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Office X for Macintosh: The Missing Manual by David Reynolds, Tonya Engst, Nan Barber

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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, its 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 persons mail, calendar, and other information is
already separate. Still, theres 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
EntourageSwitch 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 cant 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.

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