Microsoft Entourage 2008

Transcription

1 U TO R E XC H A N G E : C a l e n d a r i n g a n d e m a i l u p g r a d e w i t h M i c r o s o f t E xc h a n g e Microsoft Entourage 2008 Reference Guide Mac OSX 10.3 and Up Whenever you start Entourage you will have to log in with your UTORid and password. When Entourage opens, you will see the Mail view which is the default view. By default, this view lists: a b c d e the Message pane (displays messages and meeting requests) the mail folder list links to Mail, Address Book, Calendar, Notes, Tasks and Project Center; and the Preview pane the Toolbar (shows different buttons for each work area) You can also choose to display My Day, a widget-like device which, by default, displays upcoming calendar appointments and tasks. * To view My Day click on the icon in the Toolbar. c a * e b d

2 Navigation, My day, Views & Categories Navigation The Navigation buttons appear in the Toolbar at the top of the Entourage window. These buttons allow you to navigate between your mail, address book, calendar, and other work areas. Date Navigator The date navigator appears underneath the list of mail folders on the lefthand side. Click the left and right arrows above the month headings to move backwards and forwards through the months Click on a date in the Date Navigator to view the calendar for that date. Click and drag over a range of dates to view the calendar for those dates. To go back to the current month, click the circle ( ) in between the arrows. My Day The My Day window displays: (a) upcoming meetings. (b) tasks and to-do items. (c) buttons that allow you to show the new task entry area, print the My Day items, and set options for My Day. (d) a place to type new tasks. You can view previous and upcoming days by clicking on the right and left arrows beside the date at the top. Upcoming Meetings My Day will display meetings that you have for the current day. Doubleclick on an upcoming meeting to view details. Scroll through the day using the right and left arrows beside the times. Navigate to a different day by clicking on the small right and left arrows beside the date. a b c d Tasks and To-Do Items By default, My Day will display tasks and to-do items that are due on the current day. Tasks that are past their due date will appear in a different colour. Tasks can be added to the list by clicking into the Create a task box, typing the task and pressing Enter. To add/view the detail of a task or to-do item, double-click it. Folder List and My Day Views You can either show or hide your folder list by choosing the appropriate option from the View menu. You can also increase the number of months viewable by dragging the border of the Date Navigator upward. Once you have launched My Day, it appears in your Macintosh s Dock as a separate application. You can minimise it, resize or close it, but you will need to quit it as a separate application. You can only launch it from within Entourage. Categories You can assign coloured labels to your messages, tasks and meeting notices to group them by a specific category and make them easier to find. Assign a default colour category 1. Select an item in Entourage and click the arrow beside the Categories button in the Toolbar. It will show a pull-down menu where you can choose one of the default categories. You can also personalize the Categories by choosing Edit Categories. Create and assign a new category 1. Click the arrow beside the Categories button in the toolbar. 2. In the pull-down menu choose Edit Categories. 3. Click New, then type a name and choose a colour. Close the Categories window. Assign the category to an item and discussed above. Search for items by Category If you need to find items that belong to a specific category: 1. Go to Edit / Advanced Search. 2. Select Category from the Items Contain pull-down menu. 3. Set options for the other pull-down menus that appear. Search folders are displayed towards the bottom of the mail folders pane. View Work Areas by Category 1. Navigate to a work area (e.g. Calendar, Mail, etc.) and go to View / Arrange By / Categories.

