Entourage 2004 FAQ

Address Book
Calendar
Client Configuration
General
Importing - Exporting
Using Entourage

Address Book

How do I find someone's email address with Entourage?
- Entourage includes a Directory Services feature that lets you query an LDAP server and find a person's email address based on his or her name. To make a Directory Services search, follow these instructions:
- In Entourage, click the Address Book icon..
- Click the server or account you want to search.
- Use the search box to select the type of search you want to use and enter the text you want to search for.
- Click the Find button.
- The program will contact the service and list any matches. To send a message to one of the individuals in the search results, click his or her entry, then click the New Message To button. You may include the entry in your address book by clicking the button Add to Address Book. To find more information about the entry, double-click it.
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How do I create a group (mailing list)?
- You can create groups of contacts so that you can address an e-mail message to multiple people by group name.
  1. In the Address Book, click Add Group .
  2. Name the group. This is the name you’ll enter in the To box when addressing an e-mail message to the group.
  3. Click in the list box to add e-mail addresses to the group.
  4. Click Save. The group name appears in your Address Book.
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How do I import and export contacts?
- You can create groups of contacts so that you can address an e-mail message to multiple people by group name.
  1. In the Address Book, click Add Group .
  2. Name the group. This is the name you’ll enter in the To box when addressing an e-mail message to the group.
  3. Click in the list box to add e-mail addresses to the group.
  4. Click Save. The group name appears in your Address Book.
- If the PIM you want to import from is not on the list — for example, Outlook 2000, Outlook 2002, or Outlook Express 5 for Windows — you can import and export the entire Address Book as a tab-delimited text file, which is compatible with Entourage and most other PIM programs. To do so:
  1. Export contacts from the source program. The contacts can be exported from any program, including spreadsheet and database programs. Check your program documentation to find out how to do this.
  2. Transfer the exported file to your Macintosh by sending it as a message attachment to your Entourage account.
  3. Click File > Import, and then click Import from a Text File. If the items of contact information stored in the text file are labeled differently from those in Entourage, you may need to specify (map) how the data fields in the source program correspond to the fields in Entourage. You can save this mapping in a file for future use. For more information, search for “import contact” in Help.
- You can export your Entourage contacts to a text file that can be read by any PIM or word processing program.
  - To export your contact list to a tab-delimited text file, click File > Export Contacts, and then name the file.
- Tip: You can import and export individual contacts in the standard vCard format, which is compatible with many other programs, including Outlook and Outlook Express for Windows. To send a contact as a vCard, select the contact in the Address Book, and then click Contact > Forward as vCard. To import a vCard, drag the attached .vcf file from the e-mail message to the Address Book window.
- You can import PST files created in Outlook 2001 for Mac into Entourage by using the PST Import Tool. You can download the free PST Import Tool from the Download center at http://www.microsoft.com/mac/download/. System requirements and installation instructions are included on the Web site.
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What are vCards and how do I use them?
- vCard is the abbreviation for Virtual Business Card (.vcf file), the standard for creating and sharing contact information over the Internet. you can send a contact to another person by forwarding it in vCard format. A recipient who uses an email and personal information manager program that supports vCards, such as Entourage, can open the vCard and add the contact to his or her address book.
- To send contact information as a vCard do the following
  - Click Address Book
  - Click on the contact you want to send
  - On the Contact menu, click "Forward as vCard"
  - Enter the name of the person to whom you want to send the contact information and complete the message
  - Send the message by clicking "Send Now" or "Send Later"
- To add a vCard you have received to your Address Book
  - Open the message the contains the vCard
  - Click Address Book
  - Drag the vCard from the Attachments pane of the open message to the Address Book list
  - Tip: If the vCard is on your computer instead of attached to a message, you can drag the vCard from its location on your hard disk to the Address Book list. You can identify a vCard file by its .vcf file name extension.
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Calendar

How many months back is calendar data kept?

More information to come...

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Can I schedule shared resources such as a conference room?

Yes… more information forthcoming….

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Does the calendar folder count against my quota?

Yes. All folders in your Exchange account take up space and therefore go against your disk quota.

