IntroductionWelcome| 00:04 | Hi and welcome to Migrating from
Entourage to Outlook 2011. I'm David Rivers.
| | 00:09 | This course will help to make you
transition to Outlook 2011 as smooth and as
| | 00:13 | seamless as possible.
| | 00:15 | We'll get started by exploring
account creation and the new and improved
| | 00:20 | fluent user interface.
| | 00:22 | We'll examine ways to get your
Entourage e-mail, your address book, calendars
| | 00:28 | into Outlook, and then we'll focus
on how to perform some of those common
| | 00:32 | Entourage tasks in Outlook,
| | 00:35 | tasks like organizing and working
with folders, messages, and calendars, and
| | 00:42 | there are some interesting Outlook
functions to explore that were never
| | 00:45 | available in Entourage.
| | 00:47 | So with so many topics to
cover, let's get started.
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1. Getting StartedUnderstanding the reasons to switch| 00:01 | Outlook 2011 offers a number of major
improvements and enhancements that can
| | 00:05 | make switching from Entourage worthwhile.
| | 00:08 | There's an improved user interface
with a Ribbon component to help you
| | 00:11 | work more efficiently.
| | 00:13 | Outlook can consolidate your
folders from multiple accounts,
| | 00:16 | so imagine viewing all of your new
messages from multiple e-mail accounts
| | 00:20 | altogether, in one place.
| | 00:22 | Sharing resources such as calendars
with others makes collaboration easier
| | 00:27 | than ever, and there's functionality in
Outlook that's simply not available in Entourage.
| | 00:33 | In this movie, we'll get a brief
overview of some of these features before
| | 00:36 | covering them in greater
detail later on in this course.
| | 00:40 | We'll begin with the new fluent user
interface, which has being designed to help
| | 00:44 | you work more efficiently
and improve your productivity.
| | 00:47 | The Ribbon allows you to spend more time
doing your work and less time searching
| | 00:51 | for commands by making
them easy to find and use.
| | 00:55 | If you're migrating from Entourage to
Outlook 2011, you'll likely want to bring
| | 01:00 | your Entourage e-mail, contacts,
calendars, and tasks with you.
| | 01:07 | In this course, we'll explore import
options for doing just that, and we'll
| | 01:11 | investigate ways to back up entire
folders or individual items, so you can begin
| | 01:16 | working in Outlook 2011
with a feeling of confidence.
| | 01:20 | There're also a number of new features
to help improve your productivity and
| | 01:24 | efficiency when working in Outlook.
| | 01:26 | For example, if you collaborate with
others on projects, sharing a calendar with
| | 01:31 | the team will make it easy for
everyone to stay on track and on time.
| | 01:35 | You'll now be able to save precious
time by previewing an attachment in an
| | 01:39 | e-mail message using the attachment
previewer, so you don't have to actually
| | 01:43 | download and open the
attachment to see what's inside it.
| | 01:46 | You'll also be able to take
advantage of Mac-specific functionality, like
| | 01:51 | attaching items to an e-mail message
directly from the media browser, and
| | 01:56 | using Time Machine to back up messages,
contacts, calendars, and other Outlook 2011 items.
| | 02:03 | So I hope this brief overview has
helped to show you why you might want to
| | 02:07 | migrate from Entourage to Outlook 2011.
| | 02:10 | We'll be exploring these reasons in
greater detail as we move through the
| | 02:14 | various chapters in this course.
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| Creating accounts| 00:01 | Well, before you can start using Outlook
2011, you'll need to set up your e-mail
| | 00:06 | account. So if you are in at large
corporation, typically an Exchange server is
| | 00:09 | used, and you'll have network
administrators taking care of this for you.
| | 00:14 | Well, we're going to look at other
options, including POP and IMAP e-mail
| | 00:17 | addresses, and we're going to start
by comparing it to Entourage, which is
| | 00:21 | open here on my screen.
| | 00:23 | To create new accounts in Entourage, we'll
go to the Tools menu and select Accounts.
| | 00:28 | At this point, we want mail account, so
we will click the New button to create
| | 00:32 | our new accounts, typing in e-mail addresses
and letting Entourage take care of it for us.
| | 00:37 | Just close this up and hide
Entourage and flip over to Microsoft Outlook,
| | 00:42 | which we need to load.
| | 00:44 | We can do that from Applications.
| | 00:45 | You'll find it in the Microsoft Office
2011 group of applications. Or typically
| | 00:51 | by default, you'll find it on your Dock.
During the installation of Office 2011,
| | 00:55 | the icon is installed right on the dock so
you can give it one click to load up Outlook.
| | 01:00 | Now in this case, if you have no
e-mail accounts set up in Outlook, you'll do
| | 01:05 | the exact same thing you did in
Entourage, which is to go to the Tools menu
| | 01:09 | and select Accounts.
| | 01:11 | But it's a little bit different now.
Because we don't have an account set up,
| | 01:15 | you'll see two options:
| | 01:16 | One, to connect to an exchange account, so
again that e-mail account has to already exist.
| | 01:22 | You would have network administrator
setting that up for you. Or it could be
| | 01:26 | POP, or IMAP e-mail account such as you
would use in Gmail or Hotmail and so on.
| | 01:34 | So let's try setting up an e-mail
account using one of our POP or IMAP e-mail
| | 01:39 | accounts that already exists.
| | 01:41 | It's pretty simple process.
| | 01:42 | You type in your existing e-mail address.
| | 01:44 | I'm going to use a fictional one,
which is davidriversldc@gmail.com.
| | 01:52 | Then I'd type in the password that
I'm using for my Gmail account, and
| | 01:57 | typically, you'll leave this check box,
Configure automatically selected, so
| | 02:01 | Outlook does the work for you.
| | 02:03 | When you click Add Account, it
kicks in, and here is that first message
| | 02:06 | indicating that it wants to use
confidential information. That's okay.
| | 02:10 | You can allow that, and you can see the
Gmail account is about to be created.
| | 02:14 | In fact, in the background, you'll
notice the inbox has already appeared and
| | 02:19 | the new account exists.
| | 02:20 | You're ready to start using it.
| | 02:22 | There are some more advanced options.
| | 02:23 | You can make changes to the account,
but when you're done, just simply click the
| | 02:27 | Close button, and you have access
within Outlook to your Gmail account.
| | 02:31 | The neat thing about Outlook is you can
have multiple accounts, so back we go to
| | 02:36 | the Tools menu, select Accounts.
| | 02:38 | You'll see your existing account this
time over here in the left, and when it's
| | 02:42 | time to create a new account now,
because you already have an existing one, you
| | 02:47 | go to the bottom of this pane and
click the Plus sign to add an account.
| | 02:51 | When you click this button, you'll
see options for Exchange or E-mail, even
| | 02:55 | a directory service.
| | 02:56 | Let's go to Exchange this time, and if
you do have an Exchange server, and you
| | 03:01 | already have an account set up for
you, you can follow along with me.
| | 03:04 | Here again, we type in the e-mail
address, and again, I'm going to use a
| | 03:09 | fictional one here: greg@twotreesoliveoil.com.
| | 03:18 | The method is going to be username and
password. That's what we use to log in.
| | 03:21 | So we filled that information in.
| | 03:23 | You might just want to copy this,
Command+C to copy it, and paste it in the username,
| | 03:28 | if it's the same username, and go down
to password and type in the password.
| | 03:35 | Again, it's going to
configure automatically by default.
| | 03:38 | Click the Add Account button, and you
can see it's detecting the Exchange server.
| | 03:42 | In this case, it was
redirected to a server. That's okay.
| | 03:45 | We'll allow that redirection by
clicking the Allow button. And again, it's going
| | 03:49 | to set up everything for me automatically.
| | 03:52 | I'll have two accounts when we're done.
| | 03:53 | You can see there's the
Twotreesoliveoil account, and I'm going to allow
| | 03:57 | that redirection again, and I can
close this up, and a number of things start
| | 04:02 | happening on-screen,
| | 04:04 | office reminders, which I can close up.
| | 04:06 | You'll notice the inbox now has
Gmail and Twotreesoliveoil options.
| | 04:12 | So I have two accounts now set up in
Microsoft Outlook, and it was done very
| | 04:16 | quickly, in an instant,
| | 04:18 | thanks to some of the automation
that's built in to Outlook 2011.
