Migrating to Entourage and Microsoft Exchange on the Mac · 2010-02-05 · As many of the tasks in...

Copyright © 2009 MIT IS&T Last printed 2/5/10 8:30 AM

Migrating to Entourage and Microsoft Exchange on the

Mac

Bronwen Heuer

Information Services and Technology This document will focus on key differences when moving to Exchange. For a review of email basics please refer to the Resource list at the end of this document.

What is Microsoft Exchange? ................................................................... 1 Configuring Entourage ........................................................................... 2 Launching Entourage on Exchange for the First Time .................................... 2 Basic Mail Handling Tasks ....................................................................... 5 Creating a Signature ............................................................................. 5 The Out of Office Assistant ..................................................................... 6 Symantec Brightmail Spam Quarantine ...................................................... 7 Rules ................................................................................................ 8 Managing your Email in Entourage with Exchange........................................10 Working with your Calendar in Entourage and Exchange ...............................13 Sharing Calendars................................................................................21 Sharing Permissions .............................................................................24 Delegate Access ..................................................................................25 Permission Levels for Delegates ..............................................................27 Using Outlook Web Access (OWA) and Exchange..........................................28 Configuring LDAP for Entourage ..............................................................31 Working with Resources in Entourage.......................................................33 View a Resource Calendar in Entourage ....................................................33 Schedule a Resource in Entourage ...........................................................34 Notes on Best Practices for Out of Office Messages ......................................38 Resources .........................................................................................39 Issues and FAQs…… ..............................................................................41

Last printed 2/5/10 8:30 AM 1

What is Microsoft Exchange? Exchange is a Microsoft server environment that is an alternative to our current IMAP server configuration. The goal is to have one program that integrates calendaring and email in our Office workflow. Windows users will be using Outlook; Mac users will be using Entourage. For users who wish to access mail and calendar via a web client, access to Exchange is available via Outlook Web Access (OWA) or Outlook Web Access Light. Mobile devices can also access Exchange data. Platforms currently supported include Windows Mobile 5 or higher and Apple iPhone 2, and the Blackberry. Advantages of using Exchange over current email and TechTime services include:

• more stable environment with full Microsoft support • email and calendar integration • use with Mobile devices (including Blackberry) • 2 gb of server storage

Migrating to Exchange involves many steps:

• your department will schedule your migration • you will need to prepare for the migration of your data • IS&T will set up your Exchange account and migrate your mail and then your calendar

data • you must’ve changed your password within the last 6 months • Entourage must be configured to work with Exchange • you will need to learn new features and new ways of doing things

The following data does not get automatically moved to the exchange server during migration. You will need to recreate some items and import others. Try to export, print, or take screen shots so you'll know how to re-create these.

• Spam screening settings and allow/deny lists (copy and paste) - Read on to learn about the new Spam Quarantine Program MIT has implemented.

• Signatures (re-create) • Vacation away message in the Auto-responder (re-create). This is now known as the

Out of Office Assistant. • Rules and Filters (test carefully/or re-create) • Delegate Access Rights (re-create) • Forward and reply-to flags for email messages (re-create) • Task/to do list information (re-create if stored in TechTime) • Locally saved data (e.g., contacts, calendars, tasks and notes) (import) • Locally stored mail folders (import to Exchange or open and view locally)


Configuring Entourage IS&T will set up your Exchange account and migrate your mail and calendar data to the Exchange server. Entourage will be configured for you. The current version of Entourage is Entourage 2008, 13.0.x Web Services Edition (EWS). Entourage 2008 is included in the Microsoft Office productivity suite for the Macintosh platform (Mac OS X). The Entourage EWS upgrade is not an auto-‐update, but instead, a separate download from Mactopia. Should you need to configure Entourage for yourself, go to the document titled Entourage 2008 12.1.x: Configure with Auto-‐discover for MIT Exchange Service. The link to this document can be found in the Resource List at the end of this guide.

Launching Entourage on Exchange for the First Time 1. Launch Entourage by going to Applications Microsoft Office 2008 or 2004

Entourage or by clicking on the E icon in the dock.

2. When prompted, log on as [email protected] (example: [email protected]). Entourage begins setting up your mailbox. Do not close Entourage until all your folders have completed synchronizing. Entourage brings together mail and calendaring, as well as other work flow tasks. The toolbar provides buttons for navigating between these tasks and for doing work within that task. Below is a sample of the Entourage toolbar.

Mail is currently selected so we are seeing menus and buttons for mail tasks.

Navigation buttons – click here to switch between modes:

Mail, Address book, Calendar, Notes, Tasks, and Project Center.


When Calendar is selected, Entourage displays the following toolbar:

My Day, Office Reminders and Notifications Entourage places a few icons in your dock by default: My Day and Microsoft Office Reminders.

• My Day is a popup window allowing you to see your day’s calendar and to-do list. A button on the Calendar toolbar toggles My Day on or off.