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When I reach my maximum quota, can others still schedule me/can I still schedule appointments?
- More information to come...
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Can resources be set to auto-accept meetings?
- Yes. When a resource is created, it can be set to auto-confirm and decline conflicting meeting requests.
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Can I recall a meeting request like I can an email?
- No. Before you click Send, it's a good idea to check all the details because, unlike regular e-mail, there's no way to recall a meeting request once it has been sent.
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How do I import my Entourage Calendar into iCal?
- Important notes:
  - iCal will import all calendars that you have open, including those of other users for whom you are a delegate and will place them in the same iCal category ("Entourage").
  - iCal will open Entourage if it's not currently open and then must close Entourage to complete the import. Make sure you save any unfinshed work in Entourage before importing into iCal.
- Follow these steps to import your Entourage calendars into iCal:
  1. Save and close any Emails, Appointments, Tasks, etc. that you have open in Entourage.
  2. Open iCal.
  3. Go to the File menu and choose "Import".
  4. Select Import Entourage Data and click "Import".
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How do I import my iCal Calendar into Entourage?
1. Open iCal.
2. Highlight the calendar that you wish to export in the "Calendars" pane.
3. Go to the File menu and choose "Export".
4. Choose a location to save your calendar to.
5. Locate the file you just saved with finder, right click on it and choose "Open With > Entourage".
6. The dates will be merged with your Entourage calendar. You will be prompted to resolve any inconsistencies with times, dates, etc.
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When I view my calendar with OWA, I don't see my appointments, but they are visible with the Entourage client.
- If your Exchange account is configured to store messages, calendar items, contacts, etc. in a Personal Folder (.pst file), then you will only be able to view your appointments when using the Outlook client, since Personal Folder data is stored on either your hard drive or on a network drive (H:\exchange).
- In order to view your calendar data from both Outlook and OWA, you need to store your data (calendar items, messages, etc.) on the Exchange server.
  - When creating new events, be sure to create them with your Exchange account calendar selected, not the calendar labeled "Calendar [On My Computer]"
  - To move an event from one calendar to another, highlight the event and select Event from the menu bar, then Move To or Copy To and Choose Calendar
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How do I schedule an appointment / create a calendar event?
- Click "Calendar"
- Select the calendar you want to create an event in (note that the "On My Computer" calendar will not be accessible to you or anyone else from any computer except the one on which it is created)
- Click the "New" button
- In the "Subject" box, type the name of the event
- In the "Location" box, you can put the location
- Set the dates and times. For an all day event, check "All-day"
- If this is a recurring event, on the "Occurs" pop-up menu you can select a default recurrence pattern or create a custom one
- Select any other options you want
- Click Save
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How do I schedule an all day event?
- See How do I schedule an appointment / create a calendar event?
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How can I make an event private?
- With the event open (either create a new event or open an existing event) click "Event" in the menu bar and select "Private"
- Other users who have the ability to view your calendar will be able to see only an event labeled "Private"
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How do I schedule a meeting / invite users to an event?
- In Entourage, first you create an event then you invite others to it
  1. Create an event
  2. Click Invite
  3. Address the invitation
  4. Click the scheduling tab to check whether your attendees are free or busy.
    - If the scheduling tab is not present, make sure that your Exchange account is selected in the From box at the top of the invitation
  5. To send the invitation without requesting responses from attendees, clear the check mark next to Request Responses on the Event menu (this is optional)
  6. Click "Send Now" to send the invitation
  - To view attendee status of an invitation you've sent, open the event and click the "View attendee status" link in the Info Bar. To change the status, click the status in the Response column, and then click an option in the pop up menu that appears.
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How do I cancel an invitation to an event?
- To cancel an invitation, open the calendar event and click "Cancel Invitations."
- The event, without attendees, will remain on your calendar until you delete it
- Note that you cannot cancel invitations to an event that you did not create
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How do I share my calendar?
- See How do delegates work?
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How do I view a shared calendar?
1. Click File in the menu bar and select "Open Other User's Folder"
2. Enter the user's name and select "Calendar" under "Type"
3. Click OK
4. In a few seconds the calendar will appear in your folder list
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Can I share my personal calendar?
- You cannot share a calendar unless you are keeping it on the server. A calendar stored on your own computer cannot be shared.
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How do I open someone's calendar to view free/busy times?
- Unless you have delegate rights you cannot open and view an individual's calendar, even just to see busy times.
- To see if another user is free/busy for a time period, create a calendar event, invite that user and use the "Scheduling" tab. For more information see How do I schedule a meeting / invite users to an event?
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Do I have to accept a meeting for it to appear on my calendar?
- By default, when you receive an invitation, the event is tentatively added to the Calendar.
- To prevent invitations from being added to the Calendar before you accept them, click "Preferences" on the "Entourage" menu. Under "General Preferences" click "Calendar" and then clear the "Tentatively add events when invitations are received" check box.
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When you invite someone to a meeting, does it appear as tentative on that person's calendar?
- This depends entirely on the other user's settings.
- If the other user is using Entourage, if they have "Tentatively add events when invitations are received" selected under Entourage > Preferences, then it will appear as tentative.
- If the other user is using Outlook, the event may or may not appear as tentative on their calendar. For more info see the Outlook 2003 Calendar FAQ.
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Can I set delegate permissions for someone to view my meeting details?
- Yes. See How do delegates work?
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I'm scheduling a meeting / calendar event for others (not as a delegate). Can I remove myself as an attendee?
- No, as the organizer of a meeting you are a required attendee.
- However, to mark your time as free, open the event and click "Options" in at the top of the form and select "Show Free/Busy Status As Free"
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How do I change the number of days displayed in the calendar?
In Calendar, click any of the following:
- Day
- Week
- Work Week
- Month
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Can people invited to a meeting see who has accepted, declined?
- No, only the person that scheduled the meeting will have the Tracking button to see all attendee's responses (e.g., accepted, dec lined...).
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When inviting others to an event, is there an option to ask for no email response?
- Yes, with the event open click "Options" and uncheck "Request Responses."
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I am not receiving email notifications when someone schedules me in a meeting - Why?
- This may happen if you have given another user 'Author' permissions on your calendar. This allows a person to open your calendar and schedule a meeting directly on your calendar. Therefore, no email notification is sent.
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Client Configuration

