Microsoft Entourage 2008

Working with Groups

Groups contain email addresses for more than one person. Generally the people in a group are related in some way, such as committee members or work groups. Groups can combine email addresses of individuals, existing groups from UW-Eau Claire, and non-campus users.

This Microsoft Entourage document covers the following topics:

Creating Groups
Using Copy and Paste to Add Members to a Group
Modifying Group Entries
Deleting Groups
Sending Messages to a Group

Creating Groups

Creating a group provides users with a shortcut when sending emails to many people.

From the toolbar, click ADDRESS BOOK
Select a contact from the Contact List
NOTE: This step is necessary to show all the Contact options.
From the File menu, select New » Group
An Untitled Group dialog box appears.
In the Group name text box, type a name for the group
Press [tab]
The insertion point will appear in the Add Contacts box.
Type the complete email address for the desired group member
To add the next contact, press [tab].
Repeat steps 6-7 until all email addresses are entered
OPTIONAL: To hide email addresses when you send a message, select Don't show addresses when sending to group
NOTE: The option is selected when a checkmark appears.
OPTIONAL: To sort the list alphabetically, click SORT LIST
From the File menu, select Save
Close the dialog box

Using Copy and Paste to Add Members to a Group

You can copy and paste to easily create groups from existing lists of email addresses. This is best for lengthy lists where you do not want to type individual email addresses. You can copy and paste when you have one of the following:

a list of email addresses in Word
a list of email addresses in Excel
a list of email addresses in an email message you have received

NOTE: The email addresses in your list should be separated by commas (,) or listed on separate lines.

From the program or message where you have the list of email addresses, select the list
From the Edit menu, select Copy
OR
Press [] + [C]
In Entourage, from the toolbar, click ADDRESS BOOK
To add the addresses to a new group, from the File menu, select New » Group
OR
To insert the addresses into an existing group, from the address book list, double click on the group you want
The Group dialog box appears.
If you created a new group, in the Group name text box, type a name for the group
Press [tab]
The insertion point will appear in the Add Contacts box.
From the Edit menu, select Paste
OR
Press [] + [V]
NOTE: The email addresses will appear individually even if they were originally separated with a comma.
From the File menu, select Save
Close the dialog box

Modifying Group Entries

You can make adjustments to a group's list easily. Simply open the list and make the desired adjustments.

From the toolbar, click ADDRESS BOOK
From the Address Book list, double click the group you would like to modify
The Group dialog box appears.
To modify an email address,
1. Click the email address
2. Make the desired changes
3. Press [return]
To add an email address from the group to your Address Book,
1. Press [control] and select the email address » select Add to Address Book
  The Contacts dialog box appears.
2. Add any additional desired information
  NOTE: For more information on the Address Book, refer to Working with Contacts.
To add additional email addresses to the group,
1. Click ADD
2. Type the email address
3. Press [return]
To remove email addresses from the group,
1. Select the email address
2. Click REMOVE
From the File menu, select Save
Close the dialog box

Deleting Groups

When you no longer need a group you can delete it.

From the toolbar, click ADDRESS BOOK
From the Address Book list, select the group to be deleted
Click DELETE
OR
Press [del]
A confirmation dialog box appears.
Click DELETE

Sending Messages to a Group

Sending a message to a group is very similar to sending an email message to one person.

Sending Messages through the Address Book

From the toolbar, click ADDRESS BOOK
From the Address Book list, press [control] and select the group » select New Message To
An untitled message dialog box appears.
In the Subject text box, type the desired subject
From the body text box, type the desired message
Click SEND
NOTE: For more information on how to send emails, refer to Basic Email Activities.
The message is sent.

Accessing the Address Book While Sending Messages

From the toolbar, click MAIL
From the toolbar, click NEW
The Recipient dialog box appears.
From the Contacts pull-down menu, select Address Book
Your Address Book appears in the pane.
From the Address Book list, double click the group you would like to send a message to
To close the dialog box, click the body text box
In the Subject text box, type the desired subject
From the body text box, type the desired message
Click SEND
NOTE: For more information on how to send emails, refer to Basic Email Activities.
The message is sent.