Beginners Guide. Entourage 2004

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1 Beginners Guide to Entourage 2004

2 Table of Contents Computer Services Introduction... 2 New service at NUI, Galway... 2 Online Documentation... 2 The Entourage Window... 3 Creating a Signature File... 4 Sending Sending Attachments... 6 Receiving Reply to Forward Flag For Followup... 7 Additional Options... 8 Contacts... 8 Groups... 9 Out of Office Assistant... 9 Saving and Storing Creating Folders on my Computer Moving Mail to a Folder on my Computer Working with Calendars View Your Calendar Create a Calendar Event Create a Recurring Appointment Schedule a Calendar Event Rules

3 Introduction Computer Services This guide is intended for individuals who may be unfamiliar with Entourage. The more advanced features of Entourage are not included. The guide begins by looking at different ways to view the Entourage screen. Other topics covered include: sending and receiving , contacts, calendars, saving and storing and using the Out of Office Assistant. The images used in this guide were taken on a Macintosh OS X , using Entourage 2004 as the client. The notes in this guide assume that the default settings for Entourage are used. New service at NUI, Galway A new service for staff, based on the industry-leading Exchange platform from Microsoft will be made available to all staff during In addition to providing staff with a reliable and secure service, the new service will offer a number of valueadded features including calendar-sharing, nominated delegate access to and calendars, meeting notices, a Global Address Book containing contact details for University staff, and access from certain mobile devices including BlackBerrys. In conjunction with the core Exchange based service on campus, web-based called Outlook Web Access (OWA), will allow staff to check and read their and calendar from any computer with Internet access. All staff will be migrated onto the new service on a phased basis. As part of the migration service, your existing mail on Bodkin will be migrated onto the new Exchange server. More details of the migration schedule will be published over the coming months. Staff can use the following supported software to access Exchange-based Macintosh users must use Entourage 2004 Windows users must use Outlook 2003 All users also have the option of accessing over the Internet using OWA while on-campus or off-campus. Online Documentation For additional information on working with Entourage 2004, please visit the following webpage: 2

4 The Entourage Window 1. Open Entourage Click on any folder in the window pane on the left. Three columns will be displayed (as shown in the example above). The column on the left is the Navigation Pane, the middle column is the View Pane and the right column is the Preview Pane. You can remove or resize a pane with ease. Navigation Pane When you open Entourage, your folders are displayed in the Navigation Pane. You can navigate through your different folders and access the Address Book, Calendar, Tasks and others. View new messages by selecting Inbox. View Pane The View Pane will display the contents currently stored in the folders you see in the Navigation Pane. Select a message in the View Pane to display it in the Preview Pane or double-click the message to display it in a new window. Preview Pane The Preview Pane displays contents of selected messages from the View Pane without opening a separate window. Click on the message and it will be displayed in the Preview Pane. 3

5 Creating a Signature File Entourage allows you to add a signature block to all your outgoing mail messages or to new messages only. 1. From the Tools menu, select Signatures. This will open a new window. 2. Click the New button. 3. Type in a name for your signature. Type your name and any additional text, e.g. your department as you would like it to display in outgoing messages. 4. Click the red Close button at the top and click Save. 5. Close the Signatures window and you will return to the Navigation Pane. 4

6 Sending There are a number of ways to create new messages in Entourage. From the Mail window, please select one of the following below: Click the New button on the Tool Bar Select File/New/Mail Message from the Menu Bar Press Command + N Any of the options listed above will display a new window (example shown below). 1. Your personal contacts are displayed by default. To view the Global Address List for NUI, Galway which contains the addresses of all staff, click Contacts and then click Default Global Address List. If you type in the first letters of a person's surname, then all the corresponding matches in NUI, Galway will be returned. 2. Once you have selected a recipient from the Name box, double-click on the name to move it to the To field OR drag the name to the To field. Continue to select 5

7 recipients in this manner. If you want to carbon copy (cc) or blind carbon copy (bcc) recipients, select the name and drag it to the appropriate field. When you have entered the names of all recipients, click on the body of the message. Note: - To select a range of recipients: Select first name. Hold down <Shift> key and click on last name. - To select a subset of references: Select one name. Hold down <Apple> key. Select second name etc. 3. Type a brief description of your message in the Subject line. Click in the large message body box and type your message. Click Send Now when you are done. Sending Attachments You can add a file to your message by adding an attachment. From your New Message window, click on the Attach button in the Tool Bar. This will display a new window (shown below) where you will be able to navigate to and choose the file you wish to attach. Once you have located and selected the file, click the Choose button at the bottom of the window. Doing this will add a new field to the top of your message, titled Attachments. You will then see your file listed in this section. If you wish to add more files to the message, repeat the process outlined above. 6

8 Receiving Incoming messages are stored in the Inbox. In Entourage, you don t need to refresh your mailbox to see if you have new mail it will appear automatically. Messages that you have not yet read are displayed in bold font. Reply to To reply to an open message, click the Reply icon ( ) on the toolbar. The original sender will automatically be put in the To: line of the response, and you can add whatever text you want to the response before you send it. There is also a Reply All icon ( ) that allows you to reply to all recipients of the original , including those that were carbon copied and blind carbon copied. Forward Clicking on the Forward icon ( ) on the toolbar allows you to forward the to another individual. The displays in a new window and you must type or select the address of the desired recipient, type a message of your own if appropriate, and then click the Send Now button. Flag For Followup Place a flag on as a reminder of additional action needs to be taken. Click the down arrow beside the flag toolbar icon ( ) and choose Flag for follow up. You can add details such as priority or assign a category to the message. 7