Entourage makes repeated noises periodically about every 10 minutes. How do I make it stop?
- If you are hearing a clicking or beeping noise every 10 minutes, it is likely that you have sounds to notify you when mail is/is not found during a Send/Receive. To edit those settings, do the following:
  - Go to Entourage > Preferences
  - Select "Notification"
  - Under Sounds, uncheck any events that you do not want notifications for. We suggest unchecking "No mail sound" and "Mail error sound," as it is likely that the sound you were hearing was one of those two.
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How do I configure Entourage 2004 to access my Exchange account?
- See "Connecting a MAC using Entourage here.
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How do I configure Entourage 2004 to read my mail using IMAP?
- Note: If you have never run Entourage before, a Setup Assistant will appear when you first launch the program. However, since these instructions explain how to set up your account manually, close that window if you see it.
- Launch Entourage. From the Entourage menu, select Tools > Accounts
- In the Accounts window that appears, click the Mail tab, and then click New. If the Account Setup Assistant window appears, at the bottom of the window, click the "Configure account manually" button.
- In the New Account window that opens, from the pull-down menu next to "Account type:", select IMAP. Click the OK button.
- In the Edit Account window, click the Account Settings tab.
- Next to "Account name:", enter a name for your account. This can be anything you want it to be, though something descriptive, such as the name of the email host, is a good idea. For example, when setting up a Comcast email account you could name it “Comcast.”
- Select the checkbox next to Include this account in my "Send & Receive All" schedule.
- Next to "Name:", enter the name you want to appear in the "From:" headers of email messages you send. Normally, this should be your real name.
- Next to "E-mail address:", enter your email address.
- Next to "Account ID:", enter your email username (e.g., dvader).
- Next to "IMAP server:" enter the hostname of your IMAP server. This information should be available from your email service provider (e.g. Comcast if setting up your Comcast email account).
- If you are the only person who has access to your computer, you may want Entourage to save your password. Check the box next to Save password: or Save password in my Mac OS Keychain. Then enter your password in the "Password:" or "Save password:" field.
- Click "Click here" for advanced receiving options. This will bring up several additional mail reception settings. If the SSL access to the account you are setting up is available, click the checkbox next to "This IMAP server requires a secure connection ( SSL )". Then close that little window.
- You will be in the Edit account window. In the "Outgoing" or "SMTP" server field, type the name of the outgoing SMTP server that you would like to use. To use UT's outgoing SMTP server, enter
  - smtp.utk.edu
- Click Click here for advanced sending options and a small preference window will pop up. Set the following:
- If an SSL connection is available for this SMTP server, select the "SMTP service requires secure connection ( SSL )" checkbox. Do this if you are using UT's SMTP server.
- Select the "SMTP server requires authentication checkbox", and the "Log on using" radio button. Enter your username and password next to "Account ID:" and "Password", respectively. If you're using the UT SMTP server, this will be your NetID and password.
- In the field under "Domain for unqualified addresses", you may type in a default domain. For example, specifying utk.edu would allow you to send mail to most users at UT Knoxville by using just their usernames. Filling out this field is optional.
- Click the square in the upper left corner of the pop-up window to close it.
- Under the Options and Advanced tabs, you may make a few additional settings, but they are usually not required to access your IMAP mail. Click the OK button.
- Back in the Accounts window, if you have more than one account set up, click the one that you use most often, and then click the Make Default button.
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How do I configure Entourage to read a POP mail account?
- Launch Entourage. From the Tools menu, select Accounts.
- In the Accounts window that appears, click the Mail tab, and then click the New button.
- If the Account Setup Assistant window appears, at the bottom of the window, click the Configure account manually button.
- In the New Account window that opens, from the pull-down menu next to "Account type:", select POP . Click the OK button.
- In the Edit Account window, click the Account Settings tab.
- Next to "Account name:", enter a name for your account. This can be anything you want it to be, though something descriptive (the name of the email host, e.g. "Gmail") is a good idea.
- Click the checkbox next to Include this account in my "Send & Receive All" schedule so that it is selected.
- Next to "Name:", enter the name you want to appear in the "From:" headers of email messages you send. Normally, this should be your real name.
- Next to "Email address:", enter your email address.
- Next to "Account ID:", enter your email username.
- Next to " POP server:", enter the host name of your POP mail server.
- Optionally, you may enter your account password. Click the box to the left of "Save password:", and enter your password in the field to the left. Do not fill this in if others will have access to your computer.
- On some servers, you will have to input a few other mail reception settings. Click the Click here for advanced receiving options button to view these settings.
  - If the POP server supports SSL connections, click "This POP service requires a secure connection (SSL)".
  - Documentation for these advanced receiving options should be provided by the POP email server's host (e.g. from Google if you are setting up a Google Mail account)
- You will be in the Edit account window. In the "Outgoing" or "SMTP" server field, type the name of the outgoing SMTP server that you would like to use. To use UT's outgoing SMTP server, enter
  - smtp.utk.edu
- Click Click here for advanced sending options and a small preference window will pop up. Set the following:
- If an SSL connection is available for this SMTP server, select the "SMTP service requires secure connection ( SSL )" checkbox. Do this if you are using UT's SMTP server.
- Select the "SMTP server requires authentication checkbox", and the "Log on using" radio button. Enter your username and password next to "Account ID:" and "Password", respectively. If you're using the UT SMTP server, this will be your NetID and password.
- In the field under "Domain for unqualified addresses", you may type in a default domain. For example, specifying utk.edu would allow you to send mail to most users at UT Knoxville by using just their usernames. Filling out this field is optional.
- Click the square in the upper left corner of the pop-up window to close it.
- Click the Options tab. If you would like to keep your mail on the server after retrieving it, click the checkbox next to Leave a copy of each message on the server so that it is selected.
- There are a few additional settings under the Options and Advanced tabs, but they are usually not required to access your POP mail.
  - If you want your POP account to appear as a separate folder in the folder list, click the Options tab and check "Allow online access (shows account in folder list)".
- Click the OK button.
- Back in the Accounts window, if you have more than one account set up, click the one that you use most often, then click the Make Default button.
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How do I remove an account?
- If you no longer wish to access an email account through Entourage, you can remove it from your configuration. Once you've done this, messages and folders you have downloaded to your computer will remain, but the program will no longer try to download additional messages. Messages and folders that remain only on the mail server will no longer be available through the application, however.
- Start Entourage. From the Tools menu, select Accounts.
- In the Accounts window, click the Mail tab.
- Click the account you want to remove, then click the Delete button. Click Yes or Delete to remove the account.
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Adding an LDAP Address book
- The LDAP Account provides address book functionality so you can retrieve e-mail names and addresses quickly from a server. Follow these steps to add an LDAP account in Entourage.
  1. Select Tools > Accounts.
  2. Click on the Directory Service tab, and select New. The Edit Account dialog box is displayed.
  3. On the Account Settings tab, complete the appropriate fields. The information should be provided to you by the administrator of the LDAP server you are trying to connect to.
- To add the UT LDAP server, follow steps 1 and 2 above. Then click "Configure Account Manually" and follow these steps:
  1. On the Account Settings tab, under Account Name, enter UT LDAP or something else unique
  2. For LDAP server, enter ldap.utk.edu
  3. Click the Options tab
  4. For Search base, enter dc=tennessee,dc=edu without spaces
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Configuring UT UNIX account
- Click here for detailed instructions with images.
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In Entourage how do I create identities?
- In Entourage, you can set up more than one user account by using an option called Identities. This option can be useful to individuals, families, and organizations where multiple people need to access separate email accounts.
- Note: Consider using the Multiple Users feature of the operating system instead of Identities. Multiple Users provides better security, and Entourage will automatically create individual settings for each user. For more information on this feature, in the Finder, from the Help menu, select Mac Help. Then search on the word "users."
