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					UCLA Enterprise Messaging




                   UCLA
        Enterprise Messaging (EM)
                            Using Entourage with EM




 Macintosh/Entourage
 03/21/2008
UCLA Enterprise Messaging




        Features of the EM System
            Enterprise-level Email system
              Microsoft Exchange Platform
              Centralized mail storage
              Integrated Mail & Calendar system
            SPAM control
            Global Address Book – updated weekly
            Shared Calendars and Resources across Depts
            Mobile Solutions

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UCLA Enterprise Messaging



                This Training includes
           Microsoft Entourage 2004 how to:
            Log in
            View the Global Address List (GAL)
            Send an Email
            Create a Calendar Event
            Send a Calendar Invitation
               Track Responses
            Share a Calendar
               View a Shared Calendar
            Change your EM Password
            Set up the Out-of-Office Reply
            Get Help

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UCLA Enterprise Messaging



        Logins & Passwords
            Three separate accounts:
              Network Computer
              Email (EM)
              UCLA (formerly known as BOL account)
            Consider synchronizing your Passwords
            Change your EM login password through
            Outlook Web Access (OWA)


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UCLA Enterprise Messaging




        EM Login
    When you launch Entourage, you may be prompted for a
    Username and Password:




          NOTE: Your EM email account shares the same Username as your UCLA Logon ID
          (formerly known as BOL ID). These still represent two separate accounts.
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UCLA Enterprise Messaging




        Logging In to EM
         Domain:
              ad
         Account ID:
              EM Username (same as your
              UCLA/BOL Logon)
         Password:
              (current) Password




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UCLA Enterprise Messaging




        Entourage Default Screen




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UCLA Enterprise Messaging




        Global Address List (GAL)
           The GAL contains:
              Names, email addresses, and other information for campus
              Faculty, Staff & Resources
              The GAL is current and updated weekly




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UCLA Enterprise Messaging



        Global Address List (GAL)
           To Filter the GAL:
                In the area above the GAL, click an option on the pop-up menu.
                In the text box on the right, type the first few letters of the items
                you want to appear in the list.
                To remove the filter, in the area above the list, click Clear.




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UCLA Enterprise Messaging




        GAL Details
          For an individual’s detailed
          information, double click
          their Address Book entry.
          For additional information
          about the individual, click
          the other tabs.
          Clicking the ‘Add to
          Address Book’ button
          creates a contact in your
          personal address book




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UCLA Enterprise Messaging




        Send a New Message
UCLA Enterprise Messaging




        Entourage Preview Messages
  View Menu




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UCLA Enterprise Messaging




        Send an Email via Entourage




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UCLA Enterprise Messaging




        Address the New Message

In the Address Panel,
   click the To: field.
   Choose one of these
   methods:
         Type the name and click the
         Check Names button
         Turn on the Address Book
         button, and search the
         name
         Choose the name from the      TipTo close the address panel, click elsewhere in the
                                       message. To open it again, click the To line.
         Recently used list



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UCLA Enterprise Messaging




        Send the Message




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UCLA Enterprise Messaging




        Entourage Calendar
UCLA Enterprise Messaging




        Entourage Calendar




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UCLA Enterprise Messaging




        Create a New Calendar Event
            From Calendar > Click New




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UCLA Enterprise Messaging




        Create a New Calendar Event
             Add Appointment details: Subject, Location and Time.
             Click Save.




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UCLA Enterprise Messaging




  Make an Appointment Private
        In the Calendar Event window, click Options > Private




       Note: Marking an Appointment as Private keeps the details from displaying on a shared calendar.
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UCLA Enterprise Messaging




        View the Calendar Event
              The scheduled Appointment appears on the calendar




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UCLA Enterprise Messaging




   Create an Event Invitation
                             New > Calendar Event

     Invite one or more
     people to an event
     Track attendee
     responses
     Event is added to the
     Calendar
     automatically


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UCLA Enterprise Messaging




        Create an Event Invitation
 The Meeting Organizer
     Enters the Subject,
     Location, Start & End
     time
     Clicks Invite to add
     attendees




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UCLA Enterprise Messaging




        Calendar Event Invitation
      Add the Attendees, then click Scheduling




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UCLA Enterprise Messaging




     View Attendee Free/Busy times
                  Click Send




                        Note: Unless a person’s Calendar has been specifically shared with you,
                                       their appointment details will not display.                25
UCLA Enterprise Messaging




        View New Calendar Event Entry

      The new calendar event
      is entered
      Double-click the event to:
        View / Edit event
        details
        View Attendee status




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UCLA Enterprise Messaging




    Calendar Attendee Status
  The Meeting Organizer can
    Click View attendee status to track Attendee responses




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UCLA Enterprise Messaging




        Attendee Status
    The Meeting Organizer tracks who has and has not Responded




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UCLA Enterprise Messaging




        Calendar Sharing

                   Sharing or Granting Permissions
UCLA Enterprise Messaging




        Sharing Your Calendar
          You may need to grant permissions to your calendar
                                     You choose who is
                                     allowed to see your
                                     appointments

