Wiley Office 2008 for Mac All-in-One For Dummies
Contents
1. Automatically Create Watch Folders For this example we accept the default which is Automatically Create Project Watch Folders We sug gest this option for a single user project Manually Set Project Watch Folders This option allows you to select any file location for the Finder Watch Folder and designate any folder inside Entourage to store project e mail Select this option if you want to locate a Watch Folder on a shared directory such as a network drive or perhaps a Microsoft Mesh com free file sharing volume If you put the Watch Folder on a network drive you can share project files Import Items This option takes into consideration three different situations that you may face Default options From Category and From Project are set to None Use these settings if you re starting fresh and you don t have an existing cat egory or project that you can use as a basis for your new project Figure 1 5 Applying rules and choosing tools Starting a New Project 135 From Category The need to create a project doesn t always manifest itself right off the bat You may have created a category in Entourage see Book V Chapter 3 and at some point realized that a simple category isn t enough you re ready to convert the category into a project Use this option to associate items that you already have in a category with your project The category doesn t go away From Project Projects sometimes spawn addition2. Drag and drop image here Notes to Self Picture Click to pick color Color Description Start creating your project by assigning it a name date picture and color You can also type notes to yourself about the project The project color will be displayed as a colored bullet in the Projects list Click the right arrow to continue 1p Read the description Click to go to the next wizard screen Book VI Chapter 1 syoaloidg MON unea 13 4 Starting a New Project 2 00 New Project Wizard Personal Due Date Tuesday April 14 2009 Project Watch Folders Automatically create Project Watch Folders Manually set Project Watch Folders Documents Office Finder Projects Personal V Entourage Personal Import items From Category Personal EZ From Project None i9 paa Import items other than files Figure 1 4 Description Selecting a i Change the name or location of your Project Watch Folders in the file location Finder or in Entourage You can also import items from a category or is project and adding items Click the right arrow to continue 4 2 p Project Watch Folders Of course the most obvious question that you need to answer is What s a project Watch Folder One nifty feature of Project Center is that your proj ects can contain any sort of file You store the files that are associated with your project in a Watch Folder You have two choices
3. handle a small project For example if you re picking up artwork at the graphics shop as a favor for a coworker record that activity as an Entourage task But if you make picking up artwork at the graphics shop for a project you re working on a Project Center task Entourage Project Center A structured organized approach that enables you to manage a series of tasks assignments communications and shared documents Your project can be open ended or it can have a specific timeframe Microsoft Project Used by people who manage projects for a living Microsoft Project is a Windows only product designed for large scale complex projects If more than 50 percent of your workday involves managing projects consider using this or another specialized project management software such as OmniPlan www omnigroup com applications omniplan Use Entourage Project Center when working without some sort of formal organization isn t enough but when using something like Microsoft Project is massive overkill Understanding How Project Center WorksWhen your project involves other people you can share documents contacts messages tasks and files of all kinds The documents and files aren t limited to Entourage or even Office Project Center takes advantage of Mac OS X and Windows file sharing capabilities so you can share projects and their contents with others in your organization Book V shows how you can tag mail contacts tasks n
4. the way to go when working with others especially within organizations Shared projects in Project Center are among the most powerful organizational tools you ll find anywhere Single user projects Single user projects limit the scope to just one person you Everyone has projects that fall into this category Office 2008 uses the symbol as shown in the margin Starting out with a single user project as your first project is a great way to get familiar with Project Center Here are some examples of single user proj ects that you might have Getting hired Use Project Center to organize your r sum applications appointments related e mail and documents Staying hired Manage your resume curriculum vitae awards certifica tions and so on Managing finances Organize mail and documents related to your IRA Individual Retirement Account investments savings checking account and other financial information Book VI Chapter 1 syoaloidg MON unea 730 Determining the Scope Figure 1 1 Project Center s single user and shared projects MBER S Project Members Self Contained Sharing Project Project Organizer Sharing projects Project Center can save individuals and organizations a lot of money The time savings efficiency and convenience of Project Center are almost irre sistible After you use a project or two you might feel the urge to get every one in your organization i
5. to acknowledge that your group will almost certainly place sensitive documents in the shared folder So you have to make decisions about who has access to that folder limit access to trusted people only The physical location of the shared folder is very important A shared directory shouldn t reside on a person s individual computer even if that computer is backed up regularly Use a secure both from a physical and net work perspective file server that has integrated backup You may need to use encryption to ensure your shared documents privacy Your shared projects may need a lot of disk space if your organization deals with multimedia files If you ever wondered whether you have a need for a Mac OS X server well now you do Mac OS X Disk Utility can create encrypted disk images so you might want to take that approach However you can use any file server that supports SMB connections which means you can use Windows Unix and Linux servers to host shared projects Consult Mac OS X Help for assistance with configuring Finder to mount an SMB directory Controlling consistency Network administrators have power over your shared volumes They need to be involved in any setup and maintenance of shared project directories You absolutely need to think about the file directory structure ahead of time Windows and Linux administrators seem to have a penchant for using symbolic links and then not telling anyone about them When links cha