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| Exploring differences in the user interfaces| 00:01 | When migrating from Entourage to
Outlook 2011, your biggest challenge, if you
| | 00:05 | want to call it that, will be getting
accustomed to the new user interface.
| | 00:09 | We're going to look at some of the many
similarities, as well as the differences,
| | 00:13 | between the two applications.
| | 00:15 | Starting here in Entourage, let's say we
want to change our view to our Calendar view.
| | 00:20 | Well, that would require going up to
the left-hand corner of your screen and
| | 00:23 | selecting the appropriate navigation
button, in this case the Calendar icon.
| | 00:28 | That changes our view.
| | 00:29 | You'll also notice what happens here on
the toolbar. The buttons that appear on
| | 00:33 | the toolbar also changed the context sensitive.
| | 00:35 | We go back to our Envelope
icon to go back to our mail.
| | 00:39 | We now see mail-related commands on the toolbar.
| | 00:42 | And of course we still have our menu bar
across the top, where we can access all
| | 00:46 | over Outlook commands.
| | 00:47 | For example, if we click View, we can
change our view from here by going down to
| | 00:52 | Go To, and you'll see all six of the
views available to you with keyboard
| | 00:56 | shortcuts Command+1 through 6, number 6
being the Project Center--remember that.
| | 01:02 | Let's switch over to Outlook now,
and the first thing you'll notice, those
| | 01:06 | navigation buttons are gone
from the top left-hand corner.
| | 01:09 | They actually appear down below
underneath at the bottom of your Navigation Pane.
| | 01:14 | Here with Mail selected, I'm
looking at all of my mail folders.
| | 01:18 | If I go to the Calendar view, I'm now
looking at my Calendar, Contacts, Tasks,
| | 01:24 | Notes. And you'll notice the one
that's missing is the Project Center.
| | 01:28 | There is no Project Center here in Outlook 2011.
| | 01:31 | Let's go back to Mail for a moment and
take a peek at the biggest adjustment,
| | 01:37 | which will be the Ribbon.
| | 01:38 | Ribbon is broken up into three tabs.
| | 01:40 | You'll see a Home, Organize,
and Tools tab, and you'll also see
| | 01:45 | context-sensitive commands on these tabs.
| | 01:48 | These are tools related to your current
view. So with Mail selected and the Home
| | 01:52 | tab selected here on the Ribbon, we see
commands related to working with mail,
| | 01:57 | creating new e-mails, replying,
forwarding. You can see options here for
| | 02:02 | categorizing and following Up.
| | 02:04 | There is our Send and Receive button.
| | 02:07 | If we click the Organize tab, we're going
to see commands related to organization
| | 02:11 | when working with messages.
| | 02:13 | The Tools tab will contain a number of
different tools available to us here in
| | 02:18 | Outlook, not necessarily
related to our current view.
| | 02:21 | Let's go back to the Home tab and
select Calendar. With Calendar selected, suddenly
| | 02:27 | the Home tab commands have changed to
calendar-related functionality. Same thing
| | 02:32 | when we go to Organize.
| | 02:34 | You can see now we're organizing calendar
items, changing our views, our scales, and so on.
| | 02:40 | When we go to the Tools tab though,
you'll see many of the same tools here that
| | 02:45 | we saw in our mail view.
| | 02:47 | Let's go back to the Home tab now.
| | 02:49 | This Ribbon, by the way, is collapsible.
| | 02:52 | If you don't like it, you don't
have time to get used to it right now,
| | 02:55 | you want to work the way you used to,
| | 02:57 | you can always go to the right-hand
side here and click that little arrow, which
| | 03:01 | will collapse the Ribbon.
| | 03:03 | You'll still see the tabs, but it
creates a little more real estate for
| | 03:06 | your work down below.
| | 03:09 | You can also go up to the View menu,
and you'll notice Ribbon appears here with
| | 03:13 | a keyboard shortcut as well, so
you can turn it on and off from here.
| | 03:19 | With the Ribbon open, you'll always
have the tools you need at your fingertips.
| | 03:23 | It's context-sensitive, and it's
designed to make all the functionality related
| | 03:28 | to your current view easily accessible.
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| Consolidating similar folders| 00:01 | In Entourage you could be connected to
multiple e-mail accounts, and if you chose
| | 00:05 | to do that, you would then use the
Navigation Pane on the left-hand side of your
| | 00:09 | screen to go to the various folders.
For example, if you had a Gmail account
| | 00:13 | selected, you go to the
Inbox to view those contents.
| | 00:16 | If you had an Exchange server, you
might go there to view that Inbox. Or maybe you
| | 00:22 | have folders on your computer;
| | 00:23 | you'll see an Inbox there as well.
And the various sections could be expanded or
| | 00:28 | collapsed as necessary.
| | 00:30 | Well in Outlook it's a little bit different.
| | 00:32 | If we flip over to Outlook,
you'll notice by default your Inbox is
| | 00:35 | actually consolidated.
| | 00:37 | If you have multiple e-mail accounts,
you'll be viewing the contents of all of
| | 00:41 | your Inboxes in one location,
which is very convenient.
| | 00:45 | You'll also notice, with it expanded,
you can go to the individual Inboxes by
| | 00:49 | selecting the appropriate name.
| | 00:52 | You'll also see the number of unread
messages in those various folders. But it's
| | 00:56 | really nice to know you can go to
the main Inbox and see all of your new
| | 01:00 | messages in one place, regardless of
the e-mail account they come from.
| | 01:04 | Now this also applies to other folders.
For example, if we go down to our Sent
| | 01:08 | Items, you'll be seeing consolidated
e-mail messages for sent items, and you can
| | 01:13 | expand that by clicking the triangle.
| | 01:15 | You'll see individual Sent Item folders
for your various accounts here as well,
| | 01:21 | and you can go to specific accounts.
| | 01:24 | Now if this is a feature
that you don't actually like,
| | 01:27 | you can turn it off.
| | 01:28 | It is on by default, to turn it off, we
simply go up to Outlook and click there,
| | 01:33 | then select Preferences. And from your
Outlook preferences, you'll click General
| | 01:38 | under Personal Settings, and right there
at the top, you'll see a check mark next to
| | 01:41 | Group similar folders, such as
Inboxes from different accounts.
| | 01:45 | If you don't like that, you want to go
back to the way it was in Entourage, you
| | 01:49 | can deselect that check box.
| | 01:51 | You'll see what it looks like now.
| | 01:52 | You'll have various sections in your
Navigation Pane for each of the accounts
| | 01:56 | you have set up, and you
can go to them individually.
| | 01:59 | Personally I like this feature.
| | 02:00 | I'm going to turn it back on
and close up my Preferences.
| | 02:04 | So now with Outlook 2011 you
have consolidated folders when using
| | 02:09 | multiple e-mail accounts.
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| Controlling Outlook 2011 with keyboard shortcuts| 00:01 | If you're like me and you like to
use keyboard shortcuts to work more
| | 00:04 | efficiently, well I have some good
news and a little bit of bad news for you
| | 00:07 | when it comes to migrating
from Entourage to Outlook 2011.
| | 00:11 | Good news is, many of the keyboard
shortcuts you're accustomed to using here on
| | 00:15 | Entourage are exactly the same
| | 00:17 | in Outlook. For example, with our
Inbox selected if you want to create a new
| | 00:20 | message, you would use Command+N.
Command+N takes us to an area where we can
| | 00:26 | add our recipients, create
our new message, and send it off.
| | 00:30 | I'll just close those up and take
a look at the Calendar view now.
| | 00:33 | In Calendar view, Command+N creates a
new Calendar entry, so I'll close that up.
| | 00:40 | Other commonly used keyboard
shortcuts that are exactly the same,
| | 00:43 | if you go to the Edit menu, you'll see
Undo is Command+Z; Cut, Copy and Paste,
| | 00:49 | Command+X, Command+C and Command+V.
All of these are the same in Outlook.
| | 00:53 | There are only a few minor
adjustments. For example, if you like to use
| | 00:57 | keyboard shortcuts to change views,
| | 00:59 | well Command+1 will take you back to
your Inbox. Command+3 here in Entourage
| | 01:05 | will take you back to the Calendar.
And if we go up to the View menu by going
| | 01:09 | back to our Mailbox, Command+1, click
View, next to Go To, you'll see them all
| | 01:14 | numbered here. Mail is number one,
Address Book two, Calendar three, then we
| | 01:19 | have Notes, Tasks, and the Project
Center, which doesn't even exist in Outlook.
| | 01:23 | Let's just switch over to Outlook now,
and with our Inbox selected, let's say we
| | 01:28 | want to create a brand-new message,
Command+N. The same shortcut creates a
| | 01:33 | brand-new blank message,
and we can close that up.
| | 01:36 | Let's switch to our Calendar view
now. In Entourage that's Command+3.
| | 01:41 | If we try Command+3 here in Outlook, we
actually go to our Contacts, or Address
| | 01:45 | Book. Command+2 is what takes us to the
Calendar. And if we try that shortcut for
| | 01:52 | creating a new entry, Command+N, as
a new, we'll indeed create a brand-new
| | 01:57 | appointment here. So we can close that up.
| | 02:00 | Now if we go up to the View menu,
down to Go To, you'll see the order has
| | 02:04 | changed up here in Outlook.
| | 02:06 | Mail is still number one in both
applications, but here in Outlook, Command+2
| | 02:11 | takes us to the Calendar and Command+3
takes us to the Contacts. Those two are
| | 02:16 | reversed in Entourage--as our four and five.
| | 02:20 | In Entourage, it's Command+5 that will
take you to your Tasks and Command+4 that
| | 02:24 | will take you to your Notes, so those
two are switched around here in Outlook--
| | 02:29 | just a little something to keep in mind.
| | 02:32 | The other thing that's different is searching.
| | 02:34 | Now you can just click the Search
field up there. Or if you like to use a
| | 02:37 | keyboard shortcut, in Entourage you're
probably used to using Command+F.
| | 02:42 | Well, here in Outlook it's actually
Command+Option+F, and that's going to take you
| | 02:47 | up to the Search field and give you
search options here on the Ribbon.
| | 02:51 | If we switch back to Entourage, it's
just plain old Command+F, which will do the
| | 02:56 | same thing, taking you to the Search
field in the top right-hand corner.
| | 03:00 | Now, there are a few other changes.
| | 03:02 | Let's go back to Outlook here and click Help.
| | 03:06 | When you type in "keyboard" in the
Search field under Help, you'll notice that
| | 03:10 | you can access Outlook keyboard shortcuts,
and you'll see them all listed here for you.
| | 03:15 | As you scroll down, you can see the
different categories. The common Outlook
| | 03:19 | functions, for example, are all listed
here, and you can scroll through that
| | 03:24 | list. And you can continue expanding
each of the categories to get a list of all
| | 03:29 | of the keyboard shortcuts.
| | 03:30 | So if you find you run into a
keyboard shortcut you're accustomed to using
| | 03:33 | an Entourage and it doesn't work here in
Outlook, here is where you're going to find it.
| | 03:39 | So there will be a few minor
adjustments you'll need to make when it comes to
| | 03:42 | using keyboard shortcuts here in Outlook 2011.