• Reminders is another popup window with reminders for scheduled calendar events. To turn off Reminders, go to Preferences General Calendar Reminders

• Notifications: a little “slate” appears with each incoming mail message and a tone sounds. This slate only lingers on the screen for a few seconds. It references the subject of the incoming email messages. Clicking on it to takes you to that message. To hide this notification, go to Preferences General Notifications.

• The Navigational Toolbar running down the left-hand side of the Entourage window displays your “folders.” In this case, your inbox, you calendar, your address book, and contacts are all considered folders.

This server icon followed by he words exchange.mit is used to designate your file

space on the Exchange server. Additional appearances of this icon represent other folders (calendars) you have opened. As shown on the right, I have opened the calendars for the IS&T N42 Demo Center and IS&T Training. On My Computer signifies those folders that reside on the hard drive of your personal computer. When Mail is selected, mail folders are displayed in the Navigational area. Use the flippy triangles to expand or collapse the view of a folder and its subfolders. • Entourage automatically creates the

folders Drafts, Sent Items, Deleted


Items, Junk E-Mail and Public Folders for you on the server. MIT implementation of Spam Quarantine renders the Junk E-Mail folder unnecessary (see page 33 ). Similar folders are created on your own (local) computer.

When Calendar is selected, the view of your mail folders disappears from view: To create a new folder, click on the containing folder to select, ctrl-click, and from the menu choose New Folder. As before, you can drag and drop to move folders. Ctrl-click to perform other tasks such as deleting a folder, setting properties or initiating a find.

Click on a folder to view its contents. The right hand pane displays a list of messages according to your choosing: Received (date), From, Subject, etc. To change the arrangement either go to View Arrange By or click on the words Arrange By between the toolbar and the message list: What happened to Threads that existed in Apple Mail? There is not this same feature in Entourage, but try arranging by “Conversation” + Show in Groups.

CTRL-Click on a folder to perform particular tasks such as creating or deleting a folder, sharing, setting properties, or initiating a find, etc.:


Basic Mail Handling Tasks As many of the tasks in Mail are the same as in previous mail applications, only key tasks and differing features will be discussed. Use the built-in help from the toolbar menu: Go to Help Entourage Help. You can browse help topics by clicking the Topics button. For more information on using Mail, consult Resources at the end of this manual.

In this section we will look at three basic tasks in the handling of Mail: 1. Creating a Signature 2. Setting up away messages using the Out of Office Assistant 3. Symantec Brightmail Spam Quarantine 4. Rules

Creating a Signature

1. To create a signature, go to Tools Signatures… 2. Click New 3. In the dialog box that opens, create your signature and assign it a name and then click

the red button to close.

4. To add signatures to all messages, go to Tools Accounts Mail. Double click the exchange server entry in the list. RESULTS: The Edit Account dialog box opens.

5. Click on the Options tab. Under Message Options, select your preferred signature from the pull-down list.

While creating or responding to a mail message, there is a button where you can select your signature on a message-by-message basis.


The Out of Office Assistant Use the Out of Office Assistant to set up an away-from-office message on Entourage with Exchange. There is now the ability to set up messages for Inside (currently only those on exchange.mit) and Outside your Organization (see below). Be sure to set them both.

1. Launch Entourage. 2. With Inbox selected, go to Tools > Out of

Office… RESULTS: The Out of Office Assistant dialog box opens.

3. Enter your reply messages in the "Reply to message with:" and “Reply once to each sender outside my company with:” fields

4. Check the "Send replies outside my

company to" box and the "Anyone outside my company" radio button (Selecting "Address Book contacts only" will cause Exchange to only send out-of-office messages to people listed in your Exchange address book.) Because MIT offers two email systems (IMAP and Exchange) you need to set up replies to people outside your organization in order for the Out-of-Office message to work.

5. Click OK. 6. Click the "Send Out of Office messages"

radio button. 7. Note: You can also schedule time and date

that the out-of-office message is operative. Check the box for "I am out of the office between" and set the appropriate dates.

Note: With an Exchange account, you should not use the IS&T email auto-responder as it is not fully integrated with Exchange. See Notes On Best Practices for Out-of-Office Messages on page 33 of the Appendix of this guide.


Symantec Brightmail Spam Quarantine By default, MIT Exchange accounts are created with Symantec Brightmail spam filtering enabled. This program replaces the Spam Assassin program used on the IMAP server, so you will no longer need your Spamscreen folder. Brightmail is extremely accurate in placing spam in quarantine on the server. IS&T recommends turning off Junk Mail filtering in your email programs. Using both systems can cause inconsistent results and prevent your allow/deny lists from working as intended. Turn Off your Junk E-‐mail Filtering

1. In Entourage, go to the Tools Junk E-‐mail Protection.

2. Select None.

3. Click OK to save your preferences.

A daily email spam summary is sent to your inbox (at 6:00 am approximately). It looks like this:

You can check for legitimate items. To log into your account go to the Symantec Brightmail Gateway at

https://mailsec-cc.mit.edu/brightmail/.

or follow the link in the email message that arrives periodically. For simple instructions on how to use Spam Quarantine, click the Help button in the upper right corner after logging on to your account.

