Microsoft ® Office Entourage 2008 Training: Getting Started

1. Western Connecticut State Universitypresents: Microsoft® Office Entourage 2008 Training:Getting Started

2. We will be looking at… • The program layout • Composing messages • Reading messages • -Replying • -Deleting messages • -Printing messages • Using the Calendar • Creating and managing Contacts • Basic Mail Management

3. Entourage vs. Outlook In the next several months, you will hear the term Outlook used by many people when discussing email at WestConn. Outlook is the name of the email software used on Windows-based computers. Entourage is the name of the email software used on Macs. For more information about Outlook, ask a UC Trainer for more details.

4. Getting Started

5. Opening Entourage To Launch Entourage, click on the Entourage icon on the dock.

6. The Entourage 2008 Window Navigation Preview Pane View Pane Mini-Calendar

7. Navigation – Mail Exchange Folders Local Folders Mini-Calendar

8. Navigation Options • Mail – the main area where you can read, • compose, receive and send email. • Address Book – contains your contact list where you • can store names, e-mail addresses, and other • information. • Calendar – the scheduler, or planner, where • you can set and manage appointments and • tasks. • Notes – the notes page where you can create • and manage notes • Tasks – the task list where you can create and • manage tasks Project Center– the project list where you can create and manage projects.

9. Preview Pane

10. Preview Pane options You can set your reading pane to look just like Lotus Notes. Click on ‘View’ > ‘Preview Pane’ > ‘Below List’.

11. The Mini-Calendar Located at the far left of the window, the Mini-Calendar is visible wherever you happen to be working in Entourage. The Mini-Calendar is there to help you keep track of upcoming tasks and appointments. Clicking on a date on the calendar brings up that day’s calendar.

12. Composing Mail

13. Create a new message It’s time to look at writing and sending an e-mail message using Entourage 2008. On the main Entourage window you will find the Mail toolbar, as seen above. To create a new message, click on the button. A new screen will appear that prompts you to enter an address for the person(s) you wish to send a message to.

14. Create a new message Once this screen appears, you can start typing the address of the person(s) you wish to send a message to.

15. Create a new message If these persons are members of the university community (faculty, staff, students), their name should appear in a drop-down list. You can use the up and down arrow keys to select the name. To add addition The name will then show up in the To: field

16. Create a new message If these persons are members of the university community (faculty, staff, students), their name should appear in a drop-down list. Additional recipients can be added by pressing Tab. If there are no additional recipients, press Enter. The same procedure can be followed by double-clicking on Cc: and Bcc:. Contacts will be grouped as ‘Contacts and Recent Addresses’ and ‘Directory’, referring to the university directory.

17. Create a new message You can click Check Names to verify the address of a university member. Names must be typed in the order of First Name Last Name. Full names must be used when searching for users in the Directory.

18. Include your signature Do you use a personal e-mail signature at the end of your Lotus Notes messages? You can create signatures for use in Entourage as well. A signature is a block of text automatically appended at the bottom of an e-mail message. It usually contains your name, title, organization, and business contact information.

19. Creating your signature To create a signature, click on the Tools tab, and choose signatures. In the Signatures box to the left, double click onthe text ‘Standard’.

20. Creating your signature Now, you can enter your signature information. If you select the text, the font editing menu toolbar will appear where you can edit your text.

21. Include your signature To use a signature, open your mail message, and click on the Signature button. A drop-down menu will appear. From the drop-down menu, choose Standard. You can also create multiple signatures, give them names, and access them at this location as well. Any signature that you choose will show up in the body text of your email.

22. Use Spell Check You can use Spell Check to double-check for spelling and grammar mistakes. To use Spelling… , go to Tools, and click on Spelling… The standard Spell Check window appears.

23. Include a picture or other media In Entourage, it’s easy to send pictures in the body of your e-mail messages instead of as separately attached files. To do this click on the button on the toolbar above the mail message. From the drop-down menu below, choose the media that you wish to include in the message,

24. Include a picture or other media A ‘Choose a File’ window will appear. Select an attachment from the list. Then, click Open.

25. Include an attachment Including an attached document or picture with your message is easier than ever. To Attach a file, click the Attach button on the message toolbar.

26. Include an attachment A ‘Choose a File’ window will appear. Select an attachment from the list. Then, click Open. The attachment will appear in the attachmentlist above the message.

27. Include an attachment The attachment will appear in the attachment list. To view the details of each attachment, the list can be expanded by clicking on the icon to the left of ‘Attachments’.

