Middlebury

Entourage

Revision as of 16:41, 12 August 2010 by Nathan Burt (talk | contribs)

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 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.