Allow/Deny Within Spam Quarantine, you can add email addresses to the allow/deny lists and view your quarantined messages. Under User Preferences, go to Bad Senders or Good Senders.

[email protected]


With your Allow/Deny list, you can either start afresh and recreate your list; or copy and paste from your spam assassin. Move your allow and deny lists to Spam Quarantine

1. Copy your list to a Word or plain text document 2. Separate entries with a comma 3. Delete any spaces. Use email addresses or domain names but drop @ from domain

names (e.g., google.com not @google.com) 4. Paste list into User Preferences Bad Senders/ Good Senders Add Good (Bad)

Senders box and click Add.

Notice you have the ability to filter out Spam by language.

For more information see Exchange Email and Calendaring: Spam Quarantine http://web.mit.edu/ist/topics/email/exchange/spamquarantine.html.

Rules You will need to recreate your rules for the filtering of messages. Be aware that in Entourage, you are creating rules on the client machine. If you use multiple machines, you will need to create rules in each place for messages to be consistently filtered across machines. So to create server-based rules which work whenever you access your mail, create them logging into owa.mit.edu through IE on a windows computer. Setting up Rules

1. The easiest way to set a rule is to first select a mail message that exemplifies the rule you wish to set. For example, I want all messages that come to me regarding the Planning Committee to go into a particular folder.

2. Go to Tools Rules… click on Mail(Exchange) tab. Click on the New button and choose Mail (Exchange) from the menu. RESULTS: The Edit Rules dialog box opens:

Notice the rule is comprised of an If … Then statement and that the initial setting is for “All messages.”

3. Give the Rule a name.


4. Using the pull-down menus, specify criteria and the action to be taken when criteria are met. Notice the check box to enable or disable the rule. The example below illustrates how when From contains “IT-Partners” I want to Move message to my IT-Partners business folder: .


Managing your Email in Entourage with Exchange

This section will cover the following topics: 1. Your quota (space) on Exchange 2. Backing up and archiving data 3. Deleting and retrieving email 4. The Global Address List (GAL)

1. Your Exchange Server Quota You are allotted 2 gb (gigabytes) of storage space on the Exchange server. This is an increase of 1 gigabyte over your previous IMAP allocation. All email, attachments, calendar and contact data, notes and tasks are stored on the server and count against this quota. To see how much of your quota you are using:

1. In Entourage, go to Mail and control click on the Exchange Icon (exchange.mit) in the Navigation pane. .

2. Select Folder properties.

3. Select Storage.

Note: Move the decimal six places to the left and you have an approximation in gigabytes. Click at the top of the Size or Total Size columns to arrange space utilization in order of size.

You can minimize the amount of space you use by judiciously deleting unneeded mail and attachments and by archiving mail to your local computer 2. Backing up and Archiving Email Any mail, calendar or other Entourage data located on the Exchange server is routinely backed-up by IS&T. This process is for redundant storage should there be a problem with the original Exchange server. You need not worry about the data stored on Exchange.


Any Entourage data located in local folders on your computer will be backed-up only if you have a regular back-up system in place for your personal computer. IS&T offers the TSM back-up service at no cost to encourage regular back-ups. For more information see the Resource List at the end of this document. You can also save individual emails or folders by exporting them to your desktop. Drag messages or folders from Entourage to your desktop and open with any text editor to read. 3. Deleting and Retrieving Mail When you delete a message from your Inbox, Junk E-mail, Sent Items, Drafts or other folder, that message is moved to the Deleted Items folder. You can retrieve messages from the Deleted Items folder by opening the folder, selecting the message or messages and moving them back to your Inbox or other mail folder. It is important to periodically empty the Deleted Items folder since its contents count against your quota on the Exchange server. To empty the Deleted Items folder:

1. Select the Deleted Items folder and Ctrl-click. 2. Choose Empty Deleted Items from the menu..

RESULT: You will be asked to confirm this choice. In Entourage, it is possible to schedule deletion of the items in your Deleted Items folder

1. Go to Tools Schedules…. 2. Double click on the Empty Deleted Items Folder line.

. RESULTS: The Edit Schedule dialog box opens. 3. Choose a frequency from the When pull-down list and an Action.

By default, Entourage is initially set to Manually. 4. Click OK to save your schedule.


Unlike Outlook, Entourage and OWA-Light do not allow for the retrieval of Deleted Items once the folder has been emptied. If you desperately need to retrieve mail after emptying the folder AND you can get to an Internet Explorer browser on a PC, go to owa.mit.edu, log on. Click on Options and then in the panel on the left, choose Deleted Items. Remember, as stated these will only remain for 14 days.


Working with your Calendar in Entourage and Exchange

This section will cover: 1. The Entourage calendar interface 2. Creating an appointment on your calendar 3. Scheduling a meeting with one or more people 4. Setting delegate access rights

Note: Using the Entourage Calendaring feature will work only with others whose calendars are also on Exchange.

