Setting Up Microsoft Entourage 2004

Overview

Microsoft Entourage 2004 is a WebDAV-enabled client for Microsoft Exchange support on Mac OS X (see Microsoft Entourage Exchange servers and protocols for more details). It is available on RIT's Microsoft Campus license agreement for RIT-owned computers. Entourage can be purchased with Microsoft Office 2004 at an educational discount for home use by students, faculty, and staff from the RIT Campus Connections bookstore.

Entourage 2004 supports Exchange e-mail, personal calendaring and event invitations, and personal contacts. It has basic support for Exchange delegation.

Set up an account with the Setup Assistant

The Setup Assistant will walk you through the process of setting up Microsoft Entourage 2004 for the first time.

  1. Launch Microsoft Entourage 2004. Because this is your first time opening the program, the "Welcome" page of the Setup Assistant window will appear.
    Note: Each step in the process is numbered. You may go both forward and backward through the process by click on the arrow buttons in the Setup Assistant window. The step number is displayed between the arrow buttons in the Assistant window.

    Entourage 2004 Setup Assistant - step 1
  2. Select the "I want to start using Entourage without importing anything" option and click on the right arrow button in the corner of the Setup Assistant window. The "Set Up a Mail Account" step appears.
    Note: Even if you used an older version of Entourage, you can import your data later. For simplicity's sake, we'll describe the process as if you were starting fresh with Entourage 2004.
  3. Enter your e-mail address -- ending in "@rit.edu" -- next to "E-mail address." For example, "abc1234@rit.edu." As long as you are using RIT's Exchange mail system, we do not recommend filling in this field with any other e-mail address.
    Entourage 2004 Setup Assistant - step 2
  4. Click the "My account is on an Exchange server" checkbox.
  5. Enter your RIT account username in the "User ID" field that appears.
    Note: You should not enter an e-mail address in this field.
  6. Type "main.ad.rit.edu" as the Domain.
  7. Enter your RIT computer account password next to "Password."
  8. Click on the right arrow button to move on to the "Configuring Account" step of the Setup Assistant. At that point, Entourage attempts to contact RIT's Exchange servers to obtain settings.
    Note: If Entourage is unable to connect, please make sure you are able to access other resources on the Internet, and that you have followed the instructions above carefully.

    Entourage 2004 Setup Assistant - step 3
  9. Press the right arrow button to advance to the "Automatic Configuration Succeeded" step of the Assistant, once the account configuration is done.
    Entourage 2004 Setup Assistant - step 4
  10. Click on the right arrow button to go to the "Verify and Complete Settings" step.
  11. Enter your full name next to "Your name." This is the name that will appear in the "From:" header of messages you send. For best results on the recipient's side, we recommend using only a first and last name, separated by a space.
    Entourage 2004 Setup Assistant - step 5
  12. Enter "mymail.rit.edu" in the "Exchange server" field. The automatically-detected settings, which may have shown a server name like "svits11," are inappropriate.
  13. Put "main-gc.rit.edu" in the "LDAP server" field. The settings Entourage detected are incorrect.
  14. Turn on the "Use SSL for these servers" option.
  15. Click on the right arrow button to move to the next step.
  16. Press the "Verify My Settings" button to double-check the changes; if there are no errors, you may click the right arrow button to go on.
    Note: If Entourage is unable to connect, please make sure you are able to access other resources on the Internet, and that you have followed the instructions above carefully.

    Entourage 2004 Setup Assistant - step 6
  17. Enter a descriptive name next to "Account name." The choice of name will not have any effect on performance. (We suggest "abc1234@rit.edu (Exchange)" for this name.)
    Entourage 2004 Setup Assistant - step 7
  18. Click the "Finish" button on the "Setup Complete" step to save your changes.
  19. Click the "OK" button in the resulting dialog that informs you that Entourage is synchronizing with Exchange, and may take some time do so.
    Entourage 2004 background synchronization
  20. Select "Account Settings" under the Entourage menu in the menu bar at the top of the screen. The "Accounts" window opens.
    Entourage 2004 accounts list
  21. Double-click on the Exchange account you just created; its name is in the list of accounts in the "Accounts" window. The "Edit Account" window appears.
  22. Click on the "Directory" tab.
    Entourage 2004 Edit Account > Directory tab
  23. Put "main-gc.rit.edu" in the "LDAP server" field.
  24. Click on the "Click here for advanced options" button. A pop-up dialog box appears.
    Entourage 2004 Advanced Directory Service options for Exchange accounts
  25. Turn on the "This server requires me to log on" option.
  26. Disable the "This LDAP server requires a secure connection (SSL)" choice.
  27. Verify that the "Override default LDAP port" option is enabled, and set to port 3268.
  28. Close the advanced options dialog box.
  29. Click on the "Advanced" tab.
    Entourage 2004 Edit Account > Advanced tab
  30. Enter "mymail.rit.edu/public/" in the "Public folders server" field.
  31. Turn on the "DAV service requires secure connection (SSL)" option.
    Note: This option protects traffic sent and received by Entourage. You should turn it on to keep your data private while it is sent over the campus network or the Internet.
  32. Close the "Edit Accounts" window by clicking on the "OK" button. This saves your changes.
  33. Close the "Accounts" window by clicking on the close button in its title bar.

That's it! Entourage will synchronize its local database with your Exchange mailbox on the Exchange servers.

Depending on the amount of data -- mail, calendar events, contacts -- stored in your Exchange account, that synchronization may take minutes or hours. As information is synchronized, it will appear in Entourage's views. Entourage will indicate that Exchange data is being synchronized in the progress bar at the bottom right corner of the main window.


Entourage 2004 Exchange synchronization indicator

Set up preferences

To use Entourage more effectively at RIT, we recommend you go through the following steps to set preferences in the program. If we don't mention a specific preference, we do not currently have any advice for setting it.

  1. Select "Preferences" from the "Entourage" application menu.
  2. Click on the "Address Book" item in the list under "General Preferences."
    Entourage 2004 Preferences for Address Book
  3. Enter "585" in the "Default area code" field.
  4. Turn on the three "Automatically link" options (if you have a G4 or faster computer) to enable some advanced information management features in Entourage:
    • Automatically link contacts with the messages I send to them
    • Automatically link contacts with the messages I receive from them
    • Automatically match message categories to senders' categories
  5. Click on "Calendar" tab.
    Entourage 2004 Preferences for Calendar
  6. Place checks in the checkboxes next to the days of your calendar work week in the "Calendar work week" section.
  7. Enter your work days starting and ending times in the "Work hours" section.
  8. Click on the "Read" tab in the resulting "Mail & News Preferences" window.
    Entourage 2004 Preferences for Reading Mail
  9. Turn off the "Hide IMAP messages marked for deletion" option.
  10. Click on the "Compose" tab.
    Entourage 2004 Preferences for Composing Mail
  11. Turn on the "Automatically check names when sending messages" option.
  12. Verify that the "Mail format" and "News format" pop-up menus are both set to "Plain Text."
  13. Verify that the "Encode for" pop-up menu is set to "Any computer (AppleDouble)."
  14. Turn on the "Append file name extensions" option.
  15. Click the "OK" button to close the "Mail & News Preferences" window.

That's it! You are done setting up Microsoft Entourage to check your RIT e-mail, schedule events on your calendar, and synchronize your address book with our Microsoft Exchange system.