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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
4
Mail View
tech–[email protected] tech–[email protected]
Small
Calendar
Preview PaneMessage Pane
Folder
List
View
Buttons
Toolbar
Quick Filter
6
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.
tech–[email protected] tech–[email protected]
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
8
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.
tech–[email protected] tech–[email protected]
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.
10
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.
tech–[email protected] tech–[email protected]
12
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.
tech–[email protected] tech–[email protected]
14
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.
tech–[email protected] tech–[email protected]
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
14
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.
tech–[email protected] tech–[email protected]
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.
20 tech–[email protected] tech–[email protected]
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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
32 tech–[email protected] tech–[email protected]
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.