Entourage 2001



Entourage 2001

Educators have a variety of responsibilities: communicating with students, parents, and colleagues, keeping track of teaching responsibilities, such as grading and assignment due dates, and scheduling library orientations or student conferences, among other things. Now, with Microsoft® Entourage™ 2001 for Mac®, you can centralise your e-mail, calendar, tasks, and contacts. Entourage 2001 helps you manage your time better and send and receive information efficiently.

Consider, for example, how you could use Entourage to manage a complex class project. Imagine that your students are working on a cross-curricular water quality study that involves interviewing environmentalists and local officials, doing field research, and compiling data to share with classmates. You are responsible for scheduling field dates, communicating with guest lecturers, and tracking project deadlines. Entourage 2001 can help you by providing the following tools:

• Electronic mail (e-mail)

• Personal calendar and task list

• Contact information, including addresses and phone numbers

• Integration with other Microsoft Office applications

You can organise, view, and find information, such as student e-mail addresses, school district personnel numbers, and campus addresses in Entourage 2001 and then access that information easily from any Office 2001 application. Entourage also features compatibility tools, such as Smart Attachments and Apple Encoding, so you can share information easily with students, staff, faculty, and administrators who are Microsoft Windows® users.

New for 2001

Entourage 2001 is a new addition to the Office 2001 for Mac suite of programs. It provides all the features of a full e-mail messaging program, in addition to features unique to Entourage 2001. Some of the features you may find most helpful include:

• Identity. Share a computer with other users in a lab or classroom without sacrificing your personal setup. The identity feature stores your information and preferences for Entourage 2001 and for the other Office 2001 applications you use.

• Word editor. Use editing tools similar to those available in Microsoft Word to compose e-mail messages or even to create assignments in e-mail. AutoCorrect, spelling checker, and word definitions are all available at the click of a button.

• Custom views. Display items in Entourage 2001 based on criteria and formats that you specify in a custom view. For example, you could create custom views to display only the e-mail messages related to a particular class, assignment, or academic department.

• Schedules. Use schedules to automate tasks such as downloading mail before classes begin or emptying your Deleted Items folder at the end of the day. Entourage 2001 includes three built-in schedules that you can modify to meet your needs. You can also create schedules for specific tasks you would like to automate. For example, you may want to create a schedule to send out weekly, monthly, or quarterly progress reports by e-mail to your students.

• Address AutoComplete. In Entourage 2001, when you start to type an address, a pull-down list of e-mail addresses you’ve used that match the string of letters you’ve typed automatically displays. You can easily select the address you want. This feature is especially beneficial when you communicate with someone infrequently, like a school counsellor or academic advisor, because Address AutoComplete remembers all your contacts and the last 150 addresses you’ve used.

• Categories. Distinguish information in your account at a glance with colour-coded categories. You can assign e-mail, contacts, and appointments to categories such as faculty, students, committees, and classes. Entourage 2001 provides 12 categories, and you can also create your own.

Integrating information

With Entourage 2001, you can integrate items in your e-mail account and files created in different applications. For instance, you can coordinate a library orientation date with the librarian’s contact information, or you can link a conference date on your calendar with your Microsoft PowerPoint® presentation for the conference. The following features enable you to integrate information:

• Links. Link e-mail messages, contacts, or tasks with each other or with other files on your computer. You can organise all the information related to a school project or to a particular student by using links.

• Address and Contact Toolbar. Access your Entourage Address Book from the Contact toolbar or from the Data Merge Manager in Microsoft Word 2001. You can retrieve addresses more easily for sending correspondence, for example a mass mailing to the parents of all your students.

• Flag for Follow-Up. Keep track of projects by noting on your Entourage calendar when files require follow-up. You can flag a document, a spreadsheet, or a slide show for follow-up from the toolbar in any of the Office 2001 applications. Setting an automated reminder in Entourage 2001 lets you know you need to get back to work on that document.

• MSN Hotmail Support. Synchronise your e-mail accounts by using Entourage When you’re away at a conference, or even moving from one computer on campus to another; you can access your MSN® Hotmail® account through Entourage 2001.

• Synchronisation with Palm™ OS handheld organiser. Access your Calendar, e-mail, Address Book, or any other component of Entourage 2001 from your Palm OS handheld organiser. You can easily synchronise data between your organiser and your computer.

Before You Begin

Before you can use Entourage 2001, you need to set up a mail account on your computer. Please check to see if your technology coordinator or system administrator has already set up one for you.

To set up an account, you must have an Internet connection, either directly through an Internet service provider (ISP) or through your school network. In addition, you need the following information:

• Your e-mail address

• Your account ID (also known as a user name) and password

• The addresses of your incoming and outgoing servers

• The type of mail account you have

There are two types of mail accounts:

• Post Office Protocol (POP). POP is the most common type of mail account. By default, your messages are stored on the server until you access them in your Inbox, at which point they are stored on the computer where you read them.

• Internet Message Access Protocol (IMAP). With an IMAP account, messages remain on the mail server, so you can read them from any computer at any time.

If you do not know the type of account you have or the addresses of your incoming and outgoing servers, you can obtain this information from your ISP or system administrator.

To set up a mail account

When you set up an account in Entourage, the Account Setup Assistant walks you through the process. The personal information you provide to the Account Setup Assistant will be used to configure your identity. For information on identities, see My Identity in this chapter.

1. Log on to your computer, and then open Entourage.

1. Click Yes to make Entourage your default e-mail program.

2. In the Welcome page of the Account Setup Assistant, enter your first and last name, and then click the right arrow.

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3. Enter your address and phone number, and then click the right arrow.

4. Enter your work contact information, and then click the right arrow.

5. Click I want to start using Entourage without importing anything, and then click the right arrow.

6. Type your name as you would like it to appear in the From box of e-mail messages you send, and then click the right arrow.

7. Type the e-mail address your system administrator or ISP gave you, and then click the right arrow.

8. Select the type of server you use to receive incoming mail, and then enter the name of your incoming and outgoing mail servers. Click the right arrow to continue.

9. Enter your account ID and password.

10. Enter a name for your account. Use a specific descriptive name, so you can differentiate this account from other mail accounts you may set up. Click Finish.

You can now send and receive mail from your mail account. If at any time you want to view or edit your account settings and options, select Account from the Tools menu, and then double-click your account.

