Entourage 2004 Mail Basics

Revision as of 16:38, 12 August 2010 by Nathan Burt (talk | contribs)

Helpdesk Documentation - Archive

This software is no longer recommended for use, and support may be limited.  Support for Exchange server connections ended with Exchange 2007 - Middlebury College's upgrade to Exchange 2010 is scheduled for completion by August 15, 2010.

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 settings 2004.PNG
6. Click on the Advanced tab and enter the following information (see the example below):
Advanced 2004.PNG
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.

Entourage 2004 – Mail Basics

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/.

Signing In And Opening Your Inbox

1. Click Entourage icon.PNG on the Dock. The Enter Password window opens.
2. Type your password in the Password field.
3. Click OK. Your Inbox will open.

Minimizing Your Inbox Window

Click the 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:

Entourage window.PNG

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

1. 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.
2. 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:
1. Click the Contacts icon. Your Contacts file is displayed to the right.
2. Use your arrow keys to move around and select addresses in your Contacts file.
3. 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.
3. 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.
4. Tab to the message field and type your message.
5. 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:

1. From the Entourage menu, select General Preferences.
2. Click Spelling.
3. Select or clear the Check spelling as you type check box.

As you compose a message, you can correct spelling errors by:

1. When Entourage detects a spelling error it puts a red, wavy line under the word. Hold down Ctrl and then click the word.
2. 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:

1. Click Options.
2. Point to Priority on the drop-down menu.
3. 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.


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 Paperclip icon.PNG 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

1. From the Actions menu, select New Mail Message and address the message.
2. Click Add Attachments. The Choose Attachments window opens allowing you to navigate to and select a file for enclosure.
3. Select a file and click Choose.
4. Repeat this process for additional enclosures. The attachments appear just below the Subject line separated by commas.
5. Type the body of the message and send it.


You will probably want to arrange your messages in folders.

Creating A New Folder

1. Select the folder you wish to be the parent for the subfolder, such as jmsmith – Exchange Account or a Saved Mail subfolder.
2. 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.
3. The New Folder dialog box opens. Type the name for the new folder in the Name of new folder field.
4. Click Create.

Moving A Message To A Folder

Drag and drop method (use with message closed):

1. In the folder contents list, click on the message to be moved and hold down the mouse.
2. Drag the message to the desired folder in the folder list on the left.
3. Release the mouse button to ‘drop’ the message into the folder.

Button method (use with open message):

1. 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.
2. Click the folder to which you want to move the message.
3. 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.
1. Navigate to and select the folder you want.
2. Click Move.

Moving Several Messages To A Folder

1. 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.
2. Release Ctrl or Shift and then click and drag on one of the highlighted messages.
3. Drop the block of messages onto the desired folder.

Deleting Messages And Folders

1. Select or open the message to be deleted.
2. 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.

You can set the retention time for deleted messages by:

1. On the Tools menu, select Schedules. The Schedules dialog box opens.
2. Select Empty Deleted Items Folder.
3. Click Edit. The Edit Schedule dialog box opens.
4. 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.
5. Under the Action options do the following:
* On the from drop-down list, select Choose Folder.
o The Choose Folder dialog box opens.
o 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

1. Click on the Deleted Items folder to open it.
2. Click on the message you want to reclaim to highlight it.
3. 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.
4. Click the folder to which you want to move the message.
5. 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.
6. Click Move.

Deleting A Message Folder

1. Click on the folder to highlight it.
2. Click the Trash icon. A warning dialog box opens.
3. 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.

1. Click Address Book. The Address Book dialog box displays.
2. Click New. The Create Contact dialog box opens.
3. Enter the person's name and other contact information.
4. To enter more detailed information for the contact, click More.
5. 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

1. Click Address Book. The Address Book dialog box displays.
2. Click New Group.
3. In the Group name field, type a name for the group.
4. 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.
5. 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.
6. When you are finished, click Save Group.

Using A Distribution Group

1. On the Entourage Mail dialog box, click New.
2. The new message dialog box opens over-laid by an address insertion assistant. Insert address(es) from your Contacts file:
1. Click Contacts icon.PNG. Your Contacts file is displayed to the right.
2. Use the arrow keys to move around and select addresses in your Contacts file.
3. Double-click an entry to add it to the address list.
3. Close the address insertion assistant.
4. Complete and send your message as usual.