�Life After Eudora� Reference Guide

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					                      “Life After Eudora” Reference Guide
                     An Introduction to Entourage 2004 Client




We would like to thank Washington State University for allowing us to use this document
                                     Contents

Introduction                                            3
Getting Started                                         3
Starting Outlook                                        3
Navigating Through Entourage                            4
Reading New Messages                                    5
Deleting Messages                                       5
Emptying Deleted Items Folder                           6
Recovering Deleted Items                                6
Viewing Attachments                                     6
Creating and Sending a New Message                      7
Adding an Attachment to a Message                       8
Creating a Signature                                    9
Creating a Vacation Message                             9
Managing Your Contacts                                  9
Searching for Contacts                                 10
Adding Contacts to your Personal Contact List          10
Sending Messages To A Personal or University Contact   11
Creating Distribution Lists                            12
Sending Messages to a Distribution List                13
Organizing Your Email                                  13
Creating A New Folder                                  14
Moving Messages To Folders                             15
Searching for Messages                                 15
Junk E-email                                           16
Rules                                                  17
Exiting Entourage                                      18
Getting Help                                           18




                                                            2
Introduction
Welcome to “Life After Eudora”. These instructions will serve as both an introduction to
the Microsoft Entourage 2004 Client, as well as a guide, in order to better assist you in
your transition from Eudora to Entourage. The bulk of this publication will be a “How to”
manual, presenting the fundamental steps in Entourage, but will also include tables at the
end of each section, comparing the steps you took in Eudora to the steps you will now
take in Entourage.

If you have been a regular Eudora user, we are hoping this conversion will not be too
intimidating. Though many of you are probably very comfortable with Eudora, we are
anticipating the transition to be a well-received one considering the user-friendly
interface and new features. Entourage with the Exchange Server offers an integrated
package including email, calendar, address book, directory and more.

The instructions in this document are assuming that all settings are the defaults. If you
have changed any of the settings in your Entourage 2004 client, the images and
instructions may be somewhat different. The images you see in the following document
were taken on a Macintosh OS X 10.3.4, using Entourage 2004 as the email client.

Getting Started
Before you will be able to access the Exchange server with your Entourage client, you
will need to have an account on the University Exchange server. If you do not currently
have an account or are unsure as to whether you have an account, please contact the UIS-
DLS Help Desk at 496.2001.
As with Eudora, you will need to have access to the internet - both dial-up and high-
speed connections will work. Additionally, you will need to have the Entourage client
installed (Entourage 2004 is included in Office 2004).

Starting Entourage
In order to access Entourage, you will need to do one of the following:
       • Click the icon in the dock (if applicable), or
       • Navigate to Entourage through Applications folder, then the Office 2004 folder,
          then Entourage 2004.

If this is your first time Starting Entourage, you will need to create an identity. If your
identity has been created, opening Entourage should bring you to Mail:Main Identity (or
your identity name). If you are prompted for your password, please enter it now. After
you have opened Entourage, you should see the following in the Entourage 2004
window:




                                                                                            3
To get to your email from this point, click on any folder in the pane on the left. Doing so
will display three columns, which are explained in the next section.

Navigating Through Entourage 2004 If you are viewing Entourage for the first time
(default configuration), you will notice there are three columns displayed within the
client after you select an email folder. The column on the left is the Navigation Pane, the
middle column is the View Pane and the column to the right is the Preview Pane. These
panes are customizable and sizable, so you may remove a pane or resize the pane with
ease. Their purposes are as listed below:

Navigation Pane – This pane allows you to select which function of Entourage you would
like to utilize. You can navigate through your different email folders and mailboxes in
this pane, as well as access your Calendar, Contacts, Tasks and others. By default, your
email folders are displayed in the Navigation Pane when you launch the application.

View Pane – This pane will display the contents currently stored in the folders you see in
the Navigation Pane.

Preview Pane – This pane displays contents of selected messages from the View Pane
without the need to open a separate window. Click on the message you wish to view, and
it will be displayed in the Read Pane.




                                                                                              4
Reading New Messages
Once you have launched the Entourage client, you can view your new messages by
selecting the Inbox from your Navigation Pane.
From here, you can do one of the following:
        • Select the message in the View Pane to display it in the Preview Pane, or
        • Double-click the message to display it in a new window.

When you are finished viewing the message, you are able to navigate to the next message
by selecting it from the View Pane. If your message is displayed in a separate window,
click the close button in the upper left-hand corner of your message, and you will return
to your Inbox.

