Middlebury

Difference between revisions of "Entourage"

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*[[Entourage#Configuring_Entourage_2008_to_Access_your_College_E-Mail_Account|Configure Entourage 2008]]
 
*[[Entourage#Configuring_Entourage_2008_to_Access_your_College_E-Mail_Account|Configure Entourage 2008]]
  
== Entourage 2004 – Mail Basics ==
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== How to let others access your email or calendar - Assigning delegates<br> ==
  
You must have a username and password to log into Entourage. You can learn your username and set your own password at [http://www.middlebury.edu/activate/ http://www.middlebury.edu/activate/].
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*Open Entourage  
 
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*Click on Tools, click Accounts.  
==== Signing In And Opening Your Inbox  ====
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*Double click the account in the list.  
 
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*In the window that appears, click on the Delegate tab.  
#Click [[Image:Entourage icon.PNG]] on the Dock. The '''Enter Password''' window opens.
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*Under "My Delegates", click Add.  
#Type your password in the '''Password '''field.
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*Enter the name of the person whom you want to give access (if Jane needs access to your Calendar, enter Jane's full name or a portion of her name) and click Find.  
#Click '''OK'''. Your '''Inbox''' will open.
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*The window will fill with results. From the list of results, select (click on) the person whom you want to give access and click OK.  
 
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*In the window that appears, decide what permissions this person should have.  
==== Minimizing Your Inbox Window  ====
 
 
 
Click the [[Image:Minimize button.PNG]] button in the upper right corner of the window.This minimizes the window without quitting Entourage and places an icon on the Dock that you can click to reopen the Entourage window.
 
 
 
==== Signing Out Of Entourage  ====
 
 
 
From the '''Entourage''' menu, select '''Quit Entourage''' or press '''Apple''' '''+ Q'''.
 
 
 
==== The Entourage Mail Window  ====
 
 
 
The Entourage window looks like this:
 
 
 
[[Image:Entourage window.PNG]]
 
 
 
<br> There are four panels in the '''Mail''' window:
 
 
 
:*The '''View''' '''Selector''' is in the upper-left corner.
 
:*The '''Folder List '''is in the lower-left corner. Unread messages appear in bold type.
 
:*The '''Folder Contents '''are in the upper-right corner.
 
:*The contents of a selected message appear in the lower-right corner.
 
 
 
You can change the folder you are viewing by clicking on the desired folder in the '''Folder List'''. The folder you are viewing is indicated just below the '''Toolbar''' and in the '''Folder List''' where is it highlighted.
 
 
 
==== Reading Messages  ====
 
 
 
Double-click on the message listing or click on it once to highlight and press '''Return'''.
 
 
 
'''Deleting Messages'''
 
 
 
Click the '''Trash '''icon on the open message, or highlight a closed message and click the '''Trash '''icon.
 
 
 
'''Keeping A Message'''
 
 
 
Simply close a message and it will be retained in the selected folder.
 
 
 
==== Sending Messages  ====
 
 
 
#Open a new message in one of the following ways:
 
#*While in a message folder, click '''New'''.
 
#*On the '''File '''menu, point to '''New''', and then select '''Mail Message '''from the submenu.
 
#*Press '''Apple''' '''+''' '''N'''.
 
#The new message dialog box opens over-laid by an address insertion assistant. Address insertion is commonly done in conjunction with the '''Check Names''' utility.Insert address(es) using the following guidelines:
 
#*To insert addresses from your contacts file:
 
##Click the '''Contacts '''icon. Your Contacts file is displayed to the right.
 
##Use your arrow keys to move around and select addresses in your Contacts file.
 
##Double-click an entry to add it to the address list.
 
#*Click in the '''To''', '''Cc''', or '''Bcc '''field and type the surname of the recipient. As you type, any matches from your Contacts file are displayed and you can select them, if desired.
 
#*Separate multiple recipient names by clicking '''Add''' or pressing '''Tab''' between them. A new line appears for each address.
 
