Entourage Setup and Using

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Entourage: Setup and Using
This document contains the following sections:

  •   Setup Entourage with IMAP
  •   LDAP Directory Service
  •   Address Book
  •   Export Import Contact Information
      (http://www.cmu.edu/computing/email/cyrus/entourage/contacts.html)
  •   Folders
  •   Message Format and Images
  •   Signatures
  •   Options
  •   Subscribing to a Bboard or Folder
  •   Multiple Identities
  •   Disconnected Mode
  •   Backing Up or Archiving Entourage Data
  •   Upgrading to 2008
  •   FAQ Entourage

The purpose of this document is to help you configure Entourage with
Carnegie Mellon's email system. Entourage is available from Computer Sales
(http://www.cmu.edu/stores/computer/) by purchasing an Office CD for a mimimal fee.
Before you begin...
Check with your system administrator, if you have one, before loading or installing
software. Download and install the latest Microsoft Office Updates for Mac.


For information related to this topic refer to:

  • Configuring Entourage Instructional Video
    (http://media1.andrew.cmu.edu/on_demand/comp_ed/entourage_300k.mov) -
    streaming 300k
  • Configuring Entourage Instructional Video
    (http://wms.andrew.cmu.edu:81/nmvideo/comp_ed/entourage_download.mov) -
    download
    Ctrl+click (Mac)
  • Support Statement (http://www.cmu.edu/computing/email/support.html)

Note: The instructional videos above were developed for Entourage 2004. Entourage
2008 users will also find the videos helpful. The screen images may differ slightly.
Quicktime 7.0 (http://www.apple.com/quicktime/download/win.html) or later required to
view videos.
Last Updated: 11/22/11




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Setup Entourage with IMAP (Cyrus)
Complete the following steps to setup Entourage to use IMAP to send and receive mail
and work with SMTP Authentication.
Note: These instructions begin after Microsoft Office has been installed and updated.

 1. Launch Entourage.
    Note: Entourage 2008 users, if the Create an Identity window appears, enter
    your contact information and follow the window prompts. Check for Updates
    when prompted. We recommend checking for updates Daily. You may need to
    re-launch Entourage.
 2. The Entourage Setup Assistant window appears, close it.




 3. Select Tools > Accounts.
 4. With the Mail tab highlighted on the Accounts window, select New.




    Note: If the Account Setup Assistant window appears, click Configure Account
    Manually.



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5. Select IMAP from the Account Type drop-down menu and click OK.




  The Edit Account window is displayed.




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6. Complete the following fields on the Account Settings tab:
   Personal Information:
     • Account Name: CMU Cyrus Mail
     • Name: Type your name as you'd like others to see it.
     • E-Mail: Type the e-mail address you want others to see.
  Receiving Mail:
     • Account ID: your Andrew ID in lower-case letters (do not include
       @andrew.cmu.edu)
     • IMAP Server: cyrus.andrew.cmu.edu
     • Password: Do not enter a password here and do not save the password.
       Click Click here for advanced receiving options.
       - Check the box: This IMAP service requires a secure connection (SSL).
       - Close this pop-up window by selecting the small close box in the upper left
       corner.




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      Sending Mail:
        • SMTP server: smtp.andrew.cmu.edu
        • Click Click here for advanced sending options.
          - Check the box for SMTP service requires secure connection (SSL).
          - Check the box for Override default SMTP port: and enter 587.
          - Check the SMTP server requires authentication.
          - Select Use same settings as receiving mail server




           Note: The Outgoing server port may default to 25. This is a Microsoft standard
           outgoing port which MAY work. If you do not change the port number to 587,
           you may encounter problems sending your outgoing mail. If port 587 fails to
           work, repeat these steps and enter 465 for the Outgoing server port.
 7.   Close this pop-up window by selecting the small close box in the upper left corner.
 8.   Click OK.
 9.   When prompted to enter your password, click Cancel.
10.   Close (Entourage > Quit Entourage) and Restart Entourage. After you login,
      Entourage may hang while it locates your bboards and folders.