- To use the Identities option, follow the steps below:
  - From the Entourage menu select Switch Identity...
  - A dialog box will appear that will ask you if you want to close all the connections and windows for your current identity. Click Switch.
  - Note: If you wish, you may prevent this warning from appearing in the future. To do this, click the checkbox next to Don't show me this dialog again or Don't show me this message again.
  - In the next dialog box, to create another identity, click the New... button.
  - In the New Identity dialog box, in the field next to "Identity name:", enter a name for the identity. It's a good idea to maintain some type of naming system, for example, Work Email or Personal Email. When you have made your choices, click OK.
  - You will now see the Setup Assistant. You will need to set up the email account for this identity. You must obtain the names of the outgoing mail, incoming mail, and news servers affiliated with your account.
  - Once you have completed the Setup Assistant, you have also completed the Identity setup.
  - To switch identities, from the Entourage menu, select Switch Identity. If you have not disabled the warning dialog, click Switch. You can then choose an identity from the list.
  - If you'd like to have the identity list appear every time you start Entourage, click the Show this list at startup checkbox.
  - Once you have selected an identity, click OK. The program will switch to that identity's account.
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How do I set up Entourage to read newsgroups?
- In Entourage, from the Tools menu, select Accounts.
- Click the News tab, then click the New button.
- The Account Setup Assistant should start. If the Account Assistant doesn't start automatically, click the Assist me button. Choose your email address and type the name of your organization. Click the right arrow at the bottom of the window.
- Type the address of the news server.
- If your news server requires authentication, click the checkbox next to My news server requires me to log on; otherwise, click the right arrow at the bottom of the window.
- If you indicated that you need to log into your server, put your username and password in the next window that appears. Click the right arrow at the bottom of the window. (If you indicated that you don't need to authenticate, this window will not appear.)
- You will be asked to create a name for this account. You can name it anything you want. To save your settings, click the Finish button.
- Close the Accounts window.
- Back in the main window, your news server should appear in the Folder List. Click its icon.
- When prompted to download the list of newsgroups from the server, click the Receive button. This may take quite a while, especially if you have a dial-up connection.
- When the list has completely downloaded, the newsgroups will appear in the main window. To subscribe to a group, select it from the list. Then, from the Edit menu, select Subscribe.
- To view a group, double-click it. Another window will open with the contents of the newsgroup. From here you can browse, read, and reply to articles.
- Once you have subscribed to all the newsgroups you want, from the View menu, select Subscribed Only to hide the other groups.
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When using Entourage as a POP client, how do I leave my mail on the server so I can read it from any computer?
- This document assumes you have already configured a POP account. If you need help with initial setup for a POP account see How do I configure Entourage to read a POP mail account?
- From the Tools menu, select Accounts.
- Under the Mail tab, highlight your account, and then click the Edit button.
- Click the Options tab, and check the box that says Leave a copy of each message on Server.
- Click OK, and then click Close.
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If I have two POP email accounts, how do I separate the incoming mail in my Inbox?
- You can separate incoming POP mail from different accounts by using Rules.
- Click on Tools > Rules
- Select the Mail (POP) tab and click New
- Give the rule a name
- Under the "If" section change the dropdown criterion to "Account." This will add two new dropdowns to the right of "Account."
- Set the second and third dropdown to "is" and the name of one of the accounts that you wish to separate mail from.
- Under the "Then" section set the first dropdown to "Move message".
- Click the second dropdown click on "Choose folder." You can choose any folder you already have, or you can create a new folder by clicking "New Folder".
- If there is a second set of dropdowns (it may say "Set category" "None") you may select that row and click "Remove Action".
- Repeat these steps for each account you would like to separate.
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How do I disable the pane view?
- From the View menu, hover over Preview Pane and select "None".
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How long are deleted items retained? How do I configure automatic permanent deletion?
- How long deleted items are retained depends on the type of account and how it is configured.
  - For IMAP accounts, you can edit the account settings to automatically delete after a certain interval or you can use the Schedules tool to schedule automatic deletes
  - For Exchange accounts you can use the Schedules tool to schedule automatic deletes
  - For POP accounts, you can edit the account settings or use the Schedules tool to schedule automatic deletes
- IMAP - to schedule automatic permanent deletion of items in your Deleted Items folder in an IMAP account you may do one of the following:
  1. Edit account settings
    - Go to Tools > Accounts
    - Select the Mail tab, highlight your IMAP account, and click Edit
    - Under the Edit Account menu, click the Advanced tab
    - Under Delete options choose how you would like your messages to be deleted
  2. Use Schedules
    - Go to Tools > Run Schedule > Edit Schedules
    - Name the schedule
    - For "When," choose something other than manual and configure, for example, "On Quit"
    - For "Action," choose "Delete Mail" from the name of the folder you want to delete from older than the interval you want to delete on.
    - Messages will now be deleted automatically after the interval you set when the condition you set elapses
- Exchange - to schedule automatic permanent deletion of items in your Exchange account's Deleted Items folder use Schedules
  - Use Schedules
    - Go to Tools > Run Schedule > Edit Schedules
    - Name the schedule
    - For "When," choose something other than manual and configure, for example, "On Quit"
    - For "Action," choose "Delete Mail" from the name of the folder you want to delete from older than the interval you want to delete on
    - Messages will now be deleted automatically after the interval you set when the condition you set elapses
- POP
  - To schedule automatic permanent deletion of items in your Deleted Items folder in a POP account use Schedules (see above).
  - Deletion of items on the server is handled a bit differently in POP than in Exchange or IMAP. With POP all messages are downloaded to your computer and removed from the server by default. It is possible to configure your POP account so that a copy of the messages remain on the server and, optionally, are deleted after a certain interval. To configure POP this way do as follows:
    - Go to Tools > Accounts
    - Select the Mail tab, highlight your POP account, and click Edit
    - Under the Edit Account menu, click the Options tab
    - Under Server options check "Leave a copy of each message on the server"
    - If you want message to be deleted after a certain number of days, check that option
    - If you want messages to be deleted after they are deleted from you computer, click that option
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How do I set up a vacation message/autoreply?
- To reply automatically to any email that you receive use a Rule.
- Click on Tools > Rules
- Select the type of mailbox you would like this rule to apply to and click New
- Name the rule
- Under "If" select "All messages"
- Under "Then" select "Reply"
- Click the "Reply Text" button and enter the text that you would like sent in reply
- Highlight the second row under Then (not the one that you just created) and click "Remove Action"
- To allow other rules to still apply, uncheck "Do not apply other rules to messages that meet these criteria"
- Click OK
- Remember to disable or delete this rule when it no longer applies/when you get back from vacation
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How do I save messages I send in my Personal Folder & not leave them on the server?
- Click Tools > Rules
- Select the Outgoing tab and click New
- Name the rule
- Under If select "From" and "Is me"
  - Optionally you could enter just one email address if you only want to affect messages from one account
- Under Then select "Move message" and "Choose folder..." and choose the folder you want your sent messages saved to, e.g. "Sent Items (On My Computer)"
- Click OK
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How do the Send/Receive settings work?
- Your Exchange account (Mail, Calendar, and Address Book) are constantly synchronized. This means that almost as soon as a new email message arrives or a calendar item is changed, Entourage will be updated to reflect it. When you use Entourage to access non-Exchange email accounts, or when you use the "Send Later" option when sending an email from your Exchange account, the Send/Receive schedule comes into play
- To view your Send & Receive All schedule, do the following:
  - Go to Tools > Schedules
  - Highlight your "Send & Receive All" schedule and click "Edit"
  - From here you can edit when and how often your it runs, as well as which folders in which accounts are checked for mail
- To execute a Send & Receive:
  - Go to Tools and hover over Send & Receive
  - Select Send & Receive all
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General

