Entourage 2008 is a communication application that enables you to send and receive

email messages and attachments. Entourage also provides you with options to manage

your time and to schedule time with others using features like Calendar, Tasks, and

Contacts.

Entourage can be a client to many email account types. In this workshop we will be

looking at Entourage as a client for Microsoft Exchange server. In the Exchange setup

each user has a mailbox on the Exchange server and the messages remain on the

server.

Setting up Your Entourage account

To set up your Entourage account, contact the Technical Support person in your office.

Visit www.cit.cornell.edu/services/entourage/ for more information about Entourage.

Exploring the Entourage Window

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Mail View

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Small

Calendar

Preview PaneMessage Pane

Folder

List

View

Buttons

Toolbar

Quick Filter

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icons used in the inbox

Action Icon

Unread Message

Opened (read) Message

Replied to message

Forwarded message

High Importance Message

Low Importance Message

Attachment

Flag message for follow up

Edited Message

Searching Messages

At the top of each view in Entourage is the Quick Filter box. Quick Filter helps you quickly

find email messages, appointments, contacts, or any other Entourage item.

Click in the Quick Filter box and start typing your search words. As you type Entourage

searches for the item.

To clear the search and see all the messages in your Inbox again click the clear

icon next to the Instant Search box.

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Unread Email Messages

The unread email messages in

your Inbox appear in bold text.

The number of unread email

messages in the Inbox appears

in parentheses next to the Inbox

folder in the Folder

List

inbox & reading Messages

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Flagging a Message

Flagging a message adds a visual reminder and also adds the email message to the

Task To Do List for follow up. This will remind you to follow up on the email message.

To add a flag to a message, click the Flag Status column next to an email message in

one of your mail folders.

Setting a New Quick Flag Date

1 On the toolbar, click the To Do drop down arrow .

2 From the drop down menu, select the due date for

the item that you are marking.

The message you flagged will automatically be placed on

the To Do List in your task folder.

Adding a Reminder

1 On the toolbar, click the To Do button and from the drop down list, select Add

Reminder....

2 Select a Start Date (if appropriate), End Date and Reminder Date.

3 Click OK.

When your reminder date passes, you will get a popup notification in the bottom, right

corner of your screen and have the options to either mark your task complete, dismiss

the reminder, or snooze.

To clear the flag, from the To Do button select Clear Flag.

opening & Viewing Messages

To open a message:

• In the Preview Pane, click once on the message to open it.

• In a new window, double-click on the message to open.

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Flagging Messages Flagging an email message in

the message list places the

message in the To Do List for

tasks and makes it visible on

the My Day widget.

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In this section we will be discussing sending messages, which includes responding to

messages, creating new messages, and a few message options.

responding to Messages

You can respond to a message in your Inbox in three ways:

To Click Action

Reply Opens a new message addressed to

the sender with a copy of the original

message. The Subject of the new mail

is preceded by “Re:”, to identify the new

message as a response.

Reply All Opens a new email message addressed to

the original sender of the email and to all

other original recipients.

Forward Use this response to send a copy of the

email message to new recipients. A new

e- mail message window is opened and its

original subject line is preceded by “FW:”

to signify a forwarded message.

You can change the recipient list when using the Reply/Reply to All commands by

adding or removing addresses in the To and Cc fields.

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Sending Messages Composing a new Message

Creating an email message is one of the most common tasks you perform in Entourage.

Step 1: Start a New Message

• In the Mail View, click New on the Standard toolbar.

or

• From the File menu, select New and then Mail Message.

The Untitled - Message window appears with a dialog box to help you

address your email.

Step 2: Add Recipients

• Main recipients (To field)

• Secondary recipients (Cc field)

• Private recipients (Bcc field)

Use the dialog box to either type the email addresses or names of recipients of your

email, or simply drag the names of contacts from any of your personal or Global Address

Lists to the appropriate To, Cc, or Bcc boxes. Click on your message to close the contact

window.

The Bcc (Blind carbon copy) field can be used the same way as the To and Cc fields

to add recipients to an email. Recipients added to the Bcc field can see the email

addresses of the recipients in the To and Cc fields. However, no recipient can determine

the names or addresses of the recipients you added in the Bcc field.

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Step 4: Type your Message

Entourage 2008 checks spelling and grammar, and highlights the possible errors that

you make while typing the text in the body of an email message. Potential spelling

mistakes are underlined in red:

Checking Spelling and Grammar

When you want to proof your emails after you finish editing them, you can use the

Spelling dialog box.

• On the Tools menu, click Spelling. The Spelling window appears.

Step 5: Send Message or Save Message as Draft

Send the Message

• Click Send to send the email message to the recipients. All sent messages

are stored in the Sent Items folder.

Saving a Message as a Draft

• Click Close and then Save As Draft to save the message in the Drafts

folder for later use.

Editing a Saved Draft

1 Click the Drafts folder in the Folder List.

2 Double-click on the message to open it. Edit the message.

3 Close and Save as Draft to save the message, or click Send to send it.

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Correct Spelling MistakesOn your keyboard, simply hold

down the CONTROL key while you

click on a word that has been

underlined in red as a possible

spelling error. Entourage will

provide a short list of possible

corrections.

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4 In the Message Options, select the signature you would like to use for all messages.

5 Click OK.

6 Close the Accounts window.

Switching Signatures

Switching to another signature in a message is easy. Click the Signatures button and select

a new signature. Entourage will automatically remove your original signature and replace it

with the new one.

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attaching a File

An email attachment is a file that you send with an email message.

1 Open a new message window.

2 On the new message toolbar, click Attach . The Choose Attachment

window appears.

