The University of Texas at Arlington

Microsoft Entourage 2008

Level I
OIT Training and Documentation Group
http://www.uta.edu/oit/cs/training oittraining@uta.edu
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TABLE OF CONTENTS
1. Introduction ....................................................................................................................................................................................... 5
1.1. What is Entourage? .................................................................................................................................................................. 5
1.2. Course Objectives ..................................................................................................................................................................... 5
2. Getting Started................................................................................................................................................................................... 6
2.1. Installing the Software ............................................................................................................................................................. 6
Installation ............................................................................................................................................................................ 6
2.2. New Features in Entourage ......................................................................................................................................................... 6
2.3. Open and Set Up.......................................................................................................................................................................... 6
Exercise 1. Find and Open Entourage .................................................................................................................................. 7
2.3. Configuring Your E-Mail Account................................................................................................................................................. 7
Exercise 2. Configure Your UTA E-Mail Account ................................................................................................................... 7
2.4. Touring the Entourage Application Window ............................................................................................................................... 8
3. Using Entourage ............................................................................................................................................................................... 10
3.1. Viewing Messages .................................................................................................................................................................. 10
Exercise 3. View a Message ............................................................................................................................................... 10
3.2. Responding to and creating Messages ................................................................................................................................... 11
Exercise 4. Create a New Message .................................................................................................................................... 11
3.3. Deleting and Moving Messages.............................................................................................................................................. 12
Exercise 5. Delete a Message ............................................................................................................................................. 12
Exercise 6. Move the Message .......................................................................................................................................... 13
3.4. Working with Attachments .................................................................................................................................................... 13
Exercise 7. Attaching a File to a Message .......................................................................................................................... 14
4. Using the Address Book ...................................................................................................................................................................... 14
4.1. Adding a Contact ....................................................................................................................................................................... 14
Exercise 8. Add a Contact .................................................................................................................................................. 14
4.2. Deleting a Contact ..................................................................................................................................................................... 15
Exercise 9. Delete a Contact .............................................................................................................................................. 15
4.3. Adding a Group .......................................................................................................................................................................... 15
4.4. Using The Global Address Book ................................................................................................................................................. 16
Exercise 10. Find a Contact with the Global Address Book ............................................................................................... 16
5. Using the Calendar .............................................................................................................................................................................. 17
5.1. Creating and Deleting calendar Events...................................................................................................................................... 17
Exercise 11. Create a Calendar Event ................................................................................................................................ 17
Exercise 12. Delete a Calendar Event ................................................................................................................................ 18
5.2. Inviting Contacts to an Event ..................................................................................................................................................... 18
5.3. Adjusting the Calendar View ..................................................................................................................................................... 19
5.4. Viewing Another User’s Calendar .............................................................................................................................................. 21
5.5. Sharing Your Calendar ............................................................................................................................................................... 22
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1. INTRODUCTION

Welcome to this one-day Microsoft Entourage 2008 course. The primary objective of the course is to introduce and broaden a user's
knowledge of Entourage.

1.1. WHAT IS ENTOURAGE?

Microsoft Entourage 2008 is a Mac OS X e-mail client, and is part of the Microsoft Office 2008 productivity suite. It is designed to
connect to an Exchange server to retrieve mail, contact, and calendar information. It provides much of the same functionality that
Microsoft Outlook does for Windows users. Some of those features include looking up domain contacts in the Global Address Book,
viewing other users' calendars, and sharing your own calendar with other users.

1.2. COURSE OBJECTIVES

This class is designed to introduce MS Entourage to Mac users. The class is taught from the perspective that the user has never used
MS Entourage. Although there are no prerequisites to this class, a user is expected to know the following:

• Basic Macintosh usage/navigation

• Location of applications in Mac OS X
• NetID and password for his or her e-mail account

By the end of the class, you should be able to:

• Install Entourage.
• Start and Quit Entourage.
• Configure your UTA e-mail account.
• Navigate the application window and menus.
• Send and receive e-mail.
• Read and reply to e-mail.
• Move and delete e-mail.
• Open an attachment and attach a file.
• Manage contacts.
• Find contacts in the UTA Global Address Book.
• Make appointments in a calendar.
• View shared calendars and share your own calendar.
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2. GETTING STARTED

As mentioned earlier, the class does not require any previous experience using Entourage. Let us start at the beginning.

2.1. NEW FEATURES IN ENTOURAGE

Entourage 2008 allows you to manage your day and your personal information with new and improved features over previous
versions.

