The Calendar is an electronic version of the familiar paper daily planner. You can schedule time for completing specific tasks, meetings, vacations, holidays, or for any other activity with the Calendar. You can change the Calendar to show activities for the Day, Work Week (five business days), Week (all seven days), or Month. In Day/Week/Month view, the Calendar is split into two sections: the Appointment area and the Mini Calendar. The Appointment area serves as a daily planner where you can schedule activities by the day, work week, full week, or month. Appointments are scheduled activities such as a doctor’s visit, and occupy a block of time in the Appointment area. Events are activities that last 24 hours or longer, such as a seminar, and do not occupy blocks of time in your calendar. Instead, they appear in a banner at the beginning of a day.

Open and Change the Calendar View

Click the Calendar button on the toolbar.

You can change the Calendar view in several ways.

• Click the Calendar menu, and then click the view option you want.

• Click one of the Calendar view buttons (Day, Work Week, Week, or Month) in Calendar view.

• Click the left arrow or right arrow on the mini calendar to change the current month, or click the circle to display the current day.

• Click a date on the mini calendar to view that day’s schedule. The date highlighted in red is today’s date.

• Drag the mini calendar to view a specific range of dates (up to 6 weeks). You can drag the right edge of the Views pane to display a pair of mini calendars.

View and work with tasks associated with the current Calendar view.

As with other folders in Entourage, you can customize Calendar to suit your needs. One way to customize the Entourage Calendar is to change the work week settings. For example, if you are in the medical field and you work three twelve-hour shifts a week, Wednesday through Friday, you might want to change the work week in your Calendar to reflect this. You can change the days included in the work week, the start day of the work week, the start and end times of the work day, the first week of the work year, and the default time zone.

Customize the Calendar View

Click the Entourage menu, and then click Preferences.

In the left pane, click Calendar.

Click the First day of week drop-down, and then select the day of the week you want to start the week.

Click the Calendar work week and work hours options you want to customize.

Click the Default time zone for new user events drop-down, and then select a time zone.

Click OK.

Did You Know?

You can save your Calendar as a Web page. Switch to Calendar view, click the File menu, click Save as Web Page, select the duration and publishing options you want, enter a title and file name, and then click Save. Once the Calendar is published, you can open the file in a Web browser.

For Your Information: Adding and Removing Holidays

The default Calendar in Entourage doesn’t include holidays. However, if you want them, you can import them using the Import wizard. Click the File menu, click Import, click the Holiday option, click the right arrow to continue, select the holidays that you want to use (including religious and country-specific holidays), click the right arrow to continue, and then click Finish. To remove holidays, click the Edit menu, click Advanced Search, set the search criteria to Category, Is and Holiday to select the holiday set you want to remove or edit, select the holidays you want to delete, click the Delete button on the toolbar, and then click Delete to confirm it.

In Entourage, an appointment is any activity you schedule that doesn’t include other people or resources. An event is any appointment that lasts one or more full days (24-hour increments), such as a seminar, a conference, or a vacation. You can mark yourself available (free or tentative) or unavailable (busy or out of the office) to others during a scheduled appointment or an event. You enter appointment or event information in the same box; however, when you schedule an event, the All-day event check box is selected.

Schedule an Appointment

Click the Calendar button on the toolbar.

Drag the time of the appointment in the Appointment area. An Office Reminder window appears. Click the Close button to exit it.

• You can also click the File menu, point to New, and then click Calendar Event.

Type a name for the appointment, and then press Return.

Include Appointment Details

In Calendar view, double-click a block of time or an appointment.

Add or change the subject, location, start and end times, and any notes, as necessary.

Click the Occurs drop-down, and then select the occurrence time. If the event occurs more than once, click Edit to set recurring options.

To set a reminder, select the Reminder check box, and then specify a reminder time.

To add travel time, select the Travel time check box, and then specify a time.

Click the File menu, click Save, and then click the Close button.

Schedule an Event and Include Details

Click the Calendar button on the toolbar.