What is Microsoft Entourage?
- Entourage is an email client for Apple computers. It is a component of Microsoft Office 2001 and later. Entourage is a full-featured email client and calendaring tool. It is similar to Outlook Express, but it provides additional functionality, such as a calendar, task list, expanded address book, and integration with the other components of Microsoft Office, especially Word. Entourage can also be synchronized with Palm OS devices, and, unlike Outlook Express, it serves as a complete replacement for the Palm Desktop application. Entourage 2004 can also access calendars, contacts, or task lists on a Microsoft Exchange server.
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For Mac OS X, what are the system requirements for Microsoft Office 2004?
- To use Microsoft Office 2004, your Mac OS X system must meet the following requirements:
  - Mac OS X 10.2.8 or greater
  - At least 256MB of free RAM
  - At least 450MB of free hard disk space
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Must I use Entourage? What about Mail?
- Entourage 2004 is the only client supported by OIT. It will be provided free of charge to all Mac users in the UT community with Exchange accounts. Instructions for configuring other clients such as Mail for Mac OS will be available, but those clients will not be supported. Outlook Web Access is also available but does not contain all of the functionality of the Entourage or Outlook clients.
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Can I open multiple email accounts in Entourage simultaneously (e.g. an Exchange and IMAP account)?
- Yes.
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What parts of my Exchange account are synchronized on the server?
- Whenever your Macintosh computer is connected to a server running Microsoft Exchange Server, your e-mail messages, contacts, and Calendar items, and any other Exchange folders are synchronized. Your information is always up-to-date in Microsoft Entourage, on the Exchange server, and is available to any other Exchange products you use (for example, Microsoft Outlook on a Windows-based computer). Because these programs display and use information differently, your information may look different depending on which program you are using to view it. Some of these differences are listed below.
- E-mail messages
  - Messages All Exchange mail folders, including subfolders, can be accessed by using Entourage and are continually synchronized with the Exchange server automatically. Depending on the network, new messages are either displayed automatically as they arrive or are displayed after Entourage completes a check for new messages on the server once every minute.
  - Rules Although rules stored on the Exchange server will run, you cannot change or create new Exchange server-based rules by using Entourage. If you need to change a server-based rule using your Macintosh, you can use Microsoft Outlook Web Access if your Exchange administrator has enabled this feature. For more information, contact your Exchange administrator.
- Contacts
  - Distribution Lists / Entourage Groups Distribution Lists stored on the Exchange server and accessible from OWA and Outlook will not be accessible from Entourage. Likewise, Groups in Entourage are stored locally and are not synchronized to the server.
  - Address Book contacts All Exchange account Address Books and their contacts are continually synchronized with the Exchange server automatically. You need an e-mail account on a server running Microsoft Exchange Server 2000 or later.
  - E-mail address display In Entourage, you can store up to 13 e-mail addresses in a single contact. In Outlook on a Windows-based computer, you can store up to 3 e-mail addresses. When contacts are synchronized, Entourage synchronizes the default e-mail address with the E-mail field in Outlook. The next two addresses listed in the Entourage contact are synchronized with the E-mail 2 and E-mail 3 fields in Outlook.
  - Mailing address display A contact created in Outlook can have a mailing address labeled "other." This label is not available in Entourage. When contacts are synchronized, Entourage displays an address labeled as "other" as the "work" address. If you edit this address in Entourage, then the next time contacts are synchronized, the address label in Outlook will change to "business."
  - Children's names In Entourage, you can store up to 10 children's names. If you have an Outlook contact with more than 10 children listed, do not edit this contact in Entourage or all but the first 10 names will be deleted.
- Calendar
  - Calendar events All Exchange account Calendars and their events are continually synchronized with the Exchange server automatically. You need an e-mail account in Exchange Server 2000 or later.
  - Travel time If you specify travel time in a Calendar item created in Entourage, this information does not appear in Outlook. For example, if you schedule an item for 1:00 PM to 2:00 PM with a travel time of 15 minutes, your Outlook Calendar blocks out only the one-hour scheduled time and does not include the travel time.
- General
  - Notes Entourage notes are not synchronized with the Exchange server.
  - Tasks Entourage tasks are not synchronized with the Exchange server.
  - Flags Although message flags are synchronized with the Exchange server, the task associated with a message flagged for follow up will not be synchronized. Flags associated with contacts are not synchronized with the Exchange server.
  - Categories Category information you set in Entourage is not synchronized with the Exchange server.
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Does Spotlight search my Entourage folders?
- Yes. Micrsoft released an update for Entourage 2004 in March 2006 that added this functionality. Before the update, this feature was not available.
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How does Junk Email Protection work?
- Junk E-mail Protection helps prevent junk e-mail (spam) from cluttering your Inbox. Entourage 2004 uses the Microsoft SmartScreen technology to make the filter more accurate in its detection of junk e-mail.
- The filter identifies junk e-mail and places messages identified as junk e-mail directly into the Junk E-mail folder. It’s a good idea to regularly check the contents of your Junk E-mail folder to see whether it contains messages that have been incorrectly identified as junk e-mail.
- To turn the junk mail filter on or off, or to change the level of filtering, click Tools > Junk E-mail Protection, and then choose the options you want.
- If a junk e-mail message is placed in your Inbox, select the message, and then click Junk on the toolbar. Entourage moves the message to the Junk E-mail folder.
- If a legitimate message is placed in your Junk E-mail folder, select the message, and then click Not Junk on the toolbar. Entourage moves the message to the Inbox and gives you some options to prevent similar messages from being classified as junk in the future.
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Can accidentally deleted email be restored?
- By default when you delete an email it is moved to the "Deleted Items" folder for that account. Check your Deleted Items folder for any email that you want to undelete. If you find the email you are looking for in the Deleted Items folder, you may drag it to your Inbox to restore it
- If the message you are looking for is not in your Deleted Items folder then it has been permanently deleted. It is possible to restore messages that have been permanently deleted less than [time interval] . For items older than that time a restore is not possible. [Link to restore information]
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What happened to my distribution lists or groups from Webmail / OWA / Outlook?
Entourage 2004 does not synchronize distribution lists or groups with the Exchange server.