To set up a Hotmail account

You can use the Account Setup Assistant to set up a free Hotmail account, and then send and receive that e-mail in Entourage 2001. If you already have a Hotmail account, use the Account Setup Assistant to establish access to it from Entourage 2001.

1. Open Entourage 2001.

2. On the Tools menu, click Accounts.

3. Make sure the Mail tab is selected, and then click New.

4. Enter your name as you would like it to appear in the From box of e-mail messages you send from your Hotmail account, and then click the right arrow.

5. Click I’d like to sign-up for an account from Hotmail, and then click the right arrow. If you already have a Hotmail account, enter your Hotmail

e-mail address, and then go to step 7.

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6. Click Hotmail sign-up to launch your Web browser.

7. Register for Hotmail at and then return to the Account Setup Assistant.

8. Enter the account name and password of your Hotmail account, and then click the right arrow.

9. Enter a name for your Hotmail account. Click Include this account in my Send and Receive All Schedule if you want to send and receive e-mail messages from your Hotmail account in Entourage 2001. Click Finish.

When you setup a Hotmail account in Entourage 2001, a Hotmail folder appears in your Folder List. To view your Hotmail Inbox, double-click the Hotmail folder icon and then click Inbox.

Setting up news and Directory Service accounts

In addition to a mail account, you can set up Directory Service and news accounts in Entourage 2001. Directory Services provide you with search tools to look up names and addresses on the Internet or in your university or district’s global address book. Newsgroups enable you to read and post messages to a news server. Newsgroups are organised around a specific subject of interest to subscribers, such as teaching non-native students or developing interdisciplinary courses. You can subscribe to newsgroups and set up a schedule and rules for sending and receiving mail from a newsgroup when you set up a news account in Entourage 2001.

The process of setting up Directory Service and news accounts is similar to setting up a mail account. Simply access the Account Setup Assistant from the Tools menu, click the appropriate tab for the type of account you want to establish, and then fill in the necessary information. For more information on how to use and manage newsgroups, see Participating in Newsgroups in Entourage 2001 Help. For more information on Directory Services, see Using Directory Services, also in Entourage 2001 Help.

Discovering Entourage 2001

Now that you have set up your account, you can begin to explore Entourage 2001. You’ll find that Entourage is easy to learn, and helps you consolidate all the information, events, and communications that educators juggle everyday. Entourage provides intuitive toolbars and folders for you to use to navigate in your calendar, e-mail messages, and tasks, so you can get what you need quickly and easily.

Touring Entourage 2001

Entourage 2001 provides folders from which you can send and receive e-mail, schedule meetings and appointments, create tasks and contacts, and keep notes. You will also find a folder that stores customs views. Each folder has a Standard toolbar that provides you with easy access to the tools for that folder.

You can switch easily between folders by clicking on them from the Folder List in the left pane of the Entourage window. However, you don’t need to be in a folder to create an item to store in that folder. You can create any new Entourage item from any folder by clicking the down arrow next to New on the Standard toolbar, and then selecting the type of item you want to create.

The following illustration displays the Inbox, which is the folder you see when you open Entourage 2001.

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Importing information into Entourage 2001

After you set up an Entourage account, you can import contact information, Calendar events, or other items from an existing e-mail account to your new Entourage account. You can import information from a text file or from programs such as Microsoft Outlook® Express, Netscape Communicator or your Palm OS handheld organiser. For a complete list of the programs from which you can import information directly, refer to the Office Assistant about importing information from other programs.

To import information into Entourage 2001

1. From the File menu, click Import.

2. In the Import window, identify the program or type of text file you want to import information from, and then click the right arrow.

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3. Browse to the file or folder containing the data you want to import, and click Import.

4. When your import is complete, click Finish.

My Identity

An identity stores your account settings in Entourage 2001, including your Address Book, Calendar information, and any personal information you provide, such as your school and home addresses. When you access your identity, any Office 2001 application you use automatically retrieves your information and customises settings according to your preferences. For example, Word 2001 for Mac inserts your class information automatically in assignment templates, and Entourage 2001 inserts your signature in every outgoing e-mail message.

You create, rename, and switch identities from Entourage 2001. When you set up your mail account in Entourage 2001, the personal and work information you provide to the Account Setup Assistant is used to create Main Identity, which is your default Identity. In rare instances, you may want to create more than one identity, for example, when you share a computer with a colleague or with students in a computer lab, and you do not have separate accounts on the computer.

To create an identity

1. On the File menu, click Switch Identity. When the confirmation window appears, click Switch.

11. Select the Show this list at startup check box. This allows you to select which identity you want to use when you log on to your computer. If you do not select this check box, the last Identity you used will be accessed when you log on to your computer.

12. Click New.

13. In the Identity name box, type a name for your identity.

14. In the Base initial settings pop-up menu, click Main Identity if you want your Address Book, Contact list, and other Entourage items available from your new Identity

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click Entourage Defaults, and then click OK.

15. Enter the information requested by the Entourage Setup Assistant to configure your identity, just as you did when setting up your mail account.

To switch identities

1. On the File menu, click Switch Identity.

16. When the confirmation window appears, click Switch.

17. Double-click the identity you want to switch to.

Managing Information in Entourage 2001

Within two weeks of school starting, you may find yourself with an Inbox full of messages and a calendar full of meetings. Prioritising tasks and finding the information you need may be a challenge. Fortunately, Entourage provides a variety of tools to help you organise items and find information efficiently.

Creating and using categories

In Entourage 2001, you can use Categories to sort, filter, and group your e-mail messages, Calendar events, and Contacts. For example, you can quickly sort personal errands from teaching obligations on your Task list by assigning them to the Personal and Work categories, respectively. Categories are color-coded, so you can identify related items at a glance by their color.

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Entourage provides you with eight predefined categories, including Family, Friends, Work, and Personal. You can also create categories to meet your particular needs. For example, you can create a custom category for a public forum your students are organising on preventing water pollution, and group all messages, notes, and calendar events related to producing the forum.

You can use categories to complete the following tasks:

• Distinguish items in a list. For example, you may want to use categories to prioritise items as urgent or as ongoing.

• Display all items in a category. For example, you may want to view only the items on your calendar that are related to meetings with water quality experts.

To create new categories

1. From the Edit menu, point to Categories, and then click Edit Categories.

18. Click New, type a name for the category, and then press RETURN.

To assign items to a category

1. Open the item you want to assign to a category.

2. From the Edit menu, point to Categories, and then click Assign Categories.

3. In the Assign Categories dialog box, select the check box for the category you want to assign the item to, and then click OK.