Let’s Compare:
                                  Eudora…                     Entourage 2004…
Reading new messages:               Select message to view in ∙ Select message in the View
                                    the reading pane, or        Pane to display in the Reading
                                    Double-click message to     Pane, or
                                    display in a new window ∙ Double-click the message to
                                                               display it in a new window

Deleting Messages
If you would like to delete messages from your Inbox, you may do so by choosing one of
the following options:
        • Select the message(s) you wish to delete, and click on the     button, or
        • Select the message(s) you wish to delete, then select Edit/Delete from the Menu
          Bar, or
        • Select the message(s) you wish to delete, and press the Delete Key, or
        • Right-click on the message(s) you wish to delete, and select Delete.

If you are viewing messages in a separate window, you have the ability to delete the
message you are currently viewing by doing the following:
        • Click the Trash button from the Tool Bar.

Let’s Compare:
                                  Eudora…                          Entourage 2004…
Deleting messages from the        ∙ Select message(s), click the   ∙ Select message(s), click     ,
Inbox:                              Trash button, or                or
                                  ∙ Right-click message(s),        ∙ Select message(s), select Edit/
                                   select Delete Message, or         Delete Message, or
                                  ∙ Select message(s), press the   ∙ Select message(s), press the
                                   Delete Key                        Delete Key, or
                                                                   ∙ Control-click message(s),
                                                                     select Delete
Deleting open messages:           ∙ Click the Trash button in      ∙ Click the Trash       button in
                                    the Tool Bar                     the Tool Bar


                                                                                         5
 Emptying Deleted Items Folder
Once you have deleted messages from your Inbox and other folders, they will be stored
in your Deleted Items folder. If you would like to empty your Deleted Items folder:
       • Control-click on the Deleted Items folder in the Navigation Pane and select
         Empty “Deleted Items” folder.

Let’s Compare:
                                 Eudora…                        Entourage 2004
Emptying Deleted Items folder:   ∙ Right-click on the Trash     ∙ Control-click on the Deleted
                                  folder, select Empty Trash,     Items folder, select Empty
                                  or                              Deleted Items folder
                                 ∙ Select Special/Empty
                                 Trash


 Viewing Attachments
If you receive a message with an attachment you would like to view, select the
attachment you would like to view and click Open or Save(as shown below) on the right
hand side. Removing the attachment is only an option for POP or IMAP connections.




Let’s Compare:
                                 Eudora…                        Entourage 2004…
Viewing attachments:             ∙ Double-click the             1. Double-click on the
                                   attachment in the message       attachment in the message
                                   to view                      2. Select Open from the
                                                                   following window

Creating and Sending a New Message
There are a number of ways to create new messages in Entourage. From the Mail
window, please select one of the following below:
       • Click the New button on the Tool Bar, or
       • Select File/New/Mail Message from the Menu Bar, or
       • Press Command + N

Doing any of the above listed options will display a new window, as shown here:




                                                                                        6
From this window, you can compose your message. Enter the recipient’s address in the
To: field, the subject of the message in the Subject: field, and any information you wish
to include in the body of the message. When you are finished composing your message,
click on Send the button in the Tool Bar. Your message will be sent and you will be
returned to your Inbox.




                                                                                            7
Let’s Compare:
                                   Eudora…                         Entourage 2004…
Creating a new message:            ∙ Click the New Message         ∙ Click the New button on the
                                     button, or                      Tool Bar, or
                                   ∙ Select Message/New            ∙ Select File/New/Mail
                                     Message, or                     Message from the Tool Bar,
                                   ∙ Press Ctrl + N                  or
                                                                   ∙ Press Command + N

Adding An Attachment to a Message
If you have a file that you wish to include with an outgoing message, you can do so by
adding an attachment to your message.

From your New Message window, click on the Attach button in the Tool Bar. This will
display a new window (shown below) where you will be able to navigate to and choose
the file you wish to attach. Once you have located and selected the file, click the Choose
button at the bottom of the window.




Doing this will add a new field to the top of your message, titled Attachments. You will
then see your file listed in this section. If you wish to add more files to the message,
repeat the process explained above.




                                                                                             8
Let’s Compare:
                                  Eudora…                        Entourage 2004…
Adding an attachment to a         ∙ Click the Attach File        ∙ Click the Attach button,
message:                            button                         locate and select your file,
                                                                   click Insert

 Creating a Signature
To automatically add a signature to your outgoing message, select Tools/Signatures
from the Menu Bar. This will open a new window. From here, click the New button.
Choose a name for your signature and click in the field for the signature. Enter the
information you wish to be displayed in your signature in the space provided. Once you
have created your signature, click the Red Close button at the top, click Save at the
subsequent screen. Finally, close the Signatures window and you will return to the
Navigation Pane.