#*If all names resolve, you can click the small close button in the upper-left corner to return to the message window and proceed with step 3.
 
#*If there are any unresolved names (preceded by an @), click '''Check Names'''.
 
#*A unique surname is expanded to the full name.If the surname is not unique, a '''Check Names''' window opens - select the correct name and then click '''Next''' to check the next name, or click '''Done''' when all names are resolved.
 
#'''Tab''' to the '''Subject''' field to type in a subject line. The title bar of the message window changes to reflect your subject line as you type it.
 
#Tab to the message field and type your message.
 
#Select your send option:
 
#*Click '''Send Now''' to send the message immediately.
 
#*Click '''Send Later''' to move the message to the '''Outbox''' to be sent the next time you connect to the network.
 
#*Click '''Save as Draft''' to place the message into the '''Drafts '''folder to be modified and sent later.
 
 
 
==== Using The Spell Checker  ====
 
 
 
Turn on automatic spell checking as follows:
 
 
 
#From the '''Entourage''' menu, select '''General Preferences'''.
 
#Click '''Spelling'''.
 
#Select or clear the '''Check spelling as you type''' check box.
 
 
 
As you compose a message, you can correct spelling errors by:
 
 
 
#When Entourage detects a spelling error it puts a red, wavy line under the word. Hold down '''Ctrl''' and then click the word.
 
#On the contextual menu, do one of the following:
 
#*To change to a spelling that Entourage suggests, click the spelling you want.
 
#*To ignore this and all other occurrences of the word, click '''Ignore All'''.
 
#*To add the word to your custom dictionary, click '''Add'''.
 
#*To use other spelling options, click '''Spelling'''.
 
 
 
==== Setting Message Priority  ====
 
 
 
To alter the priority of a message:
 
 
 
#Click '''Options'''.
 
#Point to '''Priority''' on the drop-down menu.
 
#Select the desired priority from the submenu. Your options are:
 
#*'''Highest''' – message is flagged with a red exclamation mark.
 
#*'''High '''– message is flagged with a yellow exclamation mark.
 
#*'''Normal '''– message has no priority icon.
 
#*'''Low '''– message is flagged with a medium blue down-arrow.
 
#*'''Lowest '''– message is flagged with a light blue down-arrow.
 
 
 
==== Replying And Forwarding  ====
 
 
 
To reply to a message:
 
 
 
:*Click '''Reply''' or '''Reply All''' while the message is open.
 
:*Highlight a closed message and click '''Reply''' or '''Reply All'''.
 
 
 
Your message is automatically addressed to the sender, or the sender and other recipients if you use '''Reply All''', and the subject appears with the format '''RE: ''original subject line'''''. There is expandable blank space for your response at the top of the message field and the original message is appended with a 3-D separation line.
 
 
 
To forward a message click '''Forward'''. You must address the message manually. The subject appears in the format '''FW: ''original subject line''.'''
 
 
 
==== Enclosures  ====
 
 
 
Messages may contain enclosures from other applications such as Word or Excel files.
 
 
 
'''Opening Enclosures'''
 
 
 
A message with an enclosure has a small paper clip icon ([[Image:]]) next to its listing in the '''Inbox''' window. Double-click on the message containing the enclosure to open it. The attachments are listed above the message.
 
 
 
If the message comes from a trusted source AND you’re expecting the enclosure, you may double-click on the enclosure to view it.
 
 
 
A safer method of viewing the file is to save the file to disk before opening it to allow AntiVirus software to scan it. To do so, select the enclosure and click '''Save'''.
 
 
 
'''Sending An Enclosure Created In Another Application'''
 
 
 
#From the '''Actions''' menu, select '''New Mail Message''' and address the message.
 
#Click '''Add Attachments'''. The '''Choose Attachments''' window opens allowing you to navigate to and select a file for enclosure.
 
#Select a file and click '''Choose'''.
 
#Repeat this process for additional enclosures. The attachments appear just below the Subject line separated by commas.
 
#Type the body of the message and send it.
 