• My Day – This new feature allows you to quickly view your calendar events and manage your To Do List from your desktop
without having to open Entourage.

• Spotlight Search – This allows you to utilze Spotlight, Apple’s built-in search tool, to find any information that you have in
Entourage 2008 including message attachments.

• Improved Junk Mail/Phishing Filter – This tool will filter out unwanted messages and store those messages in Junk Mail to
review later. Also, you’ll get a warning if Entourage detects a phishing message that has links to suspicious web sites.

• To Do List and Flagging – This tool allows you to see all of your To Do items in one convenient location.

• Out of Office Assistant – New to Entourage, this assistant is useful in sending out of office replies when you are away.

2.2. INSTALLING THE SOFTWARE

Campus machines are imaged by OIT before the department gets to use the machine. However, what if you have just purchased the
software and are about to install it for the first time? Or what if you are installing it on a home computer? The software comes on a
CD or group of CDs that you will use for installation.

INSTALLATION

1. Insert the CD into the optical media drive. A window will appear once the disk has mounted on the Desktop.
2. Double-click the installer application. Follow the directions given in the installer.
3. Installation is complete. You are ready to open Entourage 2008 for the first time.

NOTE: Connect to the internet soon after installation and upgrade Office 2008. There are many updates that greatly improve the
functionality and performance of the Office components. If you do not upgrade the software, you might not be able to follow some
of the procedures in this class.

2.3. OPEN AND SET UP

Before we can begin using the application, we must locate it. The Mac typically stores all of its applications in an Applications folder.
We must first open a Finder window and navigate to our destination.
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EXERCISE 1. FIND AND OPEN ENTOURAGE

1. Click the Finder icon in the Dock or double-click the hard drive icon on the Desktop to open a Finder window.
2. Click on Applications in the left column of the Finder window.
3. Mouse over to the Microsoft Office 2008 folder and open it.
4. Double-click on Microsoft Entourage.

Note: To quit Entourage, go to File > Quit. Closing the window will not close the application.

2.4. CONFIGURING YOUR E-MAIL ACCOUNT

When you first open Entourage, it is a clean slate. There is no information about you, so it will need some input from you. We will
discuss how to set up you UTA e-mail account in Entourage.

EXERCISE 2. CONFIGURE YOUR UTA E-MAIL ACCOUNT

NOTE: The following instructions require an internet connection and a valid UTA username and password.

1. Open Entourage, and click Make Default. The Entourage Setup Assistant will appear.
2. Choose the option to NOT import anything, and then click the right arrow.
3. Enter your UTA e-mail address in the following window, and then select the Exchange server option.
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4. Click the right arrow. A pop up window will appear. Enter your NetID, password, and domain.
5. Enter the user’s first name and last name in the “Your name” text field and click the right arrow.
6. Choose Verify My Settings on the next screen, which will confirm the settings that you entered.
7. Assign the profile the same name as your NetID once verification has completed.
8. Click Finish.

Entourage will take a few minutes to connect and synchronize with the Exchange server.

2.4. TOURING THE ENTOURAGE APPLICATION WINDOW

Let us take a closer look at the various components that make up the Entourage application window.

• Navigation Buttons – Use these buttons to access the different parts of Entourage. (Mail, Address Book, etc.)
• Toolbar – This area holds
• Folder List – The left column is where the Mailbox(es) can be found. Click the triangle next to the name to expand it.
• Message List – The middle column will list the contents of the selected folder.
• Preview Pane – The last column allows you to preview the contents of the selected message, hence the name.
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The Navigation Buttons section is comprised of six buttons. Clicking on these buttons will affect the look of the application window
to reflect the individual sections. We will focus on the top three.

MAIL

The Mail button displays all functions and commands related to e-mail. This is the default section viewed upon launch. The
Toolbar lists the following icons:

• New Message allows you to create a new e-mail message. Click the drop-down arrow for more options.

• Reply allows you to send a reply to the message’s sender.

• Reply All allows you to send a reply to all addressees listed in the To and CC fields.

• Forward will let you direct the message to another person besides the author.

• Delete will send a selected message or messages to Deleted Items.

• Junk will send selected messages to Junk E-mail.

• Flag lets you mark important messages. Click the drop-down arrow for more options.

• Categories allows you to color-code messages into predefined or custom categories.

• Send and Receive synchronizes e-mail between the local computer and Exchange server.

• My Day allows you a quick overview of your upcoming schedule.

