Entourage 2008

8/8/2019 Entourage 2008

1/22

The University of Te

Microsof

Level I

OIT Training and Do

http://www.uta.edu/oit/cs/trai

xas at Arlington

t Entourage 20

cumentation Group

ning [email protected]

8

8/8/2019 Entourage 2008

2/22

OITTRAINING AND DOCUMENTATION GROUP PAGE 2 MICROSOFT ENTOURAGE 2008

8/8/2019 Entourage 2008

3/22


TABLE OF CONTENTS

1. Introduction ....................................................................................................................................................................................... 5

1.1. What is Entourage? .................................................................................................................................................................. 5

1.2. Course Objectives ..................................................................................................................................................................... 5

2. Getting Started ................................................................................................................................................................................... 6

2.1. Installing the Software ............................................................................................................................................................. 6Installation ............................................................................................................................................................................ 6

2.2. New Features in Entourage ......................................................................................................................................................... 6

2.3. Open and Set Up .......................................................................................................................................................................... 6

Exercise 1. Find and Open Entourage .................................................................................................................................. 7

2.3. Configuring Your E-Mail Account ................................................................................................................................................. 7

Exercise 2. Configure Your UTA E-Mail Account ................................................................................................................... 7

2.4. Touring the Entourage Application Window ............................................................................................................................... 8

3. Using Entourage ............................................................................................................................................................................... 10

3.1. Viewing Messages .................................................................................................................................................................. 10

Exercise 3. View a Message ............................................................................................................................................... 10

3.2. Responding to and creating Messages ................................................................................................................................... 11Exercise 4. Create a New Message .................................................................................................................................... 11

3.3. Deleting and Moving Messages .............................................................................................................................................. 12

Exercise 5. Delete a Message ............................................................................................................................................. 12

Exercise 6. Move the Message .......................................................................................................................................... 13

3.4. Working with Attachments .................................................................................................................................................... 13

Exercise 7. Attaching a File to a Message .......................................................................................................................... 14

4. Using the Address Book ...................................................................................................................................................................... 14

4.1. Adding a Contact ....................................................................................................................................................................... 14

Exercise 8. Add a Contact .................................................................................................................................................. 14

4.2. Deleting a Contact ..................................................................................................................................................................... 15

Exercise 9. Delete a Contact .............................................................................................................................................. 154.3. Adding a Group .......................................................................................................................................................................... 15

4.4. Using The Global Address Book ................................................................................................................................................. 16

Exercise 10. Find a Contact with the Global Address Book ............................................................................................... 16

5. Using the Calendar .............................................................................................................................................................................. 17

5.1. Creating and Deleting calendar Events ...................................................................................................................................... 17

Exercise 11. Create a Calendar Event ................................................................................................................................ 17

Exercise 12. Delete a Calendar Event ................................................................................................................................ 18

5.2. Inviting Contacts to an Event ..................................................................................................................................................... 18

5.3. Adjusting the Calendar View ..................................................................................................................................................... 19

5.4. Viewing Another Users Calendar .............................................................................................................................................. 21

5.5. Sharing Your Calendar ............................................................................................................................................................... 22

8/8/2019 Entourage 2008

4/22


8/8/2019 Entourage 2008

5/22

8/8/2019 Entourage 2008

6/22


2. GETTING STARTEDAs mentioned earlier, the class does not require any previous experience using Entourage. Let us start at the beginning.

2.1. NEW FEATURES IN ENTOURAGE

Entourage 2008 allows you to manage your day and your personal information with new and improved features over previous

versions.

My Day This new feature allows you to quickly view your calendar events and manage your To Do List from your desktopwithout having to open Entourage.

Spotlight Search This allows you to utilze Spotlight, Apples built-in search tool, to find any information that you have inEntourage 2008 including message attachments.

Improved Junk Mail/Phishing Filter This tool will filter out unwanted messages and store those messages inJunk Mailtoreview later. Also, youll get a warning ifEntourage detects a phishing message that has links to suspicious web sites.

To Do List and Flagging This tool allows you to see all of your To Do items in one convenient location. Out of Office Assistant New to Entourage, this assistant is useful in sending out of office replies when you are away.

2.2. INSTALLING THE SOFTWARE

Campus machines are imaged by OIT before the department gets to use the machine. However, what if you have just purchased the

software and are about to install it for the first time? Or what if you are installing it on a home computer? The software comes on a

CD or group of CDs that you will use for installation.