On the Mac, in order to view others calendars off campus, you must have VPN installed.

Launch Exchange and go to calendaring by:

• Clicking on the toolbar icon: • Clicking on the calendar icon in the Navigational

pane: • In the menu bar, go to View Go To Calendar. • Use the keystroke +3

Calendar Basics

Entourage refers to Calendar entries as Events. Events can be broken down into the following types, a vocubulary established by Outlook:

Appointments – A scheduled activity involving only you. Event – An activity that is untimed. [This is represented by a colored oval at the top of the date.] Meeting – An activity to which people are invited.

You can view calendar entries by Day, Work Week, Week, or Month by clicking on the appropriate button in the toolbar. View Date allows you to enter a specific date, Entourage redisplays the calendar to show that date. Use the little calendar icon for a quick and easy way of selecting a date.

To see a specific set of dates, open the quick calendar in the lower left hand corner by clicking on the little up arrow. Drag across the dates in this mini-calendar which you wish to display.


Day view gives you an hour-by-hour picture of the days events:

To go to Day view,

• Click on the button in the toolbar • Go to Calendar Day • or Ctrl+ +1

Week and Work week

Work week displays just Monday through Friday while Week includes Saturday and Sunday. The hourly detail is visible in these views:

To go to Work Week view:

• Use the toolbar button • Go to Calendar Work Week • or Ctrl+ +2

To go to Week view:

• Use the toolbar button • Go to Calendar Week • or Ctrl+ +3

Month displays a four to five week period in one screen:

• Use the toolbar button • Go to Calendar Month • or Ctrl+ +4

Press +3 to cycle through the different views.

To Create a New Event There are several ways to create a new event:

• In Calendar view, double click the day of the new event. • In Mail, click the triangle alongside New Calendar Event. • From the menu bar, go to File New Calendar Event. • In Calendar view, press +N

RESULTS: A dialog box opens where you specify the details of the meeting/event. See the example below for a Project Management Seminar:


1. Fill in Subject, Location, Start and End dates, Occurrence, Reminder, and Travel Time. 2. To Make an entry recur, pull down the menu for Occurs: and choose the appropriate

recurrence pattern:

Choosing Custom… brings up a dialog box where the choices are more numerous:

3. Click OK when finished.

At this point, you have created an Appointment. As defined above, an appointment is an event involving only you.

RESULTS: Once you schedule an event, it is plotted on your calendar. Small icons on an event indicate that a reminder is set (bell), other people are invited (silhouette), and the event recurs (pisces-like arrows).


You may color code your events by assigning it a category. With the event selected, pull down the category list and assign it a category. The choices Assign Categories, Edit Categories allows you to customize.

4. Save the event by pressing Command + S, clicking on the red button and then specifying Save, or by going to the menu File Save.

To Open an Event

To open an event on the calendar to view its details, either double click the event (this can sometimes be stubborn), right click on the event and choose open, or select the event and press +O.

To Delete an Event

Note: You can only delete those entries which you created or have been given permission to delete.

1. Click on the entry in the calendar to select it.

2. Click in the toolbar, or go to Edit Delete Event.

Opening the event, there is also a Delete in the toolbar.

RESULT: If there had been invitees for the event, you will be asked whether:

Meeting and Invites

A meeting is an event that includes other people.

To include other people in your event, you must “Invite” them.

1. Inside the Event dialog box, click on the Invite button in the toolbar.

RESULTS: A dialog box opens where you enter your invitees’ email addresses.

2. Click on the Add button.


3. Enter the email address of the invitee. As you type in the name, an auto-complete list will be displayed accessing MIT addresses if LDAP is configured and also addresses you have corresponded with. Groups and resources can also be accessed. By typing in the first several characters of a name and then clicking Check Names, a list will be displayed. Be sure you know the syntax of your resources. For example, our division includes a colon after the division name and then a space.

4. When finished entering invitee, click the small close box in the upper-left corner of the window.

Scheduling

Once invited, a button in the middle of the dialog box appears for Appointment or Scheduling.

RESULTS: Clicking on the Scheduling button brings up a sketch of your invitees’ calendar.

You can only view the free/busy time of those people who have been moved to the exchange server.

Click on the Scheduling button.


In contrast to what you were accustomed to in TechTime, you do not automatically open your invitees’ calendars, instead you see a horizontal bar chart with shading that represents free or busy time with no details:

Times a user is unavailable are marked in blue.

Your scheduled event is outlined in purple.

5. If schedules do not coincide, you can use the pull-down menus on the date and times to chose a different time. You can also use the scroll bar to observe available times on your Invitees’ calendars.

6. After viewing the schedules for available times that coincide with your event and settling on a time and date, click the Send Now button.

RESULTS: An email is sent to all those invited.

7. To save an Event, either go to the File Save, press +S, or click on the red close button and you will be asked to save.

An Event as an Untimed Activity

We have been calling each of these calendar entries EVENTS. This term is also used to describe an “untimed activity.” To create this kind of activity, perform the same steps for creating a new event. In the dialog box that opens, click in the “All Day Event” check box:


Once saved, an all-day event is designated by an untimed reference on the monthly view and a reference at the top of the day’s column in the weekly view. You can have multiple all-day events.

