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Preferences

Set Entourage as default email application

Set Entourage Preferences

To set your Preferences look under Entourage in the Menu bar for Entourage 2004 and Entourage X. If you are using Entourage 2001, check under Edit.

Here are some suggestions for preference settings. Remember to check them all and set for YOUR preference.

General Preferences

Most General preferences are probably set right. One general preference in Entourage X you might overlook is "display small navigation buttons". This is a great feature if your screen is small.


Address Book:

Under the Address Book tab for Entourage X and 2004, be sure to check out the bottom choices to automatically link messages.

Confused about the differences between those automatic linking and matching options, and what do they actually do?

The linking option is for links (Tools > Open Links). Basically, if the first option is checked, messages you send to a contact will automatically be linked to that contact. Then, if you open the contact and open links, you can see all of the messages you sent to that contact.

The second option works similarly for messages that have a "From" address that is saved in your Address Book.

The third option works a bit differently. If you have assigned a category to a contact in the Address Book and the option is checked, any incoming mail from a sender whose address is saved in the Address Book will be assigned the category of whatever contact contains that address.


Calendar:

Entourage X: To prevent invitations from being automatically added to the Calendar before you accept them, Click the Calendar tab, and then clear the Tentatively add events when invitations are received check box. If you prefer to leave this preference, you can always click on "decline" in the message.

Entourage 2001: There is no option to not accept. You would need to click on "decline" in the message.


Fonts

Fonts sizes you select will affect your messages you send in HTML. Font Preferences can be set for plain text and HTML. The settings for plain text only affect what YOU see and not what the sender receives. The receiver will see the messages with THEIR preferences. However, the font and size you choose for HTML messages (proportional) do reflect the default font for outgoing HTML mail and is the what recipient will see.

If you have vision problems and like large sized fonts, send your messages in plain text instead. Same goes if you send in small sizes. Be considerate of your audience.

Tip: You can use the command + or command - (you'll find these shortcuts under Edit in the Menu bar) to reduce or enlarge fonts when you receive HTML messages.

Office 2008 added some new fonts. See these examples of the new fonts.

Office 2008 uses a different method for fonts and many fonts are new versions. Office 2008 will install fonts to the /Library/Fonts/Microsoft folder. By being at the root, then all users on the machine have access to them and you don't get Office 2008 putting multiple copies on the machine for each user.

The installer will scour /Library/Fonts/ and ~/Library/Fonts/ for fonts with the same name and move them to /Library/Disabled Fonts/ or ~/Library/Disabled Fonts/ depending on where they were found.

If you plan on using both Office 2004 and Office 2008, be aware that you should install 2004 first. If you install 2004 AFTER 2008 it will just reinstall them. You only need the Office 2008 fonts. This will reduce the number of fonts you have installed and they will all be in the main Library folder.


Spelling

Under the Spelling tab, be sure your custom dictionary is selected. Sometimes if it's deselected, spelling will be broken.

Location of your Custom Dictionary.


Notifications

Select the sounds you want to use. To test, click on the sound icon by each sound. You can also deselect "animate icon" in the Notification window.

Alternatives to using Entourage sounds:


Mail & News Preferences

Read

Under the Read tab, I suggest that you deselect last option, "Allow network access to display complex HTML". This way when you open a spam message with all those fancy links, Entourage will not try to connect to view them.


Compose:

Font Preferences can be set for plain text and HTML. The settings for plain text only affect what YOU see and not what the sender receives. The receiver will see the messages with THEIR preferences. When setting plain text, choose what you like. This is a great feature, especially if you like larger fonts for easy viewing. However, the font and size you choose for HTML messages (proportional) do reflect the default font for outgoing HTML mail and is the what recipient will see.

I highly suggest you set to plain text in the popup for mail. Most lists and most people do not like HTML mail. Save that for your friends that do. Even if your friends like HTML, it could cause problems where the fonts sizes are either too large or too small. This is especially true when viewing on a Mac or PC. You can easily change a plain text message to HTML in the menu bar...Format->HTML. But, to make that easier, check "Show HTML formatting tool bar in message composition window."

Entourage 2008 switched from pixels to points in font rendering/composing, which improves display consistency with Safari on the Mac.

However this also means that emails sent from Entourage 2004 (or any other application using the pixels system) would show up in smaller fonts on Entourage 2008.