Last Updated: 9/2/10



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Adding the LDAP Directory Service
The LDAP directory service provides address book functionality to retrieve Carnegie
Mellon e-mail names and addresses quickly from the server. Follow these steps to add
the LDAP directory service in Entourage:
Note: The images may differ slightly according to the version of your operating system.

 1. Select Tools > Accounts. Select the Directory Service tab, and click New.




    The Edit Account dialog box is displayed.




 2. On the Account Settings tab, complete the following fields:
      • Account Name: CMU Person Search

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      • LDAP server: ldap.andrew.cmu.edu
      • Do not select "This server requires me to log on."
 3. Select the Options tab and enter the following in the Search base field:
    Search base (no spaces): ou=Person,dc=cmu,dc=edu




 4. Click OK.

Last Updated: 3/21/11




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These pages provide basic information. For detailed instructions on using Entourage,
consult Entourage's Help menu and Microsoft's Online Help.

Searching or Completing Addresses
Once you have configured Entourage to access the campus LDAP Directory Service
(see Adding the LDAP Directory Service) or have added contacts to your address book,
you can verify or search e-mail addresses when composing a new message.
To use the auto-complete option:

 1. Compose a new e-mail message. (File > New > Mail Message) Entourage will
    auto-complete the name and e-mail address as you type in the To or CC field.




    Note: You can also check names by selecting the Check Names button.
    Entourage is good at searching by name but, not Andrew UserID.

To search for an email address:

 1. Compose a a new e-mail message.
 2.
    Click the Address Book button.        (Entourage 2008)         (Entourage 2004)

Adding a Contact to the Address Book
Carnegie Mellon e-mail addresses are pulled from the CMU Person Search (see Adding
the LDAP Directory Service). For e-mail addresses outside the university, you will want
to create a contact. To do this follow these steps:

 1. From the main Entourage window, select the Address Book button.
 2. Select New to add a new contact.
 3. Enter as much information as you would like the mail program to use. You can
    select More to access additional information fields, including nickname. The first
    and last name display in the message, the nickname allows you to type something
    memorable, and the person's e-mail address is necessary.
 4. Close the window and save the entry.




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Creating a Group List in the Address Book
If you frequently send mail to a group of people, creating a group can make this task
easier. To create a group, follow these steps:

 1. From the main Entourage window, select the Address Book button.
 2. Do one of the following:

       • Entourage 2008 - click the small arrow next to the New button and select



         Group.
       • Entourage 2004 - select Add Group.

 1. Enter a name for the group.
 2. Position the cursor in the window and type the first name of the person you want to
    add to this group.
 3. A list of names will appear. Choose the name from the list.
    Note: If the e-mail address you want to add is not an exisiting contact, type the full
    e-mail address in the field.




 4. Continue adding names. When you are finished, close the window and save the
    entry.

Last Updated: 3/30/11


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Creating a Personal Folder
To create a personal folder:

 1. Under CMU Cyrus Mail, select INBOX.
 2. Choose File > New Subfolder. An untitled folder appears in the folder list.




 3. Select the untitled folder, click once more to edit the text and rename the folder.

Adding a Sent Mail / Drafts Folder
You must be subscribed to any folder you wish to use for sent mail, drafts or deleted
items.

 1. If you do not have a Sent Mail, Drafts or Deleted folder, follow the steps for
    Creating a Personal Folder first.

To save a copy of your sent mail messages to a folder:

 1.   Select Tools > Accounts.
 2.   Double-click the CMU Cyrus Mail account.
 3.   Select the Advanced tab.
 4.   Under Special folders, select (check) Store sent messages in this IMAP folder.




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 5. To choose a different sent messages folder, select Choose from the pull-down
    menu. Click OK when finished.
 6.




 7. Locate the appropriate folder and select Choose.
 8. Repeat step 5 to choose a different drafts or junk e-mail folder.

Last Updated: 12/4/06




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Message Format
When composing an e-mail message, it is recommended that plain text format be used.
To set the format:

 1. Select Entourage > Preferences.
 2. Use the small triangle on the left to view the Mail & News Preferences. Choose
    Compose.
 3. Choose Plain Text from the Mail format drop-down menu.