3 Features This guide will only cover a small selection of Entourage functions. If you need help with a feature you do not see here, use the Entourage Help from the Help menu to search for the topic. Inbox and Mail Icons By default, all incoming messages are stored in your Inbox. You can create Rules for more advanced sorting and filtering. This is covered later in this document. Common message icons you might see are: an unread message a meeting request message with attachment message has been replied to message has been forwarded New Mail A New Mail Desktop Alert will pop up on the bottom right of your screen whether you are in Entourage or using another application. It shows the message sender, message subject and whether it has an attachment. Reading Your Selected messages appear in the Preview Pane. Double-click on a message to view it in its own window. Working Offline With Exchange, you can read and compose even if you are not connected to the network. 1. Choose Work Offline from the Entourage menu. You can read messages, and draft responses. When you click Send, you will be asked if you would like to reconnect temporarily to complete the action. If you click Cancel, the message will be stored in your Outbox and sent automatically when you reconnect to the server. Attachments Opening Attachments When a message is received with an attachment there will be a small paperclip icon displayed. 1. Select the message. 2. If the attachment window is not expanded, click on the black arrow beside it. Select the attachment(s) and choose Open, Save or Remove. Double-clicking on the filename will default to Open. Attaching a File to a Message 1. Address and compose the message as usual. 2. In the new message, click Attach. 3. In the Choose Attachment window, select the file and click Choose. You can also drag and drop a file from your desktop or an open folder into the message. Note: clicking the Insert button will embed only specific file types into the message body. Undeleting Messages If you have deleted a message in error, it can be undeleted. 1. Click on the Deleted Items folder and select the message. 2. Drag it to the Inbox or any other mail folder. This can only be done while you have not emptied the Deleted Items folder.. Once you have deleted messages from the Deleted Items folder, you can t recover them. Creating new Folders at the Inbox level 1. Highlight your Exhange account in the folder list to create a folder at the same level as your Inbox. 2. From the File menu select New / Folder. 2. In the Create New Folder window type a name for the folder. 3. Make sure the Type drop-down menu displays Mail Folder. 4. Click OK. Creating Sub-Folders 1. When you want to create a new sub-folder select the folder that will contain the sub-folder. 2. From the File menu, select New / Folder. 3. In the Create New Folder window type a name for the folder. 4. Make sure the Type drop-down menu displays Mail Folder. 5. Click OK. sorting messages In Your Inbox The Inbox displays messages using Arrangements and Intelligent Grouping. By default, messages are sorted into intelligent groups such as Today, Yesterday, Last Week, Last Month, etc. You can have your messages grouped by a number of different options including date, sender, size, or by attachment. Select Arrange By from the View menu to display the option. Manually You can sort your into individual folders and sub-folders you created by dragging and dropping the messages from one folder to another. Using Inbox Rules 1. Choose Tools / Rules. Click the black arrow beside New and select Mail (Exchange). 2. In the Edit Rule window, type a name and set the options for the rule. Click OK. Mail Views Mail Views are virtual folders which display items from multiple folders in one folder view. There are a number of default folders: Due Today, Family Category, Flagged, High Priority, Personal Category, Received Today, Sent Directly To Me, Unread, and Work Category. 3

4 You can create your own search folders from an Advanced Search. Search folders are displayed towards the bottom of the mail folders pane. Create a New Search Folder For example, find all mail from a particular sender: 1. Click on Mail Views and click the New button at the top (magnifying glass icon). 3. Select From in the Item Contains pull-down menu. 4. Click the Contains pull-down menu and select your criteria. 5. Type the search parameter in the input field. 6. Click Save at the top and when prompted, enter a name for the search. This will now appear as a folder in your Mail Views. Flagging for follow up Flagging a message will create a to-do item reminding you that you wished to follow up on the Click the flag in the To do Flag Status column. This will create a To Do item which appears in your Tasks and has a due date of the current date. 2. To edit the due date, select the flagged message and click the arrow beside the To Do button at the top. Choose the appropriate option from the pull-down menu that appears. 3. If you selected Choose Date or Add Reminder, you can set other options such as start date and Reminder. 4. Set your options and click OK. 5. Click the close icon in the top left corner of the window. 6. Click Save. You can create more than one signature and choose which one you insert into each message. From the Message menu, choose Signature and choose the signature you d like to use from the list (when you ve finished composing your message). Space Quota Everyone has a quota to store all Entourage folders (Calendar, Tasks, Contacts, Inbox and all of your Exchange mail folders). As you approach your quota on the Exchange server you will receive a warning message in your Inbox advising you to clear some space by removing unwanted messages from the server. If you reach your quota,you will be prohibited from sending , but will continue to receive . If you exceed your quota, you will also be prohibited from receiving . It is essential that you regularly delete unwanted and archive older messages that you want to keep for future reference. Messages can be archived in your personal folders under On My Computer. These folders reside on your local hard drive. We recommend you go through your archived messages regularly and delete any messages you no longer need in order to keep your personal folders at a reasonable size. Completing Select the message and click the red flag. It will change to a green checkmark. Clearing Select the message, click the arrow beside the To Do button at the top and choose Clear To Do Flag. Viewing All s Flagged for Follow Up When you wish to view items you have flagged you can quickly do so using the Search Folders. 1. In the Mail Folders pane, find the Mail View (if necessary, expand by clicking the arrow) 3. Click on the Flagged folder. The items shown are shortcuts to s, which still reside in the original folder. Open the . Once the message has been dealt with it should be marked as completed or the flag should be cleared (see above). Creating Signatures A signature contains your name and contact details so you don t have to retype it for every message you send. 1. Go to Tools and choose Signatures. 2. Click New. 4. Type a name and the text for your signature in the appropriate boxes.