For example, Arial 10 from Entourage 2004 shows up as Arial 7.5 on Entourage 2008 because it was Arial 10px displayed as Arial 7.5pt. Naturally the font size discrepancy can also be detected the other way around. You will also see this same behavior if you copy and paste to/from Entourage.

For help making your setting see Plain Text or HTML

Also under Compose is Clear List. See Glossary for info on the Most Recently Used list.


Reply & Forward:

There are several options in Entourage allowing you to customize your reply format. By default, your reply and signature will both appear at the bottom. These preferences are located in Edit -> Preferences -> Mail and News under the Reply and Forward tab, under Mail Attribution.

See screen shots for setting up Reply Options

In Entourage 2001, you can still achieve the same effect using internet-style attribution lines. Download the Reply Insertion Above AppleScript.

In Entourage X or 2004, you can reply at the top just for specific messages, including news messages, with the script "Reply Insertion Reversed"

Note: Some lists require bottom posting replies to list messages. Top replies are used more in a business setting.


View

The default View options are probably set right. Whew! isn't it nice not to have to decide something. :-)


Frequently Asked Questions

  1. Entourage as my default mail programs
  2. Set browser preference
  3. Default fonts
  4. Set folder preferences for columns
  5. Progress window
  6. iPhoto share to use Entourage
  7. Invitations
  8. Configure Entourage to launch on startup
  9. Reset the dialog to prompt me to save messages
  10. Color quoting
  11. Configure how many characters per line
  12. "Bring application to front" doesn't turn this off
  13. Stop automatic CAPs at the beginning of each line
  14. Stop Entourage icon from bouncing in Dock
  15. Deactivate the localized prefix for Replies and Forwarded Emails
  16. Send images from Google Earth with Entourage
  17. Google Earth auto opens Mail not Entourage

1) How do I select Entourage as my default mail programs?

Starting with Entourage 2008, you can set Entourage as default in Entourage Preferences:

Jaguar: Set in System Preferences.

  1. Open your System Preferences.
  2. Select the Email Tab in the Internet Pane.
  3. Click on the "Default Email Reader" popup and select the "Select…" menu item.
  4. Navigate to Entourage. By default it is located in Applications/Microsoft Office folder
  5. Click on the Select button for Entourage to set Entourage as your default mailer.

Panther, Tiger, Leopard: The preference to set the default email application is no longer in System Preferences. Apple now requires you to make this setting in Safari or Mail preferences. However, there are freeware applications you can use to set preferences:

RCDefaultApp

IC-Switch

More Internet

MISFOX (MIssing Internet Settings for X)


Google Earth: The email icon on Google earth automatically opens the Mac email program, even tho I have Entourage set as the default. Can I correct this?

Yes, you can change the e-mail client inside Google Earth's preferences.


2) How does Entourage know what browser to launch when I click on a URL? Recently, my browser choice has been reset.

Instructions for setting default email and browser applications follow the same steps. See FAQ 1 for help.


3) How do I find out the default font setting for list items, html messages etc?

Create a new identity and check Entourage -> General Preferences / Fonts tab.

To find default Office fonts visit the MVP Word page


4) How can I set up my folders to have my choices for columns?

Any subfolders you make will have the same column set-up as its parent. For example, set up your Inbox how you want it, then when you create new folders, it will inherit the settings.


5) Where can I set the preference to keep the Progress window either minimized or prevent it from displaying.

In Entourage, bring the Progress window to the front, then close the Progress window (via menu command or button in its title bar). It shouldn't appear when next you send and receive (either manually or by schedule). It's when the progress window is open but behind your other Entourage windows that it pops to the front on checking mail.


6) Is there any way to get iPhoto to use Entourage rather than Apple's Mail. app when I click on "Share" then click on "Mail" button?

You can control which e-mail application iPhoto uses from the General tab of the Preferences pane under the iPhoto menu. The icon of the selected application will appear for Email in the tool bar at the bottom of the iPhoto window.

Select the photo and click on the purple E to email the photo. A window pops up allowing you to select size. Click "Compose". A new email will open in Entourage with the photo attached.

In Entourage 2008, select the new Toolbox and click on the right icon, Object Palette. Select the camera tab. This puts you into iPhoto. It does not give any options to reduce photos. As a comparison, email from iPhoto on medium produced an attachment of 56.98 KB. The same photo dragged in from the Object Palette was 1.13 MB.


7) I received an "invitation" that I did not accept. A reminder popped up on my screen. How did this happen? If someone sends you a Reminder in an email, shouldn't you have to accept it somehow before it can run?

