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Entourage E-Mail For Macintosh

Entourage is the new e-mail program that comes with Office 2001 for the Macintosh. It is very similar to Outlook 2000 and Outlook Express except that it has new features and design elements. This tutorial will teach you to setup Entourage to check your e-mail. It will also show you how to "import" old e-mail addresses and messages from a prior e-mail program. There is even a section at the end that shows you how to setup a Yahoo e-mail account.

Configuring Up Your E-Mail Settings:

Let's start with the basic window which is pictured below.

The first thing that we need to do is setup Entourage to check your e-mails. If you don't already have an e-mail account setup with your ISP then call them to set that up. Once you've done that, open Entourage and click on the "Tools" menu to open the "Accounts" tool as pictured below.

The following window will pop-up. That example already has accounts setup for Mom, Dad, Sample and Yahoo. Delete any out-of-date accounts by highlighting them and then clicking the delete button at the top. Afterwards, click the "New" button to create a new e-mail account for Entourage to use.

The "Account Setup Assistant" is pictured below. Let's skip the long process and go straight to the setup by clicking the "Configure account manually" button in the lower left corner. (Note: You can view the regular setup assistant instructions by clicking here.)

The account type should say "POP" so click the little arrows to the far right to set it to POP if needed. Click OK when finished.

The "Edit Account" window is pictured a little ways below. Here are the directions for setting up that account.

The "Account name" can be anything but name it after the e-mail account so that you will be able to tell it apart from other e-mail accounts. Make sure that there is a checkmark in the box to the left of where it says "Include this account in my 'Send & Receive All' schedule." You can add the checkmark (if needed) by clicking on the box.

In the "Personal information" section, fill-in the name that you want people to see when they receive an e-mail from you. That doesn't have to match your e-mail identity. However, you need to put in your exact e-mail address in the box after that.

Your account ID will be the first part of your e-mail address. If your e-mail address is santa@northpole.com then the Account ID will be santa. Make sure that the capitalization is correct.

The POP server will be something like mail.ispname.com. Following the santa example, the address will be mail.northpole.com. Meanwhile, the "SMTP server" at the bottom will usually be the same as the mail server address although some ISPs use a variation like this: smtp.ispname.com. Try the mail.ispname.com version because that is most likely. Contact your ISP's tech support group if that doesn't work.

You may or may not want to put a checkmark in the "Save password" option. If you have Entourage save the password then anybody using your computer will be able to check your e-mail because Entourage will put in the password for them. On the other hand, if nobody else uses your computer then you don't need to worry about that. Entourage will ask for the password every time it checks your e-mail if you don't tell it to save your password.

If you do have Entourage save your password then type it into the password box. Don't worry that the password will look like a bunch of black dots. It is supposed to do that.

Don't worry about the "Options" tab at the top. Just click the "OK" button and you are ready to go.

The "Options" tab is pictured below just in case you might need it. Don't put a checkmark in the option to "Leave a copy of each message on the server" because Entourage will start reporting that you don't have any new messages even when you do have new messages. Also, this will fill-up your mailbox at your ISP and then you won't be able to get new messages.

The next section covers setting up a "news" account in an area of the internet called "UseNet." Most people don't use UseNet but we'll cover it anyway. Please note that this is different from getting regular news from places like CNN.com.

Setting Up A News Account:

There is an area of the internet known as UseNet where people can post their opinions about a wide variety of topics. It's like a big bulletin board. If you want to try UseNet then open Entourage (if it isn't already open) and click the "Tools" menu at the top to choose the "Accounts" option. The following window will pop-up.

Click the little arrows at the right of "Account type: POP" and choose the "news" option. Click OK when finished. You will see the following window.

The account name can be anything. Click the little arrows to the right of "E-mail account" to choose your e-mail account. You can leave the "Organization" box blank. Set the news server to your ISP's news server address. It will almost always be something like news.ispname.com without any spaces.

Don't put in a checkmark where it says "This server requires me to log on." Most ISPs don't let you login to their news server because they use security based upon your IP address. (Don't worry about the details.)

Click "OK" when finished.

The next section of this tutorial will show you how to "import" old messages and addresses from an older e-mail program if you were doing e-mails on your same computer with a different e-mail program prior to getting Entourage. If that doesn't interest you then choose one of the following options: | Multiple Identities & Family Privacy | Setup Assistant | Yahoo Accounts | Sending E-Mails & Attachments | Return Mac Home Page |

Importing Old Messages & Address Books From Prior E-Mail Programs:

You can "import" old messages and addresses from an older e-mail program if you were doing e-mails on your same computer with a different e-mail program prior to getting Entourage. Click the "File" menu at the top of Entourage and choose the "Import" option.

The following window may vary a little bit but it will definitely give you an option to get old e-mails and addresses from the most common e-mail programs including Outlook Express, Netscape, Claris E-mailer, etc. Choose the program that has your old messages and then click on the little arrow to the right of the "1" in the lower right corner.

You can choose to import a variety of options depending upon your old e-mail program. The following window gives you the complete list but your old e-mail program might not have all of those options. Choose the options that interest you then click the arrow to the right of the "2" in the lower right corner.

Entourage will grab your old data and put it in the right place.