5 Calendar Features This guide will only cover a small selection of Entourage Calendar functions. If you need help with a feature you do not see here, use the Entourage Help from the Help menu to search for the topic. viewing and navigating Navigate to the Calendar view to display your calendar. The default view is Day. You can change the view by clicking the appropriate button in the toolbar. Use the Date Navigator in the left pane to view different dates, months, or range of days. Click the left and right arrows above the month headings to move backwards and forwards through the months Click on a date in the Date Navigator to view the calendar for that date. Click and drag over a range of dates to view the calendar for those dates. To go back to the current month, click the circle ( ) in between the arrows. Adding items to your calendar You can add events or meetings to your calendar by double-clicking in the day the event occurs. This will display a New Event window. Alternately, you can click on the arrow beside New in the Toolbar and choose the option appropriate to your needs. To save the event, click the close icon in the top left and click Save when prompted. it appears as a banner. An all-day meeting displays your time as busy when viewed by other people, but an event displays your time as free. 1. Either click in the area directly below the date (see above) and type a name and location for the all-day event, or click on the arrow beside the New button, choose Calendar Event and check the Allday event option in the New Event window. 2. If the event lasts longer than one day, change the values in the Start time and End time boxes. Note: if you created the all-day event by clicking in the area directly below the date, you can modify the details by double-clicking the event (away from the text area) to open the event window, or by selecting the event and choosing Open from the File menu. meetings Scheduling a Meeting With Others A meeting is a Calendar Event that includes others. To invite others to a meeting: 1. Click the arrow beside New and choose Calendar Event. 2. In the New Event window, type a Subject, Location, Start time, and End time. 3. Click the Invite button. 4. In the To box, start typing the name of the person that you want to invite. The active directory (shown at the right of the To box) will be searched and potential matches will appear as you type. To change directories, click on the arrows beside the directory name and choose another directory from the pull-down menu. Note: if you wish to add an item other than an event or meeting (e.g. a task or a note) you need to select it by clicking on the arrow beside New in the Toolbar. Events An event can be a personal item in your calendar that only concerns yourself. It can cover a specific span of time or be set up as an all-day event. An all-day event does not occupy a block of time in your calendar; instead, 5. Once you ve filled in all the details, click Scheduling to check for conflicts with other meetings your invitees are attending. In the scheduling table, each invitee s calendar information is depicted by blocks of colour or blank spaces, depending on when they are busy or free. 6. Click Send Now when you have finalized the details of the meeting. Note: If you simply close and save the meeting, no message will be sent to the invitees.

6 Adding a Resource to a Meeting 1. Follow steps 1 through 4 of Scheduling a Meeting With Others. 2. In the Search box, type the name of the resource that you want. 3. Click Resources, then click OK to return to the compose meeting window. The resource will appear in the Location box. 1. While in the Calendar view, choose Folder Properties from the Edit menu. Go to the Permissions section. Replying to a Meeting Request Meeting requests will show up as messages in your Inbox. They will have a calendar icon beside the message title. Click the request to see the details and check for conflicts in your calendar if necessary. Click Accept, Tentative, or Decline. Choose to send a response or not, then click OK. Rescheduling or Cancelling a Meeting If you make the meeting request, then you are the Meeting Organizer and only you can reschedule or cancel this meeting. To reschedule, drag the meeting to the new date and/or time. You will be asked if you wish to send an update to other invitees/attendees. Choose the appropriate action and click OK. To cancel, select the meeting and click the Delete button. Non-organizers can propose a new time for meetings they have been invited to by clicking Accept, Tentative, or Decline in the meeting notification message and sending a response with comments to suggest the change. Setting Recurring Meetings 1. In the event window, click the pull-down menu beside Occurs and select the Recurrence pattern (e.g. daily, weekly, monthly or yearly). 3. Click the Edit button to change the Recurring Event details. Click OK when finished. 4. In the event window, click Send Now if it is a meeting that others have been invited to, or click the Close icon if it is a personal event. tasks Tasks are to-do items you create for yourself. You can create a recurring task and set options to send you a reminder about the task. 1. Click the arrow beside the New button, and choose Task. 2. Enter a name for the task and set any other options you want (such as Start date, Due date, Rmeinder, Priority, Occurance). 3. Click the close icon in the top left corner of the window and click Save. Tasks appear in your To Do List while in Calendar view (click the To Do List button to display) and in your My Day widget. You can also navigate to the Task area to display only your Tasks. Sharing your calendar In general, users can see whether you are free or busy when they try to create a meeting with you. If you want them to see details you can grant them Permissions to your calendar. You can use the delegate function if you have people doing things on your behalf. 2. Click Add User. Type in the name of the user you wish to add and click Find. 3. Select their name from the list that appears and click OK. 4. Set the appropriate permission levels and click OK. Opening Shared calendars Once you have been assigned at least Reviewer status on a user s calendar, it is possible to open this as a shared calendar. After you ve opened someone else s calendar, it will appear in a list in the Navigation Pane. 1. From the File menu, choose Open Other User s Folder. 2. In the window that opens, search for the user by clicking the Find User icon, then type the username into the search field at the top and click Find. 3. Select the name from the list below the search field and click Advanced. 4. Type their name and address in the appropriate fields. In the Server address field, type: owa.utoronto.ca/exchange/firstname.lastname@utoronto.ca (replacing firstname.lastname@utoronto.ca with their address). 5. Click OK. A folder with their name will appear below your UTORexchange calendar. Expand the folder by clicking the arrow beside it and click on their calendar. There may be a slight delay before their meetings appear in the calendar.