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When you assign a contact in your Address Book to a category, any messages you exchange with that contact is automatically assigned to the specified category.

To view all items in a category

1. From the Edit menu, select Categories, and then click Edit Categories.

2. Select the category that contains items you want to view, and then click Find Items in Category.

Creating and using custom views

Custom views enable you to select and display items sorted by category or by more specific criteria that you define. Entourage provides you with 12 predefined custom views. You can also create custom views suited to your personal and professional needs. For example, you can create a custom view that displays only e-mail messages from your Biology students. You can further tailor that view by sorting the messages in relation to assignments.

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To create a custom view

Creating a custom view is similar to creating a search on the Web or in a database. First, you need to determine what items you want to include in the custom view, and then you can create the view.

1. In the Folder List, click Custom Views, and then click New.

19. In the Name text box, type a name for the custom view.

20. Select the check boxes for the types of items you want to include in your custom view. To include all items, click All items.

21. If you selected Only Messages in step 3, select the location of the messages you want to include in the custom view under Location.

22. Under Criteria, choose an item in each pop-up menu, moving from left to right.

23. To add any additional criteria, click Add Criterion, and then repeat step 4 as needed.

24. In the Match pop-up menu, select the criterion that you want, and then click Find.

To open a custom view, click the view in the Custom Views folder.

Defining links

You can link items in Entourage to each other or to any file on your computer. Links enable you to view related items quickly. For example, you can create electronic portfolios for each of your students by linking contact information for a student to files you have on that student’s work and grades. You can also link that information to a scheduled student conference on your calendar. Then, before the conference, review all the linked material related to the student by clicking on the links from the calendar. The Link icon in the left column of the Inbox takes you to linked items.

To create a link

1. Click the item that you want to link to another item, and then click the Link icon on the Standard toolbar.

25. Select Link to Existing and then select the type of item or file you want to link to.

26. Locate the item you want to link to, and then drag it to the Link to panel in the Link Maker.

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27. Click Create Links.

To view and open links for an item

1. Click the Link icon next to the item whose links you want to open.

2. Click Open Links. If the items are hidden, click the triangle next to the item type to display a list of links of that type.

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3. Double-click the item to open it.

To help you keep track of your communications, Entourage automatically links a person’s contact information to any message you send that person, unless you turn off automatic linking.

To turn off automatic linking to contacts

1. On the Edit menu, point to Preferences, and then click General.

2. From the General Preferences dialog box, click the Address Book tab, and then select or clear the Automatically link contacts with the messages I send to them check box.

Finding items in Entourage 2001

Entourage 2001 helps you find the information you need when you need it. For example, if you and your students are working on an analysis of how a local industry uses water, you may be corresponding with city officials, coordinating information exchanges, and scheduling interviews with company personnel. Though you can use different views and categories to sort information, you may need additional strategies to find a specific e-mail message, contact information, or Calendar item. In Entourage, you can search for items containing specific text, or you can search by using more complex criteria.

To search for items containing specific text

You can search for text in a specific item, in the current folder, in all items of a particular type, or you can search in all items.

1. Click the Find button on the Standard toolbar.

28. In the Find text box, type the keywords that will help you locate the item you are looking for. For example, if you want to find an essay from a particular student, type that student’s name.

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29. Select the parameters of your search.

• To search only in the current item, select Current Item.

• To search in all items in Entourage, click All items from the pop-up menu.

• To search in a specific item, select it from the pop-up menu.

30. Click Find.

To search for items by using complex criteria

To search using complex criteria, use Advanced Find. For example, you can search in your e-mail messages for all messages containing the text “water contaminants.”

1. On the Edit menu, click Advanced Find.

31. To limit the search to one or more item types, select the check boxes for those items. To search in all items, click All items.

32. If you are searching for messages only, under Location select the folders you want to search in.

33. Under Criteria, select an item from each pop-up menu, moving from left to right.

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34. To add any additional criteria, click Add Criterion, and then repeat step 4.

35. On the Match pop-up menu, select the search you want, and then click Find.

Communicating in E-Mail

E-mail is becoming as essential for communication as the telephone. In fact, e-mail can facilitate your efforts to build a learning community, as it enables communication between you, your students and colleagues, their families, and community members. You can send e-mail to students and parents to remind them of conference times; you can send class assignments or other files to students as attachments, or you can send a link to a Web page you want your students to review. Students can send questions to you or collaborate with one another on group projects. Entourage provides all the essential e-mail services you’re accustomed to, along with some new features to make e-mail communication even simpler.

Creating and sending e-mail

You can create and send a new message from any folder in Entourage 2001. You don’t even need to look up the address of the person you are writing to; with new Address AutoComplete, Entourage finds the address for you. When you start to type an e-mail address in the To text box, a drop-down list displays the e-mail addresses of the last 150 people to whom you’ve sent e-mail messages, and all the contacts in your Address Book that match the string of letters you have typed. As you continue to type, the list refines itself. Address AutoComplete recognises first and last names, or nicknames. You can select an e-mail address from the list at any time.

To create and send an e-mail message

1. From the Inbox, click New, or click Mail Message from the New menu in any of the other windows. To send the message from an account other than your default account, select the account from the menu in the From text box.

36. Type the e-mail address of the person to whom you are sending the message, or select the appropriate address in the drop-down list.

37. Repeat step 2 to add more e-mail addresses.

38. To send copies to other recipients, click CC to include the names for all recipients to view, or BCC to hide the names from other recipients, and type the names of the recipients or select their names from the drop-down menu.

39. To add a subject line to the message, type a brief description in the Subject text box. Press RETURN.

40. Type your message in the message text box.

41. Click Send Now to send the message now, or click Close to save and send the message later.

Editing your e-mail

As an educator, you understand the importance of clear, error-free e-mail messages. Entourage offers several features to simplify your editing process and save you time. You can correct common typing errors in e-mail and other items automatically as you type by using AutoCorrect. You can also check the spelling and definitions of words while composing messages, notes, and other items.

AutoCorrect automatically corrects common capitalisation problems by capitalising the first letter of sentences, for example, or changing two capital letters at the beginning of a word to initial caps. AutoCorrect also uses a list of built-in corrections to detect and correct common typos and misspelled words. You can set the specific AutoCorrect options you want, as well as personalising the AutoCorrect list of errors you want corrected.