The following section covers the use of multiple "identities" for the various members of your family or workplace. If that doesn't interest you then choose one of the following options: | Setup Assistant | Yahoo Accounts | Sending E-Mails & Attachments | Return Mac Home Page |

Using Multiple Identities For Family Privacy:

Entourage uses "identities" so that each member of your household or workplace can have their own private identity without sharing their e-mails with other users of their computer. Each identity can have a bunch of different e-mail accounts that it checks but the identity won't check e-mails in other identities. This can be great for privacy and family harmony.

Click the "File" menu at the top of Entourage and choose the "Switch Identity" option to get started.

Entourage will ask you to confirm that you want to switch identities. Click the "Switch" button to do so.

The window below is an example where there is only one identity setup. You can add additional identities by clicking the "New" button.

Name the identity so that you will be able to tell it apart from other identities. For example, you might want an identity named "Mom" and another identity named "Dad" and so on. Click OK when finished.

You are now switched to a second identity. Go back to the configuration section at the beginning of this tutorial and create the e-mail accounts that will be checked when this identity is operational. Click here for those instructions.

The following section covers the "Account Setup Assistant" just in case you didn't want to follow the manual configuration instructions in the first section of this tutorial. You can skip these instructions by choosing one of the following options: | Yahoo Accounts | Sending E-Mails & Attachments | Return Mac Home Page |

Entourage Setup Assistant:

The following instructions are for people who don't want to use the "Configure account manually" option of the account setup process. The first window is pictured below. Plug-in the name that you want people to see when you send them an e-mail. This does not have to match your e-mail identity. Click the little arrow to the right of the "1" in the lower right corner when finished.

Make sure that you have a black dot in the first option below then type in your e-mail address. Be sure that you don't put any spaces in the e-mail address then click the arrow to the right of the "2" in the lower right corner to continue.

Make sure that the incoming mail server says "POP" in the first gray colored box. If not, click one of the little arrows on the right of that gray box and choose POP.

The incoming mail server will always be something like mail.ispname.com with no spaces. The outgoing mail server will probably be mail.ispname.com but some ISPs use the variation smtp.ispname.com. Click the little arrow to the right of the "3" when finished.

The "Account ID" box should have the first part of your e-mail address but not your full e-mail address with the @ispname.com part. For example, santa@northpole.com will have santa for the Account ID.

If you do have Entourage save your password then type it into the password box. Don't worry that the password will look like a bunch of black dots. It is supposed to do that. Click the little arrow to the right of the "4" when ready.

Name the account anything that you want. This doesn't have to match your e-mail identity. After you've done that, click in the little box to put a checkmark where it says "Include this account in my 'Send & Receive All' schedule for checking mail." Otherwise, Entourage won't check your e-mails for you. Hit the "Finish" button when you are ready.

The next section tells you how to setup Entourage to check a Yahoo account. If this doesn't interest you then choose one of the following options: | Sending E-Mails & Attachments | Return Mac Home Page |

Setting Up Entourage To Check A Yahoo E-mail Account

Setting up Entourage to check a Yahoo account is just like setting up a regular account except that the mail server settings are different. Begin by opening Entourage and clicking the "Tools" menu at the top to get to the "Accounts" option. When that window pops up, click the "New" button to see the following window. (Note: If you are lost then click here to see screen shots of the "Tools->Accounts" stuff just described.)

Make sure that the "Account type" is set for POP. If not, click the little arrows to choose POP. Click "OK" when finished.

You will see the following window. The "Account name" can be any name. That doesn't have to match the Yahoo e-mail identity. Make sure that you have a checkmark in the "Include this account . . ." box.

Put in your Yahoo e-mail address. The account ID will be the part of your e-mail address prior to @yahoo.com. For example, if your e-mail address is sample@yahoo.com then the Account ID would be sample.

The tricky part is to put the correct POP server and SMTP server information. The POP server box should say pop.mail.yahoo.com with no spaces. The SMTP server box should say smtp.mail.yahoo.com. Click OK when finished.

How To Send An E-Mail & Add Attachments:

This last section is a basic tutorial on how to send an e-mail. It also describes how to attach a file (such as a picture, document, spreadsheet or whatever) to the e-mail. Just remember that any e-mail over 1 MB in size will be very slow due to its large size.

Click the "File" menu and choose the option to create a new message. The following window will pop-up. Type in the e-mail addresses that you want to receive your message in the "To" box. Put whatever you want in the "Subject" box but don't make that too long. Type in your message in the bottom box (where it says "Type in message here" in the sample below).

To attach a file to the message, click the little blue arrow to the left of where it says "Attachments" so that the arrow points downwards. A box will open up in the middle of the window. To the right of that box, click the "+ Add" button.

The "Choose Attachment" box is pictured below. The box in the top left corner will say something like "Desktop" or "Hard Drive." Click the arrows to the right of that box to choose the desktop or hard drive where your file is located. Once selected, scroll down in the box below that to find the file that you want. You may have to open a few folders to locate the file. You can do that by double-clicking on the folder or by highlighting the folder and clicking the open button. Once the file is located, double-click on the file to "attach" it to your e-mail.

Once you've attached a file, the attachments box will list the file. In the example below, a picture called wedinfo.jpg has been attached.

After you've written your message and attached your files, click the "Send Now" button in the top left corner to send the message. Don't forget that you'll need to be connected to the internet in order to send and receive e-mail.