You create and manage projects in Entourage’s Project Center. Entourage walks you through the creation process with the New Project Wizard. Every project has two watch folders: Entourage Project Watch folder and Finder Project Watch folder. The folders provide a place for Entourage or you to manage and work with the project files, which you can access as an alias on your desktop. In addition, you also set rules for associating e-mail messages with the project.
Start Entourage.
Click the Project Center button on the toolbar.
Click the New button arrow on the Projects toolbar, and then click New Project.
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You can also click the File menu, point to New, and then click Project.
Enter a name for the project.
If you want to set a due date, select the Due Date check box, and then click the Calendar icon to set a date.
If you want a color associated with the project, click the Color box, and then select a color.
If you want to add a picture, drag and drop the image file to the Picture box.
Click the right arrow button to continue.
Click the Automatically create Project Watch Folders option to have Entourage create the watch folders, or click Manually set Project Watch Folders option for you to create them using the Change buttons.
To import items that are assigned to an existing category or project, click the From Category or From Project drop-down, and then select a category or project from the list.
Click the right arrow button to continue.
Select the check boxes for the Rules for associating e-mail with the project.
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Associate e-mail from Project contacts. If you have project contacts, e-mail from them is automatically associated with the project.
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Associate e-mail with the following subjects. Enter subject keywords. If a keyword appears in a subject, e-mail from them is associated with the project.
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Don’t apply other rules to these messages. Select to prevent other message rules from being applied to project messages.
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Apply Rules to existing messages. Select to use the specific rules to be a part of the project.
Select the Add Project Watch Folder alias to the Desktop check box to make easy access to project files. You can also drag new document into the folder.
Click the right arrow button to continue.
Read the summary.
Click the right arrow button to create the project.
The Project Center is a centralized place in Entourage where you can manage Office related projects. In the Project Center, you can view, modify, and add project related items—such as e-mail, contacts, notes, tasks, calendar events, Scrapbook clippings, and documents—to a project. The Project Center displays a set of tabs (Overview, Schedule, Mail, Files, Contacts, Clippings, and Notes), which you can use to manage all aspects of a project.
In Entourage, click the Project Center button on the toolbar.
Click the project name that you want to work with in the Folders list.
Click the Overview tab.
Click the Properties button.
Click the tabs (Basic, Add, Maintain, and Sharing) and change the project settings you want.
When you’re done, click Save.
Click other tabs to add or remove items from the project, or share the project with others.
Did You Know?
You can delete a project. In the Project Center,select the project in the Folders list, click the Edit menu, click Delete Project, and then click Delete.
You can customize the information in the Overview tab. In the Project Center, click the Overview tab, and then click the triangle (on the right side of the grey heading bar) for the project-related sections at the bottom, and then select an option from the list to display the information you want.
People are the main part of any project. You can associate a contact in your Address Book with a project, so they can be a part of the process. Before you can associate a contact with a project, the participant needs to be a contact in your Address Book. If you no longer want a contact to be a part of a project, you can remove them. When you remove a contact from a project, the contact remains in your Address Book unless you delete it instead of removing it. The Delete commands delete the contact from the Address Book. Since you are a key participant in your projects, you forget to include yourself as a contact.
In Entourage, click the Project Center button on the toolbar.
Click the project name that you want to work with in the Folders list.
Click the Contacts tab.
Click the Add button.
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You can also click the Add button on the Overview or Schedule tab, and then click Contacts.
Select the contacts from your Address Book, and then click Add.
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To select multiple contacts,
each item.
To remove contacts, select the contacts you want to remove, and then click the Remove button.
Projects typically revolve around e-mail. Having a central place to view all project related e-mail message can greatly enhance and simplify project management and follow up. When you create a project, Entourage also creates a project e-mail folder in the Folders list where you can store and manage messages from project participants. You can add e-mail messages to a project from the Mail tab in the Project Center or from Mail view in Entourage. If you no longer need an e-mail message, you can quickly remove it from the project.