To turn AutoCorrect options on

1. On the Tools menu, click AutoCorrect.

42. Click the AutoCorrect tab, and then select the options you want:

• To set capitalisation options, select the first three check boxes.

• To turn the AutoCorrect entries on, select the Replace text as you type check box.

43. Click the AutoFormat as you type tab to set options for bulleted and numbered lists and formatting.

1. Click OK to save your changes and close.

Entourage 2001 provides two dictionaries: one to check spelling and one to check word definitions. Both of these dictionaries are available from a contextual menu that you can access quickly by pressing CONTROL while highlighting the word you want to look up.

To check spelling automatically as you type, you need to turn on the automatic spelling checker. When you choose this option, Entourage adds a red, wavy underline as you type to flag possible spelling errors.

To turn on automatic spelling checker

1. On the Edit menu, point to Preferences, and then click General.

1. In the General Preferences dialog box, click the Spelling tab, and then select the Check spelling as you type check box.

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2. Select the check boxes for any other spelling options you want, and then click OK to save your changes and close.

To check spelling as you type

1. Turn on automatic spelling checker.

44. When a red, wavy line appears under a word you type, press and hold down the CONTROL key, and then click the word.

45. On the contextual menu that appears, complete one of the following tasks:

• Click the suggested spelling to edit the word.

• Click Ignore All to ignore this and all other occurrences of the word.

• Click Add to add the word to your custom dictionary.

When you make your selection, the dictionary will close automatically.

To look up a word in the dictionary

1. On the Tools menu, click Dictionary.

46. In the text box, type or paste the word you want defined.

47. Click the arrows in the right pane to move up or down in the definition. Click the arrows in the left pane to view and select different words in the dictionary.

48. Click the close box to close the dictionary.

To look up a word from your message window, press CONTROL and click the word that you want to look up, and then click Define from the drop-down menu.

Using signatures

Signatures enable you to automatically insert text at the bottom of your e-mail messages—typically your name and professional contact information. In Entourage, you can create multiple signatures, so you can use different signatures for different contexts. For example, you may want to create a signature containing your name and course information for student correspondences, and another signature containing your name and professional title for correspondences with colleagues.

To create a signature

1. On the Tools menu, select Signatures, and then click New.

2. In the Name box, type a descriptive name for the signature.

3. Type the text you want to include in the signature in the space provided.

4. Close the Signature dialog box.

To insert a signature into a message, simply click the Signature icon on the Standard toolbar, and then choose the signature you want to use.

You can define a default signature for all the mail you send from a particular account, which is useful when you have multiple accounts. For example, you could use a casual signature for your Hotmail account and a professional signature for your school account.

To specify a default signature

1. On the Tools menu, click Accounts.

2. Click the account for which you want to specify a default signature, and then click Edit.

3. Click the Option tab.

4. Under Message options, on the Default Signature pop-up menu, select the specific signature you want to use for the account.

Sending attachments

One of the most useful features of e-mail is the ability to send attachments. You and your colleagues or students can exchange files created in any Office 2001 program by attaching them to e-mail messages. Students with computers at home could have the option of turning in assignments as e-mail attachments, for example. All Office 2001 programs integrate e-mail into their core functionality, so you can send documents, spreadsheets, and presentations as attachments in Entourage or directly from an Office 2001 program.

When you send attachments, remember that many people outside your institution could be using a Windows-based computer. It is important to ensure that Windows users can access these files without difficulty. Though Office 2001 for Mac uses the same file format as Microsoft Office 97 and Office 2000 for Windows, exchanging files is often challenging because of differences in how the Windows and Macintosh® operating systems distinguish files. Files destined for a Windows-based computer must include a three-letter extension in their name, which identifies the application to be used for opening and viewing the file. For example, files that should be opened in Word appear with a “.doc” extension at the end of the file name. Smart Attachments in Entourage enable you to append the appropriate file extension to your attachment when you send it. You can also ensure that your attachment is readable from a PC or UNIX machine by encoding it.

To attach a file to a message from Entourage

1. Create a new e-mail message.

2. Click the arrow next to Attachments, and then type the name of the file you want to attach to the message, or click the Attachment icon on the toolbar to browse to it on your computer.

3. In the Attachments pane, click the box below the list of attachments that contains the text Encode for any computer.

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4. Under Encode for, click the option you want. If you are uncertain which option to use, click Any computer (AppleDouble).

5. Under Compatibility & Efficiency, if you are sending an attachment to a Windows operating system, click Append Windows extensions to file names.

6. Under Compression, click Macintosh (Stuffit) if you are sending a large file and you would like to compress it.

To specify a default format for attachments

To save yourself time, specify a default format for sending attachments.

1. On the Edit menu, point to Preferences, and then click Mail & News.

49. Click the Compose tab.

50. Under Attachments, select Click here for Attachment options.

51. Select the default options you prefer, and then click OK.

To send an attachment from another Office 2001 program

1. Open the Office 2001 program of your choice.

2. Open an existing document or create a new one and save the document.

3. On the File menu, point to Send to, and then click Mail Recipient (as Attachment). The document becomes an attachment to a new e-mail message.

4. Type the address and subject for the e-mail message and any message you want to include with the attachment, and then click Send Now.

Receiving and replying to messages

You can use Entourage to receive messages from any or all of your e-mail accounts. The number next to the Inbox folder in the Folder List tells you how many messages are waiting for you.

To receive and read messages

1. On the Tools menu, point to Send & Receive. If you want to receive the messages for all your accounts, click Send & Receive All.

2. If you did not save your password when you set up your account, you will be prompted to enter your password. New and unread messages will appear in bold in your Inbox.

3. To read a message from the Preview pane, click it.

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Double-click the message to open it in its own window.

4. To open an attachment, double-click its icon. The attachment opens in the appropriate program.

To schedule message retrieval

You can automate tasks such as message retrieval by using schedules. When you set up a schedule, you tell Entourage what to do and when to do it. Entourage performs the task at the time intervals you specify. For example, you might set a schedule to retrieve your e-mail ten minutes before each class break.

1. On the Tools menu, point to Schedules, and then click New.

52. In the Name text box, type a name for the schedule.

53. Under When, click the pop-up menu to view the six schedule options:

• Manually

• At startup

• On quit

• Timed schedule

• Repeating schedule

• Recurring

Choose the schedule option you want. If you select Timed Schedule, Repeating Schedule, or Recurring, you will be prompted to select time interval options.