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| Viewing email conversations| 00:01 | As e-mails get sent back and forth, over
time a conversation or thread may develop.
| | 00:06 | Here in Entourage if you want to
follow that thread, you have to be able to
| | 00:09 | switch between your various folders,
for example, look at the messages you
| | 00:13 | received in your Inbox and didn't delete,
| | 00:16 | go to the Sent Items to see what
your replies were, or go back to the last
| | 00:20 | message received and see if you can follow
along by scrolling down through the message.
| | 00:25 | These are options in Entourage, but in
Outlook there is something new called
| | 00:28 | Conversation view, so
we'll flip over to Outlook.
| | 00:32 | By default, Conversation view is
how your e-mail messages are arranged.
| | 00:38 | So you'll see sometimes a group of
e-mails that are shaded--again, another
| | 00:42 | default option that's turned on for
you--and you'll also notice this little
| | 00:47 | triangle in the top-left
corner next to the common subject.
| | 00:51 | In this case I'm looking at a message
regarding lunch today, and there are a
| | 00:55 | number of messages went back and forth.
And I can collapse that by clicking the
| | 00:58 | triangle, and this takes me over to
my Reading pane in Conversation view.
| | 01:03 | So what you're going to see then,
starting from the bottom up, is the order that
| | 01:07 | the messages were sent around.
| | 01:08 | You'll also see a little bit of the
message itself on one line, and the time or
| | 01:13 | date and time when it was sent.
| | 01:15 | If you want to see the individual
messages, again just click that same triangle
| | 01:20 | to expand the group, and you can
click an individual message to read that.
| | 01:25 | You can also access this Conversation
view by going into the Reading pane in
| | 01:29 | the top-left corner.
| | 01:30 | If there are related messages all
related by a common subject, you'll see this
| | 01:35 | little icon in the top-left corner
that you can click to go back to that
| | 01:38 | Conversation view. And of course you can
go to these individual messages just by
| | 01:42 | clicking them in the Reading pane as well.
| | 01:45 | Now if you don't like this, and you
want to change how your e-mails are
| | 01:49 | ordered, you can always go up to the
View menu, down to Arrange By, where
| | 01:55 | you'll see Conversations is selected
by default. Choose something different
| | 01:59 | like Date Received.
| | 02:00 | This will be more like
what you had in Entourage.
| | 02:04 | And when it comes to shading, you can
always go to Outlook, click the Outlook
| | 02:08 | menu, select Preferences, and in
the E-mail section, click Reading.
| | 02:13 | Here there's a whole
section devoted to conversations.
| | 02:15 | You'll see what happens,
for example, expanding only one conversation at a
| | 02:20 | time is turned on by default,
but automatically expanding a conversation when
| | 02:24 | it's selected is not.
| | 02:26 | Notice the messages were highlighted.
| | 02:28 | That's because this third option is
checked off, so you can turn any or all of
| | 02:32 | these on or off to your liking, and
when you're done just simply close up the
| | 02:35 | Preferences, and you'll see
your changes in your Inbox.
| | 02:39 | So this is brand-new in Outlook,
something that didn't exist in Entourage, just
| | 02:43 | to make it easier to follow a thread
or conversation in related e-mails.
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2. Transferring Entourage Information to OutlookArchiving Entourage items| 00:01 | Anytime you switch from one
application to another application, such as you
| | 00:05 | would do when migrating from Entourage
to Outlook 2011, it's never a bad idea
| | 00:10 | to make a few backups.
| | 00:12 | Well, here in Entourage, you might
want to archive certain items. The archive
| | 00:16 | can be used if you decide to switch
back to Entourage, or you can even use the
| | 00:20 | archive as one means for importing
items into your new Outlook installation.
| | 00:25 | So let's take a look here in
Entourage at how we create that archive.
| | 00:28 | First, click the File menu and then
select Export. Now from here in the Export
| | 00:34 | window you have some options.
What would you like to export?
| | 00:37 | You can export your contacts to a
text file; that's the first option.
| | 00:40 | But selected by default is items that
will go into an Entourage archive.
| | 00:45 | Now you get to choose the items down below.
| | 00:48 | If you have any projects, you'll see
items that are in a project can be selected.
| | 00:52 | I don't have any, so it's not selectable for me.
| | 00:55 | Or you could choose items that are
in the category. Selecting this radio
| | 00:58 | button allows you to choose the category,
and then those items will be archived for you.
| | 01:04 | Or you can simply leave the default
selected, which is all items, and down below
| | 01:09 | choose the item types that you want to
export to that archive file. And then in
| | 01:13 | this case, everything is selected, Mail,
Tasks, all the way to Calendar Events.
| | 01:17 | When you're ready, click the right
arrow to move to step two, and you will be
| | 01:21 | prompted here as to whether or not you
want to keep all of those items after the
| | 01:25 | archive is completed.
| | 01:27 | And the only time you might want to do
that is if you're backing up a completed
| | 01:31 | project that you won't need immediate access to.
| | 01:34 | But in our case it's safe probably
just to keep the items in Entourage
| | 01:37 | after their archives.
| | 01:38 | So I'll click the right arrow to move
to the next step, and you'll notice there
| | 01:41 | is a warning here that Notes
will be converted to text only.
| | 01:45 | So if your notes use any media, all
you're going to get is the text. So if
| | 01:49 | you're ready, click continue.
| | 01:51 | Now you get to choose the identity.
If you have more than one identity,
| | 01:54 | you would then click the dropdown to select it.
| | 01:56 | If you only have your main identity,
no problem. So it's going to be saved as
| | 02:01 | that name, which can be changed,
and notice the extension, RGE.
| | 02:04 | Where do you want to save it?
| | 02:07 | You get to choose a location, the
Desktop being the default. Click Save and you
| | 02:12 | will have all of those items exported
into that RGE file, and you click Done to
| | 02:18 | close up the window.
| | 02:19 | So now on the Desktop you have that
archive file, which as I mentioned earlier
| | 02:23 | can be used when importing items into Outlook.
| | 02:27 | It's one option, but it's only going
to import those items. If you've done any
| | 02:32 | other work, set up rules, signatures,
preferences in Entourage, those are the
| | 02:36 | types of things that won't be imported
into Outlook, but there is another way.
| | 02:40 | We'll take a look at that next.
| | Collapse this transcript |
| Importing Entourage email, contacts, and more| 00:00 | People are sometimes reluctant to
migrate from one e-mail application to another,
| | 00:05 | for fear of losing certain items,
whether they be e-mail messages, contacts, or
| | 00:10 | even setup items like rules
and signatures, for example.
| | 00:14 | Well, there is a way to import those
things from Entourage into Outlook.
| | 00:18 | We're going to start here in
Entourage where we do have e-mail messages.
| | 00:22 | We have calendar items, and we
have contacts in our address book.
| | 00:26 | But if we got up to Tools, you'll see
there are some other items that you may have
| | 00:29 | spend time setting up.
| | 00:31 | For example, if we go down to Signatures,
you may have set up certain signatures
| | 00:35 | for different types of e-mail,
| | 00:37 | so you can add them quickly to the
bottom of a message let's say. Or maybe you
| | 00:42 | have set up certain rules for certain
types of messages. Also from the Tools
| | 00:46 | menu, when you select rules, you will be
able to see the different rules for the
| | 00:50 | different types of mail.
| | 00:53 | And if you spent bit of time setting
these things up, you don't want have
| | 00:56 | to redo them in Outlook, so we're going to
look at how to import those into Outlook.
| | 01:00 | We'll switch over to Outlook right now,
and we're going to go to the File menu.
| | 01:06 | When you click the Import, you'll be
prompted now to choose what you want to
| | 01:10 | import, and because we're migrating
from Entourage, we're going to select
| | 01:14 | Entourage information from an
archive or an earlier version.
| | 01:18 | So you don't actually have to
set up an archive in Entourage first;
| | 01:21 | you can actually just choose the earlier
version. So let's click the right arrow
| | 01:25 | to move to the next step.
| | 01:27 | Now, you will choose whether it is
that archive or just an earlier version.
| | 01:31 | We have two options: Entourage 2008 or
2004. So depending what you're migrating
| | 01:36 | from, you'll select the appropriate
radio button and then click the right arrow
| | 01:39 | to move on to the next step.
| | 01:41 | Now, if you're connecting to an
Exchange server, or maybe it's an IMAP or
| | 01:46 | POP e-mail account,
| | 01:48 | you don't really have to
worry about your messages.
| | 01:50 | They'll all be there. Same thing
goes for your Contacts quite often, and
| | 01:54 | Calendar Events, Tasks, and so on.
| | 01:56 | But you'll notice there is a good
list of items here that are not standard.
| | 02:00 | For example, those rules and
signatures appear on this list, as well as any
| | 02:04 | custom views you might have
set up, or your preferences even.
