Join David Rivers for an in-depth discussion in this video Creating accounts, part of Migrating from Entourage 2008 for Mac to Outlook 2011.
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Well, before you can start using Outlook 2011, you'll need to set up your e-mail account. So if you are in at large corporation, typically an Exchange server is used, and you'll have network administrators taking care of this for you. Well, we're going to look at other options, including POP and IMAP e-mail addresses, and we're going to start by comparing it to Entourage, which is open here on my screen. To create new accounts in Entourage, we'll go to the Tools menu and select Accounts. At this point, we want mail account, so we will click the New button to create our new accounts, typing in e-mail addresses and letting Entourage take care of it for us.
Just close this up and hide Entourage and flip over to Microsoft Outlook, which we need to load. We can do that from Applications. You'll find it in the Microsoft Office 2011 group of applications. Or typically by default, you'll find it on your Dock. During the installation of Office 2011, the icon is installed right on the dock so you can give it one click to load up Outlook. Now in this case, if you have no e-mail accounts set up in Outlook, you'll do the exact same thing you did in Entourage, which is to go to the Tools menu and select Accounts.
But it's a little bit different now. Because we don't have an account set up, you'll see two options: One, to connect to an exchange account, so again that e-mail account has to already exist. You would have network administrator setting that up for you. Or it could be POP, or IMAP e-mail account such as you would use in Gmail or Hotmail and so on. So let's try setting up an e-mail account using one of our POP or IMAP e-mail accounts that already exists. It's pretty simple process.
You type in your existing e-mail address. I'm going to use a fictional one, which is email@example.com. Then I'd type in the password that I'm using for my Gmail account, and typically, you'll leave this check box, Configure automatically selected, so Outlook does the work for you. When you click Add Account, it kicks in, and here is that first message indicating that it wants to use confidential information. That's okay. You can allow that, and you can see the Gmail account is about to be created.
In fact, in the background, you'll notice the inbox has already appeared and the new account exists. You're ready to start using it. There are some more advanced options. You can make changes to the account, but when you're done, just simply click the Close button, and you have access within Outlook to your Gmail account. The neat thing about Outlook is you can have multiple accounts, so back we go to the Tools menu, select Accounts. You'll see your existing account this time over here in the left, and when it's time to create a new account now, because you already have an existing one, you go to the bottom of this pane and click the Plus sign to add an account.
When you click this button, you'll see options for Exchange or E-mail, even a directory service. Let's go to Exchange this time, and if you do have an Exchange server, and you already have an account set up for you, you can follow along with me. Here again, we type in the e-mail address, and again, I'm going to use a fictional one here: firstname.lastname@example.org. The method is going to be username and password. That's what we use to log in.
So we filled that information in. You might just want to copy this, Command+C to copy it, and paste it in the username, if it's the same username, and go down to password and type in the password. Again, it's going to configure automatically by default. Click the Add Account button, and you can see it's detecting the Exchange server. In this case, it was redirected to a server. That's okay. We'll allow that redirection by clicking the Allow button. And again, it's going to set up everything for me automatically.
I'll have two accounts when we're done. You can see there's the Twotreesoliveoil account, and I'm going to allow that redirection again, and I can close this up, and a number of things start happening on-screen, office reminders, which I can close up. You'll notice the inbox now has Gmail and Twotreesoliveoil options. So I have two accounts now set up in Microsoft Outlook, and it was done very quickly, in an instant, thanks to some of the automation that's built in to Outlook 2011.
- Creating accounts
- Viewing email conversations
- Archiving Entourage items
- Importing email and contacts into Outlook
- Synchronizing folders
- Using smart folders
- Setting rules for messages
- Previewing attachments
- Checking calendars when scheduling meetings
- Backing up with Time Machine