54. To add additional occurrences to the schedule, click Add Occurrence, and then repeat step 3.

55. Under Action, select the action you want to schedule from the leftmost pop-up menu, and then select the corresponding criteria for that action, moving from left to right.

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56. To perform additional tasks on the same schedule, click Add Action and then repeat step 5.

57. Click the Dial-Up Option you want, making sure the Enabled check box is selected, and then click OK.

Managing e-mail

You may feel some anxiety at the prospect of always being available to students, parents, and other faculty through e-mail. Fortunately, you can pre-sort your e-mail in Entourage, much as you would sort your postal mail. With careful planning and features like the Junk Mail Filter, Rules, and the Mailing List Manager, e-mail can increase your efficiency, rather than burden you with extra work.

One way to make sure that e-mail enhances your interaction with your students is to set some ground rules. The following guidelines have helped some instructors to improve communication in the classroom. Consider posting your policies on a class Web page, including them in your syllabus, or handing them out in class.

• Let students know how often you check your e-mail and whether you check it at home or only in the office. Let them know if you respond to e-mail on the weekends and in the evenings or only during school hours.

• Let students know how long it will be before they can expect a reply from you. State whether you get to most messages within 24 hours, before the next class period, or within a certain time interval.

• Determine ahead of time when assignments submitted through e-mail are due. Be clear about whether these assignments are due at a preset time before class, or if they can be submitted at any time on the date the assignment is due.

• Ask students to use specific subject headings so that you can sort your messages easily. For example, you can ask them to specify the name of the assignment in the subject line when they are submitting their homework.

• Circulate a handout or have a classroom discussion about e-mail etiquette. Define rules for what is and is not appropriate in e-mail messages to instructors, peers, and for Listserv postings. Decide ahead of time how you will handle defamatory or offensive messages, and communicate the consequences to your students.

Filtering junk mail

One problem you may experience with your e-mail account is the proliferation of commercial e-mail or junk mail. Junk e-mail can be annoying, time-consuming, and sometimes offensive. You can control this problem by enabling the Junk Mail Filter. The Junk Mail Filter uses known criteria like forged e-mail addresses to identify junk e-mail and assign it to the Junk Mail category. That way you can recognise it in your Inbox at a glance and decide whether to delete it.

It is possible that the Junk Mail filter misclassifies some mail as junk, so you should review all mail before you delete it. One way to prevent mail from being mistakenly classified as junk is to add all your correspondents to your Address Book. The Junk Mail Filter never classifies mail from a contact as junk.

To enable or disable the Junk Mail Filter

1. On the Tools menu, click Junk Mail Filter.

58. Select or clear the Enable Junk Mail Filter check box.

To change the settings for the Junk Mail Filter

You can set additional criteria for how the Junk Mail Filter handles junk e-mail.

1. On the Tools menu, click Junk Mail Filter. Make sure the Enable Junk Mail Filter check box is selected.

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2. Under Sensitivity, complete one of the following steps:

• Click and drag the sensitivity slider toward High to apply the Junk Mail Filter to more e-mail messages.

• Click and drag the sensitivity slider toward Low to apply the Junk Mail Filter to fewer messages.

59. To exempt messages from a specific domain from the Junk Mail Filter, type those domains in the Do not apply to messages from this domain box. An example of a domain is . It is a good idea to type your school’s domain so no message from users at your school is categorised as junk.

60. Under Perform additional actions on junk mail, select any other options you want.

Using rules

A rule is a set of conditions and actions that you create to process and organise your e-mail. For example, you can create a rule so that all the mail with “History of Water Rights” in the subject line goes to your History 101 folder, or define a rule that forwards all messages from a water preservation organisation to your students. Conditions identify the messages for processing and actions determine what kind of processing to perform. You can create rules for your incoming or outgoing mail or for a news account.

To create a mailing list rule

1. On the Tools menu, click Rules, and then click the Mail tab for the type of account you have.

2. Click New, and type a name for the rule in the Rule Name box.

3. Under If, select an option from each pop-up menu, moving from left to right. If a text box appears after you have selected an option, type the text that further describes the criterion.

4. To add additional criteria, click Add Criteria, and then repeat step 3.

5. Under Then, select an option from each pop-up menu, moving from left to right. If a text box appears after you have selected an option, type the text that further describes the action.

6. To add an additional action, click Add Action, and then repeat step 5.

7. Make sure the Enabled check box is selected, and then click OK.

Managing mailing lists

Mailing lists can be an effective way to keep up on topics of interest to you professionally and personally. You can find Internet mailing lists on a variety of topics, such as educational assessment, curriculum development, and strategies for effective teaching. If you subscribe to a number of mailing lists, however, you may want to organise and distinguish these messages from other messages you receive. If you are using a POP mail account, you can use the Mailing List Manager to help you do this. For example, you can create a rule that automatically files messages from a particular mailing list in a specified folder. You can also specify whether you want your replies to messages sent to everyone on the mailing list or only the sender of the original message.

To create a mailing list rule

1. In the Message list, click a message from the mailing list you want to create a rule for.

2. On the Tools menu, click Mailing List Manager.

3. Click New, and then select the options you want for the rule. For information about each option, click Show Balloons from the Help menu, and then point to an option for information on it.

You can enable or disable rules that you create by selecting or clearing the check box next to the mailing list rule in Mailing List Manager.

Organising Your Contact Information

Entourage is more than just an e-mail program; you can use it to maintain an electronic address book of your students, colleagues, and personal acquaintances. The Address Book stores detailed information on the people or groups you correspond with, including e-mail and Web addresses, telephone numbers, street addresses, birthdays, and interests. Each entry in your Address Book is called a contact. To open the Address Book, click on the Address Book folder in the Folder List.

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The Address Book includes the following features to help you keep track of your contacts:

• Summary view. You can see contact information at a glance. You can also access the last e-mail you sent to or received from a contact in the summary.

• vCard. Send contact information by using a vCard. In a vCard you can include Web addresses, graphics, even a map to your school. You could set up a professional vCard to send to parents at the beginning of the school year, for example, and a personal vCard for friends and colleagues.

• Action buttons. Get driving directions or locate a map from the travel service by using Action buttons that appear next to specific text boxes of your individual contacts.

• Custom fields. Keep track of special dates and information for each of your contacts by using the custom fields in the contact form.

