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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 let's turn our attention to the Calendar function of Entourage. So I'll come up here and click Calendar. Just like a real printed calendar, you use Entourage's calendar to keep track of appointments or to use the term that Microsoft likes us to use, events. Basically anything you have to do that's tied to a specific date or range of dates is considered an event. Meetings, flights, dentist appointments, are all events, but the important distinction to make is that in Entourage, events are different from Tasks or To Do's. We'll talk about Tasks or To Do's in next chapter, but they're basically things you need to do that don't necessarily have to be assigned to a specific date or time.
You can just use Entourage to keep a list of tasks that you need to accomplish and tackle them however or whenever you need to or want to. But when you have something the need to do at a specific time, use Entourage's calendar for those types of events. Now before we get into entering event details into your calendar, let's take a few minutes here to get the lay of the land. I'm in my Calendar area in Entourage now and I have Calendar selected over here in the folder list area. The most important thing to learn right off the bat is how to navigate through the calendar's different views. Let's start with these four buttons up here.
We've got Day, Work Week, Week and Month. Each of these buttons gives you a different view of your calendar. Month gives you an overview of the entire month, which is useful for quickly seeing which days have a events scheduled and which days are free. Right now I don't have any events. I basically have these holidays listed. So I've got a pretty free month at this point. We've got our Week view. The Week view shows you your entire week from Sunday through Saturday, with each day divided into these hourly increments. Any events you have scheduled here will appear down here in this area, so if I had a scheduled event tomorrow from 11 to 12, I'd see a little colored block right here.
If you have any all-day events during this week, they'll appear in this top pane up here and you can see Martin Luther King Day was on Monday. And that's considered an all-day event so that appears up here. Also notice the subtle shading of the blocks between the hours of 9 a.m. and 5 p.m. You can see they look a little bit different there. Entourage automatically highlights the hours of a typical work day in Week view so you can see right away if an event this can happen outside of your work hours. And you can specify different work hours, if you're not a 9-to-5 person. I'll show you how to do that in just a minute.
Now the reason Friday looks a little bit different here because it is currently Friday as I'm sitting here recording this and Entourage always highlights the current day differently so your eye is drawn to that area right away. Now if you want a closer look at your work week, you can switch to Work Week view. And now you'll notice the calendar only displays Monday through Friday. This view lets you get a more focused view of your work schedule without any weekend events distracting you. The final view here is the Day view, which you probably figured out shows you just your schedule for the day you have selected.
And again, it highlights the work hours by coloring them differently than the non-work hours, and again it's from 9 to 5 in this case. So those are the four main views for the calendar. Which one you prefer to it to look at really depends what kind of schedule you keep. If your day is absolutely packed from start to finish, you might find yourself in the Day view must often. I personally usually have events that span several days at a time like conferences or training sessions, so I usually spend a lot of time in the Month view so I can see where I'm going to be from week to week again. It really depends of what kind of schedule you keep and you probably will find that you will travel back and forth between these four views fairly often.
Now some other navigation tips to keep in mind, you can jump to any past or future date in your calendar by clicking the View Date button here. And from here you can either type in the date you want to jump to, which I think is kind of a hassle. It's probably easier to click a little Calendar icon here and just go forward to whatever date you want. Click on that date. Click OK. And you can see I just jumped right to that date. Now because I was in Month view, if I click on April 10th, it just took me to the April calendar. You can also use the mini calendar here in the lower left-hand corner. If you want to see more months of the time, just drag this panel up, and you can easily navigate forwards or backwards, in the months just by clicking this little arrows here or jump to the current month by clicking this button.
So I wanted to jump to a specific date here in March, I can click on that date. You can see it takes the right to that day. So that's a little bit different that using the View Date button up here because even though I clicked April 10th, it took me to April but down in the mini calendar, I clicked March 27th and that actually took me to Day view. So those two functions work a little bit differently that way. And you can always quickly get back to the current date by clicking Today. Again what you see when you do so is going to depend on what view you're currently in. I was in Day view so when I click Today it took me back to today in Day view. But if I'm Month view here looking in March and I click Today that's going to take me back to the current month.
And so on and so on. Not a big deal, but it can be a bit disorienting at first if you're expecting to see the Day view when you click Today and you end up still in Month view. Alright. That's pretty much the gist of Entourage's Calendar view. Now let me show you one more thing here. I'll go to Entourage, Preferences and go to Calendar. It's in here where you can specify how the calendar is going to be displayed in your different views. If you more of a "Monday is the first day of the week" sort of person, you can say your first day of the week is Monday. I click on that and see that now it goes from Monday through Sunday.
Select Preferences. I'm more of a Sunday kind of guy so let's go ahead and keep that there. And down here under Calendar work week and Work hours is where you can change how you work week is displayed. So if you only work Tuesdays and Thursdays from 10 to 2, you just uncheck everything in here, but Tuesdays and Thursdays. Oops. And say you work from 10 AM to 2 PM. Click OK.
And if I go to say, my Week view now, you can see that the white highlighted areas here are considered my work hours. If only. [Laughs.] I'll go back to Preferences here. I'm just going to check everything again, switch that back to 9 to 5. OK. Now there are couple other preferences in here that have to do with events and reminders, but let's move on and talk about scheduling events before we deal with these. I'll click OK, set everything back to the way it was, and in the next movie we'll start adding events to our calendar.
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