Click the top of the day in the Appointment area.

Type a description of the event, and then press Return.

Double-click the event.

The All-day event check box is selected.

Add or change the subject, location, start and end times, and any notes, as necessary.

Click the Occurs drop-down, and then select the occurrence time. If the event occurs more than once, click Edit to set recurring options.

To set a reminder, select the Reminder check box, and then specify a reminder time.

To add travel time, select the Travel time check box, and then specify a time.

To add a color category, click the Categorize button, and then click a color category.

Click the File menu, click Save, and then click the Close button.

Did You Know?

You can mark yourself available or unavailable to others. In the Event window, click the Status button on the toolbar, click Busy, Free, Tentative, or Out of Office.

After you create an appointment or event in Entourage, you can change it by quickly dragging the scheduled event to a new day and time in the calendar, or by double-clicking it to change event details, including recurring events. If an event gets cancelled, you can quickly delete it. If you have old non-recurring events on the calendar, you can set a Calendar preference to automatically delete them based on a specific time interval.

Modify an Event

Click the Calendar button on the toolbar.

• To change the scheduled date or time of an event, you can drag it to a new location on the calendar.

Double-click the event.

If this is a recurring event, select an option to open the entire series of events or just the individual event, and then click OK.

Make the event option changes you want.

Click the File menu, click Save, and then click the Close button.

Did You Know?

You can create an event in another time zone. Click the Calendar button, click the New button, type the event information, click the Event menu, point to Time Zone, and then click the time zone you want.

Delete an Event

Click the Calendar button on the toolbar.

Select the event you want to delete.

Press Delete or click the Delete button on the toolbar.

Do one of the following:

• If this is a one-time event, click Delete.

• If this is a recurring event, select an option to delete the entire series of events or just the individual event, and then click OK.

Did You Know?

You can delete old calendar events automatically. Click the Entourage menu, click Preferences, click Calendar, select the Delete non-recurring events older than X check box, specify a time interval, and then click OK.

You can change your availability status. With a Microsoft Exchange account, Entourage shows you as Busy during an event unless you change the status to Free using the Status button in the Event window.

When you create or edit an event, you can set up a reminder to appear when based on a time interval. When the date and time for the reminder takes place, the Office Reminder window appears—even if an Office program isn’t running—displaying options to dismiss the reminder, dismiss all reminders, snooze the reminder for a short period of time, open the item, or do nothing. Office Reminder is a stand-alone Office related program that works with Entourage to remind you about upcoming events and tasks. As with any stand-alone program, when the Office Reminder window appears, its icon also appears on the Dock. The number in the clock icon indicates the current number of reminders.

Set a Reminder for an Event

Click the Calendar button on the toolbar.

Double-click the event that you want to set a reminder.

If this is a recurring event, select an option to open the entire series of events or just the individual event, and then click OK.

Select the Reminder check box, and then specify a reminder time.

Click the File menu, click Save, and then click the Close button.

Did You Know?

You can turn Office Reminders sound on and off. In the Office Reminders program, click the Office Reminders menu, click Turn On Sounds or Turn Off Sounds.

Responding to a Reminder

At the designated date and time, the Office Reminder window appears.

Do one of the following:

• Complete. Select the Complete check box to indicate the task is done or clear it to leave the task as incomplete.

• Dismiss. Click Dismiss to remove the reminder.

• Dismiss All. Click and hold Dismiss, and then click Dismiss All to remove all listed reminders.

  When you dismiss a reminder, the event remains on the calendar and not removed.

• Snooze. Click Snooze to display the reminder again in the specified time.

• Open the item. Double-click the document name in the reminder to open and edit the item.

• Do nothing. Click the Close button to exit the Office Reminder window.

Scheduling a meeting involves more than setting up an event. It also entails inviting people outside your organization to meet and discuss a subject. When you schedule an event using Entourage you are sending a special kind of e-mail message—a message request. Each invited attendee and the person responsible for the resource that you may have requested receive a message request. It is to this message that the invitee must respond. Entourage sends event invitations in the iCalendar format (.ICS), which is also supported by Microsoft Outlook.