ADDRESS BOOK

The Address Book button will invoke the contact management area. You can add and delete contacts, and create lists. The
Toolbar lists the following icons (previously mentioned icons will not be repeated):

• New Contact is used to add a contact to your Address Book. Click the drop-down arrow for more options.

• E-mail will let you send messages to a selected contact.

• Invite will let you create a new event and invite a selected contact.

• Chat is used to send an instant message to available contacts. This will not be discussed in this class.
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CALENDAR

The Calendar button will display a calendar. In this area, you can change the view, add calendar events, and alarms. The
Toolbar lists the following icons (previously mentioned icons will not be repeated):

• New Calendar Event will create an appointment. You can add and delete contacts, and create lists.

• Today lets you view the events for the current day.

• View Date allows you to jump to a specific date.

• Day View focuses on the events of the day.

• Work Week displays the events for the specified work week, typically Monday through Friday.

• Week View will display the events of the week.

• Month View displays the calendar month with calendar events noted throughout.

3. USING ENTOURAGE

Now that we have set up Entourage and familiarized ourselves with the application’s window, we can begin to use it.

Entourage works like most e-mail clients. You can read, write, send, and receive e-mail. You can also add contacts to your address
book, so you do not have to waste time searching and typing out a contact’s address.

Finally, Entourage includes a calendar where you can not only set various appointments and alerts for those appointments, but you
can view shared calendars and share your calendar with other users on the UTA domain. Entourage offers these advanced features
because of its integration with the Microsoft Exchange Server.

3.1. VIEWING MESSAGES

When you first open Entourage, you see the main window. By default, it will display the Mail section.

EXERCISE 3. VIEW A MESSAGE

1. Navigate to your UTA Mailbox in the Folder list.

2. Click the triangle to the left of the Mailbox to expand it. (Clicking it again will collapse the Mailbox.)
3. Click on the Inbox.
4. Select a message from the Message List. It will display the contents in the Preview Pane.
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5. You can double-click the message to open it in a new window.

3.2. RESPONDING TO AND CREATING MESSAGES

Once you have read a message, you may wish to reply to the sender. This is a simple process using the toolbar icons.

REPLY TO A MESSAGE

1. Click on the Reply icon in the Toolbar. You can also choose Reply All or Forward , depending on your needs.
2. Add other recipients in the To, CC, or BCC fields as needed.

3. Type your reply in the body field of the message.

4. Click Send Now when you have completed your reply.

Of course you may want to compose a new message from scratch. This is easy to do.

EXERCISE 4. CREATE A NEW MESSAGE

1. Click New from the Toolbar.

2. Enter the address of the recipient in the To field. You may also add other contact addresses in the CC or BCC field.
3. Type your message in the e-mail’s body field.
4. Click Send to send the message immediately.
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3.3. DELETING AND MOVING MESSAGES

Perhaps you have just finished reading a message, but it does not require you to send a response. You have a few choices. You can:

• Close the message by clicking the red button in the top left corner of the message window. It will remain in your Inbox.
• Delete or move the message.

Remember that your Mailbox requires maintenance to keep it from exceeding your allocated storage quota. That means that you
must decide which messages to keep and which messages to delete. Besides the storage quota, an organized Mailbox is easy to
navigate and find important items. The quickest and simplest way to maintain your Mailbox is to delete unneeded e-mail.

EXERCISE 5. DELETE A MESSAGE

1. Double-click the target message.

2. Ensure that it is no longer needed.

3. Click the Delete icon in the Toolbar.

If instead you do need to keep the message, you can move it to a folder. Folders offer more organization options beyond leaving the
message in the Inbox. But how do we create a folder?

CREATE A FOLDER

1. Select a Mailbox where you wish to create a folder. Notice that there is a local Mailbox along with your UTA Mailbox.
2. Click on File > New. An untitled folder will appear in the selected Mailbox.

3. Name the Folder and then hit Return.

Once the new target folder has been created, you can move your message to that folder.
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EXERCISE 6. MOVE THE MESSAGE

1. Select the message from the Message List.

2. Click on Message > Move To > Choose folder… from the Menu Bar.
3. Select the destination folder and click the Move button. You can also create a new
folder from this window.

Another option is to drag and drop a message from one folder to another. If you drag and
drop a message from one Mailbox to another, you will create a copy of the message instead.
The plus sign indicates that the message will be copied.

3.4. WORKING WITH ATTACHMENTS

Many times, you will receive an e-mail message with an attachment. Users can send documents, pictures, and other files to one
another using Entourage. Working with attachments is easy to do.