Let’s Compare:
                                  Eudora…                       Entourage 2004…
Creating a signature:             ∙ Select Tools/Signatures (or 1. Select Tools/Signatures
                                    select the Signatures tab)     from the Menu Bar
                                                                2. Click the New Button
                                                                3. Enter information for
                                                                   signature and close
                                                                4. Click Save at the subsequent
                                                                   screen
                                                                5. Close window


Managing Your Contacts
In Entourage, your email addresses are saved as Contacts in the Address Book. By
clicking on Address Book in the Navigation Pane, any personal contacts you’ve added
will be displayed in the View Pane, as shown here:




                                                                                         9
Searching for Contacts
If you would like to search for someone in your Address Book, click in the field on the
Toolbar/ Name Contains: Contacts with the criteria you typed will appear in the
Address Book list. The Global Address List contains the names and email address of
everyone on the University Exchange server. It can also contain conference rooms and
global distribution lists. To search the Global Address List go to Tools/Directory
Services and search for a contact. Enter the name of the person you wish to locate and
click your Return key. Your results will then be displayed in the bottom window.

Let’s Compare:
                                  Eudora…                         Entourage 2004…
Displaying personal Contacts:     ∙ Click on the Address Book        ∙ Click on Address Book
                                    button
Searching for personal or         ∙ Click on Address Book,        ∙ Click in the field in the Tool
University Contacts:                select the Directory            Bar, enter search criteria, hit
                                    Services tab and search         Return

Adding Contacts to your Personal Contact List
If you would like to add a new contact to your Address Book, click the New button in
the Address Book Tool Bar, and enter any contact information you wish to retain in the
fields provided, as displayed here:




                                                                                        10
When you have entered all contact information you wish to save, click the Save & Close
button, which will return you to your Address Book window.

Let’s Compare:
                                   Eudora…                         Entourage 2004…
Adding contacts to your            ∙ Click the New button from     ∙ Click the New button from
personal Contacts list:              the Address Book window        the Address Book screen,
                                                                    enter contact information and
                                                                    click the Save button

Sending Messages to a Personal or University Contact
If you would like to send a message to a personal Contact or University Contact, you
can do so by one of the following ways:
       • Create a new message, click the To: field to search for and select the contact you
         wish to send, or
       • Select a contact from your Address Book and click the New Message To


                                                                                        11
         button, or
       • In the Global Address List search window, search for and select recipient, click
         the New Message To button


Let’s Compare:
                                   Eudora…                         Entourage 2004...
Sending Messages to a Personal     ∙ From the Address Book,        ∙ Click the To: field to search
or University Contact:               select recipients and click     for and select your contact
                                     the To: button                  from your new message, or
                                                                   ∙ Select a contact from your
                                                                     Address Book, and click the
                                                                     New Message To: button, or
                                                                   ∙ Search for and select a
                                                                     recipient from the Global
                                                                     Address List search window
                                                                     and click the New Message
                                                                     To: button

Creating Distribution Lists
If you often send messages to the same group of people, it may be beneficial to create a
Group. In order to do this, you must first be in the Address Book screen. From there,
click on the Add Group button. Doing so will display the following window:




In this window, you will create the name of your Distribution List in the field provided
for Group Name. From there, you will need to add the names of contacts you would like
added to this list. Manually type the Display Name and Email Address in the fields
provided. When you are finished adding names, click the Close button, click Save, and


                                                                                           12
you will be returned to your Contacts window.

   Note: These, like Distribution Lists, first appear as just a group, not individuals
   when scheduling or sending an email. To see the individuals, Control-click on the
   group and select Expand Group.

Let’s Compare:
                                    Eudora…                          Entourage 2004…
Creating Distribution Lists:        ∙ From the Address Book          ∙ From the Address Book
                                      window, click the New           screen, click Add Group.
                                      button, name the list and       Type the List Name in the
                                      add recipients to “This         given field, and add contacts
                                      nickname will expand to         to the list.
                                      the following addresses:”

Sending Messages to a Distribution List
Once you have groups created, you can send a message to a select group of people,
without adding each contact individually. As with sending a message to an individual,
there are a couple of options for doing this:
        • Select a Group from your Address Book and click the New Message To button,
          or
        • Create a new message, click the To: field and select the Group you wish to
          send your message to

Let’s Compare:
                                    Eudora…                          Entourage 2004…
Sending Messages to a               ∙ From the Address Book,         ∙ Select a Group from your
Distribution List:                    select Distribution List         Address Book and click the
                                      and click the To: button         New Message To button, or
                                                                     ∙ From a new message, click
                                                                       the To: field to select the
                                                                       Group you wish to send your
                                                                       message to

Organizing Your Email
As messages begin to pile up in your Inbox, it gets difficult to locate particular items. For
this reason, it is helpful to organize your email. In order to create new folders to organize
your email, or view the current folders you have, make sure you are in the Folders view.
Clicking on the Inbox button in the Navigation Pane should display any folders you
currently have created, as shown here:




                                                                                           13
Creating a New Folder
If you would like to create a new folder from this view, click the drop-down menu on
the button, and select Folder. This will open a new window, shown here:




                                                                                       14
Type the name you would like to give the new folder in the Name: field, and select where
you would like to put the folder by highlighting the folder. Click OK to create the folder.
This will add your new folder, and return you to your previous window.

