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Fri, May 01, 2015 6:11 pm

How to fix a problem with Entourage 2008 not indexing all email

After an issue with my MacBook Pro a few weeks ago that resulted in Microsoft Entourage 2008 for Mac crashing, I found that searches for email would not return all pertinent messages. I could search on subject, "from" addresses, etc. and see results, but not all messages I knew were in the inbox or other folders. E.g., if I searched by subject for daily logs I receive, the search would not return any messages between December 31, 2014 and March 31, 2015, though I could see they were in the inbox if I ordered it by subject.

To correct the problem, I clicked on the Apple icon in the upper, left-hand corner of the screen, chose System Preferences and then Spotlight from the Personal group. I confirmed that Messages & Chats was checked (all entries were checked by default).

Spotlight Search Results

I then clicked on the Privacy button.

Spotlight Privacy

Within the Privacy window, I clicked on the plus sign, "+", and addeded my home directory, e.g., jdoe, to the list of directories that should not be searched. When you do so, a warning window will open with a message similar to the one below:

Are you sure you want to prevent Spotlight from searching in "jdoe"?

If you exclude this location from Spotlight searches, the search feature won't work in some applications.

Clicking on OK will add the directory and its subdirectories to the exclusion list. After adding the home directory, I clicked on it to highlight and select it, then clicked on the minus sign, "-" to remove the directory from the exclusion list and cause a reindexing of that directory. I then closed the Spotlight window.

I don't know how long the reindexing process took to complete. I didn't peform any further searches in Entourage until the following day; at that time searches did return all messages.

[/network/email/clients/entourage] permanent link

Wed, Jan 28, 2015 11:54 pm

Reducing the size of the Calendar folder in Entourage 2008

If you have a maximum storage limit on a Microsoft Exchange server and need to reduce the amount of storage you are using and have Entourage 2008 as your email client, you can check the overall space consumed by right-clicking on the icon representing the Exchange server that appears above your Inbox on the server, then select Folder Properties then Storage. You will then see a figure for "Total size (with subfolders)". One way to reduce the amount of storage space consumed is to reduce the size of the Calendar subfolder by removing outdated entries. You can see its size in the list of all subfolders or you can right-click on Calendar in the left pane of the Entourage window and choose Folder Properties then Storage.

Entourage Folder Properties: Calendar

From the left pane of the Entourage window, you can select old entries by clicking on Calendar then selecting Edit from the menu bar at the top of the window and then selecting Advanced Search. For "Item Contains", select "End Date" and, instead of "Any Date", select "Greater Than". Then put in a number of days in the field to the right of "Greater Than". E.g., I could put in 730 to find any calendar entry that was more than two years old. You can then delete all of those old entries, though you may receive many prompts for "You have chosen to cancel this event. Do you want to notify the Organizer?" After you've finished, you can then right-click on Calendar again and select Properties and Storage to see how much space you freed be removing the old entries.

[/network/email/clients/entourage] permanent link

Wed, Oct 30, 2013 11:35 pm

Out of office message for Entourage users

If you are using Microsoft Entourage 2008 for email on a Mac and want to have an out-of-office message sent in reply to email sent to you while you are out of the office on vacation or for other reasons, you can configure Entourage to send a message by using its rules feature, which you can access by clicking on Tools and selecting Rules in Entourage then taking the following steps:
  1. Click on New.
  2. Select Mail (Exchange), if your email is coming from a Microsoft Exchange server. For email coming from a POP server, you can place the rule under Mail (POP).

    Note: POP rules act on a message only when it first arrives in the Inbox (On My Computer), not when it arrives in any other folder. Once it's moved to another folder it won't be seen by rules.
  3. In the Rule name field type "Out of Office".
  4. Leave "if all criteria are met" selected in the Execute field.
  5. In the top, left drop down list beneath Then and beneath the Add Action button, select Reply, wnich will then show a Reply Text button. Click on that button which will allow you to provide the out-of-office message you wish sent to senders.
  6. Make sure the Enabled checkbox is checked and click on the OK button.

You should then see the rule listed under the Mail (Exchange) tab of the Rules window, which you can close.

If you need to change the rule, e.g., to change the message sent in reply to incoming email, click on Tools, select Rules and then, under the Mail (Exchange) tab, provided that you created the rule in that category, double-click on the Out of Office rule to open it. Then make any needed changes.

When you no longer need the rule, click on Tools, select Rules, and then click on the Mail (Exchange) tab. Then uncheck the checkbox in the Enabled column next to the Out of Office rule to disable it.

The above method requires that you leave your computer turned on with network access and with Entourage running. Of course, it might be a laptop you wish to take with you which might not be on all the time while you are out of the office. So a better method, if your company/organization is using a Microsoft Exchange server, is to use your browser to log into the Outlook Web App, then take the following steps:

  1. Click on Options (look in the upper, right-hand corner of the web page).
  2. Select Automatic Replies.
  3. Select the radio button for "Send automatic replies".
  4. You can then set the start and end times for the replies.
  5. You can then fill in a message to be sent to those who send you email while you are out of the office. There are two sections, one for internal senders and one for senders outside of your organization. You can send different messages to internal versus external senders, if you wish, or you can fill in the same text to be sent to both types of senders.

    Fill in the "Send a reply once to each sender inside my organization with the following message" for the message you wish to go to internal senders.
  6. To have the out-of-office messages go to senders outside of your organization, check the checkbox next to "Send automatic reply messages to senders outside my organization". Beneath that checkbox, you can select from the following 2 options:
    • Send replies only to senders in my Contacts list
    • Send replies to all external senders
  7. Fill in the "Send a reply once to each sender outside my organization with the following message" section, if you have chosen to send automated replies to external senders.
  8. Click on the Save Button.

This method will send out of office messages whether your Mac running Entourage is turned off and you won't need to configure Entourage to send such messages. When it is set up, if you select Tools then Out of Office from within Entourage, you can see the message that will be sent as an out-of-office reply

[/network/email/clients/entourage] permanent link

Sun, Apr 25, 2010 3:02 pm

Creating Meeting Requests using Entourage 2004 or 2008

Instructions for creating meeting requests using Entourage 2004 or 2008 on a Mac system can be found at Creating meeting requests with the Entourage 2004/2008 calendar.

[/network/email/clients/entourage] permanent link

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