6. Chapter 1 Creating New Projects In This Chapter Figuring out when to use Project Center Understanding the ins and outs of Project Center Scoping your project Starting a project from scratch Feroa wants to keep their projects organized and on track The first step is planning but no matter how well you plan you re sure to experi ence twists and turns along the way Fortunately Project Center is flexible and it s there every step of the way to help you manage your project for optimal results Don t worry Project Center doesn t do too much hand holding unless you ask it to Project Center may be just one of the Entourage applications in addition to Contacts Calendar and so on But Project Center is extraordinarily powerful software so we give Project Center an entire minibook of its own We want to highlight just how important this application can be to Office users and empha size that Project Center is a distinct application in its own right that isn t limited to working with Entourage alone Whether in Word Excel or PowerPoint you can use Project Center to help you manage almost any sort of project Incidentally Project Center is available only on the Mac Windows versions of Office don t have a comparable program This chapter starts with a discussion of the kinds of project scenarios in which Project Center is the right application to use Then we give you an overview of what you can expect to get out of P
7. al sub projects This option enables you to import items from an existing project as the basis of a new one When you re finished with this page of the wizard click the small arrow at the bottom right corner Wizard Step 3 Applying rules and tools As shown in Figure 1 5 Step 3 helps you automatically populate your new project If you re familiar with Entourage mail rules this step of the wizard makes sense to you If you have no experience with Entourage mail rules see Book V Chapter 4 the following section gives you a good introduction because these rules aren t very complex B00 New Project Wizard Personal Project Due Date Tuesday April 14 2009 Rules M Associate e mail from Project contacts D Associate e mail with the following subjects Don t apply other rules to these messages Apply Rules to existing messages Finder Tools M Add Project Watch Folder alias to the Desktop Description Set up rules that designate certain e mail messages as part of the project You can also create an alias or shortcut to your Project Watch Folder in the Finder for easy access to it from your desktop Click the right arrow to continue 4 3 p Book VI Chapter 1 syoaloidg MON unea 736 Starting a New Project Rules The rules you decide on in this section are simple yet powerful Be thought ful in applying these rules because they might put more items into your proj ect than you might expect a
8. ect already has thousands of messages in your mailbox all those messages become tagged as related to your project On the other hand if you already have a bunch of messages with a keyword in the subject you can bring them into the project all at the same time very easily Finder Tools The Finder Tools area has one option If you select the Add Project Watch Folder Alias to the Desktop check box you put a shortcut to the shared files folder onto your Desktop When you re finished with this page of the wizard click the small arrow at the bottom right corner Starting a New Project 13 7 Wizard Step 4 Summary The final step in the wizard is perhaps the most thoughtful Maybe that s why we like this wizard so much Here the wizard presents a summary of the choices you made Read the information provided If you need to change anything click the left arrow buttons to return to any step in the wizard When you approve the summary click the right arrow to create your proj ect Your project shows up in Project Center Incidentally you always have the opportunity in Project Center to change your project s settings so if you made a mistake or aren t sure you made the right choices you can relax Book VI Chapter 1 syoaloidg MON unea 738 Book V1 Entourage s Project Center
9. etting later but if your project has lim ited duration you may want to set a due date now A little pop up calendar button appears to the right of the date input field Click the button to use a pop up calendar to select a due date Figure 1 3 Getting your first look at the New Project Wizard Starting a New Project 133 Notes to Self You can make a note about the purpose or nature of the project If you decide to share the project other members don t see these notes Drag and Drop Image Here Drag and drop a picture or clip art from your computer on this area so you have a visual cue that distinguishes this project from others that you create Click to Pick Color Click Click to Pick Color to display a pop up menu Select a color that you want to use in the header and in Entourage lists to help you distinguish this project from other projects When you re finished with this page of the wizard click the small arrow at the bottom right corner Wizard Step 2 Deciding where and what In Step 2 you decide the file location of your project and what existing items if any you want to associate with your project Start at the top of Step 2 of the New Project Wizard as shown in Figure 1 4 Drag art here to represent the project Pop up calendar button e OW New Project Wizard Untitled Project Due Date Tuesday April 14 2009 Name Untitled Project F Due Date Tue Apr 14 2009 E
10. n on this great technology The symbol that Office 2008 uses to designate aspects of Project Center that relate to sharing proj ects is shown in the margin You shouldn t deploy sharing projects in Project Center on an individual basis except for testing purposes or for your own personal projects When you work in an organization treat Project Center as a mission critical appli cation Shared projects can be as important to your organization as your organization s e mail server and file servers Project Center isn t like a simple Web service it s a full fledged file server dependent application Project Center can scale from individual projects to departmental projects or even organization wide shared projects When you share a project you allow others to share project related docu ments e mail tasks and Calendar events Entourage uses a shared file loca tion People who need to share a particular project have access to a special Watch Folder in the shared directory See the section Project Watch Folders later in this chapter for more on Watch Folders However before you begin think about two essential considerations before sharing projects security and consistency Thinking about security Shared projects in Project Center are serious business The shared folder s security is critical Choosing a location for sharing projects requires some NING Determining the Scope 731 thought For starters you have