Being Invited

When an Entourage user receives an invitation from another Entourage user, a mail message arrives bearing an icon with a calendar and a silhouette rather than an envelope. The event is also plotted on your calendar.

Opening that mail message or double clicking on the calendar event, you will be in a dialog box where you will see a YELLOW BANNER across the top of the message and the buttons Accept, Tentative and Decline in the toolbar. Clicking on one these buttons will transmit the appropriate RSVP to the sender.

The yellow banner changes over time to reflect the state of the meeting: cancellations, changes, status updates. For example, opening an event in the past, the banner will tell that it is in the past.

If you cancel an event, an email is sent to all invitees relaying this disposition.

Event Status

You as sender can go to the event in your calendar and view the status. Double clicking on the event, opens the invite memo dialog box.

The Yellow Banner gives the current disposition of the invite. “View attendee status” displays just that. See the example below:


You can edit the invitation, add recipients and when you click on Send Update. It will ask you who you wish to dispatch the notice to.

There is a strip running down the side of the event designation in the calendar.

when it is striped, either the event invitation has not been accepted or it is tentative.

when plain, the invitation has been accepted or the event is designated as busy.

Your Status The status you choose for an event affects how the event appears to others when they view your calendar. If you do not change the status, Entourage shows you as "Busy" during the event. To change to a status such as "Free" or "Out of the office," click the Status button and choose the appropriate status from the pull-down menu. You can mark an event as PRIVATE:

1. Select the calendar event that you want to mark as "private." 2. Go to the Event menu, Private.

When others view of your calendar, the event appears as PRIVATE.


Sharing Calendars

By using sharing, you can give another user access to your Microsoft Exchange calendars, address books, or mail folders. In order to share a calendar1, both you and the user that you want to share with must have Microsoft Exchange accounts. If you wish to have access to another person’s calendar, send email to that person and request sharing permission. When sharing your calendar, you control how much detail others may see and the tasks they can perform. The default setting for an individual is “None.”

Note When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e-mail messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

To grant permission for someone to share your calendar: 1. In the left-hand navigational pane, Ctrl-click your calendar icon, choose Sharing.

Alternatively you can go to the Edit menu, Folder Properties Permissions tab.

RESULTS: The Folder Properties: Calendar dialog box opens:

1 I am going to only talk about calendars at that is the most common form of sharing. By analogy, the folders in which mail and contacts (address book) reside should follow the same processes described for calendars.


2. Click Add User. 3. Type the name of the user, and then click Find.

RESULT: This searches for the user on the Exchange server. 4. In the search results, select the appropriate user's name and click OK. If the user's name

does not appear in the search results check that you have configured LDAP for your Entourage application. RESULT: You are returned to the Permissions window.

5. In the Permissions list, select the user's name. On the Permission Level menu, select the access level you want. For the majority of situations at MIT and for simplicity, IS&T recommends the permission levels Reviewer, Author or Editor. RESULTS: The check boxes and radio buttons below will reflect the tasks permitted by that level .

6. To customize the user's permission levels, select or clear the check boxes. Change the options for Edit Items and Delete Items as appropriate.

7. Click OK.

To open another user’s calendar, they must have granted you sharing rights. 1. To open another user’s calendar, for which you have been granted sharing rights, select

the Calendar in the Navigation pane. Go to File Open Other User’s Folder…(or select, CTRL-click, Open other User’s Folder…) RESULT: The following dialog box opens.

2. Enter the user name or click on the button to the right to search for email address. 3. Once the user ‘s name appears in the Select User match list, select the appropriate

name and click OK. 4. Returning to the Open Other User’s Folder, click OK again.

If you do not have permission to view that person’s calendar, Entourage will tell you so, advising you to contact that person to gain permission. If you have permission, that person’s calendar will open up in your Entourage window. The title bar displays his or her name. In the Navigational pane, you will see an icon for the calendar you have requested to open. You can view and manipulate tasks on their calendar based upon the permissions you have been granted.


Unlike Outlook, there is not the facility for displaying multiple calendars, side-by-side in a single window.


Sharing Permissions When you share a folder, you can set permissions that define what each user sharing the folder can do:

Permission level Activities a sharing user can perform

Owner Create, read, modify, and delete all calendar, address book, private and public folder, and mail folder items. As an owner, a user can change the permission levels others have for the folder.

Reviewer Read items only. Author Create and read items, and modify and delete items you create. Editor Create, read, modify, and delete all items. Publishing Editor Create, read, modify, and delete all items, and create subfolders. Publishing Author Create and read items, create subfolders, and modify and delete

items you create. Nonediting Author Create and read items, and delete items that you create. Contributor Create items only. Custom Perform activities defined by the folder owner.

None Not perform any activity. The user remains on the permissions list

but has no permission and cannot open the folder.

