Can't hold on to IMAP server

[Ethan Isenberg]

I've been using Entourage with my Fastmail IMAP account for almost a
year, now. Occasionally, I have to do a database rebuild.

One of those occasions happened last week, but even though the rebuild
and verification seemed to run smoothly, Entourage hasn't been the
same. Every time I start up the program, it sits at the splash screen
for number of minutes. Then, when it does start, none of my IMAP
emails are loaded. As a result, all of the links are gone, and my
rules are reset.

Any ideas as to why this might be happening and what I can do to fix
it?

 

[Ethan Isenberg]

I've been using Entourage with my Fastmail IMAP account for almost a
year, now. Occasionally, I have to do a database rebuild.

One of those occasions happened last week, but even though the rebuild
and verification seemed to run smoothly, Entourage hasn't been the
same. Every time I start up the program, it sits at the splash screen
for number of minutes. Then, when it does start, none of my IMAP
emails are loaded. As a result, all of the links are gone, and my
rules are reset.

Any ideas as to why this might be happening and what I can do to fix
it?

Anybody have any advice about this?

 

[Diane Ross]

What are the symptoms that requires you to rebuild?

When you do a rebuild, your IMAP cache has to be rebuilt. This takes a while
depending on the size of your account.

When you do a rebuild, Entourage makes a copy. You could try reverting to
your original database. While you are getting your problem fixed, I suggest
that you make a duplicate copy of the original for safe keeping.

ld files are named:

Entourage 2004: Main [Backed up date and time will be shown] e.g. Main
[Backed up 1-21-2007 13.35]
Entourage X: "Old Database Cache" and "Old Database"
Entourage 2001: "Old Database Cache", "Old Database", and "Old Messages." In
addition, Database (Rebuild) Cache is retained.

 

[Ethan Isenberg]

Thanks, Diane. I'm using Office 2004.

So, would "Main [Backed up x-xx-xxxx]" be a separate folder under
"Office 2004 Identities"? If so, I think I deleted it when I did a
recent sweep of my hard disk. I assumed that the backup was not
currently being used and so was not necessary as long as I had backed
up the information in some other way.

I do, however, have a file in the "Main Identity" folder called "Old
database 1". Should I try simply renaming it "Database" (after making
a copy of each) and see what happens? I would be concerned that all
of my PIM information would now be out of date (the date on the file
is 7/17).

Lastly, when you say that it can take a while for the IMAP cache to be
rebuilt, doesn't that mean that I should see progress each time I
start up the program? In my case, it seems like it's staring from
scratch each time.

What are the symptoms that requires you to rebuild?

When you do a rebuild, your IMAP cache has to be rebuilt. This takes a while
depending on the size of your account.

When you do a rebuild, Entourage makes a copy. You could try reverting to
your original database. While you are getting your problem fixed, I suggest
that you make a duplicate copy of the original for safe keeping.

ld files are named:

Entourage 2004: Main [Backed up date and time will be shown] e.g. Main
[Backed up 1-21-2007 13.35]
Entourage X: "Old Database Cache" and "Old Database"
Entourage 2001: "Old Database Cache", "Old Database", and "Old Messages." In
addition, Database (Rebuild) Cache is retained.

 

[Ethan Isenberg]

I didn't answer your first question. The reason I rebuild is that
Entourage won't start, and then it tells me that I need to rebuild. I
can't remember if this is preceded by the program crashing (which
sometimes happens when I'm working with links).

What are the symptoms that requires you to rebuild?

When you do a rebuild, your IMAP cache has to be rebuilt. This takes a while
depending on the size of your account.

When you do a rebuild, Entourage makes a copy. You could try reverting to
your original database. While you are getting your problem fixed, I suggest
that you make a duplicate copy of the original for safe keeping.

ld files are named:

Entourage 2004: Main [Backed up date and time will be shown] e.g. Main
[Backed up 1-21-2007 13.35]
Entourage X: "Old Database Cache" and "Old Database"
Entourage 2001: "Old Database Cache", "Old Database", and "Old Messages." In
addition, Database (Rebuild) Cache is retained.

 

[Diane Ross]

I didn't answer your first question. The reason I rebuild is that
Entourage won't start, and then it tells me that I need to rebuild. I
can't remember if this is preceded by the program crashing (which
sometimes happens when I'm working with links).

If the problem is related to links, then deleting these cache files found in
your ~/Library/Caches might help your problem.

com.microsoft.browserfont.cache
tasmanbrowser.cache

 

[Diane Ross]

So, would "Main [Backed up x-xx-xxxx]" be a separate folder under
"Office 2004 Identities"? If so, I think I deleted it when I did a
recent sweep of my hard disk.

How did you do this sweep? Did you use software to delete duplicate files.
This can have disastrous results. I'm a bit suspicious that you have more
problems than just a corrupt database. For good measure I would recommend
running the latest Apple combo. Combos will overwrite potentially
problem-causing older files that individual updaters do not. Combo updaters
will install on the same version as they¹re applying‹no need to roll back or
do a clean install.

I assumed that the backup was not
currently being used and so was not necessary as long as I had backed
up the information in some other way.