INSTALLATION

1. Insert the CD into the optical media drive. A window will appear once the disk has mounted on the Desktop.2. Double-click the installer application. Follow the directions given in the installer.3. Installation is complete. You are ready to open Entourage 2008 for the first time.

NOTE: Connect to the internet soon after installation and upgrade Office 2008. There are many updates that greatly improve the

functionality and performance of the Office components. If you do not upgrade the software, you might not be able to follow some

of the procedures in this class.

2.3. OPEN AND SET UP

Before we can begin using the application, we must locate it. The Mac typically stores all of its applications in an Applications folder.

We must first open a Finder window and navigate to our destination.

8/8/2019 Entourage 2008

7/22


EXERCISE 1. FIND AND OPEN ENTOURAGE

1. Click the Finder icon in the Dockor double-click the hard drive icon on the Desktop to open a Finderwindow.2. Click on Applications in the left column of the Finderwindow.3. Mouse over to the Microsoft Office 2008 folder and open it.4. Double-click on Microsoft Entourage.

Note: To quit Entourage, go to File > Quit. Closing the window will not close the application.

2.4. CONFIGURING YOUR E-MAIL ACCOUNT

When you first open Entourage, it is a clean slate. There is no information about you, so it will need some input from you. We will

discuss how to set up you UTA e-mail account in Entourage.

EXERCISE 2. CONFIGURE YOUR UTA E-MAIL ACCOUNT

NOTE: The following instructions require an internet connection and a valid UTA username and password.

1. Open Entourage, and click Make Default. The Entourage Setup Assistantwill appear.2. Choose the option to NOT import anything, and then click the right arrow.3. Enter your UTA e-mail address in the following window, and then select the Exchange server option.

8/8/2019 Entourage 2008

8/22


4. Click the right arrow. A pop up window will appear. Enter your NetID, password, and domain.5. Enter the users first name and last name in the Your name text field and click the right arrow.6. Choose Verify My Settings on the next screen, which will confirm the settings that you entered.7. Assign the profile the same name as your NetID once verification has completed.8. Click Finish.

Entourage will take a few minutes to connect and synchronize with the Exchange server.

2.4. TOURING THE ENTOURAGE APPLICATION WINDOW

Let us take a closer look at the various components that make up the Entourageapplication window.

Navigation Buttons Use these buttons to access the different parts ofEntourage. (Mail, Address Book, etc.) Toolbar This area holds Folder List The left column is where the Mailbox(es) can be found. Click the triangle next to the name to expand it. Message List The middle column will list the contents of the selected folder. Preview Pane The last column allows you to preview the contents of the selected message, hence the name.

8/8/2019 Entourage 2008

9/22


The Navigation Buttons section is comprised of six buttons. Clicking on these buttons will affect the look of the application window

to reflect the individual sections. We will focus on the top three.

MAIL

The Mail button displays all functions and commands related to e-mail. This is the default section viewed upon launch. The

Toolbarlists the following icons:

New Message allows you to create a new e-mail message. Click the drop-down arrow for more options. Reply allows you to send a reply to the messages sender. Reply All allows you to send a reply to all addressees listed in the To and CCfields. Forward will let you direct the message to another person besides the author. Delete will send a selected message or messages to Deleted Items. Junk will send selected messages toJunk E-mail. Flag lets you mark important messages. Click the drop-down arrow for more options. Categories allows you to color-code messages into predefined or custom categories. Send and Receive synchronizes e-mail between the local computer and Exchange server. My Day allows you a quick overview of your upcoming schedule.

ADDRESS BOOK

The Address Book button will invoke the contact management area. You can add and delete contacts, and create lists. The

Toolbarlists the following icons (previously mentioned icons will not be repeated):

New Contact is used to add a contact to yourAddress Book. Click the drop-down arrow for more options. E-mail will let you send messages to a selected contact. Invite will let you create a new event and invite a selected contact. Chat is used to send an instant message to available contacts. This will not be discussed in this class.

8/8/2019 Entourage 2008

10/22


CALENDAR

The Calendar button will display a calendar. In this area, you can change the view, add calendar events, and alarms. The

Toolbarlists the following icons (previously mentioned icons will not be repeated):

New Calendar Event will create an appointment. You can add and delete contacts, and create lists. Today lets you view the events for the current day. View Date allows you to jump to a specific date. Day View focuses on the events of the day. Work Week displays the events for the specified work week, typically Monday through Friday. Week View will display the events of the week. Month View displays the calendar month with calendar events noted throughout.