Moving Messages To Folders
Once you have folders created, you can start moving messages from one folder to
another. There are a number of ways to do this in Entourage 2004:
       • Highlight and drag the message(s) to the appropriate folder, or
       • Control-click on the message(s) and select Move to Folder, then select the
         appropriate folder from the window, or
       • Select the message(s) and click on the      (Move to folder) button from the
         Tool Bar, then select the appropriate folder from the window.

Let’s Compare:
                                   Eudora…                          Entourage 2004...
Moving messages to folders:        ∙ Select and drag message(s)     ∙ Select and drag message(s)
                                   to appropriate folder, or        to the appropriate folder, or
                                   ∙ Right-click on the message     ∙ Control-click on the
                                   and select Transfer and          message(s) and select Move to
                                   select appropriate folder        Folder, select appropriate
                                                                    folder, or
                                                                    ∙ Select message(s) and click
                                                                    the    button, select the
                                                                    appropriate folder.

Searching for Messages
To search for particular messages in Exchange, do one of the following:
    Type the subject in the search box, or
    Go to the Edit /Find




Enter your search criteria (“Find”) and click the Find button to search for items.




                                                                                        15
Let’s Compare:
                                   Eudora…                          Entourage 2004...
Searching for messages:            ∙ Click the Find Messages        ∙ Fill out the search box, or
                                     button in the Tool Bar, or     ∙ Select Edit menu, then Find.
                                   ∙ Select Edit/Find/Find
                                     Message from the Menu
                                     Bar

 Junk Email
Entourage 2004 (as well as Outlook Web Access) comes equipped with a tool to evaluate
whether or not a message you receive should be treated as Junk Email, based on a
number of factors (time message was sent, contact of message, structure of message,
etc.). This filter does not have the ability to single out any single sender, or a certain
“type” of message.

The filter is set to a low setting by default, but you have the ability to modify these
settings. Any messages caught by this filter are automatically moved to a Junk Email
folder. This folder is automatically set up when you create your email account.

To edit your Junk Email settings, click on Tools/Junk Email Protection in the Menu
Bar, which will open the following window. From here, you have the ability to modify
your Junk Email filters. You can turn your Junk Email filter on and off, change the filter
level, and add or modify domains in your Safe Domains list.




                                                                                          16
Let’s Compare:
                                Eudora…                            Entourage 2004…
Modifying Junk E-mail settings: ∙ Select Tools/Options and         ∙ Select Tools/Junk Email
                                  select Junk Mail                   Protection

 Rules
You have the ability to manage your email by using Rules to automatically filter your
incoming messages.

Note: Rules created in Entourage do not run if Entourage is not open. These rules are
client side only and do not sync to the server. Also, any rules created in the OWA or
Outlook 2003 cannot be edited by Entourage.

To display Rules in Entourage, select Tools/Rules from the Menu Bar. This will open a
window, which displays any rules or alerts you currently have created, then open the
Mail (Exchange) tab. To create a new Rule, click the New Rule button, which will open
the window below. In this example, we will create a Rule to send SPAM email to the
Junk Email folder, by filtering messages with particular information in the Subject: line.



                                                                                        17
Select the method by which you plan to filter (in this case, by Subject) under Step 1, and
specify the words and folder information in Step 2 (in this case, “spam?” and “Junk
Email”). Then Set the Action to take if a message with this criteria is found. In this case,
move message to Junk Email folder, then click OK. Your new Rule will then be
displayed in the original Rules and Alerts window. Click the Close button to return to
the Main window.




Let’s Compare:
                                    Eudora…                          Entourage 2004…
Setting up filters (Rules):         ∙ Select Tools/Filters from      1. Select Tools/Rules
                                     the Menu Bar, click the         2. Click the New Rule button
                                     New button, create your         3. Set criteria for the IF
                                     filter                          4. Add additional conditions
                                                                        and actions
                                                                     5. Click the Save button
                                                                     6. Click the Close button


Exiting Entourage
When you are finished using Entourage, close the program by selecting Entourage/Quit
Entourage.

Getting Help
Should you have problems while working in Entourage, and it is not covered in this
guide, call:

UIS-DLS Help Desk, 496.2001




                                                                                          18

				
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