Creating and importing contacts

Creating contacts in your Address Book is easy; you can enter as much or as little information as you want to. For example, you may want to include only the names and e-mail addresses for administrators at your school, while you include detailed information for each of your students, including their street addresses, birthdays, nicknames, and seat assignments. You can create custom fields to include information on their grades or class projects.

To create a new contact

1. Click Address Book in the Folder List, and then click New, or click Contact from the New menu.

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2. Enter the person’s first and last name and contact information, including e-mail address and phone number.

3. Click More to enter other information on the person.

4. Click Categories and then select a category for the contact, if you want.

5. Click Save & Close to save the new contact. Click Save & New if you want to add more people to your Address Book.

Building group contacts

Undoubtedly, you occasionally send a message to a group of people. When you regularly send messages to the same group, it is wise to create a group contact so you only have to specify one address in e-mail messages instead of two or more. For example, you might want to create a group contact for all the students in your class or for all the members of a committee. Then, when you need to send an assignment to all your students or an agenda for the next committee meeting, you can choose the group contact from your Address Book instead of selecting each recipient’s address separately.

A message sent to a group contact goes to all recipients included in the group. You can choose to have all the addresses visible to all recipients or to hide the addresses. You can use group contacts to send messages, task requests, and meeting requests.

To create a group contact

1. In the Address Book, click New Group from the Tools menu.

2. In the Group Name text box, type a name for the new group.

3. Click Add, and then add new members to the group by typing their e-mail addresses. If you are typing the names of people with whom you have exchanged e-mail, you can type in the first few letters of their name, and then select their address from the pull-down list that appears.

4. Select Don’t show addresses when sending to group if you do not want recipients to see the names or e-mail addresses of other members of the group.

Using Your Address Book

Your Address Book isn’t just for storing contact information; you can perform a variety of actions from the contact window just by clicking a button next to the field that contains the information. For example, you can perform the following tasks directly from the Address Book:

• Address an e-mail message to a contact.

• Share contact information with another person by sending a vCard. For example, you may want to send contact information on a student to another teacher.

• Get a map or driving directions to a conference location or to a university where you will be lecturing. To do this, you must have a Web browser installed on your computer.

• Add a date to your calendar, such as a student’s birthday.

To address an e-mail message to a contact

1. In Address Book, click on the contact to whom you want to send an e-mail or meeting request.

2. Click New Message to on the Standard toolbar.

3. Type and send the message.

To send a vCard

1. In the Address Book, click on the contact whose information you want to send as a vCard.

2. On the Contact menu, click Forward as a vCard.

To get a map to a contact’s address

1. In the Address Book, open the contact by double-clicking it.

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2. Click the Home tab if you want directions to the contact’s home address, or the Work tab if you want directions to the contact’s work address.

3. Click [pic] next to the address, and then complete one of the following tasks:

• To get driving directions from your work address to the contact’s address, click Driving Directions from Work.

• To get driving directions from your home address to the contact’s address, click Driving Directions from Home.

Entourage gets your address from your own contact information. To specify which contact contains your own information, click the Contact menu, and then click This Contact is Me.

Managing Your Time

Entourage offers a convenient Calendar for keeping track of your appointments and scheduling your time. You can look at appointments and tasks for a given day or you can look at all of your appointments for a specific month. You can post your Calendar to a Web page or print it out and make handouts so that students and administrators know when you are available.

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Using your Calendar

You can view your Calendar in a variety of formats: by the day, calendar week, school week, or month. Select View in the Calendar toolbar, and then choose Day, Week, Work Week, Month, or List from the pop-up menu. You can change the dates that you see by clicking on dates in the mini-calendar. You can also create a custom view of your Calendar that is suitable to your schedule. For example, you may want to see only the hours that school is in session.

To set Calendar preferences

1. In the Folder List, click Calendar. On the Edit menu, click Preferences, and then click General.

2. From the General Preferences dialog box, click the Calendar tab. Select the appropriate options, such as the day you want your Calendar to start on or the days of the week and hours that you work.

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3. To have Entourage display holidays from a different country or religion in your Calendar, click Add holidays, and then select the options you want.

4. When you have finished setting your Calendar preferences, click OK.

Scheduling events

Entourage does not differentiate between appointments and meetings. Whenever you add any kind of activity to your Calendar, you create an event. You have many options for how you schedule events: you can schedule events to last hours or days, or you can schedule events to recur at specified intervals. You can invite people to events and set reminders about the event for yourself and for the people you invited. For example, you could send an invitation to your students to come hear a poetry reading on campus, or to attend a lecture by a visiting anthropologist, and set an automated reminder on the day of the event.

To schedule an event

1. In the Folder List, click Calendar, and then click New.

2. In the Subject text box, type a description of the appointment or meeting.

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3. Type a place for the meeting in the Location text box, if appropriate.

4. Under Date/Time, enter the appropriate information.

5. For recurring events, click Recurring, select the appropriate options, and then click OK.

6. If you want a reminder before the event, make sure the Reminder check box is selected, and enter the time at which you want to be reminded. By default you will be reminded 15 minutes before the event.

To send an invitation to an event

When you create an event, you can create invitations to the event. Entourage automatically sends e-mail to the person or group that you invite and requests that the person accept or decline the invitation.

1. Create an event in your Calendar.

2. In the Event dialog box, click Invite.

3. In the To text box, type the e-mail address of the person or the name of the group you would like to invite to the meeting. If you are sending the invitation to someone in your Address Book, Entourage provides a pull-down list of addresses that match the first few letters you type.

4. Click Send Now.

To add an event from a contact to your Calendar

You can link information from the Address Book with your Calendar, so that you don’t forget important dates and events. For example, you can set reminders for yourself to send an e-card to each of your students on their birthdays.

1. Open the contact you want to add to your Calendar.

2. Click Personal to add a birthday or anniversary to the calendar, or Other to add a custom date to the calendar.

61. Click the Action button next to the date you want to add, and then select Add to Calendar.

3. Enter any additional information to the event, click Save, and then close the Contact dialog box.

Tracking Tasks

As an educator, you inevitably have ongoing tasks. You may have a set of papers you need to grade and return before an exam or you may need to complete a presentation for an upcoming conference.

The Task list can help you keep track of all your tasks and their due dates. You can view them in your Tasks folder or in your Calendar.