28. Sending a message Once you are ready to send a message, clickSend.

29. How others receive attachments that you send Office 2008 on documents each have a new file format (.docx, .xlsx, .pptx) When sending attachments of documents created in Office 2008 on a Mac (Office 2007 for Windows), others should not have any trouble opening attachments that you send, as long as they are using Office 2007/2008. All faculty and staff should be using the newest version of Office, so there should not be a problem within the university. However, please be aware that not everyone outside of the university may be using the Office 2007/2008 file extensions. If you are unsure, ask the recipient(s), or send the document in the 98-2004 format (.doc, .xls, .ppt). This format can be chosen from ‘File’ > ‘Save As..’ in that Office program.

30. Reading Mail

31. Reading Mail To view a message, you can click on the message in the Mail pane, and the message will show up in the Preview Pane. You can also double-click on the message to view it in a separate window.

32. Reading Mail The Inbox icon on the left is bolded when there are new messages, and indicates the number of unread messages. In Lotus Notes, new messages were indicated in red. In Outlook, new messages are bolded and in black. When you receive new messages, a pop-up will appear on the bottom right corner of your screen when Entourage is open.

33. Reading Mail in the Reading Pane Options to Reply, Reply to All, Forward, and create a new message are all on the top toolbar above the Preview Pane. You can click on the button to delete messages in the Mail pane or press the Delete key on the keyboard if the message is selected. Options to prioritize and categorize mail messages are also available. These topics will be discussed in the Advanced Mail Management for Entourage presentation.

34. Reading Mail in a separate window If you choose to double click on a message, and open it in a separate window, you will see the screen below: You will have all of the same message options as you would in the Reading Pane, such as Reply, Reply to All, Forward, and Delete. There are other options listed as well. Many of these features are covered in the Advanced class.

35. Opening Attachments Any attachments that are sent to your mailbox will appear in the message, below the address lines. To open an attachment, click on the document name, then click Open. To save the attachment, click on the document name, then click Save.

36. Respond to a message E-mail isn’t just about sending new messages… …it’s also about receiving and replying. When you reply from an open message, you’ll use the buttons found at the top of the opened mail message. Click on Reply or Reply All to reply to the message. Click on Forward to forward a message, including attachments.

37. Calendar

38. The Calendar view Click on the Calendar button at anytime to view the calendar.

39. The Calendar view The design of the calendar in Entourage 2008 makes it easy to see what’s what. The picture shows some examples: Big buttons make it easy to quickly switch between daily, weekly, and monthly calendar views. Back and Forward buttons let you quickly go to the next day, week, or month in the calendar.

40. Setting up an Appointment To create a new appointment, you can click ‘New’. A ‘New Event’ window will appear.

41. Setting up an Appointment You can enter a subject, location, start and end times, and recurrences. When you create any type of calendar entry, a reminder is set automatically. To change the reminder time for an appointment, enter the number that you would like to enter in the box to the left of minutes. To change from minutes to hours or days, select the option from the dropdown menu. Note: To save your entry, you MUST go to File > Save, or press Ctrl+S. Entries that are not saved will not save to the calendar.

42. Want to create a meeting? Invite others An appointment is just for yourself.When others are involved, create a meeting. To create a Meeting, click the Invite button on the New Event window. A new window will appear. Click on the text “Click here to add recipients”. You can then add recipients in the same manner that you would add recipients to an email message.

43. Create an Out of Office Notification Just like in Lotus Notes, you can create an Out of Office message using the Out of Office Assistant. To create an Out of Office message, click on ‘Tools’ on the top toolbar, then choose ‘Out of Office…’

44. Create an Out of Office Notification To create an Out of Office message, select ‘Send Out of Office messages’. You can also specify a time range by checking ‘Only send during this time range’. Next, you can type a customized message that will be used to auto-reply to messages sent by others. You can set up messages for both inside and outside of your organization. When complete, click OK.

45. Create a task To create a new task from any screen, Click on ‘File’, ‘New’, then ‘Task’. You can then enter the task information, and a follow-up date & time. When complete, click on ‘Save & Close’.

46. Contacts

47. Create a contact Are you keeping a message around so that you’ll have a contact’s e-mail address handy? Here’s a better idea: Create a contact entry in Contacts. To create a new contact, go to File > New > Contact.

48. Create a contact Once the contact input screen is displayed, you can manually enter the contact’s information. Once the entry is complete, click the Save & Close button.

49. Creating a Group In Lotus Notes, a group of contacts was known as a ‘Group’. In Entourage, a group of contacts is still known as a Group. To create a new Distribution List, click on ‘File’ > ‘New’ > ‘Group’ while in the Address Book.

50. Creating a Group Once the Group screen is open, enter a name that you wish to call the group. To add contacts to the Group, click on the Add button. You can then start typing the name of the person you wish to add to the group (First Name, Last Name). If you find the contact, press Enter. If the person is not in the directory, you can simply type the email address, then press enter.