Invite Others to an Event

Click the Calendar button on the toolbar.

Double-click the event that you want to invite others to.

If this is a recurring event, select an option to open the entire series of events or just the individual event, and then click OK.

Click the Invite button on the toolbar.

• If you have a Microsoft Exchange account, click the Scheduling tab to check invitees availability. To keep an event private, select the Private check box.

In the address pane, specify the contacts that you want to send an invitation to the event, and then close the pane.

• If you have multiple accounts, select the account from which you want to send the invitation.

Add or change the subject, location, start and end times, as necessary.

Enter a message in the body of the invitation.

If you decide not to send the invitation, click the Cancel Invite button on the toolbar.

Click the Send button to send the e-mail invitation.

When you receive an event or meeting request it appears in your Inbox such as any message would. The difference is when you view the message you can also view your calendar to see where the event is scheduled. Once you are sure whether or not you can attend the event, then you use the Accept button or the Decline button at the top of the request e-mail. If you are not sure, you use the Tentative button. When you accept or tentatively accept a request, the event is added to your calendar. A message is sent to the sender of the event request with your response.

Accept or Decline an Event Request

Display your Inbox, and then double-click the e-mail with the meeting request.

If the message arrives when you’re online, a mail alert appears above the Dock. Click the alert to open it.

In the e-mail message, click a button to response to the event request: Accept, Decline, or Tentative.

Select a response option: Yes, with comments, Yes, without comments, or No.

Options vary depending on the e-mail program.

Click OK.

If prompted, type a message that explains your response, and then click the Send button.

Did You Know?

You can tentatively add events automatically. Click the Entourage ment, click Preferences, click General, select the Tentatively add events when invitations are received check box, and then click OK.

Planning events can be a difficult task when you have to coordinate multiple schedules, schedules that often change with little or no notice. You can use the Calendar to reschedule or cancel meetings. You can send an event update request, or cancel the event. When you send attendees an updated event request, the attendee receives an e-mail message, the original event is deleted, and the new event time is added to his/her Calendar. If you send a cancellation notice about the event, the event is deleted from the attendees’ Calendars.

Update a Event Request

Click the Calendar button on the toolbar, and then double-click the scheduled event.

Make the changes you want to the event, such as date or time.

To invite others, click the Invite list, add more contacts, and then close the address pane.

To change invitee status, click View attendee status, select contact, delete it or change the response, and then close it.

Click the Send button, select an update option, and then click OK.

Cancel a Event Request

Click the Calendar button on the toolbar, and then double-click the scheduled event.

Click the Cancel Invite button on the toolbar.

Select a cancelation option: Yes, with comments, Yes, without comments, or No.

Click OK.

If prompted, type a message that explains your response, and then click the Send button.

You can quickly create a simple task by name only using the create a task box on the To-Do List pane (New!) in Calendar view or a more detailed task using the New button on the toolbar in Tasks view. The Task window allows you to set a Due Date (the date by which the task must be completed), Start Date, the Priority, and select the Reminder check box to have a reminder window open the morning of the due date. You can type additional information about the task in the Notes area at the bottom of the window.

Create or Update a Task

Click the Tasks button on the toolbar.

Click the New button on the toolbar to create a new task, or double-click an existing one to update it.

Type a name for the task.

Select the Start Date and Due Date check boxes, and then specify dates for both.

• To quickly set a due date, click the To Do button arrow on the toolbar, and then select an option, such as Today, Next Week, or No Due Date.

To set a reminder, select the Reminder check box, and then select a date and time.

Click the Priority drop-down, and then select a priority level.

Click the Occurs drop-down, and then select the occurrence time. If the event occurs more than once, click Edit to set recurring options.

Click in the Notes area, and then type information about the task.

Click the File menu, click Save, and then click the Close button.