 4. Click OK.

Displaying Images in E-mail Messages
To help protect you, Entourage is configured by default to NOT download pictures and
other Internet content until you decide to view it. Areas in the message that should have
a picture appear as a red X placeholder instead.




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The Info Bar at the top of the message tells you that content has been blocked. You can
download pictures and other content by clicking the Download pictures link in the Info
Bar at the top of the message.




Preferences
To set preferences such as spelling, notification and fonts choose Entourage >
Preferences. Use Entourage's Help menu and search "Preferences options" for details
on each category.




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Adding a Signature
To create a signature:

 1.   Choose Tools > Signatures.
 2.   In the Signatures window select the New button.
 3.   Type your signature information.
 4.   When you are finished, click the small Close button in the left corner.
 5.   Close the Signatures window.

Follow these steps to set a default signature in Entourage:

 1. Select Tools > Accounts.
 2. Double-click the CMU Cyrus Mail account.
 3. Select the Options tab.
 4. Use the Default signature drop-down menu and choose one signature to always
    use.
 5. Click OK.




Creating and Using Multiple Signatures
Entourage has one default signature for new messages and offers a different default
signature for replies and forwards. You may also create as many other signature files
as desired to be chosen when composing a new message. Keep in mind the following
when creating a signature:

  • You can create new signatures or edit existing ones.
  • Be sure to give each signature an appropriate name so you can select it later.
  • When editing a signature, you can copy and paste an existing signature or enter a
    new one from scratch.
  • Once you've entered your signature(s), you can mark some to be "random" and to
    be chosen randomly later on.

Note: If you set a default signature, you can still select other signatures when drafting
mail messages. In the new message window, select the Signature button.
Last Updated: 2/17/08


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Delete Options
When you delete an e-mail message, Entourage places a line through it. These deleted
messages stay in your Inbox or personal folder until you Purge them (Edit > Purge
Deleted Items). To change this option (i.e., delete messages when exiting, move
deleted messages to a Trash folder)

 1.   Select Tools > Accounts.
 2.   Double-click the CMU Cyrus Mail account.
 3.   Select the Advanced tab.
 4.   Under Delete options, choose the option that works for you.
 5.   Click OK.
 6.   Close the Accounts window.

Display Options
Disable the Preview Pane
The Preview pane lets you quickly view the contents of a message without opening
the message in a separate window. If you do not like this feature disable it by choosing
View > Preview Pane > None.
Turning off Grouped E-mail Messages
By default Entourage groups your email messages. To turn this off, choose View >
Arrange by > Show in Groups. Repeat these steps for each folder.

Attachment Options
Entourage does not completely download messages with large attachments.
To change the message size option:

 1. Select Tools > Accounts.
 2. Double-click the CMU Cyrus Mail account.
 3. Select the Options tab.




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 4. Uncheck Partially receive messages over.
 5. Click OK.
 6. Close the Accounts window.

Note: The above change will not apply to previously viewed messages. To download
the entire attachment, click the Get entire message link in the Info Bar at the top of the
message.




Send and Receive Schedule
By default, Entourage checks for new mail every 10 minutes. To change the send and
receive mail schedule, choose Tools > Schedules. Double-click Send & Receive All
and change 10 to the number of minutes you prefer.

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Last Updated: 2/17/08




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Subscribing to a Bulletin Board or Folder
In Entourage, only folders and bulletin boards (bboards) that you are subscribed to
appear under CMU Cyrus Mail. To subscribe to a folder or bboard follow these steps:

 1. On the left side of the screen, select the CMU Cyrus Mail server entry that you
    created when you configured Cyrus and SMTP (see Configuring Cyrus and the
    SMTP Server). A long list of folders will display. Keep the following in mind:
       • Your personal INBOX folders will appear at the top.
       • Use the small triangle on the left to view any folder under INBOX.
       • Folders that you are not subscribed to will be gray.
       • Subfolders of the INBOX may not be subscribed.