3. USING ENTOURAGENow that we have set up Entourage and familiarized ourselves with the applications window, we can begin to use it.

Entourage works like most e-mail clients. You can read, write, send, and receive e-mail. You can also add contacts to your address

book, so you do not have to waste time searching and typing out a contacts address.

Finally, Entourage includes a calendar where you can not only set various appointments and alerts for those appointments, but you

can view shared calendars and share your calendar with other users on the UTA domain. Entourage offers these advanced features

because of its integration with the Microsoft Exchange Server.

3.1.VIEWING MESSAGESWhen you first open Entourage, you see the main window. By default, it will display the Mailsection.

EXERCISE 3. VIEW A MESSAGE

1. Navigate to your UTA Mailbox in the Folderlist.2. Click the triangle to the left of the Mailboxto expand it. (Clicking it again will collapse the Mailbox.)3. Click on the Inbox.4. Select a message from the MessageList. It will display the contents in the PreviewPane.

8/8/2019 Entourage 2008

11/22


5. You can double-click the message to open it in a new window.

3.2.RESPONDING TO AND CREATING MESSAGESOnce you have read a message, you may wish to reply to the sender. This is a simple process using the toolbar icons.

REPLY TO A MESSAGE

1. Click on the Reply icon in the Toolbar. You can also choose Reply All or Forward , depending on your needs.2. Add other recipients in the To, CC, or BCC fields as needed.

3. Type your reply in the body field of the message.4. Click Send Now when you have completed your reply.

Of course you may want to compose a new message from scratch. This is easy to do.

EXERCISE 4. CREATE A NEW MESSAGE

1. Click New from the Toolbar.2. Enter the address of the recipient in the To field. You may also add other contact addresses in the CC or BCC field.3. Type your message in the e-mails body field.4. Click Send to send the message immediately.

8/8/2019 Entourage 2008

12/22


3.3.DELETING AND MOVING MESSAGESPerhaps you have just finished reading a message, but it does not require you to send a response. You have a few choices. You can:

Close the message by clicking the red button in the top left corner of the message window. It will remain in your Inbox Delete or move the message.

Remember that your Mailbox requires maintenance to keep it from exceeding your allocated storage quota. That means that you

must decide which messages to keep and which messages to delete. Besides the storage quota, an organized Mailbox is easy to

navigate and find important items. The quickest and simplest way to maintain your Mailbox is to delete unneeded e-mail.

EXERCISE 5. DELETE A MESSAGE

1. Double-click the target message.2. Ensure that it is no longer needed.3. Click the Delete icon in the Toolbar.

If instead you do need to keep the message, you can move it to a folder. Folders offer more organization options beyond leaving the

message in the Inbox. But how do we create a folder?

CREATE A FOLDER

1. Select a Mailbox where you wish to create a folder. Notice that there is a local Mailbox along with your UTA Mailbox.2. Click on File > New. An untitled folder will appear in the selected Mailbox.

3. Name the Folder and then hit Return.Once the new target folder has been created, you can move your message to that folder.

8/8/2019 Entourage 2008

13/22


EXERCISE 6. MOVE THE MESSAGE

1. Select the message from the Message List.2. Click on Message > Move To > Choose folder from the Menu Bar.3. Select the destination folder and click the Move button. You can also create a new

folder from this window.

Another option is to drag and drop a message from one folder to another. If you drag and

drop a message from one Mailboxto another, you will create a copy of the message instead.

Theplus sign indicates that the message will be copied.

3.4.WORKING WITH ATTACHMENTSMany times, you will receive an e-mail message with an attachment. Users can send documents, pictures, and other files to one

another using Entourage. Working with attachments is easy to do.

NOTE: Large files, such as multimedia and graphic files, can quickly add up against your e-mail storage quota. You should carefully

consider an alternate method of sharing these types of files with your contacts. Why not try MavSpace?

SAVING AND OPENING ATTACHMENTS

1. Select and open the desired message that contains the attachment.2. Select the attachment and click Save.

3. Click the Save button when the warning dialog window appears.4. Choose a location to save the file. The default location is the Documents folder.5. Close the message window, and navigate to your saved file.6. Double-click to open the file.You can also open the attachment right from the message window by double-clicking its icon. However, if you are concerned

about opening malicious software on your computer, save the file and allow your antivirus software to scan it before opening it.

Even Mac users should err on the side of caution.

