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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.
OK, now that we have our e-mail account information set up in Entourage, we are going to start looking at how to use the other functions in Entourage before we get into the chapters on composing and receiving e-mail. And we will start by looking at the Address Book because your Address Book is going to be closely tied into your e-mail as that's where all of your contacts are stored and managed. So let's switch over to the Address Book. Now, right now, I only have myself in here as a contact but my own information is probably the stuff that I need to write down the least. What I really need is the information for everyone else I communicate with. So let's add some contacts.
Now in the previous chapter, I showed you how to import your account information from older versions of Entourage or from other e-mail applications like Apple Mail. Now, if you previously used an earlier version of Entourage and you imported that data into Entourage '08, your contact should have already been imported over as well. Let's say that I have been using OS X's built-in Address Book application and I am making it switch to Entourage and I want to bring my addresses over. So I go over and open up address book, and this is Apple Address Book. Now, I don't have much in here right now but enough for you to get the idea. I have got Apple Computer, Joe Blow, myself and lynda.com address.
It will automatically bring these addresses into Entourage. I need to enable Entourage's Sync Services. Sync Services keep Entourage in sync with Address Book, and iCal for that matter which is OS X's counter application and we will get to that a little bit later. But to do this, I am going to go back to Entourage, bring up Entourage Preferences and I am going to come down here under General Preferences and select Sync Services. And here, I have the option to synchronize contacts with Address Book and .Mac, which is all I am going to check right now, we have some other options here for iCal and for Notes.
But with this option selected, all of my address book contents will be copied over to Entourage, and thereafter any contacts you create in Entourage will also be added to Address Book as long as you keep these options selected. So with this selected, I'll click on OK. Now it's going to ask me how do I want to synchronize that information that I have selected; if I want to combine the information meaning do I want to take the Entourage items I have already selected with the information in my Address Book iCal and .Mac, if I want to delete any contacts that I might have already created in Entourage, or do I want to delete the information from the Address Book and move my Entourage items in there.
In this case, I am just going to combine information because the only thing in my Entourage Address Book right now is my own personal contact information and that's already in Address Book. So I will click OK and we will just give it a couple of seconds here. So you can see that Entourage has now copied those Address Book addresses into my Entourage Address Book, I kind of wish they both weren't called address book, but I guess that's the best name for them. So this syncing capability is especially useful if you use Apple's iSync program to sync your Address Book and calendar with devices like your mobile phone or a PDA, because Entourage does not itself support syncing with mobile devices but with the syncing turn on, you can sync using the iSync program that comes as part of OS X and works with Address Book in iCalc.
And the other nice thing is that you can continue to work in Entourage only and any changes you make to your Address Book here in Entourage will automatically get added to Apple Address Book and then are subsequently copied to any mobile device whenever you iSync. Now, if you ever want to stop syncing with Apple Address Book, just go back to Entourage Preferences and uncheck synchronized contacts with Address Book and .Mac. Doing so, it will not make all these contacts you imported disappear, Entourage will just stop copying contacts back and forth between Address Book and itself from that point on. OK, so that's how we import existing Address Book contacts into Entourage.
In the next movie, we will take a look at how to manually create new contacts.
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