      • Scroll down the list. Use the small triangles on the left to view the folder(s) and
        bboards.
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      • To subscribe to a folder, select it.
      • From the menu bar, choose the Edit > Subscribe. For example, to subscribe
        to Computing Services official news bulletin board (official.computing-news),
        choose the official folder, then computing-news.

Last Updated: 2/20/08




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Using Multiple Identities
If you have a need to change your From or Reply-to information when sending e-mail,
you will need to create an identity. Entourage offers two different options for identities:

  • Option 1 - Changing the Account Information
  • Option 2 - Creating a Separate Identity

If these two options seem tedious, consider using Webmail
when you need a different identity. Read the Creating an Identity
(http://www.cmu.edu/computing/ARCHIVE/webmail-old/identity.html) section of the
Webmail (http://www.cmu.edu/computing/ARCHIVE/webmail-old/index.html) document
for complete instructions.
Last Updated: 2/17/08




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Option 1 - Changing the Account Information
This requires that you change your account information, send the message, then
change your account information back. To change the reply-to name and e-mail
address when sending a message follow these steps:

 1. Select Tools > Accounts.
 2. Double-click on your CMU Cyrus Mail account.
 3. Choose the Account Settings tab and enter the name and email address you
    want.

Last Updated: 2/17/08




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Option 2 - Creating a Separate Identity
In this option, you can create additional identities and switch between them when
sending messages.
Note: Individual identities are not protected by a password.
To create an identity follow these steps:

 1. From the Entourage menu, choose Switch Identity.
 2. If a confirmation message appears, choose Switch.
 3. Select New.
 4. In the Identity name box, type a name for the new identity and click OK. After you
    create an identity, the Entourage Setup Assistant appears.
 5. Close the Entourage Setup Assistant window and follow the steps in the
    Configuration section to setup the account.

Note: You will need to reset any preferences like view and delete options.
Last Updated: 2/17/08




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Switching Identities
You can switch identities at any time. When you do so, the Entourage window closes,
and you can choose a different identity in the dialog box that appears.
To switch to a different identity:
Note: Before switching to a different identity, close any other Microsoft Office programs
that are running.

 1. From the Entourage menu, choose Switch Identity.
 2. If a confirmation message appears, choose Switch.
 3. Double-click the identity you want to use.

Last Updated: 2/17/08




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Using Entourage in Disconnected Mode
Messages in remote mailboxes can be stored on your computer's hard disk so that
you may access these messages when your computer is not connected to a network
(when traveling, etc.). These messages can be read and otherwise manipulated in the
normal manner, and any changes made to messages while in disconnected mode will
be reflected in their online counterparts the next time a network connection is made.
This is known as disconnected mode operation.

Configuring Entourage for Disconnected Mode
In order to use disconnected mode, some preparation is necessary. Follow these steps:

 1. Select Tools > Run Schedule > Edit Schedules.
 2. Double-click Send & Receive All
 3. Complete the dialog box with your preferences. In the example below, a Repeating
    Schedule every 10 minutes has been set.




 4. In the Action section, choose Click here for account options. The Account
    Settings dialog box appears.




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 5. Choose the box (check) next to any folder you want to access while disconnected.
 6. Use the pull down menu to change the Synchronization Settings to All Messages.
 7. Repeat steps 5 and 6 for all folders you want to access in disconnected mode.
    Note: You must expand folders (using the arrow to the left of a mailbox) if you want
    subfolders accessible when offline.
 8. Choose OK to close the Account Settings dialog box.
 9. Choose OK again to close thee Schedules window.

Disconnecting
Follow these steps to disconnect.

 1. Select Entourage > Work Offline.
 2. While offline you can compose new messages, read local copies of your mail, or
    reply to your mail.

Reconnecting
 1. Establish a connection to the network.
 2. Select Entourage > Work Offline (uncheck).
 3. After you reconnect, any outgoing mail you composed while disconnected from the
    network will be sent on the next Send/Receive schedule or when you choose the
    Send/Receive button.