                                     You choose who is
                                     allowed to add entries
                                     to your calendar

                                     In the Folder window
                                     ctrl-click Calendar,
                                     select Sharing

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UCLA Enterprise Messaging


        Assign a User Permission to
        Your Calendar From the Permissions tab
                                Click Add User
                                In the Select User window,
                                enter User’s Last name, First
                                name
                                Click Find




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UCLA Enterprise Messaging


        Granting Calendar
        Permission Levels
              Assign a Permission
              Level to that User
              Click OK




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UCLA Enterprise Messaging




        Open a Shared Calendar
        Viewing a Calendar that has been shared with you:
                            Click File > Open Other User’s Folder…




                                                             Wilson, d




        Note: To view someone else’s Calendar, you must have been granted permission to it.
                                                                                              33
UCLA Enterprise Messaging




        Open a Shared Calendar
            Click to view the Calendar that has been shared with you:

Shared Calendars
appear in Calendar
pane




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UCLA Enterprise Messaging




                  Outlook Web Access
                        WebMail
                            Safari
UCLA Enterprise Messaging




        Outlook Web Access (OWA)
            OWA is WebMail
            OWA provides ‘anywhere’ Email access
            OWA requires no setup or configuration
            OWA works with Safari & Firefox


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UCLA Enterprise Messaging




        Login to OWA: www.em.ucla.edu




          You can lookup your UCLA logon ID at: https://logon.ucla.edu
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UCLA Enterprise Messaging



        Outlook Web Access (OWA)
        Safari / Firefox




  Folder
  views




                                   38
UCLA Enterprise Messaging



        Outlook Web Access (OWA)
        Alternate login page if you are timed out!




          http://em.ucla.edu




                                                     39
UCLA Enterprise Messaging



  Sending an OWA Email Message
        From the Inbox, click New:




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UCLA Enterprise Messaging



         Addressing an OWA Email
       Type the recipient's First and Last Name in the To: field
       Click the Check Name button         to resolve username in the GAL
                  (Global Address List)




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UCLA Enterprise Messaging



        Addressing an OWA Email
         Optional Method:
           Click To: button to find user in the GAL (Global Address List)




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UCLA Enterprise Messaging




         Find an Address in OWA

                            1
                                Type




                                                     2
                                             Click



     3
Check
                                         4
                                   Add


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UCLA Enterprise Messaging



     Address and Send OWA Email
         Click Send


                            Paul Phillabaum




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UCLA Enterprise Messaging



        Schedule an OWA Appointment
                    In Outlook Web Access, click the Calendar folder
                    Click New > Appointment




                                                       Optional method:
                                                       Double-click the time
                                                       slot



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UCLA Enterprise Messaging




        OWA - New Appointment
       Enter appointment
       details
       Click Save and
       Close
       Appointment is added
       to your Calendar and
       synchronized with
       the Entourage
       calendar


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UCLA Enterprise Messaging



  Scheduling a Meeting in OWA
1. From Calendar > New > Appointment, the Meeting Organizer schedules a Meeting.


                                         2. Invite Attendees as Required or Optional.
                                                  Click Availability.

                                                    3. Verify Free/Busy availability.




                                                                                4. Click Send.




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UCLA Enterprise Messaging




        Changing the EM Password
            Passwords:
                 Network Computer (work) password
                 Enterprise Messaging (EM) password
                 UCLA Logon ID Password (formerly BOL ID)
            Synchronize your EM Password
                 Login to Outlook Web Access – OWA
                     www.em.ucla.edu



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UCLA Enterprise Messaging



        Changing the EM Password
            Select Options > Change Password > Save and Close




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UCLA Enterprise Messaging



        Changing the EM Password
      Domain = ad
      Account = EM username
      Enter Old & New Passwords
      Click OK
    Hint: You may want to change your EM
    password to match (synchronize) your
    UCLA/BOL password.


    *This procedure changes your password for
    both Entourage and OWA.


       Video: Changing Your Password
                                                50
UCLA Enterprise Messaging




        Out of Office Reply

                            Auto-Reply
UCLA Enterprise Messaging


        Out of Office Assistant
        A convenient way to respond to email when you are
        unavailable:




                            I will be out of the office until 6/01/07.
                            If you need assistance, please call 310 -
                            555-5555.




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UCLA Enterprise Messaging




        EM Attachment Blocking

        These attachment extensions are blocked at EM:
             *.EXE *.COM *.CMD *.BAT *.VBS *.DLL
             *.WSH *.PIF *.SCR *.CPL
             Workaround: If you send these types of files, zip
             them up in a .zip file with password protection.




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UCLA Enterprise Messaging




        Login to Entourage



    Open Entourage
     Enter your:
        EM User Name: ad\EM username   (same as your UCLA/BOL logon)


        Password: Password

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UCLA Enterprise Messaging




        Need Help?
     Contact:
              Your Department Help Desk
              EM HelpDesk 310-794-5678
              Email: support@em.ucla.edu
              www.em.ucla.edu



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