NOTE: Large files, such as multimedia and graphic files, can quickly add up against your e-mail storage quota. You should carefully
consider an alternate method of sharing these types of files with your contacts. Why not try MavSpace?

SAVING AND OPENING ATTACHMENTS

1. Select and open the desired message that contains the attachment.
2. Select the attachment and click Save.

3. Click the Save button when the warning dialog window appears.
4. Choose a location to save the file. The default location is the Documents folder.
5. Close the message window, and navigate to your saved file.
6. Double-click to open the file.

You can also open the attachment right from the message window by double-clicking its icon. However, if you are concerned
about opening malicious software on your computer, save the file and allow your antivirus software to scan it before opening it.
Even Mac users should err on the side of caution.
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EXERCISE 7. ATTACHING A FILE TO A MESSAGE

1. Create a new message or work from an e-mail to which you are replying.

2. Click the Paperclip icon in the Toolbar of the message window.

3. Navigate to the file that you wish to send and click Attach.
4. Repeat the steps above to attach multiple files.

But wait! This is a Mac. Is there an easier way to do this? Of course there is. Drag and drop those files into the attachment section
of the outgoing message to accomplish the same thing.

4. USING THE ADDRESS BOOK

Microsoft Entourage lets you organize and maintain a list of your contacts via the Address Book. It also works with the Microsoft
Exchange Server to provide a Global Address Book of users on the UTA Domain.

When you click on the Address Book navigation button, the application window and toolbar icons reflect this action. Notice also that
in the left column, you will see an Address Book icon as well as a Contacts icon with your NetID beside it. The Address Book is a local
set of contacts that does not reside on the server. The Contacts reside on the server and are visible from other campus computers
on which you have configured an Outlook or Entourage profile. The Contacts are also visible from Outlook Web Access or OWA.

4.1. ADDING A CONTACT

Some e-mail addresses are easier to remember than others. Easy or not, can you imagine having to type addresses by hand over
and over again? Luckily, you will not be forced to resort to such tedious tasks in Entourage. You can add an address once, and
access it whenever from your Contacts/Address Book.

EXERCISE 8. ADD A CONTACT

In this exercise, you will add the contact oittraining@uta.edu to your contacts.

1. Go to the Address Book and click New . The Create Contact window will appear.
2. Create an entry for OITtraining in the text fields provided.
3. Click the Close button when you have finished entering the contact’s information.
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4. Click Save in the dialog box that appears.

-OR-
1. Open a message from someone whom you would like to add to your Contacts.
2. Click on Message > Add to Address Book in the Menu Bar. A Contact window will appear.
3. Enter all necessary information in the text fields provided.
4. Click the Close button when you have finished entering the contact’s information.
5. Click Save in the dialog box that appears.

4.2. DELETING A CONTACT

Over time, you may find that some contact information is old and no longer needed. You can remove contacts from your list to help
keep your information organized and easy to use.

Simply navigate to your way to the Address Book section of Entourage. Then select the unneeded contact and hit the delete key.

EXERCISE 9. DELETE A CONTACT

In this exercise, you will remove the oittraining contact that you added earlier.

1. Go to the Address Book .

2. Select the Contacts list.
3. Find OITtraining and select it.

4. Click the Delete icon in the Tool Bar or the Delete key on the keyboard.
5. Click the Delete button when the notification dialog window appears.

This will delete the contact. Give Entourage a few minutes for the changes to reflect on the Exchange Server.

4.3. ADDING A GROUP

Entourage allows you to make distribution lists or groups. Groups can save you time because you only have to set them up once.
After that, simply type the group name in the address field, and your message will be delivered to all members. This spares you the
task of entering each address individually.

CREATE A GROUP

1. Go to the Address Book section of Microsoft Entourage.

2. Select a contact that you would like to include in the new group.

3. Click and hold the New button. Select Group from the menu. The Untitled Group window will appear.
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4. Assign a name to the group.

5. Click the + sign and then select a contact from your list.
6. Repeat Step 4 until you have finished your group.
7. Close the window by clicking the Red button. This will bring up a Save dialog window.
8. Click Save to confirm the new group.

4.4. USING THE GLOBAL ADDRESS BOOK

There are a couple of ways to go about finding addresses in the Global Address Book.

The first is the most intuitive way of the two: start typing the person’s last name in the address field. If it is a common name, you
can also try typing part of the address, if you know it. As you type, Entourage searches and offers suggestions. This technique
provides a quick way to retrieve messages and is accurate most of the time.

If you do not remember specifics of the contact’s address, you can search for the person using other means. You can select and
expand the Global Address Book icon from the left column. You will see a list of UTA departments, where you can choose that
person’s department and search the list of addresses.