| | 02:08 | So all you have to do is deselect the
ones you don't want to import if you know
| | 02:12 | they're already going to be there, and
keep the ones you want to import selected.
| | 02:18 | And I'm just going to have my
rules and signatures imported for now.
| | 02:22 | But you could do everything all at once,
leaving everything selected before you
| | 02:25 | click the right arrow to move on to step four.
| | 02:28 | Now you may have more than one identity
when you set up rules, when you set up
| | 02:32 | signatures in your preferences, it's
all attached to your identity. And if you
| | 02:36 | have more than one identity,
they'll be listed here.
| | 02:39 | If you don't, and you're like me,
you'll see a main identity, and it's already
| | 02:42 | selected, so all you have to do is click
the right arrow to move on to the next step.
| | 02:47 | And you will see this message, just a
little warning that Outlook does not
| | 02:51 | support synchronization with all
versions of Exchange server, and if you do have
| | 02:56 | difficulties with that, you'll need
to contact your exchange administrator.
| | 02:59 | So when you're ready, click the OK
button, and you'll see the import is fairly
| | 03:04 | fast, depending on what you've selected.
| | 03:06 | And when we click finish, we should be
able to now go to Tools here in Outlook
| | 03:12 | and go down to Rules and see those same rules.
| | 03:15 | For example, Outgoing
there's the Print Receipts.
| | 03:18 | If we to go to POP we have that Out of
Office one; IMAP, it had the important one as well.
| | 03:23 | Those didn't exist until we
imported them from Entourage.
| | 03:28 | If we were to create a new e-mail by clicking
the E-mail button and click in the message area--
| | 03:33 | let's say we want to add a
signature to our message--
| | 03:36 | well, all we do is go up to the Draft
menu, go down to Signatures, and you'll
| | 03:41 | see them listed here.
| | 03:42 | There's the Company Info, the Formal Closing.
| | 03:44 | The Standard that we had in Outlook
is there by default, so you'll see a
| | 03:48 | Standard 2, the one that came in
from Entourage. And if you click Edit
| | 03:52 | Signatures, you'll be able to see
those and actually go in and start making
| | 03:55 | changes to them if you needed to.
| | 03:57 | So I will just close those up, and it's
good to know that if you are planning a
| | 04:02 | migration, you don't really need to be
concerned about losing all of those items
| | 04:06 | you may have set up in Entourage.
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| Backing up individual Outlook items| 00:01 | We learned in an earlier movie that
you can create a backup, or archive, of
| | 00:05 | certain items here in Entourage by
clicking File and then choosing Export.
| | 00:11 | Now the archive that you create can be
used as a backup, or it could be imported
| | 00:15 | into your new Outlook
installation, for example.
| | 00:18 | Well, when we flip over to Outlook, you
can do the exact same thing here: create
| | 00:23 | a backup of certain items
and create that archive.
| | 00:27 | And of course, if something were to go wrong,
you lose certain items, maybe it's a contact.
| | 00:31 | You can always get it back from your archive.
| | 00:34 | So we're going to look at how
that's done here in Outlook.
| | 00:37 | Let's start though by going to Contacts.
| | 00:39 | If you have any contacts,
you can follow along with me.
| | 00:42 | I have a few here, including
this one here, Karen Leslie.
| | 00:46 | Let's say we want to back up all of our
contacts, and we'll come back and delete
| | 00:50 | this one and see what happens.
| | 00:51 | So the first step is to
archive, or back up, these contacts.
| | 00:55 | We'll go up to the File menu, just like
we did in Entourage, and choose Export.
| | 00:59 | Now from here, we see the
same options, or similar options.
| | 01:02 | We can create a text file of our
contacts, or we can archive to a Mac data
| | 01:09 | file. Notice the extension is .olm.
This is the equivalent of a PST file in
| | 01:13 | Outlook for Windows.
| | 01:14 | We can choose items that are in a
certain category by selecting that option,
| | 01:20 | or if you prefer, items of the following types,
and they're listed down below with check marks.
| | 01:25 | So if you wanted to archive or back up
everything, just leave everything selected.
| | 01:29 | If you wanted to narrow it down, just
deselect the things you don't want to
| | 01:33 | archive. And for the sake of speed, I'm
going to leave Contacts only selected,
| | 01:39 | and then click the right
arrow to move to step two.
| | 01:42 | Now if you want to delete items
that are being archived when it's done,
| | 01:46 | typically you're going to say no to this,
as you're creating a backup, and you
| | 01:50 | still have your contacts here in Outlook.
| | 01:53 | Sometimes, though, you might want to
delete them after their exported, and that
| | 01:56 | is an option as well.
| | 01:58 | Click the right arrow to now choose
where we're going to save this archive file,
| | 02:02 | so you can choose the
location by clicking the dropdown.
| | 02:05 | I'm going to leave mine at the Desktop.
And you can change the name if you don't
| | 02:08 | like Outlook for Mac archive, but you
can't change the extension. .olm is going
| | 02:13 | to be the archive file.
| | 02:14 | I am going to leave it as Outlook
for the Mac archive and click Save.
| | 02:17 | Now because it was only a few contacts,
you can see how fast that was.
| | 02:21 | The export is complete, I can click Done,
and now I have my contacts backed up.
| | 02:26 | So that should mean then if I was to
delete one, like Karen Leslie here, I could
| | 02:30 | right-click and choose delete and
confirm that by clicking delete again, Oops!
| | 02:36 | I've just lost a contact.
| | 02:37 | This could happen where you
have many of them selected,
| | 02:40 | you want to get them back.
| | 02:41 | That means importing your archive.
| | 02:43 | So we'll go up to the File menu, but this
time, we'll choose Import. Import what?
| | 02:49 | An Outlook data file. Notice it could
be a PST file from a Windows computer, or
| | 02:53 | it could be an OLM file
that we created as an archive.
| | 02:56 | When we click the right arrow, we get
to choose which. And in this case it's
| | 03:00 | going to be an Outlook for Mac data file.
| | 03:02 | But imagine if you're switching from
Windows to the Mac, you could take your
| | 03:06 | PST file from that Windows computer and
bring everything into Outlook here on the Mac.
| | 03:10 | Click the right arrow once you've
selected Outlook for Mac data file. Now you
| | 03:14 | just need to go find it.
| | 03:16 | If you put yours on the Desktop
like me, you'll find Outlook for Mac
| | 03:19 | archive. There's .olm.
| | 03:22 | We click Import. It takes just a moment.
| | 03:25 | We'll click done, and you can see
what happened over here. We now have this
| | 03:28 | category on my computer, and you'll
see Address Book Outlook for Mac Archive,
| | 03:33 | and there's contacts. When we click
there, you'll notice we've got all of them
| | 03:37 | there, including Karen Leslie.
| | 03:39 | If you want to bring that back up to
My Contacts, you could do that just by
| | 03:42 | dragging, and now you'll always
see it as part of My Contacts.
| | 03:46 | So that's all there is to
backing up items here in Outlook.
| | 03:51 | It's a great way to archive items
that you might need to get back in case
| | 03:54 | something goes wrong.
| | Collapse this transcript |
|
|
3. Performing Common Entourage Tasks in OutlookSynchronizing your folders| 00:01 | If you've been using Entourage to
connect to external IMAP or POP e-mail
| | 00:06 | accounts, like Gmail or Hotmail for
example, you know that folders have to be
| | 00:10 | synchronized on a regular basis.
| | 00:12 | So when e-mail arrives in your Gmail
account let's say, you'll see it here in Entourage.
| | 00:18 | The schedule can be changed here in
Entourage as it can in Outlook, and you can
| | 00:23 | also do an instant synchronization.
| | 00:25 | Here in Entourage, you'll notice on
the toolbar a Send/Receive button.
| | 00:29 | When you click this button, you'll see
Send & Receive All as Command+K, and that
| | 00:33 | will update or synchronize all your
folders. Or you can select the Account that
| | 00:37 | you're connected to, so that
you're synchronizing only that account.
| | 00:41 | In this case, I have gmail and nothing else.
| | 00:43 | Also in the bottom right-hand corner,
you'll see when the next Send & Receive
| | 00:47 | All in scheduled to run. In my case,
it's coming up in a minute.
| | 00:51 | How do we change that schedule?
| | 00:52 | Well, here in Entourage we click Tools,
move down to Run Schedule, then on the
| | 00:57 | right-hand side click Edit Schedules.
Here is where you're going to see your
| | 01:00 | schedules. Double-click any one of them
to change the rules up. For example,
| | 01:03 | mine's repeating every 5 minutes.
| | 01:06 | I might want to change that to 10.
| | 01:08 | I will just change the number to 10
and click OK, and we'll close this up.
| | 01:12 | Let's see how it happens in Outlook.
| | 01:15 | We switch over to Outlook.