In addition to creating tasks, you can also create To Do List items (New!). You create a To Do List item by simply setting a follow-up flag with the To Do button or flag icon for an e-mail message in Mail view or a contact in Address Book. From the To Do button, you can select a due date: Today, Tomorrow, This Week, Next Week, or Choose Date. If you don’t know the due date, you can select No Due Date. When you work in Calendar view, you can display and create tasks and To Do List items in the To Do List pane. At the bottom of the To Do List pane is a text box you can use to create a simple task or a To Do List item.

Create a To Do List Item

Select the e-mail message in Mail view or contact in Address Book that you want to set as a to do item.

Click the To Do button arrow on the toolbar, and then select an due date option.

• You can also click the flag icon or the Address Book to create a To Do List item.

Entourage adds the item as a new To Do List item.

Create a To Do List Item in the Calendar

Click the Calendar button on the toolbar

Click the To Do List button on the toolbar.

A list of all current tasks and To Do List items appear in the To Do List pane.

Click in the box at the bottom of the To Do List pane, and then type a task name.

Press Return to create a task, or click the Action button, and then select a To Do due date option.

You can display tasks and To Do Lists in a variety of views. In the Tasks view, you can use the Folder list to quickly display tasks or To Do Lists (New!). After you display the items you want in Tasks view, you can use menu commands to filter the list or column headings to sort the list. When you work in Calendar view, you can display and create tasks and To Do List items in the To Do List pane. At the bottom of the To Do List pane is a text box you can use to create a simple task or a To Do List item.

Change Tasks Views

Click the Tasks button on the toolbar.

In the Folder list, click Tasks or To Do List.

Timesaver

Click the To Do List in the Favorites Bar.

You can view tasks and To Do items several ways.

• Filter To Do List items. Click the View menu, and then click Incomplete Items, Completed Items, or All To Do Items.

• Filter tasks. Click the View menu, and then click Incomplete Tasks, Completed Tasks, or All Tasks. You can also use the Status button on the toolbar.

• Filter due date. Click the Due Date button, and then select a date option.

• Sort items. Click any column heading in the list except the first one.

• Tasks Views. Expand Tasks Views in the Folder list, and then select a search folder to display items that meet the criteria.

• To Do List pane. Click the Calendar button on the toolbar, click the To Do List on the toolbar.

As you work with tasks, you’ll want to keep your Tasks folder updated to reflect the status of each task. One obvious tactic is to mark each task as completed once you’ve finished the task. To do this, you open the Task window and then select the Complete check box. Once you’ve marked a task as complete, it appears in Tasks view with a line through it. Some tasks are jobs that you need to complete on a regular basis. In this case, you can make a task recurring. Recurring tasks have a small icon with two circling arrows in Tasks view.

View and Mark a Task or To Do List Item as Completed

Click the Tasks button on the toolbar.

To view only certain tasks or To Do List items, do any of the following:

• To view only incomplete items in the list, click the Status button on the toolbar, and then click Incomplete.

• To view items by due date, click the Due Date button on the toolbar, and then click Due Today or Due This Week.

• To view all items, click the View menu, and then click All Tasks or All To Do Items.

In the Status column for the task or To Do List item, select the Complete check box.

• To edit the item and mark it complete, double-click the item, and then select the Complete check box. Click the File menu, click Save, and then click the Close button.

See Also

See “Creating and Updating Tasks” on page 471 for information on editing tasks.

Notes in Entourage are electronic versions of paper sticky notes. Notes replace the random scraps of paper on which you might jot down reminders, questions, thoughts, ideas, or directions. Like the popular sticky notes, you can move an Entourage note anywhere on your screen and leave it displayed as you work. Any edits you make to a note are saved automatically. The ability to color-code, size, categorize, sort, or filter notes makes these notes even handier than their paper counterparts. When you open a new Note window in Entourage, you simply type text to create a note. The first paragraph becomes the note name in the Notes folder. Entourage inserts the date and time that you created the note for your reference.

Create or Modify a Note

Click the Notes button on the toolbar.

Click the New button on the toolbar to create a new note, or double-click an existing one to update it.