Consequently, distribution lists that you have created...
- In WebMail, before you migrated
- In Outlook
- In OWA
- In another installation of Entourage (e.g. on a different computer)
...will not be copied to the Entourage 2004 Address Book.

A local distribution list can be created using a received message by doing the following:
1. Open the message and select the recipients in the message.
2. Right-click or Control+click any one of the selected recipients and select Copy.
3. Select the New and Group commands from the File menu.
4. Click in the bottom field and select Paste from the Edit menu.
5. Rename and save the group. It will be saved to the locally stored Address Book [On My Computer].
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Importing - Exporting

How do I import data from another email application?
- Entourage can import data from most current email applications. To do this, follow the steps below:
- From the File menu, choose Import... .
- Click the radio button next to Import information from a program and click the right arrow at the bottom of the window.
- Click the radio button next to the application that you want to import items from, then click the right arrow.
- Click the checkboxes next to the items you want to import: Mail (or Messages), Addresses (or Contacts), Signatures, Accounts, Rules, Tasks, Notes, Calendar events, Preferences, Custom views. Not all categories will be available to all applications. Click the right arrow.
- After a few moments your data should be imported into Entourage. (You may be prompted to locate the folder where the information is stored.) Click the Finish button.
- In the main window of the application, you will see a folder that contains the imported data. If you were using the other email application as a POP mail client, your mail folders will be held within this folder. Any profiles you had set up to read mailboxes using the IMAP protocol will be active. Addresses will appear in the address book.
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How do I import email and PIM information?
- You can import information that you created in other programs, including contacts, Calendar events, notes, tasks, messages, rules, signatures, and account information. You can also import many national and religious holidays to the Calendar.
  - To import e-mail messages and contact information from another e-mail program, click File > Import, and then follow the instructions in the Import Assistant.
- If the program you are importing from is not listed in the Import Assistant, you’ll need to import your e-mail messages and contacts from text files, as described in [additional faq]
- You can import PST files created in Outlook 2001 for Mac into Entourage by using the PST Import Tool.
  - You can download the free PST Import Tool from the Download center at http://www.microsoft.com/mac/download/. System requirements and installation instructions are included on the Web site
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How do I import an address book from another email program?
- See How do I import data from another email application?
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How do I import my Pine address book into Entourage?
- There is no easy way to import a Pine address book into Entourage, but it is possible. The following instructions explain how to convert a Pine address book into something Entourage can import. This procedure does not work for distribution lists, only nicknames for single addresses.
- Step 1. Convert your address book into the correct format.
  - Note: In this document, <Tab> represents the Tab character. It is not meant to be written out literally.
  - Use an FTP client and connect to your account.
    - In your home directory, there is a file named .addressbook. Download this file to your computer.
  - Then open your Pine address book file in a text editor and make the following changes:
    - Remove any entries for distribution lists. It takes so much work to import them correctly that it would be faster to simply re-enter them manually into Entourage.
    - If you have set a separate "Fcc:" field for an entry, remove it.
    - Pine separates each field with a Tab, but stores the first and last name in a single field (the "full name"). Entourage expects the first and last names to be in separate fields. Therefore, you must modify each entry so that the full name is separated by a Tab character into the first name and last name, for example:
      
      Luke<Tab>Skywalker
    - Pine stores comments for each entry in an indented line directly below it. For Entourage to recognize the comment, it must be on the same line as the entry. Put the comment on the same line as the rest of the entry, with a Tab separating the comment from the last field, for example:
      
      han<Tab>Han<Tab>Solo<Tab>hsolo@rebel.org<Tab>Scoundrel!
    - There should be no empty lines. Entourage improperly interprets empty lines as empty address book entries.
    - There should be only one Tab between each field.
    - Note: Even if a field does not have a value, it still exists. For example, an entry that has the first, but not the last, name recorded would look like this:
      
      yoda<Tab>Yoda<Tab><Tab>yoda@jedicouncil.org
    - On the first line of the address book, you need to create a header entry that tells Entourage what is in each field. Make it look like this:
      
      Nickname<Tab>First Name<Tab>Last Name<Tab>Email Address 1<Tab>Notes
    - If you don't have any comments in your address book, you can leave off the last <Tab>Notes field.
    - The address book file should look something like the following:
      
      Nickname<Tab>First Name<Tab>Last Name<Tab>Email Address 1<Tab>Notes
      
      luke<Tab>Luke<Tab>Skywalker<Tab>lskywalk@rebel.org
      
      yoda<Tab>Yoda<Tab><Tab>yoda@jedicouncil.org
      
      han<Tab>Han<Tab>Solo<Tab>hsolo@rebel.org<Tab>Scoundrel!
      