Entourage 2004 does not set default to accept.

Entourage X: Currently by default, when you receive an invitation, the event is tentatively added to the Calendar. The message also gets a special icon.

To prevent invitations from being automatically added to the Calendar before you accept them, click General Preferences on the Entourage menu. Click the Calendar tab, and then clear the Tentatively add events when invitations are received check box. If you prefer to leave this preference, you can always click on "decline" in the message.

Entourage 2001: There is no option to not accept. You would need to click on "decline" in the message.


8) How do I configure Entourage to launch on startup?

OS X Jaguar: Go to System Preferences . Go to View: Login Items or click it on the opening menu. Click the Add button and locate your copy of Entourage (Macintosh HD/Applications/Microsoft Office xx/Microsoft Entourage). Uncheck Hide.

Starting with Panther, you'll find this preference under System: Accounts: Login Items. Click the Add button and locate your copy of Entourage (Macintosh HD/Applications/Microsoft Office xx/Microsoft Entourage). Uncheck Hide and go to System Preferences -> Quit.

OS 8/9: Locate your Microsoft Office 2001 folder and open it in a separate window. Open a hard drive window, and go to Macintosh HD:System Folder: Startup Items. Command-Option-drag the Microsoft Entourage program icon into the Startup Items folder. This will create an alias. You do not want to move the Entourage application to Startup Items.


9) How do I reset the dialog to prompt me to save messages when I attempt to close a draft window?

Go to Entourage -> General Preferences. Click the "Notification" tab, then click "Reset Confirmation Dialogs", and click OK.


10) My default for email is plain text. When I reply to a message, I get the color quoting shown in the mail preferences. I had assumed that my WIN XP recipients would also see colors but they only see black (with >>). Is that something at their end or is that something I can fix?

No, there's nothing you can do to change it. You probably noticed that the colors only appear with plain text messages, not with HTML messages. Because of that, the colors can't be sent with the message. It's the receiving client that needs to process the message and apply colors if necessary. That's why quoted parts of messages look different in Mail than Entourage; there is a different quoting system.


11) Where in Entourage can I configure how many characters I want on the line before a line break occurs?

You can't change the line width with plain text emails; it's fixed at 76 characters (unless the line is quoted). Sending in HTML is the best idea since it doesn't have automatic line breaking.


12) Every time Entourage receives a new message it becomes my active window. The setting in General Preferences "Bring application to front" doesn't turn this off. Also the "Animate icon" setting only sometimes works. Does anyone know how to fix this?

The odds are very good that you somewhere have an AppleScript being activated by the MLM or by a rule, and that script contains an "Activate" statement that brings EvX to the front. Try disabling all your rules and MLM to see if the problem goes away. Or, search thru all the above to see if any are invoking scripts, and if so, check the contents of each script.

To fix the script: Open it in Script Editor and find the line with the single word "activate" on it, following a line "tell application "Microsoft Entourage". Remove the "activate" line. Save the file.

As long as you run the script from the script menu or a rule (within Entourage in other words), "activate" is not necessary.


13) How do you stop the automatic CAPs at the beginning of each line?

Go to Tools -> AutoCorrect. Uncheck "Capitalize first letter of sentences".


14) How do I to stop the Entourage icon from bouncing in the Dock?

This annoying feature has been fixed in Entourage 2004 with the SP-1 updater.

For older versions of Entourage:

You can turn off bouncing for New Mail in Entourage/General Preferences/Notifications/ Animate icon.

Add the criteria "do not notify to any rule to stop the dock icon from bouncing. See Rule #8

You can change the frequency of mail checks by changing your schedules in the Tools:Schedules window. Also, choosing Entourage:Work Offline will prevent Entourage from trying to connect to the server if you aren't connected.

The Entourage icon bounces when there's a mail error (error in downloading or connecting). When the mail server has an error, Entourage passes it on. There's no way to make Entourage stop bouncing the icon when a connection failure occurs short of a 3rd party utility like Dock Detox.


16) Is there a way to send images from Google Earth with Entourage?

Barry Wainwright has posted details about how to hack the Google Earth application so it will use Entourage to send it's images and location files instead of mail.app. Visit The Entourage User's WebLog: Hacking Google Earth

The email icon on Google earth automatically opens the Mac email program, even tho I have Entourage set as the default. Can I correct this?

Yes, you can change the e-mail client inside Google Earth's preferences.