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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, we look at how to use Entourage's Calendar function to keep track of events that were tied to specific dates and times. In this chapter we're going to look at some other features of Entourage to help you keep track of things you have to do but that might now necessarily have to be done at particular times. Specifically, we'll look at how to work with notes and tasks, which are the next two components here in the toolbar area. So let's start with notes. And if you recall back in Chapter 1, I did actually create a brief note in here. I asked if my jeans made me look fat. So basically the notes area is exactly what it sounds like it's for. To take any random note or thought that crosses your mind, to jot down directions if someone's reading them to your the phone. Basically anything you might write down with a pen and a notepad that was sitting on your desk.
For example maybe you're listening in to a conference call and you want to jot down notes in one location during your meeting. During the call, you might get new phone numbers or addresses or set up appointments but rather than switching back and forth around Entourage's Address Book and Calendar, making people wait for you to get ready to take that information it's probably easy to write down all your notes in the Notes section and then sort to them later, putting any important information into its proper location. So to create a new note, we've seen this already, we just come up here and just click New, This opens up a new untitled note and let's just use the conference call example. I'll call this "January conference call." And now that I'm ready to go, let's just assume I'm listening in on the the conference call, and I'll just jot down things that come up. Maybe the first thing I'd write down is who is attending the conference call.
And as I'm sitting there listening to people, I'm wondering, Hmm, Lenny's his voice sounds kind of weird. What's up with Lenny's voice today? Little things to myself here. And now we were talking about a company retreat. Maybe they're saying it's going to be in April and it might be in Vegas or San Diego. And so on and so on. Basically I can just type anything I want here and one nice of the things about notes in Entourage is that they can be formatted just like a word processing document. You might have already have notice the formatting toolbar here.
And it works just like any other word processor. Basically you select the text you want to change, And then you could pick a font, or you can change the size. Make it bold or italicized or underlined, and anything you wanted to do there. We can align text, turn it into a numbered list, or a bulleted list or indent it some. Basically anything you can do in a word processor.
And if you find you're going to staring at your notes for a long time it might even be easier on your eyes to change the background color of your notes, right over here with this little paint bucket icon. I can choose parchment; that's a little easier to look at. Maybe I can change all the text to this maroon color here. Make a little easier on the eyes. And then there are some nice little extra like this horizontal divider. So if I wanted to put my cursor here and hit the horizontal divider, I can split up my notes into different sections or thoughts. Maybe after we talked about the company retreat here we move onto a different topic and basically I can just separate things out that way.
There is even a time stamp button over here so when you click on that you can make a notation of the exact time when you made a particular note. So at this particular moment I wrote "this note," what ever I happened to be writing. You can use the timestamp button as many times you want so you see can constantly note the time of your entries within your note. So if few minutes and I want to make that clear, I would click that again. Yes, one minute has gone by. There. Notes can be multimedia too. The Insert menu up here at the top shows that you can insert pictures, background pictures and even sounds and movies into notes.
So for example if I just want to grab an image from lynda.com maybe I'll go to my author page here. There's me. Let me just hide Entourage for the moment. Drag my picture to the desktop. Let's go back to Entourage and find my note. There we go. And I'll insert a picture.
On the desktop, there's my picture. And there it is. So you can either insert it that way. You can even just drag them in. You don't necessarily have to use the Insert button here. So notes are your all-purpose scratchpad where you can write and add anything you like. Again, you can always go through and copy and paste content into other areas like the Address Book of Calendar if you need to. When you're done with your note, just hit Save. You can hit Command + S or File, Save, and it gets added to your Note list. You can see it right there. If you need to edit, just double click it and you can make any changes you like. Maybe I want to add this as a work category item.
And I just realized that the somebody else was sitting in, Michael is sitting in too, so I'll ad him to the list. And if the note is no longer relevant, you can always click the Delete button here to get rid of it. I won't do that. I'll just save it here. Like the other sections of Entourage you have a Views area here where you can filter through the notes to find notes that have changed in the past week, we can search by category, if I just clicked the Work Category, you can see just that conference call appears there. Or you can also use the Quick Filter bar here to search for items.
If you're looking at your notes, you can type in a keyword and say the title is, category is, project is, or you can use the Search field up here. Again I showed you how to use the Quick Filter area and the Search field in the chapter on the Address Book. So if you need to review that, you can go back and check out that movie. OK. So that's Entourage's Notes section. In the next movie, we'll talk about the Tasks area.
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