Once you have found the contact, you can click on the New Message To icon. That will create a new message for you to send to
your contact.

EXERCISE 10. FIND A CONTACT WITH THE GLOBAL ADDRESS BOOK

1. Go to the Address Book section of Microsoft Entourage.

2. Select the Global Address Book icon in the left column.
3. Type Spaniolo in the Search field in the top right corner of the window.

4. Click Spaniolo, James to display the contact’s information.

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5. Click E-mail. This will bring up a new e-mail message with the contact’s address.
6. Close the new message window and discard all changes.

5. USING THE CALENDAR

Microsoft Entourage lets you view a calendar, as well as track and schedule appointments. Not only that, you can view another
person’s calendar that they have shared out to specific people.

5.1. CREATING AND DELETING CALENDAR EVENTS

Adding an appointment or calendar event is easy to do. Simply bring up the calendar, find the date of your event and double-click it.
Doing this will bring up an untitled event window.

You can add a subject, location, and notes to the event. You can also specify an exact time when the event will start and end, or you
can click a check box to make it an All-day event. When you are done, save the event, and close out the window.

EXERCISE 11. CREATE A CALENDAR EVENT

1. Go to the Calendar section of Microsoft Entourage.

2. Locate today’s date on the calendar and double-click it. This will bring up an untitled event window.
3. Type Test Appointment in the Subject text field.
4. Type Davis Hall, Room 100 in the Location text field.
5. Adjust the Start and End time for today’s date, 4 to 5 PM.
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6. Click the Close button. This will open a Save dialog window.
7. Click Save.

EXERCISE 12. DELETE A CALENDAR EVENT

1. Go to the Calendar section of Microsoft Entourage.

2. Locate today’s date and the event that we just created on the calendar.
3. Single-click the Test Appointment.

4. Hit the Delete icon or the Delete key on the keyboard.

5. Click Delete in the dialog window that appears.

Your event will be deleted.

5.2. INVITING CONTACTS

TS TO AN EVENT

Because Microsoft Entourage synchronizes data with the Exchange Server,, it can be used to coordinate events with other user’s
schedules. Want to invite someone to an event? Click the Invite button in the event window. You can quickly glance to see if he or
she is free or has a conflicting event.

INVITE A CONTACT TO AN EVENT

1. Go to the Calendar section of Microsoft Entourage.

2. Create a Calendar Event.

3. Click the Invite icon.

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4. Enter the address of the contact, or enter the person’s name and click Check Names.
5. Click the Scheduling tab to check for conflicts.

6. Click Send Now to send the invitation.

5.3. ADJUSTING THE CALENDAR VIEW

The calendar in Entourage allows you to select different views to fit your needs. You can click between the different view icons in
the Toolbar. From left to right, they are: Day, Work Week, Week, Month, and View Date. These were explained earlier in the class,
so you can refer back to those as needed.

View Date
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Day

Work Week

Week
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Month

5.4. VIEWING ANOTHER USER’S

’S CALENDAR

Microsoft Entourage allows you to see other people’s calendars. Permission must first be granted. If you are a delegate for
someone’s account,
unt, you should be able to view their calendar from your own account.

VIEW ANOTHER CALENDAR

1. Go to the Calendar section of Microsoft Entourage

Entourage.
2. Click on File > Open Other User’s Folder
Folder. A dialog window will appear.

3. Enter the NetID of the target user.

4. Click OK.. You will see the target calendar appear in the left column of the application window.
5. Allow the calendar some time to synchronize and populate. Notice the Status Bar at the bottom of the window.
6. Click the other person’s calendar to view it.
7. Clickk on your calendar in the left column to return to it.
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5.5. SHARING YOUR CALENDAR

It makes sense that you can also share your calendar, since you are able to view other people’s calendars. You must grant
permission to a contact in order to share your calendar. Sharing a calendar only applies to those users on the UTA domain.

SHARE YOUR CALENDAR

1. Click on Entourage > Account Settings.. This will bring up the Accounts window.
2. Double-click on your account in the Accounts window. The Edit Account window will appear.
3. Select the Delegate tab.

4. Click Add.
5. Enter the NetID of your target user, and click OK.
6. Assign appropriate permissions to that user, and click OK.

7. Click OK to close the Edit Account window.

8. Click the Red button to close the Accounts window.

Your delegate should now be able to view your calendar.

Thanks for attending today’s class. Do not forget to fill out and turn in your evaluation form.