      princess<Tab>Leia<Tab>Organa<Tab>lorgana@rebel.org
    - Once you have made your changes, save the document.
- Step 2. Import your newly formatted address book:
  - Launch Entourage and, from the File menu, select Import... .
  - An Import window will open.
  - Click the radio button next to Import information from a text file.
  - Click the right-facing blue arrow to continue to the next step,
  - Then click the radio button next to Import contacts from a tab- or comma-delimited text file.
  - Click the right-facing blue arrow to go to the next step.
  - A dialog box will appear. Find the Pine address book file you just modified, then click the Open or Import button.
  - If you did everything correctly, the "Import Contacts" box should contain the correct information for the first entry on your list in the appropriate fields on the left. Click the Open or Import button.
  - If the import is successful, click the Finish button in the next window that appears. Your Entourage address book should now be updated with the information in your Pine address book.
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How do I back up messages?
- You can back up your e-mail by copying it to a file and then moving the file elsewhere on your computer.
- Drag the message or the folder from Entourage to the desktop, and then move the file to the location of your choice. You’ll need to drag subfolders individually.
- Because the MBOX text file that’s created in this process is industry standard, you can use it to transfer messages to others, who can then import them into their own mail programs. This method is also an easy way to archive old projects so that you can delete them from Entourage.
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How can I archive (or export) my email?
While there is no AutoArchive function as there is in Outlook, it is possible to manually export or archive your items. Do the following:
1. Go to File > Export
2. Select Export items to an Entourage archive, All items
3. Check the items you wish to Export and click the right arrow
4. Choose whether you want to delete the items after they are archived
5. Click the right arrow. Save the file
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Using Entourage