 
 
==== Folders  ====
 
 
 
You will probably want to arrange your messages in folders.
 
 
 
'''Creating A New Folder'''
 
 
 
#Select the folder you wish to be the parent for the subfolder, such as '''jmsmith – Exchange Account''' or a '''Saved Mail''' subfolder.
 
#On the '''File '''menu, point to '''New''', and then select the type of folder you want to create from the pop-up menu:
 
#*'''Folder '''– creates a folder at the same level as your '''Inbox '''regardless of the parent folder selected.
 
#*'''Subfolder '''– creates a subfolder under the parent folder selected.
 
#The '''New Folder '''dialog box opens. Type the name for the new folder in the '''Name of new folder''' field.
 
#Click '''Create'''.
 
 
 
'''Moving A Message To A Folder'''
 
 
 
Drag and drop method (use with message closed):
 
 
 
#In the folder contents list, click on the message to be moved and hold down the mouse.
 
#Drag the message to the desired folder in the folder list on the left.
 
#Release the mouse button to ‘drop’ the message into the folder.
 
 
 
Button method (use with open message):
 
 
 
#On the open message window, click the down-arrow on the right side of the '''Move '''button. A drop-down list of folders to which you have recently moved messages to displays.
 
#Click the folder to which you want to move the message.
 
#If the folder to which you want to move the message is not included in the list, click '''Move To Folder'''. A '''Move '''dialog box opens.
 
##Navigate to and select the folder you want.
 
##Click '''Move'''.
 
 
 
'''Moving Several Messages To A Folder'''
 
 
 
#Select the messages to be moved:
 
#*Hold down '''Ctrl''' and click on individual, non-adjacent messages to select them.
 
#*Hold down '''Shift''' and click the first and last messages in a series to select all of them.
 
#Release '''Ctrl''' or '''Shift''' and then click and drag on one of the highlighted messages.
 
#Drop the block of messages onto the desired folder.
 
 
 
'''Deleting Messages And Folders'''
 
 
 
#Select or open the message to be deleted.
 
#Click the '''Trash '''icon; the message is moved to the '''Deleted Items''' folder.
 
 
 
'''Note: '''Messages moved to the Deleted Items folder still exist and continue to be charged to your quota. In order to permanently delete an item, open the Deleted Items folder and click the '''Trash '''icon.
 
 
 
<br> You can set the retention time for deleted messages by:
 
 
 
#On the '''Tools '''menu, select '''Schedules'''. The '''Schedules '''dialog box opens.
 
#Select '''Empty Deleted Items Folder'''.
 
#Click '''Edit'''. The '''Edit Schedule '''dialog box opens.
 
#From the '''When''' drop-down list, select a scheduling option:
 
#*'''Manually''' – Requires you to empty the Deleted Items folder manually.
 
#*'''At Startup''' – Empties Deleted Items when you start Entourage.
 
#*'''On Quit''' – Empties Deleted Items when you quit Entourage.
 
#*'''Timed Schedule''' – Schedules emptying the Deleted Items folder on a specific day(s) and time(s) of day of your choosing by clicking '''Click her for timed schedule options. '''
 
#*'''Repeating Schedule''' – Schedules the emptying of Deleted Items at X minute or X hour intervals of your choice.
 
#*'''Recurring''' – Click '''Click her for recurrance options''' to set a schedule for emptying Deleted Items.
 
#Under the '''Action '''options do the following:
 
#*On the '''from '''drop-down list, select '''Choose Folder'''.
 
#**The '''Choose Folder '''dialog box opens.
 
#**Select the '''Deleted Items '''folder under '''''your ''Inbox'''.
 
#*Click '''Choose'''.
 
#*Enter the age of mail messages to delete in the '''older than '''field.
 
#*Click the '''Enabled '''check box.
 
#*Click '''OK'''.
 
 
 
'''Reclaiming A Deleted Message'''
 
 
 
#Click on the '''Deleted Items '''folder to open it.
 
#Click on the message you want to reclaim to highlight it.
 