11. nge projects can potentially stop working suddenly When any part of a file path to a shared Watch Folder changes projects become inaccessible We urge you to involve your network IT people before you start deploying shared projects to any significant degree Come to an agreement so that the network folks understand that the entire company can face serious costs and consequences if they alter the directory structure A signed Service Level Agreement SLA which specifies what the IT department agrees to provide and outlines the rules that govern how the service operates is certainly in order so that IT understands the importance of not changing the directory structure and knows who has to pay for the costs involved if they do You need a file directory scheme that remains consistent or unchanged essentially forever or until someone s willing to pay the costs for making a change migration If you ve ever experienced a broken link ina PowerPoint presentation imagine that frustration and cost times thousands or millions if something goes wrong with your file server Your IT network crew can also help you understand the security aspects of their particular network Work together as a team to deploy Project Center shared projects Book VI Chapter 1 syoaloidg MON unea 132 Starting a New Project Starting a New Project You can start a new project from many places in the Office 2008 suite You may have seen an option to s
12. otes and Calendar events within Entourage by using the Categories feature Similarly you can Determining the Scope 729 tag these same items and even files in Entourage to associate them with projects Then you can use the superb project management tools contained in Entourage s Project Center Different projects require different levels of involvement from all stakehold ers Depending on the scope of your project and your role in it here are the three main project scenarios and how Project Center can make your life sim pler in each one Doing an independent project Project Center can help you manage a one person project Working as part of a team Project Center has sophisticated sharing tools that you can use for any given group project Organizing a group project By using Project Center s Share feature you can share your projects with others and others can share their projects with you As far as Project Center is concerned the person who controls the project is the project organizer Determining the Scope Q You use Project Center in two general situations as a single user or in a shared environment see Figure 1 1 Everyone can make and use single user projects designated by the Number 1 icon We encourage you to use Project Center with a single user project to get started because single user projects are simpler than shared projects Shared projects designated by the pedes trian crossing sign are
13. roject Center as well as how to make your very first project Deciding When to Use Project Center You may want to consider Project Center when the project you re working on involves more than just one or two tasks Setting up and managing a proj ect takes a little time so you probably don t want to use Project Center for every little thing However here are some occasions when you could benefit from using Project Center Participating in a committee at work or tackling an assignment Working on an office or home remodeling project 128 Deciding When to Use Project Center Writing a thesis or another major written work Preparing a colloquium Fulfilling and tracking your job responsibilities Running a department 4 Managing facilities Writing a book like this one Of course after you begin to use Project Center you ll surely find many other times when it can come in handy Because Project Center is targeted to fulfill the organizational needs of both office and personal projects almost everyone who s employed or has a significant home project to work on can appreciate Project Center When deciding which project organizing tool to use you can refer to a hier archy based on the size and complexity of the project Here are the three different levels to consider Entourage Tasks When you just need an unstructured casual approach you can use Entourage Tasks and other regular Entourage features to
14. t first blush Associate E mail from Project Contacts If you select this option when you finish the New Project Wizard you can associate Entourage con tacts with your project so that all e mail to and from the contact auto matically associates with your project To associate a contact with your project in your Entourage Address Book right click or Control click the contact s name From the resulting pop up menu choose Projects Project Name All messages from project associated contacts are associated automatically with your project This rule can be very convenient if you have someone in your contact list exclusively for your project On the other hand if you also receive non project related messages from a contact the following method is better Associate E mail with the Following Subjects This option is a good way to ensure that Entourage tags project related e mail as belonging to your project Tell project members to use a unique agreed on or specified uncommon word phrase or nonsense character combination so that Entourage mail rules properly tag incoming mail messages and associate them with your project Don t Apply Other Rules to These Messages Selecting this option pre vents existing rules from affecting incoming messages that are associ ated with your project Apply These Rules to Existing Messages Be careful with this one If you select this check box and someone you associated with your proj
15. tart a project in a menu a pop up menu or in the Toolbox Regardless of where you begin you re taken to a wizard that helps you establish a new Project Center project In this example we start in Entourage First we set up a personal single user project In Chapter 2 of this minibook we explain how to share a project Follow these steps to start a new project 1 Open Entourage and on the Standard toolbar click the Project Center button as shown in Figure 1 2 Project Center appears and looks almost empty if this is your first project The Project Center window now displays the title Projects Figure 1 2 i Project Project Center New project Center ann Projects selected l lo lo ms on the wima n 6 Project Center New Delete My Day Entourage Standard toolbar 2 Click the New button on the Standard toolbar to open the New Project ay Wizard screen as shown in Figure 1 3 At each step in the wizard be sure to read the Description area as shown in Figure 1 3 This area has valuable information Wizard Step 1 Setting the framework Refer to Figure 1 3 or of course your own computer s screen while you add the information that the wizard requests as follows Name Initially this field says Untitled Project Give your project a suit able name that s descriptive but not too long i Due Date A due date is optional depending on the nature of your proj EE ect You can always change this s
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