1. Once permission for sharing has been granted repeat steps 1, 2, 3, and 4 under Open another user’s calendar and you will be viewing the shared calendar. RESULT: You will see a striped progress bar at the bottom of the Entourage window as the server resolves your share request.

Note: The default is for view only. The person sharing their calendar will have to adjust the permissions to give you greater access.

To remove another person’s calendar from your view

1. Select the calendar icon for that person. 2. Either Ctrl-click and choose Remove from view or go to Edit Remove from view.

To change the permissions for someone to access your calendar

1. Ctrl-click your calendar in the Navigation panel and choose Folder Properties. 2. Click the Permissions tab and make any additional functions available.


Delegate Access What is a delegate and when would you use one? When would you not? Entourage allows delegate access where one individual manages another’s calendar or email. It allows the delegate to "send on behalf of" the other person. By using delegation, your delegate can view invitations and mail messages that are sent to you. With your permission, the delegate can send and reply to invitations and messages for you. Both your account name and your delegate's account name appear on the invitation or message. Note: If you don't need to "send on behalf of", you may be able to simply use sharing to work with another's email or calendar. Both you and your delegate must have Microsoft Exchange accounts. There needs to be a handshake: The user specifies the delegate; the delegate specifies that he or she is a delegate for that person.

To set up delegate access: 1. Go to the Entourage menu and select Account Settings…

(An alternative path is Tools menu Accounts…, ) RESULT: The Accounts dialog box opens.

2. The Mail tab should be selected. Double-click exchange.mit. (Exchange). RESULT: The Edit Account dialog box opens.

3. Click the Delegate tab. RESULTS: The following dialog box opens:

4. Under My Delegates, click Add.


5. In the dialog box that opens, type the name of the user that you want to add as

a delegate, and then click Find. RESULTS: A search is performed, returning the email address of that individual.

6. Select the name of the user, and then click OK. RESULTS: The Delegate Permissions dialog box opens. It is shown here with the Calendar permissions menu pulled down.

7. On the Calendar, Inbox, and Address Book pop-up menus, select the permission levels that you want to set for the delegate. Permission levels for delegates are described on page 27. Notice the check box for Send a message to the delegate summarizing permissions. The creation of a delegate or the change of permissions will generate and send an email notifying the delegate.

8. Click OK. RESULT: Upon creation or change of delegate status, you will be asked for your password.

Becoming a Delegate for Someone

Before you can become a delegate, another user must grant you delegate access as illustrated above. You may receive an e-mail notifying you that you have delegate access. The other side of the handshake is completed by you adding that person to your “Users I am a delegate for” list.

1. Go to the Tools Accounts... (or Entourage Account Settings …) 2. Click on the Mail tab. 3. Double-click exchange.mit (Exchange) and then click the Delegate tab. 4. Under Users I am a delegate for, click Add.


5. Type the name of the user who has added you as a delegate, and then click Find. 6. Click the name of the user, and then click OK.

To Stop Being a Delegate or to terminate Delegate Permissions

1. Go to Tools Accounts… Double click the exchange server name. RESULT: The Edit Account dialog box opens.

2. Select and Remove the delegate from the My Delegates list or the other user’s name from the Users I am a delegate for list.

Permission Levels for Delegates

When you add a delegate, you can give the delegate separate permission levels for your calendar, inbox, and address book folders:

Permission level Activities a delegate can perform Author Read and create items, and modify and delete items he or she

creates. For example, a delegate with Author permissions can create meeting requests directly in the account owner's calendar and respond to meeting requests on the account owner's behalf.

Editor Full access. The delegate can do everything an author can do, plus modify and delete items that the account owner created.

Reviewer Read items only. The delegate can only read messages in the account owner's inbox, but not edit, create, or delete items.

None No access is allowed.

Granting Delegate Access Permissions

1. As described above, select the appropriate levels of delegate access for the chosen areas by selecting from the drop down lists.

2. Click OK to accept these permissions. 3. Click OK again to close Edit Account dialog box.

RESULT: You will be asked to log in again to verify this act of granting permissions.


Using Outlook Web Access (OWA) and Exchange

What is OWA? Outlook Web Access (OWA) is a web-based alternative to your Entourage Desktop client. There are two versions of OWA – OWA Premium which runs on Internet Explorer 6 or higher and OWA Light which runs on multiple browsers and platforms. We Macintosh users, using Safari and Firefox, only have access to OWA Light. OWA Comparisons Despite the fact we only have OWA light available to us, I am going to leave in the comparison chart below so that it is clear that things are not available rather than being confounded by not finding it:

Feature Premium Light

Modules mail, calendar, contacts, tasks no tasks module

Printing prints individual message, click printer icon on toolbar to print all pages

prints Navigation Pane with message

Mail Features

search, reading pane, drag and drop, rules, categories and flags, spell check, multiple signatures, customize interface, out of office settings, mobile device wipe opens mail in new tab/window

search, out of office settings, mobile device wipe opens mail in same tab/window

Calendar Features

day, month week, delegate access, reminders

day view only

For more complete information on using OWA and OWA Light see: Outlook Web Access (OWA) at MIT –

http://web.mit.edu/ist/topics/email/exchange/owa/index.html.

