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Working with notes

From: Entourage 2008 for Mac Essential Training

Video: Working with notes

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.

Working with notes

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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Image for Entourage 2008 for Mac Essential Training
Entourage 2008 for Mac Essential Training

40 video lessons · 8274 viewers

Garrick Chow
Author

 
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  1. 1m 2s
    1. Welcome
      1m 2s
  2. 14m 53s
    1. The toolbar
      5m 22s
    2. The Favorites bar
      2m 14s
    3. The main window and the Quick Filter
      3m 58s
    4. Components overview
      3m 19s
  3. 24m 21s
    1. About identities and accounts
      2m 30s
    2. Creating a new account
      11m 13s
    3. Configuring POP and IMAP settings
      5m 32s
    4. Importing data from other mail applications
      3m 19s
    5. Making Entourage your default email application
      1m 47s
  4. 27m 57s
    1. Importing contacts from the Address Book
      3m 26s
    2. Adding contacts
      6m 49s
    3. Display and search options
      6m 53s
    4. Creating groups
      3m 1s
    5. Working with vCards
      3m 22s
    6. Exporting contacts
      4m 26s
  5. 24m 3s
    1. Viewing the Calendar
      6m 26s
    2. Adding events
      10m 59s
    3. Sending and receiving invitations
      6m 38s
  6. 33m 42s
    1. Working with notes
      5m 58s
    2. Creating tasks
      5m 9s
    3. Flagging an item as a to-do
      6m 20s
    4. Linking items
      5m 2s
    5. Using My Day
      11m 13s
  7. 28m 56s
    1. Creating a new message
      7m 17s
    2. Formatting text
      3m 33s
    3. Adding a signature
      4m 33s
    4. Adding attachments
      5m 19s
    5. Replying to email
      2m 44s
    6. Forwarding and redirecting email
      3m 0s
    7. Sending email
      2m 30s
  8. 25m 13s
    1. Checking for new mail
      3m 10s
    2. Receiving and saving attachments
      4m 42s
    3. Managing junk mail
      7m 58s
    4. Creating message folders
      5m 0s
    5. Creating message rules
      4m 23s
  9. 16m 31s
    1. Creating a new project
      4m 55s
    2. Adding items to the project
      8m 59s
    3. Backing up the project
      2m 37s
  10. 22s
    1. Goodbye
      22s

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