#Click the down-arrow on the right side of the '''Move '''button. A drop-down list of folders to which you have recently moved messages to displays.
 
#Click the folder to which you want to move the message.
 
#If the folder to which you want to move the message is not included in the list, click '''Move To Folder'''. A '''Move '''dialog box opens. Navigate to and select the folder you want.
 
#Click '''Move'''.
 
 
 
'''Deleting A Message Folder'''
 
 
 
#Click on the folder to highlight it.
 
#Click the '''Trash '''icon. A warning dialog box opens.
 
#Click '''Delete'''. The folder and the messages it contains will be moved to the '''Deleted Items''' folder.
 
 
 
==== Contacts File  ====
 
 
 
Your '''Contacts''' file is your personal address book, in which you store information about your friends, family, and professional contacts.
 
 
 
#Click '''Address Book'''. The '''Address Book''' dialog box displays.
 
#Click '''New'''. The '''Create Contact '''dialog box opens.
 
#Enter the person's name and other contact information.
 
#To enter more detailed information for the contact, click '''More'''.
 
#When you are finished click '''Save and Close'''.
 
 
 
==== Distribution Lists  ====
 
 
 
Distribution lists contain multiple recipient mailing addresses and allow you to simultaneously send identical messages to more than one person.
 
 
 
'''Creating A Distribution Group'''
 
 
 
#Click '''Address Book'''. The '''Address Book''' dialog box displays.
 
#Click '''New Group'''.
 
#In the '''Group name''' field, type a name for the group.
 
#Click '''Add''', and then add members to the group. '''Note: '''Each member of the group must be listed in your Contacts file with an email address associated with them.
 
#If you would prefer that message recipients not see the addresses of other group members, select the '''Don't show addresses when sending to group''' check box.
 
#When you are finished, click '''Save Group'''.
 
 
 
'''Using A Distribution Group'''
 
 
 
#On the Entourage '''Mail '''dialog box, click '''New'''.
 
#The new message dialog box opens over-laid by an address insertion assistant. Insert address(es) from your Contacts file:
 
##Click [[Image:Contacts icon.PNG]]. Your Contacts file is displayed to the right.
 
##Use the arrow keys to move around and select addresses in your Contacts file.
 
##Double-click an entry to add it to the address list.
 
#Close the address insertion assistant.
 
#Complete and send your message as usual.
 
 
 
<br>
 
 
 
== How to let others access your email or calendar - Assigning delegates<br> ==
 
 
 
*Open Entourage
 
*Click on Tools, click Accounts.
 
*Double click the account in the list.
 
*In the window that appears, click on the Delegate tab.
 
*Under "My Delegates", click Add.
 
*Enter the name of the person whom you want to give access (if Jane needs access to your Calendar, enter Jane's full name or a portion of her name) and click Find.
 
*The window will fill with results. From the list of results, select (click on) the person whom you want to give access and click OK.
 
*In the window that appears, decide what permissions this person should have.
 
 
*If you want to notify the person when the permissions take place, put a checkmark under "Send a message".  
 
*If you want to notify the person when the permissions take place, put a checkmark under "Send a message".  
 
*Click OK and click OK again.
 
*Click OK and click OK again.
  
<br>
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<br>  
  
 
== How to Add a Mailbox to your Entourage 2008 Folder List  ==
 
== How to Add a Mailbox to your Entourage 2008 Folder List  ==

Revision as of 16:31, 12 August 2010

If you need to setup Entourage to retrieve your email...

How to let others access your email or calendar - Assigning delegates

  • Open Entourage
  • Click on Tools, click Accounts.
  • Double click the account in the list.
  • In the window that appears, click on the Delegate tab.
  • Under "My Delegates", click Add.
  • Enter the name of the person whom you want to give access (if Jane needs access to your Calendar, enter Jane's full name or a portion of her name) and click Find.
  • The window will fill with results. From the list of results, select (click on) the person whom you want to give access and click OK.
  • In the window that appears, decide what permissions this person should have.
  • If you want to notify the person when the permissions take place, put a checkmark under "Send a message".
  • Click OK and click OK again.


