Using Entourage with Word


Entourage is the e-mail, personal information management, and project management software component of Microsoft Office. E-mail software enables you to send and receive electronic mail messages (Figure 30). Personal information management software enables you to store and organize address book (Figure 31) and calendar (Figure 32) data. Project management software enables you to organize files, tasks, and communications for individual projects (Figure 33).

Figure 30. Entourage can handle e-mail...


Figure 31. ...address book information...


Figure 32. ...calendar events...


Figure 33. ...and project data.


You can use Entourage with Word to:

  • E-mail a Word document to a friend, family member, or co-worker.

  • Perform a Word data merge with an Entourage address book as the data source.

  • Flag a document for follow up so Entourage reminds you about it.

  • Create an Entourage project that includes Word files.

Tip

  • To learn more about using Entourage, consult the documentation that came with the program or its onscreen help feature.


To send a Word document as an e-mail attachment

1.

Display the Word document you want to send via e-mail.

2.

Choose File > Send To > Mail Recipient (as Attachment) (Figure 24).

3.

Word launches Entourage and displays an empty e-mail window with the To field selected (Figure 34). Enter the e-mail address for the person you want to send the document to and press .

Figure 34. Entourage displays an untitled e-mail form.


4.

In the Subject field, enter a subject for the message and press .

5.

In the message body, enter a message to accompany the file (Figure 35).

Figure 35. Here's what a finished message might look like. Note that the name of the Word document being sent appears in the Attachments area.


6.

To send the message immediately, click the Send Now button. Entourage connects to the Internet and sends the message.

or

To save the message in your outbox so it is sent the next time you send and receive messages, click Send Later.

7.

Switch back to Word to continue working with the document or Word.

Tips

  • These instructions assume that Entourage is the default e-mail program as set in the Internet preferences pane. If a different program has been set as the default e-mail program, ignore steps 3 through 6 and send the message as you normally would with your e-mail program.

  • Entourage (or your default e-mail program) must be properly configured to send and receive e-mail messages. Check the program's documentation or onscreen help if you need assistance with setup.


To send a Word document as an HTML-formatted e-mail message

1.

Display the Word document you want to send via e-mail.

2.

Choose File > Send To > Mail Recipient (as HTML) (Figure 24).

3.

Word launches Entourage and displays an e-mail window containing the document with the To field selected (Figure 36). Enter the e-mail address for the person you want to send the document to and press .

Figure 36. Enter the e-mail address for the person you want to send the file to.


4.

In the Subject field, enter a subject for the message and press .

5.

The body of the message should already include your document (Figure 37). You can make changes to the document as desired.

Figure 37. The file appears as an HTML-encoded message. Any images that are part of the file are included as attachments.


6.

To send the message immediately, click the Send Now button. Entourage connects to the Internet and sends the message.

or

To save the message in your outbox so it is sent the next time you send and receive messages, click Send Later.

7.

Switch back to Word to continue working with the document or Word.

Tips

  • These instructions assume that Entourage is the default e-mail program as set in the Internet preferences pane. If a different program has been set as the default e-mail program, the Mail Recipient (as HTML) command will not appear on the Send To submenu (Figure 24).

  • Entourage must be properly configured to send and receive e-mail messages.


To use an Entourage address book as a data source for a data merge

1.

Follow the instructions in Chapter 15 to display the Data Merge Manager and create a main document.

2.

Choose Office Address Book from the Get Data pop-up menu in the Data Source area of the Data Merge Manager (Figure 38).

Figure 38. Choose Office Address Book from the Get Data pop-up menu.


3.

Follow the steps in Chapter 15 to complete the main document with field names that appear in the Merge Field area of the Data Merge Manager (Figure 39) and perform the merge.

Figure 39. Field names from the Entourage address book appear in the Merge Field area of the Data Merge Manager.


Tip

  • I explain how to use Word's data merge feature in Chapter 15.


To flag a document for follow up

1.

Display the Word document you want to flag for follow up.

2.

Click the Flag for Follow Up button on the Standard toolbar.

3.

In the Flag for Follow Up dialog that appears (Figure 40), set the date and time that you want to be reminded to work with the document. Then click OK.

Figure 40. Use this dialog to enter a date and time to be reminded about a document.


An entry is added to your Entourage Task list. When the date and time you specified approaches, an Office Notifications window like the one in Figure 41 appears. You can click the Open Item button to open the document.

Figure 41. Entourage reminds you with a window like this.


Tip

  • The Office Notifications window will only appear at the appropriate time if either Word or Entourage is open.


To add Word documents to an Entourage project

1.

In Entourage, switch to the Project Center view.

2.

If necessary, double-click the name of the project you want to add the document to to view its calendar and other details (Figure 33).

3.

Click the Add button at the bottom of the window and choose File from the pop-up menu that appears (Figure 42).

Figure 42. Choose File from the Add pop-up menu.


4.

Use the Add File dialog that appears (Figure 43) to locate and select the file you want to add.

Figure 43. Use the Add File dialog to select the files you want to add to the project.


5.

Click Open.

The file appears in the Recent Files list (Figure 44).

Figure 44. The file you added appears in the Recent Files list.


Tips

  • In step 4, you can select multiple files. Simply hold down the key while clicking each file you want to add.

  • To open a file in the Project Center's Recent Files list (Figure 44), click it.




MIcrosoft Word 2004 for Mac OSX. Visual QuickStart Guide
MIcrosoft Word 2004 for Mac OSX. Visual QuickStart Guide
ISBN: N/A
EAN: N/A
Year: 2003
Pages: 199

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