9 Additional Options You may also print, move and delete . Deleted is stored in the Deleted Items folder, which you must empty periodically. To empty the Deleted Items folder, hold down the CTRL key and then click the Deleted Items folder. From the menu that appears, choose Empty Deleted Items and then click Empty. NOTE: Once you empty the Deleted Items folder, that was placed there is no longer accessible. If you want to save mail, you must use Folders on my Computer (see Saving and Storing ). Contacts You might wish to store frequently used addresses in Contacts. 1. From the menu, select File, New, Contact. The Create Contact dialog box will display. 2. Type the name of the contact, and the address. 3. Any other information you enter is optional. When you are done, click Save & Close. 8

10 Groups Groups simplify the process of sending to groups. For example, if you frequently everyone in your department, you can to create a group for your department. 1. Click the Address book icon in the Navigation pane. 2. Click Add Group 3. In the Group name box, type a name. 4. To add a person who is in your Contacts, click Add and type in the first few letters of the person s name and then click the appropriate entry on the popup menu. 5. To add a person who is not in your Contacts, click Add and type in the person s address. 6. You can prevent message recipients from seeing the addresses of other group members by ticking the Don t show addresses when sending to group box. Out of Office Assistant Entourage does not have an Out of Office Assistant. Instead, you can use Outlook Web Access to set up an out of office message. If you plan to be out of the office for a day or longer, you can use the Out of Office Assistant to automatically generate replies to any e- mail you receive while you are gone. 1. Login to Outlook Web Access ( 2. Click Options in the left window pane. 3. In the Out of Office Assistant section, click I'm currently Out of the Office. 4. In the AutoReply only once to each sender with the following text box, type the message that you want to send while you are out of the office. 5. Click Save and Close at the top of the screen to finish. 9

11 Saving and Storing Folders on my Computer allow you to move mail from the server to your computer, thereby reducing the chances of exceeding your mailbox s storage capacity. NOTE: If you choose to store in Folders on my Computer, you must backup this information regularly. Creating Folders on my Computer 1. Choose Mail in the Navigation pane. 2. Highlight Folders on my Computer. 3. Choose the down arrow next to the New icon in the toolbar and choose Subfolder. 4. Type in a name for the subfolder. Moving Mail to a Folder on my Computer You can select the messages and drag them to the appropriate folder. This copies the message to the appropriate subfolder of Folders on my Computer. 10

12 Working with Calendars View Your Calendar Click the Calendar icon in the Entourage Navigation Pane. You can use several views with the Calendar. The default view is the Day view. You can also see a Work Week which expands the Day view into a view of Monday through Friday. Create a Calendar Event 1. To schedule a calendar event in your calendar, select the New button on the toolbar or double-click any empty time on the calendar. 2. Complete the dialog box by entering a subject, location, etc. Click Save & Close. The event will display on your calendar. NOTES If the Reminder box is checked, a visual and audio reminder of your meeting will display/sound prior to the meeting. 11

13 Create a Recurring Appointment 1. Create a calendar event. 2. Complete the dialog box by entering a subject, location, start and finish times. 3. Click the down arrow beside Occurs in the Calendar event window. Select the frequency. 4. In the example shown above, a recurring appointment has been setup for every Tuesday and Friday for five weeks. Click OK. 5. At the calendar event window, click Save & Close. Schedule a Calendar Event 1. Create a calendar event. 2. Click the Invite button on the toolbar. 3. Select the names of your desired attendees from the Global Address List (or use your contacts, if required). 4. You may also be able to reserve resources such as meeting rooms. If the resource appears in the Global Address List, you can add it to the meeting. NOTE: You can make a request for a resource that you own (e.g. departmental meeting room) to be listed in the Global Address List 5. Click the Send Now button to mail the meeting request. The meeting is automatically added to your calendar. 12

14 Rules You can manage your using Rules to automatically filter your incoming messages. Note: Rules created in Entourage do not run if Entourage is not open. These rules are client side only and do not synchronise to the server. Also, any rules created in the Outlook Web Access or Outlook 2003 cannot be edited by Entourage. To display Rules in Entourage: 1. Select Tools/Rules from the Menu Bar. This will open a window, which displays any rules or alerts you currently have created. 2. Select the Mail (Exchange) tab. 3. To create a new Rule, click the down arrow beside the New button and select Mail (Exchange). A new window will open. In the following example, we will create a Rule to send NUIGspam to the Junk folder, by filtering messages with particular information in the Subject: line. Select the method by which you plan to filter (in this case, by Subject) under Step 1, and specify the words and folder information in Step 2 (in this case, NUIGspam and Junk ). Then Set the Action to take if a message with this criteria is found. In this case, move message to Junk folder, then click OK. Your new Rule will then be displayed in the original Rules and Alerts window. Click the Close button to return to the Main window. 1. Select Tools/Rules 2. Click the New button 3. Type in a Rule name e.g. NUIGspam 4. Click All messages and choose Subject 13

15 5. Type in NUIGspam 6. Click Change Status and choose Move Message. 7. Click Inbox and then choose Folder. 8. Select the Junk folder and click Choose. Computer Services 9. Click OK. 10. Close the Rules window. 14

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