers. For example, you might want to get rid of the name column and actually add columns for first name and last name. Now, well you can quickly sort through your contacts by clicking first name and last name if that's how you wanted to search, I suggest taking some time to browse through the various column headers that are available here and figure out if any particular one might be useful to you; and if it is, go ahead and add it.

Remember also, you can rearrange the columns by simply dragging them left and right. Now, sorting your contacts by columns is nice, but it still won't always help if you are really trying to narrow down your search to a handful of people. That's where Entourage's search fields come in. Now, there are two fields you can search in from here and it can be a bit confusing, so let's take a look at them both. First, let's take a look at the Quick Filter bar which is this gray shaded bar right here. Now, if you don't see this, go to the view menu and make sure you choose Show Quick Filter. I have Hide because I am currently showing it already.

Now, here in the Quick Filter search area here, you can search for a contact by typing in words or letters that you think might appear in the contacts name or the contacts company or you can filter by category, you can say category is all, none or any of these other categories here, or you can filter by project if you are using Entourage's Project Center. Just go back to name. So say I was looking for a contact and I could only remember that he went by the name Jack. But by sorting through first names here, I don't see a Jack listed over here so I will try typing Jack into the filter and I can just pause a second there.

And right here, Jonathan Spar shows up and I can see that he goes by the nickname of Jack. If you have entered a nickname into contacts information, you can see it appears in quotes here. So that's the Quick Filter field, and it's pretty much there to search just through the Address Book when you have the Address Book displayed. Now, the Quick Filter bar is contextual to whichever function of Entourage you happen to be working in. So if you had your calendar open, the Quick Filter bar is going to search through your calendar events. I go back to Address Book here. Incidentally, if you do have a search typed in here and you want to clear it, just click x right here. Now, if you want to do an Entourage wide search, meaning you want to search through your Address Book or your e-mails or your calendar simultaneously or if you just want to search through a sort of criteria that Quick Filter bar can't give you, you want to use the search bar up here.

For example, I remember that there is someone in my contacts who is allergic to sunflower seeds. I obviously can't see that information here so I am just going to type in sunflower. And after a second there, one contact comes up and I am going to click on him and if I look in the notes here, I can see yep, he is allergic to sunflower seeds, but not sunflowers for some reason. But that's still just searched through my Address Book here. Let's try a different search. Let me clear that, because we can perform much more detailed searches on that. Let's say that I want to find a list of all Lynda.com employees in my Address Book who work out of our California office. So I will start in here by typing Lynda.com, and that brings up these contacts here.

Now, notice the search bar again is just searching my Address Book right now and that's fine for the moment. But this shows me all the contacts that have Lynda.com in their information somewhere, it doesn't specifically specify where, but somewhere in their Address Book entry they have Lynda.com in there. But that's not enough. I need to narrow down my criteria. So I can come over here and click this + button over here and I get another sort of criteria to work with. So you can see, it says match if all criteria are met or I can choose match if any criteria are met if I have more than one criterion to add here. So right now, it's basically saying if the item or contact itself contains Lynda.com, display it.

But I want to be more specific in that. I only want to display the items if they actually work for Lynda.com so I am going to choose company contains Lynda.com. You can see that narrow it down a bit. You can also choose is, begins with, ends with, exists, does not exist and so on. That's still not enough. I only want to see the people who work out of our Ventura, California office. So I am going to add another criterion and in this case, I am going to choose phone number contains and I know the area code there is 805, and there it is. Now, I am down to just three addresses here, because I had match if all criteria are met, which means that the company has to be Lynda.com and the phone number has to contain 805 and only these three contacts fit that description.

So you can see you can get very specific about your searching in Entourage and you can continue to add more criteria as you go through here. Now, after doing this search, if I think I will need this info again if I am constantly adding employees of Lynda.com to my Address Book and I always want to be able to quickly contact the people who are in the Ventura office, I can save this as a search folder. Notice there is a Save button right here, I will click that. It's going to ask me to give it a name and I will call this California Lynda Contacts. Save that, and you can see right here I now have a search folder here under Address Book views called California Lynda Contacts.

This will constantly update itself. If I add another Lynda.com employee who has an 805 phone number, that person will automatically show up when I select the search folder. And you will notice that Entourage does come with some pre-built search folders for you. It's prompting me to make sure I want to say that, I can say you don't need to say that because I already did. So change in the past seven days. If I have contacts who are associated with projects that I have due today, they will show up here. If anybody is in family category, they will show up here. If I flagged anybody or if they are of my personal category or work category, they will show up there.

And you can create as many of these search folders as you want, making it again very convenient to find specific groups of people when you need to get to them quickly. So that's the search field in Entourage. Again, you can use the search everywhere throughout Entourage if need be. I will show you one more example here. If I come up here and type Parking, it initially just shows me Carl's contact if I click on that, I can see in the notes here, he covers my parking space, there is the word Parking. But I am just searching through my address book here, I can search through things on my computer, all of my contacts or everything.

If I search through everything, I am searching through all of Entourage and you can see now that a search for Parking brings up not only Carl's contact, but three e-mails here that have the word Parking in their subject. And if I double-click on that to open it up, I can see this is an e-mail that had to do with the parking lot being repaved. So it's very easy to quickly find just about anything in Entourage as long as you figure out the best search words and criteria to use.

Show transcript

This video is part of

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

40 video lessons · 8269 viewers

Garrick Chow
Author

 
Expand all | Collapse all
  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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