7 Contacts The Address Book is where personal addresses and distribution lists are stored. It can be used to record extra information beyond just address details, such as addresses, phone numbers and other personal information Contacts Create a New Contact 1. In the Address Book view, select the folder in which you want to create a contact (e.g. Contacts in your Exchange account). 2. Click the down arrow next to the New button and select Contact. 2. Fill in the person s name and address and any other required fields. Click More to add more detailed information. 3. Click on the close icon in the top left. You will be prompted to Save. Creating a Contact from an 1. Select the , click on the address you wan to add, and choose Add to Address Book from the Message menu. Creating a Contact from an Existing one You can duplicate contacts, to copy department or company details. 1. In the Address Book view, select the contact whose details are similar to the contact to be created. 2. From the Edit menu, select Duplicate Contact. 3. Double-click the duplicate and edit the details. Close and Save. Finding a Contact 1. Directly above the list of contacts are search options. Select the search option from the pull-down menu (e.g. Name contains, etc.) and set other search criteria in the Filter box or secondary pull-down menu. Results will be displayed below the search options. Sharing Contacts Contacts can be shared so that others may use them. You can only share your entire Contacts folder; individual Contacts cannot be shared. Also, your personal contacts in your local Address Book cannot be shared. 1. In Contacts view, select the Contacts folder in the left pane. 2. Choose Folder Properties from the Edit menu. Go to the Permissions tab. 3. Click Add User. Type in the name of the user and click Find. 4. Select their name from the list that appears and click OK. 5. Set the appropriate permission levels and click OK. Accessing a Shared Contacts Folder A shared Contacts folder can only be accessed if you have been given permission by the owner. 1. Select Open Other User s Folder from the File menu. 2. Type in their name or click the Find User icon and search for the user. If you do a search, select their name from the list that appears and click OK. 3. Choose Address Book from the pull-down menu and click OK. Marking a Contact as Private If you share your Contacts folder, an individual contact can be marked as Private so that others cannot view them. 1. Double-click the contact that you want to mark as private and click the Summary tab. 2. Check the Private box in the lower-left corner of the page. 3. Click the close icon and Save. Note: A person with delegate access or permission to read your shared folders could view the contents of your private contacts and events by using other applications. To help protect your privacy, put private items in a separate, non-shared address book or calendar. Distribution Lists If you regularly a small group of people you can create a personal distribution list. A message sent to a distribution list goes to all the contact addresses listed in the list. There is a maximum of 100 users in a distribution list. Creating a Distribution List NOTE: This type of list can only be saved to the local Address Book, and not your Exchange Contacts folder. 1. Select Address Book under On My Computer. 2. Click on the down arrow beside the New button, and choose Group from the pull-down menu. 3. Type a name for your list in the Group name box. 4. Click inside the white list area and a new entry box appears. Type the name or address. As you type, AutoComplete will make suggestions from your Contacts list. Press the tab key to continue adding addresses until your list is complete. 5. Click the close icon and Save. Dynamic Distribution Lists You can send an to an existing distribution list, omitting one or more addresses. 1. Create a new , placing the distribution list in one of the mailing fields. While still in the window where you add addresses, hold down the control key and click on the list. 2. Choose Expand Group from the pop-up menu. The entire list of names will appear individually. 3. Delete the names of those who should not receive the Send the as normal. The name is only removed for this and stays in the distribution list for future use.