And with one of your Inboxes selected--
| | 01:19 | In my case, I'm going to go right to
the Inbox at the top, so I'm seeing
| | 01:22 | consolidated Inbox of
Gmail and my exchange account.
| | 01:26 | With that selected on the home
tab of the Ribbon, you'll notice a
| | 01:29 | Send/Receive button.
| | 01:30 | Now clicking this will do that Send &
Receive All function, but there is a
| | 01:34 | dropdown part to the right-hand side
of this button that you can click, which
| | 01:38 | allows you to choose. There's Send & Receive All.
| | 01:41 | There is no keyboard shortcut.
| | 01:42 | Send All is only going to send
out information from Outlook, Sync This
| | 01:47 | Folder, or you can choose
the account from here as well.
| | 01:51 | So if I click Gmail, for example,
that's the one that's going to be synced up.
| | 01:54 | I see it happening in the bottom right-
hand corner of my screen, on the status bar.
| | 01:59 | To make changes to the schedule
identical to Entourage, you click Tools, down to
| | 02:04 | Run Schedule, move over and across
down to Edit Schedules. You'll see your
| | 02:09 | schedules. Double-click and there is
the rules, and you can make changes to
| | 02:14 | those rules by making changes to
any of the fields that are there,
| | 02:17 | identical to what you've
been using in Entourage.
| | 02:21 | You can also add your own schedules
clicking the Add button, remove schedules
| | 02:25 | you don't use, for example, by using
the Minus button. When you're done, just
| | 02:29 | close out the window.
| | 02:31 | So there are a lot of similarities here
in Outlook to synchronizing folders in
| | 02:35 | Entourage, but we do have a little bit
of a change when it comes to using the
| | 02:38 | Send/Receive button and the dropdown options.
| | Collapse this transcript |
| Using Smart Folders| 00:01 | If you like to create custom searches
here in Entourage to locate specific
| | 00:05 | e-mail messages using criteria, then you're
familiar with something called Mail Views.
| | 00:10 | Mail Views appear in the
Navigation Pane on the left-hand side.
| | 00:14 | When you click the triangle, you'll see
some default Mail Views that will narrow
| | 00:18 | down your e-mail messages. For example,
| | 00:19 | if you want to see all of your
unread e-mail, you could click Unread.
| | 00:23 | This will only list those messages
that have not yet been read. And of course
| | 00:28 | you can create your own mail views.
| | 00:30 | You can click the Search field at the
top right-hand corner of your screen.
| | 00:33 | And when you start to search for
something, lets say anything that's categorized
| | 00:37 | as a work message, you could start
typing in work. And as soon as you do that,
| | 00:41 | you're going to see some messages up
here, but you're also going to see an
| | 00:45 | option here to Save that search and
use the Plus sign to add criteria.
| | 00:50 | Well, when we go over to Outlook, it's a
little bit different here. We don't have
| | 00:55 | Mail Views, but we do have something
called Smart Folders, and they do appear on
| | 00:59 | the left-hand side of your
screen in the Navigation Pane.
| | 01:01 | There is only a few defaults, such as
Flagged Mail, Overdue Mail, but you can also
| | 01:06 | create your own Smart Folders.
| | 01:08 | Let's say you want to easily locate all
of your work-related messages, anything
| | 01:13 | that's been categorized as work.
| | 01:15 | Well, in this case, you would go up to the
Search field in the top right-hand corner.
| | 01:19 | When you click there, you'll notice a new
tab appears on the Ribbon, the Search tab.
| | 01:23 | Here is where you can choose
what you're going to search.
| | 01:25 | For example, All Mail,
| | 01:27 | we'll select that. Then you have
some presets here; all mail that's from
| | 01:31 | somebody, containing a subject,
attachments, sent to somebody, received using
| | 01:37 | dates, sent dates as well.
| | 01:39 | Lots of different options here for
the presets, but if you want to add your
| | 01:43 | own, click Advanced.
| | 01:45 | And when you do this, you'll see little
field up here down below with a dropdown.
| | 01:49 | Item Contains is the
default, but we can click this.
| | 01:52 | So if we wanted to find a category that is
equal to work, we would go down to Category.
| | 01:57 | You can see we have some other options
here: Is, if we click that, or Is Not,
| | 02:02 | Exists, Doesn't Exist.
| | 02:04 | We'll leave it at Is. Currently set to
None, we'll click that, and we'll choose a
| | 02:08 | category that's been created here called Work.
| | 02:12 | And when we do that, we actually see
those messages that have been categorized
| | 02:16 | as work. And if we want to save this, we click
the Save button and call it whatever we want.
| | 02:22 | Right now, it's Untitled over here in
the left-hand side of your screen.
| | 02:25 | We'll just type in "Work Related", press
Return, and we saved our Smart Folder.
| | 02:32 | And you could have as many of
these Smart Folders as you like.
| | 02:35 | So when you log in, and you're looking
at your Inbox, for example, and you
| | 02:38 | want to go directly to those
work-related messages, click the Smart Folder that
| | 02:42 | you created called Work Related,
and you'll see all of those messages with the
| | 02:47 | category equal to Work.
| | 02:50 | So your Mail Views in Entourage
become Smart Folders here in Outlook.
| | Collapse this transcript |
| Filtering messages| 00:01 | A great way to sift through tons and
tons of e-mail and zero in on specific
| | 00:05 | messages is to use filtering.
| | 00:08 | Here in Entourage, it's called Quick
Filter. It appears by default on the
| | 00:11 | right-hand side of your
screen, just below the toolbar.
| | 00:14 | And if you don't see it, you could
easily click the View menu and choose Show
| | 00:18 | Quick Filter. When it's showing
you'll see Hide Quick Filter on this menu.
| | 00:22 | And then to filter your messages, you just
click the first button to choose a criteria.
| | 00:27 | Let's say you wanted to look at all of
the messages where the category is equal
| | 00:31 | to Work, you would choose Category is,
click the next button to choose from your
| | 00:35 | category such as Work, and it will
zero in on those messages that are
| | 00:40 | categorized under the Work category.
| | 00:43 | When you're done, you click the X to
clear that filter, and you're back to
| | 00:46 | viewing all of your messages.
| | 00:48 | In Outlook, it's a little bit
different. You'll notice on the Ribbon with the
| | 00:52 | Home tab selected here, while viewing your Inbox
or your mail folders, there is a Filters button.
| | 00:57 | Now the Filter button itself, when you
click, this will utilize the last filter
| | 01:02 | you selected. But if you click the
dropdown arrow next to it, you'll see a
| | 01:06 | number of options here, some
default options to choose from.
| | 01:09 | Now there are more options to choose from
herein Outlook that you saw in Entourage.
| | 01:13 | We can go down to Category and zero in
on our work-related messages by clicking
| | 01:19 | Work, but that's just one level
of filter that's been selected.
| | 01:23 | Now we can go back to that dropdown.
| | 01:24 | If we go down to Category, you'll see
it's still checked off there down at the
| | 01:28 | bottom, but we can choose
some additional filtering.
| | 01:31 | For example, under Date Received, maybe
just the ones received this week or this
| | 01:36 | month, and that will zero
it down a little bit further.
| | 01:39 | And we can go back to the dropdown.
You'll see if we go down to Date Received,
| | 01:44 | This Month is still checked off. If we
go to Category, Work is still checked off,
| | 01:48 | and we can choose from some of these
other options. And when we're done, we simply
| | 01:52 | click Clear All Filters to go back
to viewing all of our e-mail messages.
| | 01:57 | So filtering is done a little bit
differently here in Outlook than it was in Entourage.
| | 02:01 | You've a little bit more
power now, thanks to Outlook 2011.
| | Collapse this transcript |
| Setting rules for messages| 00:01 | In both Entourage and Outlook 2011, you have
the ability to set up rules for your messages.
| | 00:06 | For example, the most popular rule up
of all time is the out-of-office reply
| | 00:11 | where any message coming in has an
automatic reply sent out to the sender.
| | 00:16 | Now you can create your own rules.
| | 00:18 | You can edit rules, delete rules in
both applications, but they might look a
| | 00:21 | little bit different.
| | 00:22 | So let's start here in Entourage
by clicking Tools and then Rules.
| | 00:27 | This will open up the Rules window.
| | 00:30 | In the very top left corner, you have
a button for creating new rules and one
| | 00:33 | for deleting any selected rules.
Down below you'll see the different categories:
| | 00:38 | POP mail, IMAP mail--you can click
these to see if there are any rules set up
| | 00:42 | for them--Hotmail, Exchange. And when you
do have a rule, such as the out-of-office
| | 00:48 | rule that applies to any POP mail,
you can select it and delete it
| | 00:53 | if you don't want it. You can double-
click it to edit it, and in most cases
| | 00:58 | editing is a simple matter of enabling
the rule when you're going to be out of
| | 01:03 | the office and disabling it when you
come back. But of course you can go in
| | 01:07 | here and edit any of the criterion and
actions. Criterion appears at the top
| | 01:12 | and in this case just all messages.