In Entourage, click the Project Center button on the toolbar.
Click the project name that you want to work with in the Folders list.
Click the Mail tab.
Click the Add button.
Select an e-mail folder from the list, select one or more messages, and then click Add.
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To select multiple messages,
each item.
To remove messages from a project, select the messages you want to remove, and then click the Remove button.
Did You Know?
You can add and remove e-mail messages from Mail view. Switch to Mail view, and then drag (move) or Option-drag (copy) a message header into the project folder in the Folders list. You can also select the message, click the Edit menu, point to Projects, and then click the project name to toggle it on (add) or off (remove).
After you create a note, task, or calendar event in Entourage or add a clipping to the Scrapbook, you can add it to a project for tracking and management purposes. You can add notes, tasks, calendar events, or clippings to a project from the Notes or Schedule tab in the Project Center or from the Notes, Tasks, or Calendar view. So, where ever you happen to be working in Entourage, you can quickly add notes, tasks, events, or clippings to a project.
In Entourage, click the Project Center button on the toolbar.
Click the project name that you want to work with in the Folders list.
Click the Notes or Schedule tab.
Click the Add button, and then click Note, Task, Event, or Clipping.
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You can also click the New button to create and add a new note, task, or event.
Select the note, tasks, event, or clipping you want, and then click Add.
To remove a note, task, event, or clipping, select the item, and then click the Remove button.
Documents are an important part of any project. You can add a document to a project from the Project Center or from the Project Palette tab in Word, Excel, or PowerPoint. After you add a document to a project, you can open it by using the Project Center tab in the Project Gallery dialog box, the Files tab in the Project Center, or double-clicking the file icon in one of the project watch folders.
In Entourage, click the Project Center button on the toolbar.
Click the project name that you want to work with in the Folders list.
Click the Files tab.
Click the Add button.
Navigate to the folder where the file is located, select the file, and then click Open.
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You can also drag the file icon into the files list on the Files tab or into the Project Watch folder on the Desktop.
After you create your first project in the Project Center, you can view and manage projects from the Project Palette tab on the Toolbox in Word, Excel, or PowerPoint. From the Project Palette tab, you can quickly add and remove Office documents, open watch folders, enter notes, view or schedule appointments, view or flag tasks, customize and view the project information you want, and go to the Project Center. If you need to open a project document, you can open the file directly from the Office program or use the Project Center tab in the Project Gallery dialog box
In Word, Excel, or PowerPoint, click the Project Palette tab on the Toolbox.
Do any of the following:
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Add or remove current document. Click the Add current file or Remove current file button.
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Flag a task. Select the check box for the task to indicate it’s complete. Double-click to open it in Entourage.
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Open watch folders. Click the Open Entourage Project Watch Folder or Open Finder Project Watch Folder button.
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Add a note to self. Type a note in the Notes to self box.
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View or create a calendar appointment. Click the Previous Day or Next Day arrow button to view an appointment, or click the New Event button to create one.
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View project information. Click the triangle, and then select the information you want to display.
To open a project document, click the Project Center tab in the Project Gallery, select the project, select the document, and then click Open or Open a Copy.
Protecting your data is a critical part of any project. If you lose project data, it could cost you extra time and effort to re-create it. To avoid this problem, you can back up—also known as archive—a project to another location for safe keeping. If you’re done with a project, you can also use the back up procedure to clear it from your hard drive. You can back up all or part of a project depending on what’s important to you.
In Entourage, click the Project Center button on the toolbar.
Click the project name that you want to work with in the Folders list.
Click the Overview tab.
Click the Backup button.
Select the option to specify what you want to export.
Select the check boxes to indicate which item types you want to export.
Click the right arrow button to continue.
Click the option to indicate whether to keep project items in Entourage after the back up or delete them.
Click the right arrow button to continue.
Type a name for the back up file or use the one provided, click the Where drop-down, select a location, and then click Save.
Click Done.