How to Add a Mailbox to your Entourage 2008 Folder List

If you have Full Access to an account other than your own, or have been granted permissions to access some folders (such as Inbox, Calendar, Contacts) of an account, you may add that account to your Entourage folder list. To add an account, do the following:

  1. From the Tools menu select Accounts. The Accounts dialog box opens.
  2. Double-click the account with (Exchange) as part of its name.
  3. Click the Delegate tab.
  4. Below Users I am a delegate for, click Add. The Select User dialog box opens.
  5. In the blank field type the username, or the display name (last name, first name) of the mailbox you want to add.
  6. Click Find.
  7. Select the correct account from the list.
  8. Click OK.
  9. Click OK.
  10. Click Close in the upper-left corner of the Accounts dialog box to close it.

The additional account should be listed when looking at your list of folders. Note that it will take some time for messages to synchronize. Also note that access to a mailbox does NOT necessarily mean that you have delegate access to send messages on behalf of that account.


Creating Rules in Entourage

You can use the following steps to define rules in Entourage. These instructions are specific to creating a rule to move messages with the text [SPAM] in the subject line into a folder called Junk e-mail, but you can use rules in Entourage to filter out other types of unwanted e-mail messages.

  1. Start Entourage.
  2. From the Tools menu, select Rules.
  3. Click New. The Edit Rule dialog box opens.
  4. In the Rule name field, type a name for your rule, such as [SPAM] to Junk Email.
  5. Under the If heading, do the following:
    • From the All Messages drop-down list, select Subject. Leave the Contains drop-down list as it is.
    • In the text field to the right, type [SPAM].
  6. Under the Then heading, do the following:
    • From the Change Status drop-down list, select Move Message.
    • From the Inbox (On My Computer) drop-down list, select Choose Folder.
    • Select the Junk E-mail folder on your Middlebury email account (not under Folders on My Computer).
    • Click Choose.
  7. The Edit Rule dialog box should look like the one below.
  8. Click OK.
  9. Close the Rules dialog box. Your new rule will be in effect for any new messages that come into your Inbox.

Edit rule window.PNG



Turn Off Auto-Filling Recently-Used Addresses in Entourage

When you begin typing an email address in the address field of a new message in Entourage, you are shown a list of potential matches for the address and you can select one without completing the entire address. The list is selected from your Contacts file and recently used addresses entered directly into Entourage.

If you find this confusing and annoying, you can turn off the recently used address feature using these instructions:

  1. Start Entourage.
  2. From the Entourage menu, select Mail & News Preferences.
  3. Click the Compose tab.
  4. Under Recent Addresses, deselect the Display a list of recently used addresses when addressing messages check box.
  5. Click Clear List.
  6. When prompted, click Clear.
  7. Click OK.

Now the only addresses that will present themselves when you start typing an address are those that are in your Contacts list.


Configuring Entourage 2004 to Access your College E-Mail Account

This document guides you through configuration of Entourage 2004 to access your Middlebury e‑mail. This procedure allows access on-campus or off-campus without using VPN for sending or receiving mail, and calendaring. You may use your own address book without VPN when you are off‑campus. The college's Global Address Book can only be accessed on-campus or via VPN.