8/8/2019 Entourage 2008

14/22


EXERCISE 7. ATTACHING A FILE TO A MESSAGE

1. Create a new message or work from an e-mail to which you are replying.2. Click the Paperclip icon in the Toolbarof the message window.3. Navigate to the file that you wish to send and click Attach.4. Repeat the steps above to attach multiple files.

But wait! This is a Mac. Is there an easier way to do this? Of course there is. Drag and drop those files into the attachment section

of the outgoing message to accomplish the same thing.

4. USING THE ADDRESS BOOK

Microsoft Entourage lets you organize and maintain a list of your contacts via theAddress Book. It also works with the Microsoft

Exchange Serverto provide a Global Address Bookof users on the UTA Domain.

When you click on theAddress Booknavigation button, the application window and toolbar icons reflect this action. Notice also that

in the left column, you will see anAddress Bookicon as well as a Contacts icon with your NetID beside it. TheAddress Bookis a local

set of contacts that does not reside on the server. The Contacts reside on the server and are visible from other campus computers

on which you have configured an Outlookor Entourage profile. The Contacts are also visible from Outlook Web Access or OWA.

4.1. ADDING A CONTACT

Some e-mail addresses are easier to remember than others. Easy or not, can you imagine having to type addresses by hand over

and over again? Luckily, you will not be forced to resort to such tedious tasks in Entourage. You can add an address once, and

access it whenever from your Contacts/Address Book.

EXERCISE 8. ADD A CONTACT

In this exercise, you will add the contact [email protected] to your contacts.

1. Go to the Address Book and click New . The Create Contactwindow will appear.2. Create an entry for OITtraining in the text fields provided.3. Click the Close button when you have finished entering the contacts information.

8/8/2019 Entourage 2008

15/22


4. Click Save in the dialog box that appears.-OR-

1. Open a message from someone whom you would like to add to your Contacts.2. Click on Message > Add to Address Book in the Menu Bar. A Contactwindow will appear.3. Enter all necessary information in the text fields provided.4. Click the Close button when you have finished entering the contacts information.5. Click Save in the dialog box that appears.

4.2. DELETING A CONTACT

Over time, you may find that some contact information is old and no longer needed. You can remove contacts from your list to help

keep your information organized and easy to use.

Simply navigate to your way to theAddress Booksection ofEntourage. Then select the unneeded contact and hit the delete key.

EXERCISE 9. DELETE A CONTACT

In this exercise, you will remove the oittraining contact that you added earlier.

1. Go to the Address Book .2. Select the Contacts list.3. Find OITtraining and select it.4. Click the Delete icon in the Tool Baror the Delete key on the keyboard.5. Click the Delete button when the notification dialog window appears.

This will delete the contact. Give Entourage a few minutes for the changes to reflect on the Exchange Server.

4.3. ADDING A GROUP

Entourage allows you to make distribution lists or groups. Groups can save you time because you only have to set them up once.

After that, simply type the group name in the address field, and your message will be delivered to all members. This spares you the

task of entering each address individually.

CREATE A GROUP

1. Go to the Address Book section ofMicrosoft Entourage.2. Select a contact that you would like to include in the new group.3. Click and hold the New button. Select Group from the menu. The Untitled Group window will appear.

8/8/2019 Entourage 2008

16/22


4. Assign a name to the group.5. Click the + sign and then select a contact from your list.6. Repeat Step 4 until you have finished your group.7. Close the window by clicking the Red button. This will bring up a Save dialog window.8. Click Save to confirm the new group.

4.4. USING THE GLOBAL ADDRESS BOOK

There are a couple of ways to go about finding addresses in the Global Address Book.

The first is the most intuitive way of the two: start typing the persons last name in the addressfield. If it is a common name, you

can also try typing part of the address, if you know it. As you type, Entourage searches and offers suggestions. This technique

provides a quick way to retrieve messages and is accurate most of the time.

If you do not remember specifics of the contacts address, you can search for the person using other means. You can select and

expand the Global Address Bookicon from the left column. You will see a list of UTA departments, where you can choose thatpersons department and search the list of addresses.

Once you have found the contact, you can click on the New Message To icon. That will create a new message for you to send to

your contact.

EXERCISE 10. FIND A CONTACT WITH THE GLOBAL ADDRESS BOOK

1. Go to the Address Book section ofMicrosoft Entourage.2. Select the Global Address Book icon in the left column.3. Type Spaniolo in the Search field in the top right corner of the window.