How do I create a reminder to reply to an important email message?
- If you have an important message to which you need to reply, you can create a reminder for yourself using the Task feature in Entourage. To set up a reminder, follow the steps below:
- In the Entourage mail window, highlight the message for which you want to create a reminder.
- From the Message menu, select Flag for Follow-up... . This opens a new Task item linked to the message.
- In the window that opens, select the checkboxes next to Due Date and Reminder. Use these to set the date that you need to answer the message by, and the date of the reminder. If you have any directions or comments about the follow-up, type them in the "Note:" field.
- Note: If you need to, you may make the Task recurring. To do this select an option from the pull-down menu next to "Occurs:".
- Click the Save button.
- Your follow-up reminder will now appear in the Task list.
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How do I move or save multiple messages?
- In Entourage, you may move or save several items or messages at the same time. To do so, follow these steps:
- Click one of the items you want to save or move.
- While holding down the Cmd key (the Apple key), click the other items or messages you want to save or move. This will highlight all the messages you want.
- Alternatively, if you want to select a contiguous series of messages, hold down the Shift key and click the message at the other end of the range. All the messages in the range will become highlighted.
- Release any key you are holding. Now you can move the whole highlighted group to the folder of your choice by clicking and dragging any one of the highlighted messages.
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How do I delete mail using IMAP?
- To delete messages from a folder you retrieved using IMAP, follow the steps below:
- Select the message from the message list.
- On the toolbar, click the Delete button (it looks like a trash can). This marks the message you wish to delete.
- To remove the deleted items from the folder, from the Edit menu, select Purge Deleted Messages. After you purge a message, you cannot retrieve it.
- Notes
  - You must be connected for the deletions to occur; if you are not connected, the purged messages will be deleted the next time you connect.
  - To restore a message that is marked for deletion, from the Edit menu, select Undelete.
- To automatically purge messages marked for deletion:
  - From the Tools menu, select Accounts.
  - Double-click the account you want to change, and in the Edit Account window, click the Advanced tab.
  - Click the radio button Mark messages as deleted, and then click the checkbox Purge deleted messages when leaving IMAP folders
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How do I display and send the full headers of an email message?
- Displaying full headers
  - To mail the full headers of an email message you have received, you must first display the headers, then insert them into the body of an email message.
  - Open the message in a separate window, and from the View menu, select Internet headers.
- Inserting headers into a message
  - To insert the headers into an email message, follow the directions below:
  - Select all the headers by clicking and dragging the cursor from the top left corner to the bottom right corner of the header text.
  - Press Cmd-c to copy the headers to the Clipboard.
  - Create a new email message, then click in its main text window, and press Ctrl-v in Windows or Cmd-v in Mac OS or Mac OS X to paste the headers.
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How do I send or receive email containing active hyperlinks to web pages?
- Whenever you receive mail that has a URL in it, a mail program that recognizes it as a URL will render it as a hyperlink. If you click the URL, the mail program launches the default web browser on your computer, and sends it directly to the specified URL. In some programs, you may have to double-click the URL. Mail programs that can handle active hyperlinks include recent versions of Outlook, Eudora, Outlook Express, Entourage, Netscape, Mozilla, and Mac OS X Mail, as well as IU Webmail.
- To send email containing hyperlinks, you need not do anything special; just enter the URL, including the http:// , ftp:// , or mailto: prefix. Whether recipients will see these as hyperlinks depends on which program they use for reading email.
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How do I change a "Reply-to" or "From" address in Entourage (How to edit outgoing headers)?
- Entourage only has one "identity" address associated per account. Typically, this address is treated as both the From address and Reply To address. To change it, select the Tools menu, then select Accounts, double-click on your account, and enter whatever e-mail address you'd like in the e-mail address field.
- To set a Reply-To address that is DIFFERENT from the From address, select Tools > Accounts, double-click on your account and click Edit. Click Options and in the Header field, enter Reply-to with a value set to whatever you want your reply to email address to be.
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How do I send a message in HTML/Plain Text format?
- With Microsoft Entourage, you can send and receive messages in two formats: Hypertext Markup Language (HTML), which is the default format, and plain text.
- HTML
  - This format is the standard for formatting text on the World Wide Web. With HTML, you can add special emphasis or structure to message text by applying a variety of formatting, including text formatting, numbering, bullets, alignment, and background colors. To further enhance message text, you can add a variety of multimedia elements, including pictures, sounds, movies, and background pictures.
  - Note E-mail programs that cannot read HTML may display an HTML message either as unformatted text or as a file attachment. In either case, the recipient can still read the text of your message. Also, messages in HTML format can be large and may take longer to send and receive, especially those that contain multimedia elements.
- Plain text
  - If you do not send a message in HTML format, Entourage automatically sends the message in plain text format. Plain text messages contain no formatting, so you can be sure that the message will look the same to a recipient as it does to you.
- Changing the default format
  - To change the default message format, click Entourage > Preferences. Under Mail & News Preferences, click Compose. Select your formatting options under General.
- Changing the current message format
  - To change the message format for the message you’re composing, click Format > HTML. A checkmark preceding HTML on the menu means that you’re creating a message in HTML format. Also, if the Formatting toolbar is displayed in a message you’re writing, you’re using HTML format.
- Notes
  - When you reply to a message, Entourage keeps the message in the format in which it was sent.
  - You can turn off HTML format in messages you send but not in messages you receive.
  - Turning off HTML format in a message removes all text formatting and converts inline multimedia elements, such as pictures, into attachments.
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How do I add a signature?
- Use the signature feature to insert any standard text you want at the end of a message.
- To create a signature, click Tools > Signatures, and then click New. Name the signature so that you can easily identify it, and then type the text.
- To insert the signature at the end of a message, click Signature , and then select it from the list.
- To automatically insert the signature at the end of all your messages, click Tools > Accounts, and then double-click the name of the account.
- On the Mail or the Options tab in the Edit Account dialog box, select a default signature under Message Options.
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How do I use a digital certificate to digitally sign or encrypt my email?
- Entourage 2004 allows you to encrypt a message so that it is unreadable to anyone other than the intended recipient. You can also digitally sign a message to assure the recipient that the message is really from you. To digitally sign a message or enable others to send an encrypted message to you, you first need to obtain a digital ID.
- To get an Internet digital ID, request one from a certification authority. For a list of certification authorities, visit http://office.microsoft.com/assistance/.
- Most companies charge a small fee for their certificate services, although several offer free email certificates for private use.
- A digital ID consists of an irreplaceable private key, which is stored on your computer, and a public key, which you send to people when you send them a digitally signed message.
- For more about digital certificates, how to install a certificate into your keychain, etc., search Mac Help for "digital certificate."
- To digitally sign and/or encrypt a message you’re composing, click Options, and then click Security > Digitally Sign Message or Encrypt Message.
- When you receive a digitally signed message, in the Info Bar at the top of the message, click View Details. On the General tab, click Add to Contacts. The certificate is stored with this contact and allows you to send encrypted messages to the contact.
- You can view a contact’s certificate at any time by opening the contact, and then clicking the Certificates tab.
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How do I set up a rule?
- You can set up rules to automate a variety of tasks. For example, you can set up a rule to place all mail received from a specific e-mail address directly into a specific folder.
- To set up a rule, click Tools > Rules. Click the tab for the account type, and then click New. If you have multiple accounts, you’ll need to set up separate rules for each account. Select the criteria you want. For more information, search for “rules” in Help.
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How do I group messages?
- You can group messages so that all messages about the same topic (with the same subject line) appear together in Entourage. Replies are indented, producing a cascading effect that makes it easier to follow the flow of the discussion. Groups can be expanded and collapsed to make it easier to focus on the most important messages.
- Z To view your messages by group, click View > Arrange By > Show in Groups, and then click View > Arrange By > Subject.
- Click the arrow next to a group to see individual messages.
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How do I permanently delete a message?
- By default, when you delete a message by highlighting the message and either clicking the Trash Can button or pressing the delete key on your keyboard, the message is not permanently deleted. It is moved to the "Deleted Items" folder for that account.
- To permanently delete all items in an account's Deleted Items folder, control click or right click on the account's Deleted Items folder and select "Empty 'Deleted Items'"
  - Answer "Empty" to the "Are you sure you want to empty the 'Deleted Items' folder?" question
- To permanently delete a single email or group of emails in an account's Deleted Items folder, highlight the appropriate email(s), control click or right click and select "Delete Message"
  - Answer "Delete" to the "Are you sure you want to permanently delete the selected message(s)?" question
- You can automate periodic deleting of your Deleted Messages folders. To find out how to do that, see How do I configure automatic permanent deletion?
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How do I view folder sizes?
- To view the size of any folder in your Exchange account do the following:
  - Highlight the account or folder
  - Click on Edit > Folder Properties
  - Click on the Storage tab
- Note that this can only be done on Exchange accounts
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What happens to a message that I "Send Later"?
- Messages that you "Send Later" (the button next to "Send Now" when composing a message) are moved to the Outbox. The Outbox is emptied and all messages in the Outbox sent during the next scheduled Send & Receive All
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How do I sort the messages in my folders?
- If the Preview Pane is enabled and on the left, click on "Arrange By:" at the top of the Message list and select the attribute you would like to search by.
  - Optionally you can set up your own custom arrangement by selecting "Arrange By:" > "Edit Custom Arrangements"
- If the Preview Pane is disabled or on the bottom, simply click the column header that you would like to sort by.
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How do I make a new folder?
- Right click (or ctrl-click) on the account
- Select New Folder
- Name the folder and click Create
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How do delegates work? How do I share my Calendar/Mail/Address book?
- Important Note: Delegates only work with Exchange accounts
- In Entourage it is possible to assign privileges to another user or group of users to allow different levels of access to your Calendar, Mail, and Address book. This feature is especially helpful for users who routinely have others schedule appointments for them.
- Assigning a delegate using the Accounts menu
  - To assign a delegate, go to Tools > Accounts
  - Highlight your Exchange account and click Edit
  - In Edit Account, select the Delegate tab
  - Under My Delegates click "Add"
  - Enter either the first and last name or the NetID of the person you wish to delegate access to and click Find
  - Select the person from the list and click OK
  - Now choose the permissions you would like that user to have for your Calendar, Inbox, and Address Book and click OK
- Assigning a delegate for each feature (Calendar, Mail, Address Book) individually
  - You can assign delegates for each feature (Calendar, Mail, Address Book) this way
  - In the folder list, right click on the account that you wish to edit, (E.g. your Exchange Calendar). Note that it must be an exchange account
  - Select "Sharing"
  - The Folder Properties menu should open with the Permissions tab selected. Here you can see who has access (e.g. to your Calendar)
  - Note that there may be at least one entry already called Default. Default is what level of access to your account every other user has. Typically Level for Default is set to none, meaning they cannot do anything, even read, information on your account
  - Add a user by clicking the "Add User..." button
  - Enter either the first and last name or the NetID of the person you wish to delegate access to and click Find
  - Select the person from the list and click OK
  - Now choose the permissions you would like that user to have and click OK
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When I try to reply to a listserv, can I send email to just the original sender?
- To reply to the sender only, with the message open go to Message and select "Reply to Sender"
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Entourage 2004 FAQ

Address Book

Calendar

Client Configuration

General

Importing - Exporting

Using Entourage

Address Book

Calendar

Client Configuration

General

Importing - Exporting

Using Entourage