Office X for Macintosh: The Missing Manual

420 office x for macintosh: the missing manual

Microsoft promised to put the Palm synchronization feature back into Entourage

by the end of summer 2002, and to make it work as least as well as it did in Office

2001. That was, alas, too late for this book’s date with the printer.

Once that great moment comes, however, you’ll find a free, downloadable insert to

this chapter that covers the Palm-syncing feature step-by-step. (To find it, visit

www.missingmanuals.com, and then click the “Missing CD-ROM” icon.)

Tip: If you’re lucky enough to own an Apple iPod music player, you don’t need a Palm organizer just to

carry your little black book around in your pocket. You can transfer your contact list right to the iPod, where

you can scroll through it using the new Contacts menu (latest iPod software update required). All you

need is the AppleScript program called Entourage to iPod. It’s a free download from the Apple Web site or

from www.missingmanuals.com.

Multiple Identities

Trying to master every last feature of Office X could drive almost anyone to devel-

oping multiple identities.

When Microsoft refers to multiple identities, however, it’s talking about an Entou-

rage feature that lets several members of a family, school, or work circle use the

same program on the same Mac—but maintain independent calendars, email ac-

counts, mailing list info, rules, messages, preferences, signatures, to do lists, address

books, and so on.

You’ll find reference to these identities throughout the Office X suite. For example,

the currently selected Entourage identity is the source of names for the AutoText

feature in Word described on page 98. (That’s also why you can’t edit or switch

identities while Word, Excel, or PowerPoint are open. They depend on the currently

active Entourage identity for some information.)

To some extent, of course, Mac OS X makes the Identities feature obsolete. After all,

everyone who shares a Mac OS X machine generally signs in with a name and pass-

word as it is—and therefore each person’s mail, calendar, and other information is

already separate. Still, there’s nothing to stop you from using Identities on Macs

where the user-accounts feature isn’t turned on (because it’s just you and a spouse,

say, with no secrets from each other), or when you want to create different identities

for yourself (a Work and a Home collection of email, for example). For more detail

on handling multiple users and identities, see the box on page 420.

Creating a New Identity

When you first set up Entourage, you get a single identity. (Of course, you can have

multiple email accounts within that identity.) To create a new identity, proceed like

this:

Palm

Synchronization

chapter 11: advanced entourage 421

1. Quit all Microsoft Office programs except Entourage. In Entourage, choose

Entourage→Switch Identity (Option-c-Q).

(Just be careful not to hit Shift-c-Q, which logs you off your Mac!)

Entourage asks you if you really want to switch identities.

2. Click Switch.

The identity management window opens (Figure 11-1). In this window, you can

create, rename, or delete a selected identity (or quit Entourage). Be careful before

you delete an identity. Once an identity’s gone, you can’t retrieve any of its infor-

mation.

Tip: If you turn on “Show this list at startup,” Entourage will offer a tidy list of identities each time you start

up the program, making it easy to specify which identity to use for that session.

3. Click New.

The small New Identity window pops up.

4. Type a name for your new identity.

Choose a descriptive name for the new identity.

5. Follow the Setup Assistant.

Once you’ve chosen a name for your new identity, Entourage asks you if you

want it to be your default email program. Your reply here actually changes a sys-

tem-wide setting in Mac OS X, so this choice will apply to all your Entourage

identities.

Multiple Identities

Figure 11-1:

Any identities that you create in Entourage show up

in this window. Use the three buttons along the right-

hand side to create, edit, or delete those identities.