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Adding tasks

A task is a personal or work-related errand you want to track through its completion. A task can occur once or several times. A recurring task occurs on certain calendar dates or after a specified amount of time. For example, you might want to send progress reports to your students on the last Friday of every month. You can view tasks in one of two ways:

• Open the Tasks folder. You can rearrange the tasks by choosing a view option in the View menu.

• Open the Calendar folder. A list of the tasks due that day appears in the upper left portion of the window.

To create a task

1. In the Folder List, click Tasks.

2. Click New, and then type a description of the task in the Task text box.

3. Click Priority, and then select a priority for the task.

4. If you want to set a due date, select the Due date check box, and then set the date when the task should be complete.

5. If the task recurs, click Recurrence and then select the appropriate options.

6. To receive a reminder about the task before it is due, select the Reminder check box, and then set the reminder time.

7. If you want to make any notes about the task, type them in the Notes text box.

8. Click Save and then close the Task dialog box.

To mark a task as complete, select the check box next to the task.

Flagging items for follow-up

Managing your e-mail along with your other teaching responsibilities can be daunting. Often you may want to respond to a message, but not have the time to do so immediately. Fortunately, you can create a visual reminder to return the message later by clicking the Flag icon on the Standard toolbar. When you do so, a flag appears next to the message to remind you to follow-up. If a visual reminder is not sufficient, you can also set an automated reminder to follow up. Entourage adds the item to your task list and sends you an automated reminder of the task at the time you specified. For example, you can flag a student’s inquiry about homework and receive a reminder to respond before your next class meeting.

You can also flag documents in other Office programs for follow-up. For example, you may be working with some students on a water conservation presentation, but you won’t collect the final data for the presentation until next Wednesday. You can flag the presentation from PowerPoint 2001 to set a reminder next Thursday about including the data. At the specified time, you will receive a reminder on your computer screen to finish the presentation.

To flag e-mail for follow-up

1. Click the message you want to flag for follow-up.

2. Point to Flag, hold down the mouse button, and then click Flag for Follow-up.

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3. Select the Due date check box, and then enter the date by which you want to follow up.

4. Select the Reminder check box, and then enter the date and time you want to be reminded to follow up.

To flag an Office 2001 document for follow-up, click Flag on the Standard toolbar, and then set the due date and reminder time as you would for an e-mail message. You can open the document directly when you receive the reminder about it by clicking Open Item.

Coordinating Information Across Applications

Synching up with a Palm OS handheld organiser

For those times when you are away from home or in a classroom without a computer, you can still access your Entourage Calendar, Address Book, Tasks, and e-mail by using your handheld device. You can also enter information in your handheld organiser to import into your e-mail system when you are once again at your computer. When you synchronise, Entourage 2001 copies contacts, tasks, notes, and calendar events to and from your organiser.

You can synchronise data with any handheld device that uses the Palm 2.0 operating system or higher. To synchronise data between Entourage and a handheld device, you need to complete the following steps:

• Install Palm Desktop software, version 2.6.1 or higher on your computer.

• Install the Entourage conduit on your computer. The conduit is part of the Handheld Synchronisation component available from the Value Pack.

For more information on how to synchronise data, see Synchronising with a Handheld Organiser in Entourage 2001 Help.

Putting It Together

Use Entourage 2001 as a productivity tool to help you manage your teaching and administrative responsibilities:

• Create a list of tasks for a class or committee work. Assign priorities to each task using categories, and then schedule the work on your calendar. Use links to organise the documents you need to complete each task.

• Schedule your conferences with students by sending e-mail invitations. When they respond, you can add the event to your calendar easily. Use Links to create an electronic portfolio for each student to review at the conference.

• Create a class calendar and post it to your Web site so your students and their parents can know what you’re doing in class.

Use Entourage to communicate with your students and to help then communicate with the global community:

• Exchange vCards that include pictures with the students in your distance learning courses. Then you can easily create a contact in your Address book for each student.

• Teach students to search on a Directory Server for experts they can interview for research projects.

• Move to the paperless classroom by using Entourage. Ask students to submit essays and homework as attachments in e-mail.

• Enable students to work effectively as a group by exchanging information and coordinating tasks for group projects in Entourage 2001.

• Use e-mail to collaborate on a project with students in another state or another country.

New Entourage X for Mac OS X Features

With Entourage X for Mac OS X, there are even more improvements to the newest addition to the Office suite of products. You can take advantage of the new Aqua interface and other features to communicate, share information, and organise work your for the classroom.

• Mac OS X Look and Feel. Microsoft Entourage takes advantage of the fresh, new design of Mac OS X— starting with the Aqua interface, an innovation that makes it easier use. The new navigation buttons (on the upper left of the window) and the Go To menu (on the View menu) helps students and teachers quickly move from one feature to the next. In addition, several new OS X keyboard shortcuts enable students and teachers to perform specific tasks more quickly. For example, you can press the Command+M to minimise the active window to the Dock quickly. For a complete list of new shortcuts, see New keyboard shortcuts in Entourage Help. Students and teachers will save time with the simplified interface.

• Insert Rich Content. You can personalise your e-mail messages by adding rich content (pictures, background pictures, sounds, and movies) to them. Entourage now supports rich content in messages, signatures, and notes. This allows students and teachers to share information quickly and easily, regardless of location. Students working on a group assignment, such as a research paper or joint presentation, can collaborate on ideas about which pictures to include, or even prepare a multimedia presentation using movie clips and audio with Microsoft PowerPoint.

• Improved Cut/Copy/Paste. Copy or cut formatted text from a Microsoft Office document and paste it in an Entourage item. Pasted text from a Microsoft Office document retains the formatting options you selected in the original document, including fonts, font colours and sizes, bulleted lists, numbering, and alignment. If your Office document contains charts, tables, or other graphical elements, students and teachers can paste them into an Entourage item as a picture. This makes it easier for students and teachers to share information that relates to the curriculum they are studying.

• Custom Views. Entourage X makes it easy for Students and Teachers to see the specific information they want to see. With one click, Custom views will show you all items pertaining to a particular assignment, all items in a certain category, or all e-mail sent within the last week. They’re an easy way to organise your Email, Tasks, Events, and more. Custom Views are fully customisable, and are a powerful way to organise and manage your information in Entourage.

• Recently Used Address List. For students and teachers, addressing e-mail messages has never been more convenient. When you create a message and begin to type the address, a recently used address list opens so you can instantly choose from people with whom you have recently exchanged messages, in addition to contacts and groups in your Address Book. If the list gets too long, one click of a button removes all of the addresses except those in your Address Book. If you prefer to exclude recently used addresses from the list altogether, you can turn this feature off.