  1. Start Microsoft Entourage. If the Entourage Setup Assistant opens, close it by clicking on the red close button in top left corner of the dialog box.
  2. From the Entourage menu select Account Settings. The Accounts dialog box opens.
  3. On the Accounts dialog box click New. The Account Setup Assistant dialog box opens. If another dialog box opens asking you to setup a POP account, click Setup Assistant.
  4. On the Account Setup Assistant dialog box do the following:
    1. Click to check the checkbox next to My account is on an Exchange server.
    2. Then click Configure account manually. The Edit account dialog box opens.
  5. Enter the following information on the Account Settings tab (see the examplebelow):
    • Account name: Middlebury College
    • Name: Your first and last name
    • E-mail address: Your full Middlebury e-mail address
    • Account ID: Your Middlebury username (the portion of your e-mail address before @)
    • Domain: MIDD
    • Password: We recommend that you leave it blank so you are prompted you for a password when you start Entourage. Then when you change your password Entourage continues to work properly; otherwise it tries to use the old password and fails.
    • Exchange server: https://mail.middlebury.edu
    • Leave all other fields at their default settings.
      Account settings 2004.PNG
  6. Click on the Advanced tab and enter the following information (see the example below):
  7. Click OK.
  8. If the Accounts dialog box is open, close it.
  9. Your e-mail account appears in the left pane of the Entourage window. Click on the explansion triangle next to your account and click on Inbox. Ignore the Inbox under Folders on My Computer.

This completes the configuration of Entourage and it will start downloading your entire mailbox. This process may take some time, from a few minutes to a few hours, depending on the size of your mailbox. While waiting, we recommend that you review some of the optional settings outlined below.

The Purpose of Folders on My Computer

You can use Folders on My Computer to archive messages, however anything moved there resides only on your computer’s hard drive so anything messages moved there are unavailable in WebMail or other methods of accessing e-mail.

The Reading Pane

Entourage has a Reading Pane that displays the contents of messages. It can be located on the right side of the window, on the bottom of the window, or you can turn it off. On the View menu point to Preview Pane and then select the option desired from the submenu.

The Junk Mail (SPAM) Filter

Entourage also has a Junk Mail (SPAM) filter. To configure it, do the following:

  1. From the Tools menu select Junk E-mail Protection.
  2. Click the Low radio button.
  3. Click to uncheck Delete messages from the Junk E-mail folder older than.
  4. Click the Safe Domains tab.
  5. Enter middlebury.edu in the large text box to ensure that mail from Middlebury College addresses will never be considered SPAM.
  6. Click OK to save your changes.


Configuring Entourage 2008 to Access your College E-Mail Account

This document guides you through configuration of Entourage 2008 to access your Middlebury e‑mail. This procedure allows access on-campus or off-campus without using VPN for sending or receiving mail, and calendaring. You may use your own address book without VPN when you are off‑campus. The college's Global Address Book can only be accessed on-campus or via VPN.

  1. Start Microsoft Entourage. If the Entourage Setup Assistant opens, close it by clicking on the red close button in top left corner of the dialog box.
  2. From the Entourage menu select Account Settings. The Accounts dialog box opens.
  3. On the Accounts dialog box click New. The Account Setup Assistant dialog box opens. If another dialog box opens asking you to setup a POP account, click Setup Assistant.
  4. On the Account Setup Assistant dialog box do the following:
    1. Click to check the checkbox next to My account is on an Exchange server.
    2. Then click Configure account manually. The Edit account dialog box opens.
  5. Enter the following information on the Account Settings tab (see the examplebelow):
    • Account name: Middlebury College
    • Name: Your first and last name
    • E-mail address: Your full Middlebury e-mail address
    • Account ID: Your Middlebury username (the portion of your e-mail address before @)
    • Domain: MIDD
    • Password: We recommend that you leave it blank so you are prompted for a password when you start Entourage. Stored passwords fail later on when you change your password because Entourage keeps trying to use the old one.
    • Exchange server: https://mail.middlebury.edu
    • Leave all other fields at their default settings.
      Account settings 2008.PNG
  6. Click on the Advanced tab and enter the following information (see the example below):
  7. Click OK.
  8. If the Accounts dialog box is open, close it.
  9. Your e-mail account appears in the left pane of the Entourage window. Click on the triangle next to your account and click on Inbox. Ignore the Inbox under Folders on My Computer.

This completes the configuration of Entourage and it will start downloading your entire mailbox. This process may take some time, from a few minutes to a few hours, depending on the size of your mailbox. While waiting, we recommend that you review some of the optional settings outlined below.