The action down below is a reply will be
| | 01:17 | sent out, and clicking the Reply text
button allows you to create your own reply
| | 01:23 | text. Just click Cancel and Cancel and flip
over to Outlook to see what it looks like here.
| | 01:29 | Same procedure: we click Tools and then Rules.
| | 01:33 | Here you'll see the Categories listed
on the left instead of across the top, so
| | 01:37 | we have Exchange, IMAP, POP mail. POP
has an out of office. Just like we saw on
| | 01:43 | Entourage, we can select it. And then
to delete, this we would go down to the
| | 01:47 | bottom and click the Minus sign.
| | 01:49 | To Add a new rule, we would click the Plus sign.
| | 01:53 | To Edit an existing rule, you just
double-click it, and this opens up the Edit
| | 01:57 | Rule box where we see the same options
and categories here for setting criterion
| | 02:03 | as well as the actions. Here's where
we enable and disable, very familiar to
| | 02:08 | you if you use Entourage but just set up a
little bit differently in this particular window.
| | 02:13 | So let's say we want to create a
new rule where any message that has an
| | 02:17 | attachment creates a specific sound.
| | 02:20 | Well we'd click the Plus sign. Now in
this case we have to be in the category
| | 02:24 | where we want to create the new rule.
| | 02:26 | So this would apply to POP mail.
| | 02:28 | If you want to set up a rule for
Exchange mail, go to Exchange first, then
| | 02:32 | click your Plus sign.
| | 02:33 | Let's give it the name Attachments,
and you will start by adding your criterion.
| | 02:39 | Now in this case, we already have
one set up here for us. Clicking the Add
| | 02:43 | Criterion allows us to set up the second
one. When you have too many, click Remove
| | 02:47 | criterion to remove it.
| | 02:49 | So in this case, under Execute,
| | 02:51 | if all criteria are met,
| | 02:52 | if any unless, any or all criteria are
met, you have these four options. So let's
| | 02:58 | it at All, and the criteria is going to
be set just below this bar. Where it says
| | 03:03 | All Messages, we can click.
| | 03:05 | Let's say we did want to create a
sound for any e-mail that arrives with an
| | 03:08 | attachment, so I will search
down the list here for Attachment.
| | 03:11 | There it is, click Attachment. You get
some additional options now. It could be Name
| | 03:17 | contains or just simply Exists. So in
this case we select Exists. So in this case,
| | 03:22 | if an attachment exists, then what?
We go down here to the Actions section, and in
| | 03:28 | this case we are going to click the
first button where it says Change status and
| | 03:31 | change that to creating a
sound, so we'll choose Play sound.
| | 03:36 | The New Mail sound is selected by
default, but we can click that and choose a
| | 03:41 | different sound, like there's No Mail
sound, Sent Mail sound or Mail Error sound,
| | 03:45 | in this case New Mail sound. And then we
have an additional action down below if we
| | 03:50 | want it, or we can go down here where
we see the second action and remove it,
| | 03:54 | just like we did with criterion.
| | 03:56 | So you see this is enabled.
| | 03:58 | You can enable or disable it with a
check box, click OK, and you have your
| | 04:03 | brand-new rule. When you no longer want
the rule, simply select it, click the
| | 04:07 | Minus sign to delete it.
| | 04:09 | You will have to confirm by clicking
the Delete button, and away it goes.
| | 04:12 | So it operates much the same way here
in Outlook as it did in Entourage when
| | 04:18 | working with Rules but looks slightly different.
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| Using contacts vs. the Address Book| 00:01 | If you're accustomed to using your
address book in Entourage, you will be able
| | 00:04 | to do much the same thing in Outlook,
but the biggest change is the name.
| | 00:09 | The address book here in Entourage is
called Contacts in Outlook, and we are going
| | 00:13 | to take a look at some of the differences.
| | 00:14 | Now, starting here in Entourage.
Let's say we want to add somebody to our address
| | 00:19 | book. Here in Entourage when you're
looking at an e-mail, the easiest way is to
| | 00:23 | simply go to the Reading Pane, click the
dropdown next to the name, and click Add
| | 00:27 | to Address Book. Now, this opens up a
new window where you'll see their name and
| | 00:31 | their e-mail and then some categories.
| | 00:33 | For example, if you want to add some
work information you could go to the Work
| | 00:37 | category, adding their
company name, job title, et cetera.
| | 00:41 | Same thing goes for Personal,
| | 00:42 | if you want to do that. And when
you're done, you simply click the close
| | 00:46 | button, and they have been
added to the address book.
| | 00:49 | If you want to check it out, you can
click the Address Book button at the very
| | 00:52 | top left-hand corner, and you'll see them there.
| | 00:54 | When you click their name, you're
going to see information down below. If you
| | 00:57 | want to make changes, just double-
click, opens up that window that you saw
| | 01:01 | when you created them, and then you just
close it up after you have made your changes.
| | 01:05 | In Outlook it's very similar,
but there is some added functionality.
| | 01:09 | Starting off in mail, if we wanted to
add somebody to our address book--now
| | 01:13 | called Contacts--we just select their
e-mail, and in the Reading Pane when you
| | 01:17 | hover over their name you're going to
see some icons pop up. You'll see their
| | 01:21 | information, a little bit of it,
including e-mail address, and then you'll see
| | 01:25 | these icons for sending the mail and
creating appointments with them. But the
| | 01:30 | last icon is to open them up in your
Outlook contacts, so click the Contacts
| | 01:36 | icon, and here you can see we are
actually looking at an Address Book window--
| | 01:39 | that's how it's labeled--even though we
are working with contacts now. You'll
| | 01:43 | see their name, you'll see e-mail,
and you'll also see the different categories
| | 01:47 | here under the General tab.
| | 01:49 | For example, you'll notice you have
work information that can be edited or
| | 01:53 | added. And as you scroll down, you
can go to their Personal information as
| | 01:57 | well. Click the Plus sign, and you'll see all
of those different things that can be added.
| | 02:02 | We also have different tabs across
the top for their organization and the
| | 02:05 | details, if you wanted to add Notes
or certificate. Just like you saw in
| | 02:10 | Entourage, it's all available to you here.
| | 02:12 | You can click Save & Close to save your
changes and add them to the address book
| | 02:18 | or click the Close button. You'll be
prompted to save your changes by clicking
| | 02:22 | the Save button. It closes it up. And when
you go to Contacts now, instead of Address
| | 02:26 | Book, you'll see them on the list, you
can click their name at anytime, and you
| | 02:31 | can actually edit their information
right from here. So you don't have to
| | 02:34 | double-click to open up the window;
you make those changes right from here.
| | 02:37 | So if knew their mobile number, for
example, you could type it in here and then
| | 02:43 | just click off anywhere to
save that changes or press Return.
| | 02:46 | So you made changes right from the Reading Pane.
| | 02:48 | You don't have to double-click,
although you can double-click a name, and it will
| | 02:52 | open up the Address Book window where you
created them in the first place. Close that up.
| | 02:58 | So they're very similar.
| | 02:59 | They are called two
different things now. Mainly Contacts
| | 03:03 | used to be the address book in Entourage,
and you have some edit functionality
| | 03:07 | here as well. For example, if we wanted
to add a name to this person because they
| | 03:12 | are part of the Two Trees Olive Oil
Company, we can double-click their little
| | 03:16 | picture icon and then go to choose a
picture for them, such as a logo. Click
| | 03:23 | Open, and you can move that logo around
so it shows up the way you want it, size
| | 03:28 | it, make it bigger, make it smaller.
And once you've got it just the way you want,
| | 03:33 | click Set, and you now have
an image next to their name.
| | 03:37 | So it could be an image of the
person; in this case we are using a company
| | 03:40 | logo where they work.
| | 03:41 | So it's a little bit fancier than we saw in
Entourage, just one of the minor changes
| | 03:46 | you'll find here using contacts in Outlook 2011.
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| The mini-month calendar| 00:01 | We are going to explore a difference now
between Entourage and Outlook 2011 that
| | 00:04 | many Entourage users will not be too
keen about, and that is the Mini Calendar.
| | 00:10 | Here in Entourage by default you have
access to the Mini Calendar at the very
| | 00:13 | bottom of your Navigation Pane.
Click that little arrow in the very bottom
| | 00:17 | left-hand corner to display it,
and then you can click and drag the border to
| | 00:21 | display more than a month
at a time if you wanted to.
| | 00:25 | In the Mini Calendar, as you can
see, it appears here in our Mail view.
| | 00:28 | If we switch over to our Notes view,
it's there, switch to the Calendar view.
| | 00:33 | You always have access to it. And in
fact, no matter what view you are in, and
| | 00:36 | you can click a date in the Mini
Calendar and it will take you to the Calendar
| | 00:40 | view displaying that particular date.
Now, if we flip over to Outlook, it's a
| | 00:44 | little bit different.
| | 00:45 | Unfortunately, we only have access to
the Mini Calendar when in Calendar views.
| | 00:50 | So if we go to the Calendar option
here in the Navigation Pane, we have the
| | 00:54 | option now to display the Mini Calendar
at the top of the Navigation Pane. Just
| | 00:58 | move your mouse over the border
you'll see that single arrow pointing down,
| | 01:02 | click and drag the border down
to display the Mini Calendar.
| | 01:05 | Drag a little further;
| | 01:06 | you'll see more than a month. And just
like we saw in Entourage, you can select a
| | 01:10 | date if you want, just by clicking it;
it will take you to that date in the
| | 01:14 | Calendar view. But switch to another
view, such as your Notes, it disappears.
| | 01:20 | Go back to Mail, no access to the
Mini Calendar. Only in Calendar view.