3 Select the folder containing the file, select the file, and then click Open.

4 Complete the message as usual and click Send.

or

1 Open a new message window.

2 Drag the file you would like to attach into the body of your email message.

3 Complete the message as usual and click Send.

Viewing and Saving attachments

When you receive an email with an attachment, a paperclip icon is displayed in

the message list. You can open the attachment from within Entourage, or choose to save

it and open it later in its application.

Attaching FasterDrag a file in to the body of an

email message and Entourage will

automatically attach it for you.

Email attachments

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Step 4: Type your Message

Entourage 2008 checks spelling and grammar, and highlights the possible errors that

you make while typing the text in the body of an email message. Potential spelling

mistakes are underlined in red:

Checking Spelling and Grammar

When you want to proof your emails after you finish editing them, you can use the

Spelling dialog box.

• On the Tools menu, click Spelling. The Spelling window appears.

Step 5: Send Message or Save Message as Draft

Send the Message

• Click Send to send the email message to the recipients. All sent messages

are stored in the Sent Items folder.

Saving a Message as a Draft

• Click Close and then Save As Draft to save the message in the Drafts

folder for later use.

Editing a Saved Draft

1 Click the Drafts folder in the Folder List.

2 Double-click on the message to open it. Edit the message.

3 Close and Save as Draft to save the message, or click Send to send it.

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Correct Spelling MistakesOn your keyboard, simply hold

down the CONTROL key while you

click on a word that has been

underlined in red as a possible

spelling error. Entourage will

provide a short list of possible

corrections.

Opening the Attachment

1 View the message containing the attachment:

• Click once on the message to read it in the Preview Pane,

or

• Double-click the message to open it in a new window.

2 Click the attachment you wish to view, then Open. A message appears warning

you to preview only attachments from a trustworthy source.

3 Click Open only if the message is from a trusted source.

The attached file is opened in the program that created it.

Saving an Attachment

1 Click the attachment you wish to view, then Save. A message appears warning

you to save only attachments from a trustworthy source.

2 In the Save Attachment window, select the folder where you want the attachment

to be saved. The filename of the attachment appears in the Save As box by

default. Click Save.

Using Drop Box for Messages with Large Attachments

The Cornell DropBox is a secure method for transferring files to the people you specify.

Files are encrypted during transport. DropBox can also be used to exchange files too

large to be attached to a message. Visit dropbox.cornell.edu for more information.

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Creating a Folder

1 From the File menu, select New, and click Folder.

The Create New Folder window appears.

2 Type the name of the folder in the Name box.

3 Select the location for the new folder.

4 Click OK.

Renaming a Folder

If you decide to change the name of your folder, simply go to

the Edit menu and select Folder Properties.

Moving or Deleting a Folder

To change the location of a folder, you can drag and drop it to its new location on the

Folder List.

To delete a folder, simply drag the folder to your Deleted Items folder. The next time

you empty your deleted items, both the folder and all of the folder’s content will be

permanently deleted.

Using Mail Views

In Entourage you can save searches that you perform often as Saved Searches. Saved

Searches are stored as a Mail View in your folder list. When you receive a new piece of

mail that matches the criteria of your search folder, it will automatically be included in

the search the next time you click on the appropriate Mail View.

There are default Mail Views in the Folder List such as:

• Due Today

• Family Category

• High Priority

• Unread.

Folder Actions Made Faster For easier access to folder actions

such as New Folder, Delete Folder,

Empty Deleted Items, and Folder

Properties, simply right-click on

the folder name, or, press the

CONTROL key on your keyboard

while you click the name of your

folder.

Folders & organizing Your Mail

Email Etiquette

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If the folder you shared in part one is a

child of your Inbox, like Fall Reports in

this screen shot, then you’re done . You

have made your Inbox visible.

If the folder you would like to share is lower

in the hierarchy, for example, Tim Trainer’s Folder, then you would have to make both

the Inbox and also Fall Reports visible, and share Tim Trainer’s Folder.

Email Etiquette

• Write carefully. Once you send a message, you cannot take it back or make

it disappear. Your messages may be saved for a very long time, and may be

forwarded to others.

• Use both upper- and lowercase text. Using all uppercase letters means SHOUTING

and can be offensive. Using all lowercase looks unprofessional.

• Address your messages carefully. Some addresses may belong to a group,

even though the address appears to belong to just one person. Most of us have

experienced that “Oh no!” feeling an instant after hitting Send. Do yourself a favor,

and re-check before you send.

• Respect copyrights. Email messages and news posts are included in the types of

works that can be copyrighted.

• Indicate humor or jokes with a sideways smiley face. :-) You can also include

something like “<grin>” to show your state of mind.

• Be diplomatic. Criticism often comes across more harshly when written.

• Be calm. You may have misunderstood what was meant. Don’t reply while you’re

still angry (this is called “flaming”).

• Be brief. Don’t include images, animations, etc. unless they are critical to your

message. When replying to a message, you don’t need to include the entire text of

the original message. Include just enough to give the context of your response.

• Watch out for viruses and other threats in attached files, which are a common way

computer viruses are spread. Generally speaking, just receiving an attachment

cannot infect your computer, but opening or running an attachment can.

• Don’t forward chain mail. These messages tell you to send or forward them to

several other people. Starting or continuing chain mail violates university policy.

• Don’t get fooled by Internet hoaxes and computer virus myths. Before you forward

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Short VersionBe nice.

a so-called virus alert to everyone you know, check with the CIT HelpDesk or a site like

www.snopes.com to see if it’s an actual threat.

• Don’t send numerous unsolicited messages (“junk mail” or “spam”). Most people hate

getting junk mail. It also slows down the networks and is generally a waste of valuable

resources.

• Don’t forge messages. Altering electronic communications to hide your identity or

impersonate another person is considered forgery and violates university policy.

Forgeries intended as pranks or jokes are still considered violations.