Advanced Entourage Settings	Printer Friendly
Computing Services Information Document	Apple/Mac OS

General Information

This web page contains information on configuring some of the advanced features of the Entourage email program.
The primary instructions for configuring Entourage are available here.
For general information on email at Rutgers, please visit the main email web page found here.

Sent Mail and Drafts

The main Entourage instructions discuss using Entourage's defaults for copies of sent or draft/saved mail. The "Sent Items," "Drafts," "Junk E-mail" and "Outbox" folders, along with "Deleted Items," are called special folders. You have the option of choosing different folders than the defaults for all but "Outbox."

One benefit of storing emails within remote/server folders is the ability to see and access such folders/emails on other systems, including via Web Mail. If you decide to use remote/server folders to store your special folders, Entourage should automatically create these folders for you, if they do not already exist.
If you want to use existing folders (i.e., "sent-mail" and "postponed-msgs" or similar), simply choose the folder name(s) in the relevant field(s) in the account settings' "Advanced" tab.
If you'd like to use a different folder that does not yet exist, you should first create the new folder by holding the "ctrl" key and clicking (or right-clicking) on the "INBOX" under your (Rutgers-Camden) accoutn and selecting the "New Subfolder" option. After creating the folder, click (and hold a second or two) on it to rename it. Now you can choose it, as per above.
NOTE: If the folders selected above do not show properly in the list of folders for your account, simply click on the account name in the left column, then select "Refresh Message List" from the "View" menu.

Contrary to the "Save copies of sent messages in the Sent Items folder" checkbox found in the "Compose" area via the "Entourage" menu's "Preferences..." area, you do not have the option of turning off the "Sent Items" (and/or "Drafts") folder completely (except by never saving a draft email or sending email). You can stop Entourage from automatically saving a copy of every sent email on the server as follows:

1. Go to the "Tools" menu and select "Accounts."
2. Select the account in question.
3. Click the Edit icon/button.
4. Click the "Advanced" tab.
5. Uncheck the "Store sent messages in this IMAP folder:" box.
   NOTE: You can do the same with Drafts and Junk (Office vX users will not see the "Junk" folder setting here).

However, unchecking the above (as for Drafts or Junk) only results in Entourage saving these copies in the respective folder(s) in the "Folders on My Computer" (local) list instead.

In order to truly avoid keeping copies of sent messages, you would have to create a "rule" to accomplish this:

1. First, be sure to turn off server copies of sent messages, as per the above.
2. Go to the "Tools" menu and select the "Rules" option.
3. Click the Outgoing tab (at the far right)
4. Click the New icon/button.

Here's a sample screenshot:

5. Set the rule name to something relevant (i.e., No Sent Copies).
6. Under the "If" area, change the "All messages" pop-up menu to Folder.
7. Leave the Is pop-up menu alone.
8. Change the "Inbox (On My Computer)" pop-up menu to "Choose Folder..." and then choose "Sent Items" from under the "Folders on My Computer" list. The pop-up will now be set to Sent Items (On My Computer).
9. Click the Add Criterion icon/button.
10. Leave the second criterion's From and Contains pop-up menus alone.
11. Enter the email address used to setup Entourage into the field (i.e., netid@camden.rutgers.edu, where "netid" is your personal NetID) to the right of the "From" and "Contains" pop-up menus.
12. Under the "Then" area, change the "Set category" pop-up menu to Delete message.
13. Make sure that the Enabled box is checked.
14. Click the OK button to save and close this new rule.
    NOTE: You can repeat the above for any other rules for other actions and/or on other folders, messages, etc., as desired.

Here's a sample screenshot:

No matter what you decide, you should make a concentrated effort to organize your emails into folders and subfolders and keep the number of emails in your "INBOX" to a minimum.

Below is a sample screenshot of the different possibilities for configuring copies/folders.
In the following screenshot:

1. Sent email is not being saved on the server (but may or may not be saved locally, as per the above).
2. Draft/saved emails are being stored on the server, but in a different folder ("postponed-msgs" instead of the default, "Drafts").
3. Junk email is being saved on the server in its default folder (see "Spam/Junk Mail Filtering" for more info., below).
4. Deleted messages are being left in the INBOX and other folders, and are only marked for deletion (similar to Web Mail - see "Deleted Messages" for more info., below).

Spam/Junk Mail Filtering

The campus uses spam filters for all incoming mail. More information on spam filtering and managing the spam filtering for your account can be found here.

Entourage includes its own, built-in email filtering functionality, which is enabled by default (Office vX users are asked on first launch, and spam/junk email is simply marked as such, so rules or scripts must be used for any additional functionality). Emails marked as junk/spam are moved to the "Junk E-mail" folder automatically. You can set a special folder for junk/spam and its behavior via your account's "Advanced" settings, similarly to other special folders described above.
If you decide to use a remote/server folder, we recommend that you keep it separate from any Spam-Messages folder used by the campus filters. Manipulating junk/spam emails, beyond simply marking them, can be configured via the "Junk E-mail Protection..." ("Junk Mail Controls..." in Office vX) option in the "Tools" menu, and by the use of rules or scripts.
Here is a sample screenshot:

Junk Mail Controls can be turned on/off by going to the above screen and selecting the desired settings. No matter how you configure Entourage's junk settings (unless you turn them off completely), Entourage should learn to better handle junk/spam emails as you tell it what is and isn't junk/spam. To do this, select any message(s) to be marked or unmarked as junk/spam and select "Mark as Junk" or "Mark as Not Junk" from the "Message" menu.
NOTE: You can also adjust this by holding the "ctrl" key and clicking (i.e., right-clicking) a message and going to the "Categories" submenu and checking/unchecking the "Junk" category.

When marking a message as "Not Junk," you may be prompted to help Entourage learn and deal with similar messages in the future. If so, select the desired option and click the OK button.
Here is a sample screenshot:

Deleted Messages

By default, Entourage moves deleted messages into a "Deleted Items" folder. If you prefer to have deleted messages items left in your INBOX and other folders (similar to how Web Mail works), go to the "Advanced" tab in the "Edit Account" screen and switch to the first radio button in the "Delete options" area (see the final "Sent Mail and Drafts" screenshot, above). When/whether you purge messages is optional, but purging automatically, or upon exiting Entourage is highly recommended.

If you are only marking messages for deletion, you can hide/show such deleted messages. The visibility of deleted messages that are only "marked" for deletion (as opposed to being "moved" to a folder) are controlled via the following checkbox:

1. Go to the "Entourage" menu and choose "Preferences..."
2. Select the "Read" option, under the "Mail & News Preferences" list in the left column.
3. Uncheck (or check) the Hide IMAP messages marked for deletion box.
   NOTE: If you do not show deleted messages, then they may quickly and unknowingly begin to accumulate. It is imperative that you regularly use the "Edit" menu to "Purge Deleted Items" for each and every IMAP folder, whether you hide or show deleted messages.

Here's a sample screenshot:

Questions/Comments/Concerns

Additional information on configuring and using Entourage beyond the above can be found by going to the "Help" menu in Entourage.
More information may also be found at the Microsoft Mactopia web site.

If you have any difficulty with any of the above, please contact help@camden.rutgers.edu for more information.