Last Updated: 2/18/08




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Backing Up or Archiving Entourage Data
This section walks you through the process of backing up or archiving Entourage data
such as the address book, preferences, local mail and rules. You may want to perform
these steps if you are: reinstalling your computer, moving to another computer or if you
simply want to back up your Entourage data.
If you are using Entourage 2004 or 2008 on Mac OS X, follow these steps to backup
your Entourage data:

 1. Locate the Microsoft User Data folder. The folder is located in your Documents
    folder.
 2. Copy the entire Microsoft User Data folder to a CD, server or other storage device.
    Note: If you only want to backup your local email messages, find the Office 2004
    or 2008 Identities folder. This folder is located in the /Documents/Microsoft User
    Data on your hard disk and copy it.

To restore your backed-up settings:

 1. Copy the backup folder into the appropriate directory listed above
    Note: If the folder you are attempting to copy to does not exist, create it in the
    samehierarchy provided above.

Last Updated: 2/18/08




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Upgrading to Entourage 2008 from Entourage 2004
When upgrading to Entourage 2008, you can import information such as local email
messages, contacts, and rules. There are two options when upgrading:

  • Using the Setup Assistant - Use this option if you have not configured Entourage
    2008.
  • Importing - Use this option if you have already started using Entourage 2008.

If you have never used Entourage, follow the steps in the Configuring section.
Last Updated: 2/20/08




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Using the Entourage Setup Assistant
Use the Entourage Setup Assistant and make sure to import the information the first
time you use Entourage 2008.
Note: If you have already configured Entourage 2008, you can still import information
from Entourage 2004 using the Importing steps.

 1. From the Setup Assistant window, choose Import from a previous version on
    Entourage and click the next arrow.




 2. Follow the on-screen prompts.
 3. When the Import Complete window appears, click Finish. You are now ready to
    use Entourage.

For help using Entourage, see the Configuring and Using index.
Last Updated: 2/20/08




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Importing Information from Entourage 2004 to 2008
If you started using Entourage 2008 without importing information from 2004, follow the
steps below:

 1. From the File menu, click Import. The Import window will appear.
 2. Choose Entourage information from an archive or earlier version, and click the
    next arrow.
 3. Follow the on-screen instructions.
 4. When the Import Complete window appears, click Finish. The imported
    information will be in a new identity.

Note: The imported information will be in a new identity. Merge the new identity with
your current identity for the contacts, rules, etc. to appear.

Merging Identities
You will have two Entourage 2008 identities, if you started using Entourage 2008 and
then later imported information from Entourage 2004. To merge these two identities,
follow the steps found in Entourage Help. Choose Help > Entourage Help and search
"merge two identities."
For information on using Entourage, see the Configuring and Using index.
Last Updated: 2/20/08




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General Information
What other e-mail clients does Computing Services support?
Computing Services supports Webmail, Microsoft Outlook
(Windows) and Entourage (Mac). Currently, Thunderbird
(http://www.cmu.edu/computing/doc/contributed/thunderbird-imap/thunderbird-pdf.html)
and Apple Mail
(http://www.cmu.edu/computing/doc/contributed/applemail-imap/applemail-pdf.html)
are not supported. However, documentation on how to securely
configure and use these clients is available. Other IMAP mail clients
(http://www.cmu.edu/computing/email/support.html) may be used without Computing
Services support.
Why shouldn't I use Outlook Express?
We recommend you do not use Outlook Express due to security concerns and feature
support. Computing Services only supports Outlook 2003 and Entourage 2004.
Entourage offers calendar and notes features. Can I use Entourage to read my
Andrew Calendar schedule?
No. At this time, there is no plug-in that allows Entourage to talk with the Oracle
Calendar server.
Should I consider backing up my Entourage address book and preferences?
Entourage stores data such as your address book, settings and preferences LOCALLY
(i.e., on your local computer). If you need to reinstall your machine for any reason, you
risk losing this data. You can decide to back up your Entourage data on a regular basis.
Send and receive runs every ten minutes. How do I change this?
To change the send and receive mail schedule, choose Tools > Schedules.
Double-click Send & Receive All and change 10 to the number of minutes you prefer.