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|
|
4. Functions Unique to OutlookSharing resources with others| 00:00 | The way you give others permission to
access your Calendars in Outlook 2011 is
| | 00:05 | very similar to Entourage.
| | 00:07 | But when someone gives you permission
to view their Calendar, the way you view
| | 00:11 | it might look a little bit different
in Outlook, thanks to those consolidated
| | 00:15 | folders we discussed earlier.
| | 00:17 | So let's just start here in Entourage
and talk about how we give permission.
| | 00:22 | The first step is to select the
folder that you want to give permission to.
| | 00:25 | So in the Navigation Pane you select the
Calendar, for example, here in Calendar view.
| | 00:31 | Next, you will go up to the Edit menu, and
from there, you'll select Folder Properties.
| | 00:37 | In the Folder Properties window, you are
going to select the Permissions tab, if necessary.
| | 00:41 | We'll see a list of names of people
you may have already given permission to,
| | 00:45 | and then you will also see the permission level.
| | 00:48 | When you need to add a user,
click the Add User button.
| | 00:51 | Now you can click the Find button to
find the user you want to give permission
| | 00:55 | to, and once you found them, click OK.
| | 00:59 | Notice you can also remove
the users from this window.
| | 01:03 | Now the next step is to give the
permission level, and you all noticed there are
| | 01:06 | some presets to choose from here
with the Permission Level dropdown.
| | 01:10 | Owner means I will have
full access to your Calendar;
| | 01:14 | they can do everything you can
do with your Calendar, including
| | 01:16 | creating, deleting, and so on.
| | 01:18 | And that goes all the way down to None.
| | 01:21 | As a contributor, they will be
able to contribute to your Calendar.
| | 01:24 | They will be able to review things.
And as you work your way up the list, you
| | 01:29 | will get more and more permissions.
| | 01:30 | All right, let's see what
it looks like now in Outlook.
| | 01:34 | The first step here in Outlook
of course is to select Calendar,
| | 01:36 | if that's what we want to give access
to. And then from the Navigation Pane,
| | 01:40 | we will select the actual Calendar
we want to give permissions to, for
| | 01:44 | example Twotreesoliveoil.
| | 01:46 | With that selected, we could go to
the File menu, then select Folder, then
| | 01:50 | Permissions. Or you'll notice here on
the Ribbon with the Home tab selected,
| | 01:53 | there is a Permissions button
available to us, a little shortcut.
| | 01:57 | So when we click this, we open up the Folder
Properties for a Calendar that's selected.
| | 02:01 | We will see the names of people who
already have access to our Calendar and the
| | 02:05 | level of permission that's been granted.
But we can add a user by clicking the
| | 02:09 | Add User button and then find
them just like we did in Entourage.
| | 02:12 | You can type in the first few characters
of their name and click the Find button.
| | 02:17 | And once you see them on the list--
here's Judith Neville--and click OK,
| | 02:21 | they are then added to the list,
and now it's just a matter of choosing
| | 02:24 | a permission level.
| | 02:25 | So you will notice the presets here just
like we saw in Entourage, all the way up
| | 02:29 | to Owner and down to None.
| | 02:32 | The labels are a little bit different than
Entourage, for example Free/Busy time.
| | 02:36 | That's all they all are going to be
able to see is when you are busy and when
| | 02:38 | you're free; they won't have any of the details.
| | 02:40 | If you want them to have a little more
detail, like the subject or location of
| | 02:44 | the event that's in your Calendar,
they can see that with the Free/Busy time
| | 02:48 | subject, location option.
| | 02:50 | Then you have Contributor, Reviewer, all
the way up to Owner where they'll have
| | 02:54 | full access to your Calendar.
| | 02:56 | So all you need to do is choose the
level that you want to provide, and each of
| | 03:01 | the fields down below is selected
accordingly. And of course, you can come down
| | 03:04 | here and select these yourself,
| | 03:05 | if you wanted to make a few edits,
For example, maybe you do want them to
| | 03:10 | go in and create items, so you could add that,
and it becomes a custom permission level.
| | 03:15 | Once you have that set up, you click
OK, and the permissions are saved, and
| | 03:19 | now they will be able to access your
Calendar with the permission level you just granted.
| | 03:24 | Now, let's see what it looks like to open
a folder that someone has shared with you.
| | 03:29 | We will start by going back to Entourage.
| | 03:32 | To see somebody else's Calendar, you
have to go up to the File menu here in
| | 03:36 | Entourage and select Other User's Folder.
| | 03:40 | Next, you'll choose a name of the person
who granted you access to their folder--
| | 03:44 | in this case their Calendar.
| | 03:46 | And once you've done that, you'll
choose the folder name, which in this case is
| | 03:50 | going to be Calendar.
| | 03:51 | You'll notice you can also choose
Inbox or Address Book, but in this case we
| | 03:55 | want access to their Calendar.
| | 03:57 | Now the new folder will appeared in
the Navigation Pane on the left-hand side
| | 04:01 | of your screen, and all you have to do is
click it or select it to view the contents.
| | 04:06 | If you want to be able to see theirs next
to yours, just right-click it and choose Open.
| | 04:11 | This allows you to have two Calendars
open at one time, the only way to compare
| | 04:15 | Calendars here in Entourage.
| | 04:17 | In Outlook, it's a little bit
easier, so let's book over there now.
| | 04:21 | Now we could click the File menu,
move down to Open, and select Other User's
| | 04:26 | Folder, just like we did in
Entourage, and then go through the process of
| | 04:29 | selecting the user, as well as the
appropriate folder that we have been given
| | 04:33 | permission to access.
| | 04:35 | But here in Outlook with the Calendar
selected in the Navigation Pane, we do
| | 04:39 | have a shortcut. Check out
the Home tab of the Ribbon.
| | 04:42 | It's called Open Calendar, and it
allows you to open another user's calendar if
| | 04:46 | they have given permission to.
| | 04:47 | So if you know that someone has given
you permission to their Calendar, they are
| | 04:50 | on the same Exchange server as you,
click this button, and now you can start
| | 04:54 | typing in their name.
| | 04:56 | I know Judith Neville, for
example, has given me access.
| | 04:59 | I am going to type in the first few characters.
| | 05:01 | Now you could use the Address Book
button and do the same thing to find a user,
| | 05:05 | but this will work just as well.
Type in a few characters and press Return once
| | 05:09 | you have selected a folder type.
| | 05:11 | In this case Calendar is selected by default.
| | 05:13 | You could go to the Address Book,
or Inbox by clicking this button.
| | 05:16 | We will leave it a Calendar with a few
character selected. Click OK, and it
| | 05:21 | will start the search.
| | 05:22 | And you can see here, we can
select from a list of users.
| | 05:25 | There's only one person, or me on my
list, with them selected. I will click the
| | 05:29 | Select button, and you may see a
message indicating that your server is trying
| | 05:34 | to configure some settings. You can
allow those, but what you will see is on
| | 05:39 | the left-hand side in the Navigation
Pane under a new category called Shared
| | 05:43 | Calendars, the name of the person who
has given you access to their Calendar.
| | 05:47 | And by default they are not selected;
notice the check boxes are not selected.
| | 05:52 | So you're still looking at your own
Calendar, but if you want to see their
| | 05:55 | contents, click the check box next to
their name, and their events appear next to yours.
| | 06:02 | So you're actually able to see your
stuff and their stuff simultaneously.
| | 06:06 | And their stuff will be color coded;
| | 06:08 | you will notice they are all the same color.
| | 06:10 | And if you want to turn them off,
click the check box next to their name,
| | 06:13 | they disappear. Bring them back, they reappear.
| | 06:16 | So in some cases where the same event is
scheduled, you'll see them side by side.
| | 06:21 | Otherwise, they will take up the
entire width of the column here in the Work
| | 06:25 | view in our Calendar.
| | 06:27 | Now if you did want to open a Calendar
separately, notice you could go to the
| | 06:31 | name, right-click, and choose Open in New Window.
| | 06:35 | And this would allow you to mimic
what we did in Entourage to have two
| | 06:38 | windows open side by side, so you can view the
contents of your Calendar next to their Calendar.
| | 06:44 | But this consolidated view that we
have access to here in Outlook 2011 is
| | 06:48 | little more convenient.
| | 06:49 | Now both Entourage and Outlook 2011
allow you to share your Calendar's Address
| | 06:54 | Books and Inboxes with others
| | 06:56 | who are also on the same Exchange server
as you. But as you can see here, when it
| | 06:59 | comes to viewing other's Calendars,
Outlook offers some added convenience.
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| Previewing attachments| 00:01 | Working with attachments you receive
in an e-mail message just got more
| | 00:04 | efficient if you're migrating
from Entourage to Outlook 2011.
| | 00:08 | For example, here in Entourage when you
receive an e-mail message that contains
| | 00:12 | an attachment, you will see the
Paperclip icon, and inside the message itself,
| | 00:16 | you'll see an Attachment section.
| | 00:18 | So you can select the attachment by
clicking it, but you can't really see it.
| | 00:22 | Your options are on the right-hand side.
| | 00:24 | To see the attachment, you'll have to open it.
| | 00:26 | In this case, I'm looking at a Word
document, so Microsoft Word will launch.
| | 00:30 | Then I will be able to see the document.
| | 00:32 | Now, I have to flip back to Entourage.
| | 00:34 | I could choose to just save it,
but then I won't really get to see the contents
| | 00:38 | of the document itself. Or I could
simply remove it from the message.
| | 00:42 | In an Outlook it's a little bit easier.
| | 00:44 | When you receive a message that
contains an attachment, you will see that
| | 00:47 | Paperclip icon, but notice in the
Reading Pane, you'll also see to the right of
| | 00:52 | the actual attachment, a Preview button.
| | 00:55 | And when you click the Preview
button, you can actually just preview the
| | 00:58 | contents without actually launching the program
that opens it up, in this case Microsoft Word.
| | 01:02 | So we can scroll through the document itself.
| | 01:08 | You'll notice at the bottom
we have a full-screen option.
| | 01:11 | If you want to go to full screen, just
give it a click, click the Close button
| | 01:15 | when you want to go back, and there
you have it: the ability to preview an
| | 01:18 | attachment without opening it here
in Outlook--a nice little timesaver.