1. To access OWA Light, type the url owa.mit.edu into your web browser. RESULTS: The following dialog box appears, soliciting a login.


2. Enter your User Name and Password.

RESULTS: Once logged in, your window looks like the following:

OWA behaves much the way you would expect it to. Select a message by clicking in the check box; sort messages by clicking on the column headings; use the buttons to initiate a new message; delete message, mark as read or unread.


The one unexpected behavior is that to read a message, you need to double click on its subject to open it. Down the left-hand side of the mail area you find a navigation panel for moving between Mail, Calendar, and Contacts. The Options button on the right-hand side of the title bar takes you to a page where you can set the number of messages in your mail window, your signature, and a few other settings. Click on the Manage Folders… link in the left-hand panel to go to a page where you can create, rename, move and delete mail folders.

Calendaring A limitation of calendaring in OWA is that only Day view is available.


Configuring LDAP for Entourage Add the MIT LDAP server to enable Entourage to access the MIT directory:

1. Go to Tools > Accounts > Directory Service. Result: The Accounts window displays.

2. Click New and choose Directory Service…

Result: The Directory Service Account window displays. .Note: If the window you see is titled Edit Account, click the Setup Assistant button. The Account Setup Assistant window opens.

3. In the LDAP server field enter ldap.mit.edu.

4. Click the right arrow in the lower corner of the box.

Result: The Account Setup Assistant window displays “Setup Complete”:

4. In the Account name field enter MIT LDAP. 5. Click the Configure Account Manually button.


Result: The Edit Account window should appear as follows: 6. Click the Click here for advanced LDAP options button. Result: The LDAP server options window displays.

7. Check the This LDAP server requires a secure connection (SSL) box. Click in the left corner box to close the window. 9. Back in the Edit Account dialog box, click on the Options tab.

Result: The Options window displays.

10. In the Search base field enter dc=mit,dc=edu. 11. Click OK. You have now configured your Entourage mail to access the MIT directory.


Working with Resources in Entourage

Resources are anything other than people which can be scheduled. Resources are generally rooms or equipment, but special types of resources can be created, such as a group-wide vacation calendar or other scheduling calendar.

Resource calendars are opened in Entourage the same as you would any calendar on which you have sharing or delegate permission. To book a resource you invite it to a new event, just as you would people.

If you need to create a resource, complete and submit the Exchange Resource Creation Request. (this is a dead link).

View a Resource Calendar in Entourage

1. Open your calendar in Entourage. 2. In the menu bar, go to File > Open Other User's Folder. 3. In the search box for User, enter

the first few characters of the resource name (this is usually the abbreviated department or resource-owner's name).

You may also click Find User to do a search.

4. Click OK. Result: A list of resources beginning with what you entered appears.


5. Select the resource desired and click Select.

Result: The calendar opens. If you do not have permission to access the calendar, a message appears telling you to request permission. If this is a calendar which you will want to schedule frequently, add it to your Contacts/Address Book.

Note on Searching: You may encounter the following error when doing a search:

Click OK, then wait a few moments and click OK in the Find User window again. You may need to repeat this several times before the results are displayed.

Schedule a Resource in Entourage

1. Open your calendar in Entourage. 2. Click the down arrow on the New icon and select Calendar Event. 3. In the New Event window, enter the Subject of the event, and set the parameters

for date and time. 4. In the Event window, click Invite. 5. In the Invite window, in the To field, enter the beginning letters of

the resource to invite.

Result: Matching resources in your Contacts or recent addresses will be listed. If one of these is desired, click to select it.


Note: If you have clicked on the address-card icon to the right of Check Names, you will see a column for searching your address book/contacts; this does not apply to searching for resources.

6. To search for more resources matching the beginning letters, click Check Names.

Result: A window opens with the search results.

7. In the Check Names results, select the desired resource and click Done.

Result: The resource is entered in the To: field in the Invite window.


8. For additional invitees, click the Add icon in the Invite window. 9. When finished, click the small close box in the upper-left corner of the Invite

window.

Result: You are returned to the event window, with all invitees listed, including the resources.

10. Check the availability of the resource by clicking the Scheduling tab. If necessary, you may adjust the time and date by clicking and dragging the highlighted column.


11. When the schedule is set, click Appointment and finish entering your message or attaching files. If the resource you invited is the location of the meeting, add the building and room number in the Location: field (it is not entered automatically), then click Send Now.


