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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 the previous chapter, I showed you how to include attachments to your e-mails, which are useful if you want to just send files along with an e-mail, from say a Word document or a PDF file. Basically any type of file you wanted the recipient of your e-mail to have. So in this movie, I'd like to show you what happens when you're on the receiving end of an attachment and you are working in Entourage. I have an e-mail here in my Inbox from Lenny and he's sent me an e-mail that says here's the files you requested. You can see whenever you have an attachment to an e-mail, the Attachments panel here is automatically opened and you can see that there are three files attached here. We have Chapter_4.pdf, funnycats.wmv and then lynda_logos.zip.
And these are three different types of files and we should take a look at the way all three of these are handled by Entourage. First of all, Entourage will display basic file types that it recognizes like PDFs and you can see that it actually displays the PDF or at least the first page of the PDF here in the actual message body. This is a multipage PDF, but it's only going to display the first one. But Entourage also recognizes things like image files, so if the attachments included say, a JPEG or GIF files, those would be displayed down here as well. But it did not recognize a WMV file, which is a Windows movie file, and the zip file it can't display because the ZIP file is a compressed file that may contain one or more files within it.
So when you receive an attachment, if it's a file that Entourage recognizes like a PDF document down here, you can get a preview of it. But if you actually want to open the entire PDF, you can just select the file, click Open. Now Entourage will warn you that some files and attachments can contain viruses and can be harmful to your computer. So it's important that you trust the person that's sending you this file. Don't ever open up an attachment from somebody you don't know. I'll just say Open, because I know Lenny. This actually opens the PDF document in my Preview application in OS X.
If you have Adobe Acrobat installed on your computer, you can open the PDF in Acrobat as well. So I can check out the PDF there. So it's pretty basic. That was an attached file, and I can just click Open to open that up. Next we have funnycats.wmv, which again is a Windows media video. Now if I try to open that up, it's going to say, Are you sure again? I'll say, Open and then... nothing happens. Hmm. Well let's see what happens if I move this my desktop. I'm going to grab this file and just drag my desktop, and there it is. Now generally when you see a blank icon like this in OS X, that's usually bad news saying that OS X doesn't recognize this file.
I'm going to try double-clicking it on my desktop. And it says there is no default application to open the specified document funnycats.wmv. Because I don't have Windows Media Player installed on my computer there's nothing to open that file. So this is what I was saying in the previous chapter, when we were attaching files to our e-mail. If the recipient of the e-mail doesn't have the proper program or plug-in to view the file you're sending, this is basically what's going to happen. They're going to try to open the file, and they won't have the program to open it. So if you're sending basic things like PDFs or images, those are usually safe. But if you're sending any type of media file or any kind of file that might have been generated by a program that the user might not necessarily have, you'll probably want to check with them first to make sure that they can accept that type of file. So right now there's nothing I can do about that Windows media file except for maybe downloading Windows Media Player or getting a plug-in for QuickTime player. So we'll just leave that where it is but you'll notice that that's how I copied the file of my e-mail. I just dragged it right out.
Alternately, you can also just select the file and click Save to choose a different location, after you get pass this message here, you can choose a different location to save file if you want to do it that way. Lastly we have this zip file, which again is a compressed file. So let's just that back to the desktop too. Let me just hide Entourage for the moment. So the zip file again, is just a compressed file. I'll double-click to open that and OS X can uncompress files so just double-clicking it puts a compressed version there. There is a little alert for a conference call we be scheduled earlier.
I'll just go ahead and dismiss that. Alright. So I uncompressed lynda_logos.zip and that opened up a folder called lynda_logos and in there, here I'll find the images that were attached in there. So I have a logo.gif that I'll double-click to open up. I also have this file here which I believe is an Illustrator file and because I do have Adobe Illustrator installed on my Mac, I can open that file as well. Those are just some examples of the type of attachment situations you might find yourself in, when somebody attaches a file. Again if it is just a PDF or an image, you probably will have no problem opening that up.
Especially if it's a movie file, you might have trouble opening it if it's a format that QuickTime can't normally read and if you come across a ZIP file, you know what to do with that now. Just drag it to your desktop or some place else on your computer, double-click it to uncompress and then when you uncompress those, what ever the file happens to be, if it's a file that OS X can read, then you can open those up, but it could just as easily been a compressed version of the funnycats video here inside the zip, which again would leave me with no way to open it, other than to go out and download the proper software to open it. But that's how we work with attachments when we receive them in Entourage.
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