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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.
If you are in the habit of exchanging contact information with co-workers or clients you have probably come across vCards. vCard is short for a Virtual Business Card and it's basically a small file that almost all Address Book software can export and import and it makes sharing your contact information with other people much easier than typing everything out in the Email by hand every time you need to send that info to somebody. So in this movie I would like to show you how to both send and receive vCards from Entourage. Let's talk about sending first. To do so you want to first find the contact file you want to send. So let's say I want to send my contact information off to somebody so I will select that.
And then you can either choose contact Forward as vCard or just press Command J on your keyboard. That opens up a new Email message and you can see here that I have Garrick Chow attaches a VFC file that's my vCard file. And all you have to do then is just type the name of recipient, maybe type a short message and then send that off and that person will then receive your vCard and then be able to import that into his or her Email program. Now just be aware that vCards contain all the information you have written in your contact info so make sure to look through that contact carefully to be sure that you are not accidentally sending confidential or sensitive information.
If there is stuff in there that you don't want other people to see you can right click or Ctrl Click on the contact, choose Duplicate Contact, double-click that contact and then go through each one of these tabs and check out the information in there and get rid of all the stuff that you don't want to share and then send off that version of the vCard to whoever you are sending the card to. Now as far as how to handle receiving a vCard it's pretty easy. Let's go over to my Inbox here and I did receive an Email here from Lenny and he tells me that here's a vCard for that new client we are talking about so I want to add this vCard to my Entourage Address Book.
Now if I double-click it it's going to say are you sure you want to open the attached file, it could contain a virus or something like that but basically Entourage says that about any attached file. But I trust Lenny so I am going to click Open. Now what happened here is it actually opened up my MAC OSX Address Book and added it in there which is fine if I have Entourage synched with Address Book which I did do if you remember under General Preferences, Sync Services, we have synchronized contacts with Address Book in .mac selected. So if I go over to my Address Book sure enough that contact does appear in there.
Now if you happen to not be synching Entourage with Address Book let me undo that and let's just Delete him out of here for the moment and go back to my Email. Even if I double-click this again and choose Open it's still going to add it back into Address Book which I don't want it to do. And I found the easiest way to add this vCard without going through Address Book is just to drag it out of the Email right to the Entourage icon that opens up that vCard and its own window here and then all I have to do is choose File Save. So now if I go back and look at my Address Book, there it is.
Now if the vCard that you are receiving doesn't come via Email if you just get it on a disk or in a flash drive on a USB drive for example all you have do is just drag it into your Address Book. So I am going to move this out of the way here and I do have a vCard sitting here on my desktop, I am just going to drag that in and that's it, that's really all there is to it. You just take the card, Entourage reads it right away and it's now added to your contacts. So that's how to send and receive vCards with Entourage. Again that can be a big time saver over typing everything out by hand and they are supported by just about every Address Book software application out there on both Macs and PCs.
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