Notes on Best Practices for Out of Office Messages Out of Office Assistant" will auto-reply to any message you receive, including any junk mail or messages from spammers. For this reason, it is advisable not to give too many details in your auto-reply message. For example, you may not wish to give specifics such as that you will be out of town, on vacation, or at a conference. Instead you could use generic terminology such as: "I will be out of the office until xxx, and will not be checking email. If you need immediate assistance, please send a message to xxx, or call xxx." or " I will not be checking my email until xxx. If you need immediate assistance contact xxx." While you can set "Out of Office Assistant" to automatically forward your messages to an associate while you are gone; you can not have it forward your mail to any e-mail account which is not part of the HSC Exchange system. This means that mail cannot be forwarded to an AOL, Hotmail, Yahoo or any other e-mail account with a domain other than mit.edu. (Note: Due to MIT requirements, automatically forwarding e-mail off of the MIT Exchange e-mail system is not allowed anyhow.) For example, if you are project lead on a specific project and you are expecting e-mails which require immediate response, you might designate someone in the office to handle all inquires or communication regarding the project. In this case, the "Out of Office Assistant" is a excellent tool to use. If your account has subscriptions to any listservs or mailing lists, it is advisable to suspend any mail you will be receiving from those lists during those periods where you are going to use the "Out of Office Assistant". By doing this, you avoid the risk of auto replying to any mailing lists. Usually listservs have features which allow you to suspend receiving e-mail for a time. If your listserv has a web site, try accessing that web site or else you could send an e-mail to the administrator of the list. When someone sends you a message and you have the "Out of Office Assistant" turned on, they will receive the reply you have specified only once, no matter how many times they send you a message during the period of time you have specified. Remember: When you return make sure you turn off the "Out of Office Assistant."


Resources

Entourage Help A wealth of information on Entourage can be found in the Help, whether you go online or not. Go to the Help menu Entourage Help. The Topics button on the tool bar opens a pane a list of topics. Drill down to find specific details for Mail, Calendaring, etc. Return to Entourage Help Home by clicking on Home button. A second site of value is Mactopia. This is Microsoft’s website for Macintosh information. Either google Mactopia or go to http://www.microsoft.com/mac. Follow the links for Help and How Tos Entourage The Missing Manual Series has issued a book on Office 2008 for Macintosh, by Jim Elferdink. It is readable through MIT Libraries VERA Safari books.

Classes at MIT: Quick Start classes on Entourage, an hour and a half in length, are being scheduled for the N42-Demo Center beginning the week of July 27. See the schedule by following the link: <http://ist.mit.edu/services/training/schedule> Contact the IS&T Training Team at [email protected] to arrange a class for your department.

Hands-on classes for Word, Excel or PowerPoint 2008 are held in W92. There is no fee for these classes but they do require registration.

See schedule - <http://ist.mit.edu/services/training/schedule> Register - <http://web.mit.edu/sapwebss/PS1/training_home.shtml>

IS&T Exchange and Entourage Web Pages: Email and Calendaring: Exchange - http://ist.mit.edu/services/email/exchange and, scrolling down to the Software and Services section, follow the link to Entourage EWS.

That direct link is: http://ist.mit.edu/services/software/entourage/2008/130x/webservices

Here you will find key information under the topics Using and Related links.

IS&T Software Product Front Door http://ist.mit.edu/services/software/entourage/2008#using

Details and links for acquiring, installing, and using Entourage in the MIT environment.

Hermes, the Help desk FAQ and knowledge base also contains information on Entourage and Exchange: http://kb.mit.edu/confluence/display/home/Hermes or simply google Hermes at the MIT home page. At the Hermes home page, type in a relevant search string for the information you seek.

Configuring LDAP for Exchange

http://ist.mit.edu/services/software/entourage/2008/configure-‐ldap

On-line learning at MIT: Element-K - self-paced, on-line classes now exist for Entourage.


IS&T On-line training demos have currently not been developed for Entourage. However don’t hesitate to check our site: - http://ist.mit.edu/services/training/demos as some may be developed soon.


Issues and FAQs…… Information on TSM and Backups can be found: http://ist.mit.edu/services/software/tsm/55 Question: How do I change the name or email address displayed in the FROM field by Exchange email service? Answer: By default, your FROM address is your official name (from MIT records) and your MIT mailing address. You can change one or both using this web form (certificates required):

https://nic-too.mit.edu/cgi-bin/exchange This change will appear on email messages and OOF (out-of-office) messages. It is effective within approximately five minutes. Downloaded attachments go to : user:Documents:Microsoft User Data: Saved Attachments: Issues: Entourage users report having duplicate email and/or calendar items. Solution: Microsoft recommends that ALL Entourage users change their anti-virus configuration on ALL their Entourage client machines (office and home) to exclude the ‘Microsoft User Data’ folder from auto scanning. The steps for McAfee VirusScan for Mac are listed below.

Launch VirusScan for Mac Under VirusScan menu, choose Preferences Note: you may need to ‘Click the lock in the lower left corner to make changes’ and authenticate. Choose more options Under “Exclude File or Folder”, click “Add” Navigate to Users>Username>Documents>Microsoft User Data Click Select Location Click on lock to prevent changes and authenticate and close Quit VirusScan

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Migrating to Entourage and Microsoft Exchange on the Mac · 2010-02-05 · As many of the tasks in...

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Transcript of Migrating to Entourage and Microsoft Exchange on the Mac · 2010-02-05 · As many of the tasks in...