4. Click Spaniolo, James to display the contacts information.

8/8/2019 Entourage 2008

17/22


5. Click E-mail. This will bring up a new e-mail message with the contacts address.6. Close the new message window and discard all changes.

5. USING THE CALENDAR

Microsoft Entourage lets you view a calendar, as well as track and schedule appointments. Not only that, you can view another

persons calendar that they have shared out to specific people.

5.1. CREATING AND DELETING CALENDAR EVENTS

Adding an appointment or calendar event is easy to do. Simply bring up the calendar, find the date of your event and double-click it.

Doing this will bring up an untitled eventwindow.

You can add a subject, location, and notes to the event. You can also specify an exact time when the event will start and end, or you

can click a check box to make it anAll-day event. When you are done, save the event, and close out the window.

EXERCISE 11. CREATE A CALENDAR EVENT

1. Go to the Calendar section ofMicrosoft Entourage.2. Locate todays date on the calendar and double-click it. This will bring up an untitled eventwindow.3. Type Test Appointment in the Subjecttext field.4. Type Davis Hall, Room 100 in the Location text field.5. Adjust the Start and End time for todays date, 4 to 5 PM.

8/8/2019 Entourage 2008

18/22

OITTRAINING AND DOCUMENTATION GROUP

6. Click the Close button. This will op7. Click Save.

EXERCISE 12. DELETE A CALENDAR E

1. Go to the Calendar section ofMicroso2. Locate todays date and the event that3. Single-click the Test Appointment.4. Hit the Delete icon or the Delete5. Click Delete in the dialog window that

Your event will be deleted.

5.2. INVITING CONTACTS TO AN EVEN

Because Microsoft Entourage synchronizes data

schedules. Want to invite someone to an event

she is free or has a conflicting event.

INVITE A CONTACT TO AN EVENT

1. Go to the Calendar section ofMicroso2. Create a Calendar Event.3. Click the Invite icon.

PAGE 18

en a Save dialog window.

EN T

t Entourage.

we just created on the calendar.

key on the keyboard.

appears.

T

with the Exchange Server, it can be used to coordinate

? Click the Invite button in the event window. You can

t Entourage.

MICROSOFT ENTOURAGE 2008

vents with other users

uickly glance to see if he or

8/8/2019 Entourage 2008

19/22


4. Enter the address of the contact, or enter the persons name and click Check Names.5. Click the Scheduling tab to check for conflicts.

6. Click Send Now to send the invitation.

5.3. ADJUSTING THE CALENDAR VIEW

The calendar in Entourage allows you to select different views to fit your needs. You can click between the different view icons in

the Toolbar. From left to right, they are: Day, Work Week, Week, Month, and View Date. These were explained earlier in the class,

so you can refer back to those as needed.

View Date

8/8/2019 Entourage 2008

20/22


Day

Work Week

Week

8/8/2019 Entourage 2008

21/22


Month

5.4. VIEWING ANOTHER USERS CALE

Microsoft Entourage allows you to see other pe

someones account, you should be able to view

VIEW ANOTHER CALENDAR

1. Go to the Calendar section ofMicroso2. Click on File > Open Other Users Fold

3. Enter the NetID of the target user.

4. Click OK. You will see the target calen5. Allow the calendar some time to synch6. Click the other persons calendar to vie7. Click on your calendar in the left colum

PAGE 21

DA R

oples calendars. Permission must first be granted. If yo

their calendar from your own account.

t Entourage.

r. A dialog window will appear.

ar appear in the left column of the application window.

ronize and populate. Notice the Status Barat the botto

w it.

n to return to it.


u are a delegate for

of the window.

8/8/2019 Entourage 2008

22/22


5.5. SHARING YOUR CALENDAR

It makes sense that you can also share your cal

permission to a contact in order to share your c

SHARE YOUR CALENDAR

1. Click on Entourage > Account Settings.2. Double-click on your account in theAc3. Select the Delegate tab.

4. Click Add.5. Enter the NetID of your target user, an6. Assign appropriate permissions to that

7. Click OK to close the Edit Accountwind8. Click the Red button to close theAcco

Your delegate should now be able to view your

Thanks for attending todays class. Do not for

PAGE 22

ndar, since you are able to view other peoples calendar

alendar. Sharing a calendar only applies to those users

This will bring up theAccounts window.

counts window. The Edit Accountwindow will appear.

d click OK.

user, and click OK.

ow.

nts window.

calendar.

et to fill out and turn in your evaluation form.


s. You must grant

n the UTA domain.