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| Attaching from a media browser| 00:00 | When it comes to attaching files to
e-mail messages you're sending out,
| | 00:04 | migrating to Outlook 2011 will
give you some additional options.
| | 00:08 | Let's check it out by starting here in
Entourage and creating a new message.
| | 00:12 | When you click the New button when
looking at your mail, you can then add the
| | 00:15 | names of the people you're going to be
sending the message to. And once you've
| | 00:18 | got that in, you'll notice a little
triangle next to attachments, and clicking
| | 00:22 | this expands the Attachments area.
| | 00:24 | Now it's just a matter of adding the
attachments. Click the Add button, and then
| | 00:28 | you'll need to navigate to the
location of the file that you want to attach.
| | 00:32 | So once you found it and you click
Choose, it becomes attached to the message,
| | 00:36 | and you're ready to send it off.
| | 00:38 | Well, in Outlook it's a little bit easier.
| | 00:40 | When you create a new e-mail message
by clicking the E-mail button, you have
| | 00:45 | your new message. And you will notice
there is an Attach button, and this will
| | 00:48 | allow you to do the exact same thing
as we did in Entourage, and that's to
| | 00:52 | navigate to the file, attach it.
But there is another option, and it's on
| | 00:55 | the toolbar, and that is to
make use of the Media Browser.
| | 00:59 | Click this button, and it opens up your
Media Browser where you have access to
| | 01:02 | your photos, your audio files, and your movies.
| | 01:06 | So if it's a photo, for example, that
you want to locate, you can go to iPhoto.
| | 01:11 | You'll see your events, you also see
your flagged items, and so on. Photo Booth
| | 01:15 | is also a part of that. Maybe you have
albums, and in this case, if I'm going to
| | 01:19 | select a logo from the Two
Trees album, I simply click.
| | 01:22 | And now I have two options:
| | 01:24 | I can drag this radiant to the
message itself, and it will fill the page.
| | 01:29 | The other option is to attach it, and to do
that I click and drag it into the Message area.
| | 01:34 | And you can see, as I move near the edges,
there is that little blue border around
| | 01:39 | the fields for who I'm sending
it to, cc, subject, et cetera.
| | 01:43 | When I let go, a new field
appears with the attached file.
| | 01:47 | So in this case, they can
see it right on the page.
| | 01:49 | It's also attached for their use.
All I have do now is send it off.
| | 01:54 | So the Media Browser is easily
accessible from within Outlook 2011, something you
| | 01:58 | can't do in Entourage.
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| Checking participant calendars when scheduling| 00:00 | When you schedule a calendar event,
whether it be in Entourage or in Outlook
| | 00:05 | 2011, you have the option
of inviting others to attend.
| | 00:07 | Now when you try to do this in Entourage,
and you're not on an Exchange server
| | 00:11 | you have to hope the others are
available, because you won't have the
| | 00:14 | option of using the Scheduling feature.
| | 00:17 | In Outlook 2011, however, you can use
the Scheduling Assistant regardless of
| | 00:21 | whether you're on the Exchange server or not.
| | 00:24 | Let's check it out, starting here in Entourage.
| | 00:26 | In Calendar view when we click the New
button, we can create a new event for ourselves.
| | 00:31 | If we want to invite other people to
attend, we click the Invite button.
| | 00:35 | Now when you do this, you'll see the
From field appear at the top. And if
| | 00:39 | you're sending this invite out from POP
or an IMAP e-mail account, such as Gmail
| | 00:44 | or Hotmail for example, you'll notice down
below you don't have access to the Scheduling option.
| | 00:50 | Now when we change this to an
Exchange server, you will see Appointment and
| | 00:55 | Scheduling available. When you click
Scheduling, you'll be able to look at your
| | 00:59 | own Calendar as well as free and busy
time in other people's Calendars if
| | 01:03 | they're on the same exchange server as you.
| | 01:06 | So I'll just close this up and
see what it looks like in Outlook.
| | 01:11 | Here, to create an event where other
people will be invited, it's called a
| | 01:16 | meeting. So in Calendar view, we can go
directly to the Meeting button, and this
| | 01:21 | creates the From field at the top.
| | 01:23 | You'll see who it's coming from
depending on the calendar you're looking at.
| | 01:26 | So if you're on an Exchange server
you'll see the Scheduling Assistant down
| | 01:30 | below, and this allows you to browse through
your calendar, looking for free and busy time.
| | 01:36 | Now we can change this to an IMAP or
a POP e-mail account, such as Gmail.
| | 01:41 | When you do that, you'll be able to see
your Calendar here as well. Notice for
| | 01:45 | myself I have something scheduled on the third.
| | 01:49 | Let's say we want to
schedule something on the sixth.
| | 01:52 | I'll simply select that.
| | 01:54 | I do have something going on.
| | 01:56 | When we want to add somebody or invite
somebody to attend this meeting, we can go
| | 02:00 | to the To field and start typing in
e-mail addresses or using the address book.
| | 02:04 | But if you go down to the attendees
section here with the Scheduling Assistant,
| | 02:08 | you can click the Plus sign.
| | 02:11 | Now even though I have a Gmail account
set up here, I still have access to all of
| | 02:14 | the Scheduling Assistant options,
and I'm going to go to someone who's on the
| | 02:18 | exchange server here, Judith,
and click Required. She needs to be at this
| | 02:22 | meeting. And I'll just
close up the Contact search.
| | 02:25 | So notice I'm able to see that she is
out of the office, and when I hover over
| | 02:29 | this, I actually see some of the
information. She is at a trade show prep
| | 02:32 | meeting right on the site.
| | 02:35 | So I can see who's available when, and if
I need to schedule a meeting when we're
| | 02:39 | all available, I have easy access to
my own Calendar which is not on the
| | 02:43 | Exchange server, as well as other people who are.
| | 02:47 | So you can add as many attendees as you like.
| | 02:50 | You'll be able to see the Exchange server
attendees and their free and busy time.
| | 02:54 | You'll also be able to see your own,
whether you're on the Exchange server
| | 02:58 | or not.
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| Backing up with Time Machine| 00:00 | One nice advantage of using Outlook
2011 over Entourage is that Outlook for Mac
| | 00:06 | actually stores each of your individual
messages and other items like Calendar
| | 00:10 | events, contacts, tasks and notes as
individual files, which means you can use
| | 00:16 | Time Machine to back up those files, and
if something goes wrong, you can always
| | 00:20 | go back and get to those individual files.
| | 00:23 | So if you go to the Apple icon and
select System Preferences, you'll notice Time
| | 00:28 | Machine appears in the System group here.
| | 00:31 | Select that, and it's just simple to
know that everything is going to be backed
| | 00:35 | up, unless you choose not to back it up.
| | 00:38 | So with Time Machine turned on, all of
those individual files will be backed up,
| | 00:42 | unless you choose to exclude some.
| | 00:44 | Click the Options button, and here
you'll see a list of exclusions. And if you
| | 00:49 | want to select something from those
Outlook files that should not be backed up,
| | 00:53 | click the Plus sign, and then you'll
just need to navigate to the location.
| | 00:57 | Now in this case, it's quite a long path.
| | 00:59 | You'll go to Documents, then scroll down
until you see Microsoft User Data, then
| | 01:06 | Office 2011 identities.
| | 01:07 | If you have more than one identity, you
can select the specific identity to be
| | 01:12 | excluded and go to those individual files.
| | 01:14 | If you're just using one identity,
it's going to be the Main Identity, and
| | 01:17 | then you'll see a folder for data
records. And here's where you'll see
| | 01:20 | subfolders for all of those things that appear in
Outlook, such as your events, and your Calendar.
| | 01:26 | You'll see the individual
folders that you might have set up.
| | 01:29 | You'll see one for
messages, even message attachments.
| | 01:32 | There's notes, and so on.
| | 01:34 | So let's say you don't need to save your task.
| | 01:37 | You don't need to worry about backing them up.
| | 01:39 | You would select that folder, click
Exclude and it will appear on the Exclusions
| | 01:44 | list. So all of your tasks in
this case will not be backed up,
| | 01:47 | unless you select it and click the
Minus sign. Then it will be backed up.
| | 01:52 | Click Done when you're done, and with
Time Machine turned on, you can rest assured
| | 01:56 | that all of your individual e-mail
messages, your calendar events, tasks and
| | 02:01 | notes, contacts are all getting backed up.
| | 02:03 | If something goes wrong, you lose one
of those items, you can always go to Time
| | 02:08 | Machine to get them back.
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ConclusionNext steps| 00:01 | Well, congratulations. You've reached the end
of migrating from Entourage to Outlook 2011.
| | 00:06 | You should now be feeling comfortable
with the many changes and adjustments
| | 00:09 | you'll need to make if migrating to
Microsoft's latest rendition of its highly
| | 00:13 | popular e-mail application.
| | 00:16 | When you're ready to dig deeper into
the numerous and powerful features and
| | 00:19 | functions of Outlook 2011, lynda.com can help.
| | 00:23 | Outlook for Mac 2011 Essential
Training with Alicia Katz Pollock will take
| | 00:28 | you to the next level, providing a
comprehensive overview of all the aspects of Outlook 2011.
| | 00:34 | This is David Rivers thanking you for watching, and I
hope to see you again in another title
| | 00:39 | from lynda.com.
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