Type a name for the notes.

Type your note.

Format the notes using buttons on the Formatting toolbar.

Click the File menu, click Save, and then click the Close button.

Did You Know?

You can delete a note. Select the note or notes you want to delete, and then press Delete, or click the Delete button on the toolbar, and then click Delete to confirm it.

My Day (New!) is a stand-alone Office related program that allows you to display upcoming events and tasks from Entourage. In fact, you don’t need to have Entourage or any other Office program running to use My Day. You can start My Day from the Finder or within Entourage. If you want My Day to always be running, you can set a preference option to start My Day after your computer starts up.

Customize My Day to Start Automatically

Start My Day.

Click the My Day menu, and then click Preferences.

Click the General icon.

Select the Open after computer logon check box.

Click OK.

Date. The My Day window (New!) displays the current date in the upper left corner.

Day and time. The My Day window displays the current day and time along with the time until the next event or task. Click the Date to go to a specific date.

View other dates. Click the View buttons to view the events and tasks for other dates. Click the left and right arrows to go back and forth between dates, or click the bullet (between the arrows) to display today’s date.

Time line. Click arrows on the timeline to view events and tasks for the selected time slot.

Calendar events, tasks, and To Do items. These items appear in the middle area of the My Day window. You can double-click an item to open it.

Print. Click to print a list of events, tasks, and To Do items for the selected date.

New Task. Click to open a pane in My Day to create a note. Click the New Task button again to close the pane.

Preferences. Click to customize the way you work with the My Day program.

Run Entourage. Click to start Entourage.

If you have an iPod, iPod Touch, or iPhone, you can enable Sync Services in Entourage to synchronize your Entourage Address Book and Calendar event with data in the Apple Address Book and iCal. When you connect your iPod, iPod Touch, or iPhone to your Mac, iTunes starts and synchronizes data with the current settings. After you change the synchronization settings for Entourage, iTunes synchronizes Entourage data with the Apple Address Book and iCal on the devices.

Enable Sync Services

Click the Entourage menu, and then click Preferences.

In the left pane, click Sync Services.

Select the Synchronize contacts with Address Book and .Mac check box.

Select the Synchronize events and tasks with iCal and .Mac check box.

Click OK.

If prompted, click a synchronization option to merge Entourage data with Address Book and iCal data, replace Entourage data with the Address Book and iCal data, or replace the Address Book and iCal data with the Entourage data.

Click OK.

Synchronize Entourage Data with an iPod, iPod Touch, or iPhone

Connect your iPod or iPhone to your Mac.

iTunes starts and performs a synchronization with the current settings.

In the Devices list, select your device, and then click the Info or Contacts tab.

In the Calendars area, select the Sync iCal calendars check box, click the All calendars or Selected calendars option, and then select the check boxes for the calendars you want to sync as needed.

In the Contacts area, select the Sync Address Book contacts check box, click the All contacts or Selected groups option, and then select the check boxes for the contact groups you want to sync as needed.

Click Apply.

iTunes performs a new synchronization with the new settings. These setting remain in effect until you change them.

You can print any item in Entourage. You can click the Print command on the File menu to print the selected item using the default print settings. The default or preset printing style is different for each view depending on what type of information you are printing. Printing options change depending on the item and view. There are different printing options available in table, calendar, and card views. If you have already printed an item and want to print it again, you can use the Print One Copy command.

Print an Item or View

Click the item you want to print.

If necessary, click the File menu, point to Page Setup, and then click a print style (styles differ depending on the item you choose), and then click OK.

Click the File menu, and then click Print.

• To print a single copy without the Print dialog box, click the File menu, and then click Print One Copy.

Printing options change depending on the item and view.

If necessary, click the Printer drop-down, and then select a printer.

Click the Print drop-down, and then select what you want to print.

If available, click the Style drop-down, and then select a print style.

Click Layout, select the specific items that you want to print, and then click OK.

Specify print options or a print range. Options vary depending on the item you selected.

Click Print.