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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.
Now we'll take a look at another new feature of Entourage 2008, the To Do list. Like Entourage's Task area, the To Do list gives you a single place to keep track of all the things you need to get done, but gives you the added advantage of being able to also flag things like e-mails and contacts that you need to tackle at some point, so you can truly you see everything you need to do in one place. You can also sort and filter the To Do list by priority or by due dates to make it real easy to figure out what you want To Do next. Let me show you how this feature works. There are a couple of ways to get to the To Do list. You can find it in the Tasks area, by going to To Do, and then notice that the items in the Tasks list are always added to the To Do list automatically.
You can also get to the To Do list from the Calendar area by clicking the To Do list button right here. And this opens the to-do list in its own little pane over here so you can continue looking your Calendar if you need to. Incidentally, also notice this Create a Task field down here for quickly creating a task that having to go to the Task section. So if you're working in your Calendar and you need to remind yourself to you perform a task you just come down here and enter it here and it will automatically get added to your Task list. You can also get to the To Do list in the Favorites bar. You can see it is right here, To Do list, as long as you have removed it from the Favorites bar, you can click it and that takes you back to the main view of the To Do list in the Tasks area.
So now let's add some items to the To Do list. I'll go over to my e-mail and in here I have this e-mail from Jan telling me to pick up my parking pass by next Tuesday when they're repaving the parking lot. So I need to remember to do this so with that e-mail selected, I'll come up to the To Do button here and click the arrow next to it, and from here I can specify when this is due. So I can say it's due Today, Tomorrow, This Week, Next Week, No Due Date, or I can actually choose a date as well.
Notice that each one of the selections also has a keyboard shortcut This little caret (^) symbol here next to the number is the Control key symbol. So for instance if I wanted to make this due by the end of this week, I can also just select the e-mail and press Control+3. But since I'm up here already, I'll select this week from this menu. So you can see that puts a little flag next to the e-mail and it also puts it in the Preview pane here and it tells me and that it's flagged as a To Do item. Telling me I should start it by January 30th and that it's due by February 1st, which happens to be the week I'm working in right now.
And now if I go back to my To Do list, I see the parking lot my e-mail right here. If I double-click at the e-mail itself pops up, so I can refresh my memory on exactly what it is I'm supposed to do. I'll close that. Now you can also add a reminder to any item in your To Do list, which I suggest you do for important items because until you get used to the idea, you might not make it a habit to be constantly checking your To Do list. So with this item selected here in the To DO list, I go back up to the To Do button, and I can choose Add Reminder.
I can see that it is due by the first, so I might want to add a reminder say on the 31st, just to make sure I do it by then. And if you want to change the time, we can always come in here and say, make sure I do it by three o'clock PM, on Thursday. You can see that puts a little reminder there and if you recall from previous movies, you see a little reminder pop up in the lower portion of your screen when that time comes. So that's one method of making an e-mail a To Do list item. Let me show you one more thing about that. Let's go back to e-mail. You'll notice next to each one of the e-mails is a little uncolored flag, except for this one, which is colored because I did to flag this as a To Do.
But you can use the flag next to each e-mail message to tag it as a To Do item. So I can just click one, puts a little flag next to it and, by default that marks the flag as an item I need yo do today, January 28th. You can see it says, "Start by 1/28. Due by 1/28." But if I need to change that, I can always just come up here and make it due another time. I could say Next Week. Also clicking on a flag next to an e-mail, turns it into a check mark, which indicates you've completed whatever it is you needed to do. So that tells me that it's done. If I go over to my To Do list now, you can see that that item is actually crossed off as completed and you can see those little check box next to it.
Of course I can uncheck it from here and if I go back to my e-mail again, you can see it's a regular flag. If you ever accidentally mark an item as a To Do, just select it, come up here and choose Clear To Do Flag. And that takes that away. Now as I mentioned earlier, you can also flag contacts as To Do's, which is really useful if you need to remember to call somebody by a certain time. So I can go over to my Address Book, select one of my contacts and just flag him. Again we can use the To Do button up here or just click the little flag icon next to it.
And that flags him as a To Do item, so if I go to my To Do list, I'll see him right there. If I double-click, that opens up his contact information, and I can remember, oh right, I'm supposed to call Barney. And as before, you can also add a reminder to your To Do item, even if it's a contact, so get a reminder to call this person up. So that's how you make a contact a To Do. Now we've already seen that creating a task automatically makes it a To Do item. So that's yet another way to create To Do item. The last method of creating it To Do item that I'll mention is just doing it manually. Just go to your To Do list, click New, and just enter the information for the To Do. So maybe I need to make dinner reservations for Friday and I could say it's due on, say by the 31st, so I do it a day ahead of time.
Set myself a reminder to also do it on the 31st. Make that around noon- let's make that around 1 p.m. And let's close and save that. And there's my To Do. So that's how we manually create a To Do. It is just like creating a task. Alright. So that is your To Do list. Again, you can double-click items to open up for more details, filter through them with the Task Views over here, if you want to find the ones you've changed in the past seven days or completed or that are due today, you can do that.
Remember you can also sort the list, by using the column headers here. Or you can filter for using the Quick Filter bar here or even the Search bar up here. And of course once you're done with a To Do item you can just check them off as a completed items.
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