Mail Messages
Why do random characters sometime appear in the messages that I send?
To avoid this, we recommend that you use the plain text mail format in Entourage (see
Message Format).
When I delete messages, they still appear in my Inbox. How do I remove or
"expunge" them?
When you delete an e-mail message, Entourage places a line through it. These deleted
messages stay in your Inbox or personal folder until you Purge them (Edit > Purge
Deleted Items).
Does Entourage notify the recipient that they were BCC'd on a message?
In some e-mail clients, the BCC recipient would see something like this in a message:
"IMPORTANT! This message has been blind-carbon-copied to you. Do not reply-to-all
or forward it without the author's permission." When using BCC in Entourage, the
recipient will NOT see any special note.

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Certain e-mail attachments don't download completely. Why?
Entourage does not completely download messages with large attachments. To
download the entire message click the Get entire message link in the Info Bar at the
top of the message.
To change the message size option choose Tools > Accounts and double-click CMU
Cyrus Mail. In the Edit Account window, click Options. Enter a larger number or
uncheck the Partially receive messages over choice.
Entourage does not display pictures in my e-mail messages. Why?
To help protect you, Entourage is configured by default to NOT download pictures and
other Internet content until you decide to view it. Areas in the message that should have
a picture appear as a red X placeholder instead. The Info Bar at the top of the message
tells you that content has been blocked. You can download pictures and other content
by clicking the Download pictures link in the Info Bar at the top of the message.
I need to report a spam or malicious e-mail activity. In Entourage, how do I copy
and send the e-mail header?
Follow these steps to forward email headers in Entourage:

 1. Open the mail message.
    Note: You will need to double-click the mail message to open it; viewing it in auto
    preview mode won't work.
 2. Do one of the following:

             • Entourage 2008 - Select Message > Internet Headers.
             • Entourage 2004 - Select View > Internet Headers.
 3.   Click within the Internet Headers area (i.e., the box above your message text).
 4.   To highlight all the text, press Apple-A.
 5.   To copy the text press Apple-C.
 6.   With the mail message still highlighted, click Forward.
 7.   Press Apple-V to paste the headers into the body of the message.
 8.   Enter the "To" address and a reason for forwarding, then send the message.

Can I use Entourage to read and review mail when I'm not connected to a
network?
Yes. Messages in remote mailboxes can be stored on your computer's hard disk so that
you may access these messages when your computer is not connected to a network
(when traveling, etc.). Through Entourage's disconnected mode (see Using Entourage
in Disconnected Mode), these messages can be read and otherwise manipulated in the
normal manner, and any changes made to messages while in disconnected mode will
be reflected in their online counterparts the next time a network connection is made.
I have duplicate messages. How do I remove them?
If a message appears as a duplicate, press the CTRL key and click the INBOX. A
pop-up menu will appear. From the menu choose Refresh Message List.


Menus and Views
How do I disable the preview pane?
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To disable the preview pane option, choose View > Preview Pane > None.
The message date does not appear in my Sent Mail folder.
You will need to display the Sent category. In the Message window, CTRL-click the
From field. A list of categories will appear. Choose Sent.

Inbox / Subscribed Folders
My e-mail messages are grouped. How do I turn this off?
By default Entourage groups your email messages. To turn this off, choose View >
Arrange by > Show in Groups. Repeat these steps for each folder.


Signatures / Identities
How do I create a signature in Entourage?
Entourage has one default signature for new messages and offers a different default
signature for replies and forwards. You may also create as many other signature files as
you want and select them when composing a new message. For more information see
Signatures.
How do I establish a separate e-mail account or identity for sending certain mail
messages?
If you have a need to change your "From" or "Reply-to" information when sending
email, Entourage offers a few different methods to handle this type of email. See Using
Multiple Identities for more information.


Sent Mail
Can I choose where a message will be the saved prior to sending it?
Yes. Before sending the message, select Message > After Sending, Move To and
choose a folder.


Troubleshooting
I'm running into repeated problems with Entourage. What can I do?
Try rebuilding the database. To do this hold down the Option key while launching
Entourage. The Database Utility will start. Next, choose the Rebuild Database radio
button and click Continue.
Last Updated: 1/31/12




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