The Purpose of the On My Computer Folder Group

You can use folders in theOn My Computer folder group to archive messages, however anything moved there resides only on your computer’s hard drive so anything messages moved there are unavailable in WebMail or other methods of accessing e-mail. These messages will not be backed up and are therefore not recoverable in the event of a problem with the hard drive.

The Reading Pane

Entourage has a Reading Pane that displays the contents of messages. It can be located on the right side of the window, on the bottom of the window, or you can turn it off. While you are displaying the Inbox click the View menu, point to Preview Pane and then select the option desired from the submenu.

The Junk Mail (SPAM) filter

Entourage also has a Junk Mail (SPAM) filter. To configure it, do the following:

  1. From the Tools menu select Junk E-mail Protection.
  2. Click the Low radio button.
  3. Click to uncheck Delete messages from the Junk E-mail folder older than.
  4. Click the Safe Domains tab.
  5. Enter middlebury.edu in the large text box to ensure that mail from Middlebury College addresses will never be considered SPAM.
  6. Click OK to save your changes.


Using Entourage 2004 To Manage Your Mailbox Size

Your storage for Entourage items has a size limit (quota) imposed upon it to remind you to manage your messaging system. When you reach the size limitation, the System Administrator sends an email message to you indicating your mailbox has exceeded its quota. You may not be able to send or receive mail until you reduce the storage space you are using.

How to Reduce your use of Entourage Storage Space

You must remove messages from your Entourage account to reduce the amount of space your messages consume. You can do this by:

  • Deleting messages manually. Note: To free space quickly, clean out your Sent Items and Deleted Items folders, then check all folders for large messages and messages with attachments. Caveat: You must remember to empty the Deleted Items folder after performing manual deletions to free the space.
  • Archiving message folders. Caveat: This stores the messages in a space you choose, either your hard drive or your server space. Be aware of space limitations for alternate storage units!

When you have archived or deleted all unnecessary messages and are still exceeding your mailbox size limit, call the Helpdesk at extension 2200 for assistance.

Determining the Source of Excessive Message Storage

You can consult a list that totals the space used by your Exchange folders. This will help you determine which folders have excess message storage and require attention. To do so:

  1. In the Folder List, press Ctrl and then click your main mailbox folder.
  2. Select Folder Properties from the pop-up menu.
  3. Click the Storage tab. It displays each of your folders followed by Size (the size of the folder) then Total Size (the size of the folder and all of its subfolders). This should help you determine where large blocks of data are stored.

Deleting Messages Manually

  1. Back on the Folder List, click a message folder to open it.
  2. Select items to be deleted.
    • To select non-contiguous items, hold down the Apple key and click the items.
    • To select contiguous items, click the first item, then hold down Shift and click the last item to be selected.
    • To select the entire contents of a folder, press Apple + A.
  3. Click the Trash icon.

Deletion of larger-sized messages quickly frees space. To determine message sizes:

  1. Press the Ctrl key and then click on the Field View Bar (like the one below) displayed above the list of messages.
    Field view bar.PNG
  2. From the pop-up menu, select Size. The Size field is added to your view.

Note: Message deletions simply move messages to the Deleted Items folder. You MUST empty the Deleted Items folder to truly regain space. To do so, press Ctrl and then click on Deleted Items in the Folder List and select Empty ‘Deleted Items’ from the pop-up menu.

Archiving Message Folders

You can archive messages on a per folder basis. The process stores messages in a space you choose, either your hard drive or your server account. Be aware of quota limitations for alternate storage units!

  1. Empty all Deleted Items folders to avoid getting items you do not want.
  2. From the File menu, select Export.
  3. On the Export dialog box, select Items to an Entourage archive.
  4. Under Archive the following item types, select the item types you want to include and then click the right arrow.
  5. Choose whether to delete the items you are exporting and then click the right arrow.
  6. In the Save dialog box, do the following:
    • In the Save As field, type a name for the archive file with a .rge file extension.
    • From the Where drop-down list, select a location for the file.
    • Click Save.