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In this movie I'd like to show you yet another great way to keep yourself organized in Entourage called linking. Linking lets you create relationships between any items you manage in Entourage like e-mails, contacts, tasks and events and so on, which makes it easy to quickly access any information relevant to the task at hand. For example, if you schedule a meeting with someone, you can link that person's contact information to the event, as well as any e-mails you might have exchanged with him or her. Here in my e-mails list, for example, up here I have an e-mail from Jan. Flagged as is a To Do item that I did in the previous movie. I know that I need to give her a call regarding this e-mail so I want to link her contact information to this e-mail. To do so, I just double-click to open the e-mail, and notice the Links button right here.
I click on that and choose Open Links and this will show you any links related to this particular item. In this case, I have none. So I want to link to Jan's contact information here and I know I have her in my address book already, so I'll link To Existing and I can choose to link to an existing message, event, task, note, contact or group, or even to a file. In this case I'm linking to a single person so I'll choose Contact, and find her in my list here. There she is and we'll click Link. You can see that I have one contact linked to this e-mail so if I close this, and close here, you can see I have this little link icon right here. Clicking that I can use that to Open Links and there she is, right in my address book, and if I double-click, there's her contact information.
I can also remove any links I might have added here, but this case I'll keep that there because it is pretty convenient to have that contact information right there attached to that e-mail. In fact, you might find it convenient to always have quick access to the contact information of anyone who sends you an e-mail and you can actually turn on this feature in Entourage by going to Entourage Preferences, Address Book, and check right here under Messages, Automatically link contacts with the messages I receive from them. So basically saying as soon as somebody sends me an e-mail, if that person is in my address book, it will automatically create a link to a person's contact.
I can also create links from messages that I send out to the contacts of the recipients, but in this case I'll just check the second option here. Click OK. Now that it will not automatically add links to any existing e-mails, but any new e-mails are received from this point on, if that person is in my address book, that contact will automatically be linked to the e-mail that they sent. So I'll check to see if anybody sent me any new e-mail. And yes. Carl sent me this e-mail regarding presentation notes and you can see that automatically put a little link icon here.
So I can click that, choose Open Links and right there is Carl's contact information. You can also create links to new items as well. For example, let's go to my To Do list, go to Tasks, click To Do. I'll create a new To Do item and let's say, "E-mail Lenny with meeting time." Let's go ahead and save that.
You can see there's the contact information. Now if I wanted to link this to say, an e-mail that I wanted to send to him or even a scheduled meeting time that we were talking about here, I can go to Links, Open Links. And I'll say To New, first of all, Mail Message. So you can see that opens up a new mail window for me. I can address this to Lenny. The subject will be "Meeting Time." "Let's meet at 3 p.m. next Tuesday." And I can send that off and you can see the one message has now been linked to that To Do item.
That meeting is not actually on my calendar yet, so let's go to New Item again now. [Program beeps.] That is the sound of the e-mail being sent. And I'll link this to a new calendar event. You can see this opens a new event window. "Meeting with Lenny" is my event name. This will be, I said next Tuesday, so that would be not tomorrow, but February 5th. Let's go over to February 5th. Select that. And just leave everything else the way it is. Close and save that.
And you can see now a second item has now been added to that To Do item. I can open up the links, and then right away I can see all the items linked to this. There is the message I sent to him about the meeting, and there's the actual meeting event on my calendar. And if I go back to E-mails and go to Sent Items, you see right there, there's the e-mail I sent out and that too shows me that there is a link item here. I can open links, and I can see that's linked to a task. So that's basically how links work. You can link or connect all these different items together so you can see which items are related to each other. Again they are great for keeping all the items related to specific event or task organized together.
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