Microsoft Entourage 2004
Managing Your Email
This document will instruct you on how to manage your email so that you can stay organized. By creating flags and changing the read/unread status, you are able to more easily and effectively manage your email messages.
Flagging Messages
If you receive numerous email messages and cannot immediately respond to them all, you may want to flag certain messages. When you flag a message, a red flag appears next to the message to let you know it needs your attention. You may choose to add only a flag to your message to catch your eye, or you may choose to add comments to a flag for reminders.
Adding Flags
This method allows you to simply add a red flag to a message, with no extra notes or information attached.
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From the Navigation pane, click MAIL
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Select the message to be flagged
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Click FLAG
A flag appears next to the message.
Removing Flags
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From the Navigation pane, click MAIL
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Select the message you would like the flag removed from
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Click FLAG
The flag next to the message disappears.
Flagging Messages for Follow-Up
If you receive many email messages and cannot immediately respond to them all, you may want to set up reminders to follow up the messages later. When you create a reminder note, a red flag will appear next to the message with the reminder. This method of adding flags allows you to add notes and deadlines to your flag. These notes and deadlines will be stored as tasks in your Entourage Calendar.
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From the Navigation pane, click MAIL
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From the Folder list, select Inbox
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From the list of messages, select the message you want to flag
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Click FLAG » select Flag for Follow-up...
The Follow-up to message dialog box appears.
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In the Due date text box, type the date you want to follow up by
OR
Click the CALENDAR button
» select a date - OPTIONAL: To set a reminder,
- Select Reminder
- In the Reminder text box, type the date you want to be reminded on
OR
Click the CALENDAR button» select a date -
To change the time of the reminder, in the Time text box, select the portion of time you would like changed (e.g., the hour) » type the desired time
OR
In the Time text box, select the portion of time you would like changed » use the nudge buttons to select the desired time
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From the Priority pull-down list, select the desired priority
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To convert the message to a recurring task, from the Occurs pull-down list, select a recurrence pattern
NOTE: For more information on creating tasks, refer to Creating Tasks. -
In the Notes text box, type any notes you would like to make about the follow-up
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Click SAVE
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Close the dialog box
A flag appears next to the message, and any notes or reminders are saved.
Marking Follow-Up Messages as Completed
In addition to removing the flag from your email message, this method marks the task (which is automatically created when you add notes or deadlines to a flag) as completed in your Entourage Calendar.
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Open the flagged message
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In the Message window, beneath the toolbar, click the OPEN TASK link
The Follow-up to message dialog box appears. -
Select Complete
NOTE: A checkmark appears next to the selection when it is selected. -
Click SAVE
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Close the dialog box
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Close the message
The flag has been removed.
Removing Follow-Up Flags
This option removes the flag from your email message, but does not mark the task as completed.
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Select the flagged message
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Click FLAG » select Clear Flag
The follow-up flag disappears.
Changing Message Status
Message status can often serve as a way to organize your email messages. Although Entourage usually automatically updates message status, it is possible for you to change the status of a message manually. Messages can be marked as read or unread. For better organization of your email messages, it may be beneficial to change a message status from read to unread, or vice versa.
NOTE: If you change a replied or forwarded message to unread, the message symbol will change; however, it is still noted in the message that you replied or forwarded the message.
Changing Message Status: Menu Option
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From the listing of messages, select the desired message(s)
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To mark the message(s) as read, from the Message menu, select Mark as Read
To mark the message(s) as unread, from the Message menu, select Mark as Unread
OR
To mark all of the messages in the mailbox as read, from the Message menu, select Mark All as Read
Changing Message Status: Quick Menu Option
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From the listing of messages, press [control] + click the desired message
A Quick menu appears. -
To mark the message(s) as read, select Mark as Read
To mark the message(s) as unread, select Mark as Unread