• International Address Formats. The Address Book can store addresses in the correct format for many different countries. When your class is corresponding with exchange students or working on a project with a sister classroom in another country, students or teachers can easily keep the proper contact information for international addresses. You can use a single address format for most contacts and then apply a specific format to individual contacts as you create them.

• Redesigned Calendar. New design means improved versatility:

• Switch between Day, Week, Work Week, and Month views with a click of a button to track upcoming assignments and appointments with ease.

• Track your to-do list at a glance with a new Tasks pane that keeps your current tasks visible as you check for events in any Calendar view. You can make sure that homework is completed or corrected, or verify that important curriculum is prepared for your class by a certain date.

• Customise your workspace in Entourage by using the new ‘Hide Views’ feature, allowing you to better focus on the work at hand. And take advantage of the Custom Views in the calendar, allowing students to see only the information they need, such as assignment due dates and upcoming exams.

• Mac OS Keychain support. You can now store all of your passwords in one convenient location. If you save a password for an account, for example, the password for receiving messages from your mail account, Entourage conveniently adds the password to your Mac OS keychain.

• Improved IMAP Support. With improved Internet Message Access Protocol (IMAP) support in Office X, Entourage users can manage e-mail more effectively online and offline. Because it connects to Microsoft Exchange Server, and Hotmail accounts, school and district users will find it provides added value and convenience.

• Time-zone support in the Calendar. Whether they are events that you've coordinated with other schools around the country or experts that you are preparing to interact with online, Entourage X tracks important calendar events accurately, no matter where you go. If you change time zones for a field trip or conference, Entourage automatically adjusts the events in your Calendar.

• MSN Messenger 2.1 for Mac. Instant Messenger 2.1 for Mac OS X gives students and teachers with Office X and Office 2001 full Passport support, emoticons, mobile messaging and the ability to access Microsoft Hotmail®. MSN® Messenger integration with Office X enables users to take better advantage of Office Notifications.

• Office Notifications. The new Office Notifications runs in the OS X dock, displaying all of your notifications in one window, even if there isn't an Office program running. Your schedule will always be on track as Office Notifications reminds you of upcoming classes, events, Office documents you've drafted or need to correct, appointments with colleagues, and Messenger buddies currently signed in.

• Performance enhancements. If working at your school or district means managing a large volume of messages, contacts, or other items, you will notice significantly improved performance as you find, open, and organise them. In Entourage X, data storage has been enhanced in a number of ways, so you'll find quicker, more efficient operation and navigation no matter how you use Entourage.

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What you will do:

✓ Tour Entourage 2001.

✓ Set up a mail a捣畯瑮മ䌍浯潰敳‬敳摮‬湡⁤牯慧楮敳ଠⵥ慭汩洠獥慳敧⹳ഋ摁⁤潣瑮捡⁴湩潦浲瑡潩潴礠畯⁲摁牤獥⁳潂歯ମ唍敳琠敨挠污湥慤⁲潴琠慲正洠敥楴杮⁳湡⁤灡潰湩浴湥獴ମ䬍敥⁰牴捡景椠灭牯慴瑮琠獡獫മč഍潙⁵慣敳⁴灵猠灥牡瑡⁥捡潣湵獴椠湅潴牵条⁥潦⁲潹牵攠洭楡ⱬ䐠物捥潴祲匠牥楶散‬湡⁤敮獷牧畯獰മ഍ഁ复畯挠湡愠獳杩⁡慣整潧祲琠⁡潣瑮捡⁴桷湥礠畯挠敲瑡⁥桴⁥潣瑮捡⁴湩礠畯⁲摁牤獥⁳潂歯‮഍č഍桗湥礠畯猠ccount.

✓ Compose, send, and organise

e-mail messages.

✓ Add contact information to your Address Book.

✓ Use the calendar to track meetings and appointments.

✓ Keep track of important tasks.

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You can set up separate accounts in Entourage for your e-mail, Directory Service, and newsgroups.

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You can assign a category to a contact when you create the contact in your Address Book.

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When you send invitations, you can include a link to a map with driving directions to the event location.

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You can create all your links to an item at one time, by selecting and dragging all the items to the Link to panel before you click Create Links.

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It is easy to create a contact for a person who has sent you an e-mail message. Click the message, and then choose Add to Address Book on the Tools menu.

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You can create a custom view of all the items assigned to a category. Select view all items in a category, and then click Save as Custom View in the Search Results window.

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To help you manage your time, you can add travel time to an event on your Calendar.

Click to select the calendar view you want

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Remember, you don’t need to retype a contact list from another e-mail account into your Entourage Address Book. You can import that information, as described earlier in this chapter.

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Words to know:

Account: Enables you to send and receive e-mail messages and stores Calendar and contact information.

Category: Uses colour-codes to sort items by type, such as Family, Personal, or Work.

Contact: An entry in your address book for a person or group of people. A Contact can include a range of information, such as addresses, phone numbers, and birthday.

Folder: Stores a collection of related items in Entourage 2001. Your Inbox, for example, stores your e-mail messages.

Identity: Stores personal information and your setting preferences for all Office 2001 applications.

Item: A class of object in Entourage, such as messages, meetings, tasks, or contacts.

Rule: A set of conditions and actions you create to process and organise your messages.

View: A display of information according to criteria that you specify.

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Set up your mail account so you can access your Hotmail from Entourage to save time.

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Use the Resize Text button to increase text size for easy reading.

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Use the TAB key to move easily between the three panes and the Standard toolbar of Entourage 2001.

Folder List

Click here to increase the size of text in messages

Click here to wrap text to the message window

Preview pane displays the highlighted message in your Inbox

Standard Toolbar

The number in parenthesis indicates how many unread messages you have.

Click here to access items linked to the event on your calendar

Double-click the event to send an invitation to it and to set reminders

Click to create a new calendar event

Folder List

Preview the calendar events and tasks for today here

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You can import information into your Entourage account at any time. Just choose Import from the File menu. For more information on the Entourage Import feature, see Importing Information into Entourage later in this chapter.

Click these arrows to view different months

Use this tool to search for content by name.

Summarises Contacts in your Address Book.

Preview Contact information

Click here to see the last message you sent the contact

Click here to see the last message received from the contact.

Identifies any schedules running in Entourage.

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3.2

3.7

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