Yes, you would see something like this:

Office 2004 Identities
Main Identity
Main Identity [Backed up 2007-08-09 16.56]

I do, however, have a file in the "Main Identity" folder called "Old
database 1". Should I try simply renaming it "Database" (after making
a copy of each) and see what happens? I would be concerned that all
of my PIM information would now be out of date (the date on the file
is 7/17).

Seems there was a change in the way rebuild backups were named. This sounds
like a really old file. Did it give a year? Do a get info on the file to
check.

If you make good backups (I would duplicate the entire folder) it can't hurt
to try.

Lastly, when you say that it can take a while for the IMAP cache to be
rebuilt, doesn't that mean that I should see progress each time I
start up the program? In my case, it seems like it's staring from
scratch each time.

From what you are saying, it sounds like too much time. What happens if you
create a new blank Identity in Entourage and try to connect to your IMAP
account? Let me know what happens in a new Identity.

See my response to your other message on why you needed to rebuild.

 

[Ethan Isenberg]

Diane, sorry it's been such a long time. I anticipated that this
would take a while for me to deal with, so I'd been putting it off.

First of all, just to clarify, I never used software to delete
duplicate files. When I said I performed a "sweep", I just meant that
I manually deleted some of the older backups from Entourage to free up
some room on my hard drive.

I followed your advice and first tried creating a new identity and
using it to connect to my IMAP server (Fastmail). The problem
persisted. I tried rebuilding the database, again, but that also
didn't help.

Then, I used an older database, dated 7/17/07 (this is the one that
had been renamed, probably by me, "Old database"). I renamed it
"Database", after backing up the original database file and deleting
it (emptying the trash in the process). Entourage required me to do a
database rebuild, upon starting. Once I did that, the problem
stopped. Now, when I load the emails in my various IMAP folders, the
program remembers them. And, presumably, links and rules that
reference those messages/folders will also remain the same.

Does this give you some inkling of the cause of the problem?

And, what do you recommend I do at this point?
Should I continue using this database, and rely on my Treo to update
everything on my next sync? I'm concerned that things will sync the
wrong way and that now my Treo will be "updated" with the old data.
And if I set conduit settings to "Handheld overwrites Entourage", I'm
worried that this will duplicate most of my data.

So, would "Main [Backed up x-xx-xxxx]" be a separate folder under
"Office 2004 Identities"? If so, I think I deleted it when I did a
recent sweep of my hard disk.

How did you do this sweep? Did you use software to delete duplicate files.
This can have disastrous results. I'm a bit suspicious that you have more
problems than just a corrupt database. For good measure I would recommend
running the latest Apple combo. Combos will overwrite potentially
problem-causing older files that individual updaters do not. Combo updaters
will install on the same version as they¹re applying‹no need to roll back or
do a clean install.

I assumed that the backup was not
currently being used and so was not necessary as long as I had backed
up the information in some other way.

Yes, you would see something like this:

Office 2004 Identities
Main Identity
Main Identity [Backed up 2007-08-09 16.56]

I do, however, have a file in the "Main Identity" folder called "Old
database 1". Should I try simply renaming it "Database" (after making
a copy of each) and see what happens? I would be concerned that all
of my PIM information would now be out of date (the date on the file
is 7/17).

Seems there was a change in the way rebuild backups were named. This sounds
like a really old file. Did it give a year? Do a get info on the file to
check.

If you make good backups (I would duplicate the entire folder) it can't hurt
to try.

Lastly, when you say that it can take a while for the IMAP cache to be
rebuilt, doesn't that mean that I should see progress each time I
start up the program? In my case, it seems like it's staring from
scratch each time.

From what you are saying, it sounds like too much time. What happens if you
create a new blank Identity in Entourage and try to connect to your IMAP
account? Let me know what happens in a new Identity.

See my response to your other message on why you needed to rebuild.

 

[Diane Ross]

Diane, sorry it's been such a long time. I anticipated that this
would take a while for me to deal with, so I'd been putting it off.

That's something we all do.

First of all, just to clarify, I never used software to delete
duplicate files. When I said I performed a "sweep", I just meant that
I manually deleted some of the older backups from Entourage to free up
some room on my hard drive.

I'm always very leery of application that 'clean' up files. They sound good,
but can lead to disastrous results.

I followed your advice and first tried creating a new identity and
using it to connect to my IMAP server (Fastmail). The problem
persisted. I tried rebuilding the database, again, but that also
didn't help.

Then, I used an older database, dated 7/17/07 (this is the one that
had been renamed, probably by me, "Old database"). I renamed it
"Database", after backing up the original database file and deleting
it (emptying the trash in the process). Entourage required me to do a
database rebuild, upon starting. Once I did that, the problem
stopped. Now, when I load the emails in my various IMAP folders, the
program remembers them. And, presumably, links and rules that
reference those messages/folders will also remain the same.

Does this give you some inkling of the cause of the problem?

The problem was in your database. I would make a duplicate of this working
database for safe keeping. Do you also have POP accounts? If yes, then you
need to start a regular backup regime. Use a Task to remind you. Drag your
Identity to a Backup folder with a folder action attached. This will save
your database in a folder with the date attached. See my tip on archiving
using chronological folders

And, what do you recommend I do at this point?
Should I continue using this database, and rely on my Treo to update
everything on my next sync? I'm concerned that things will sync the
wrong way and that now my Treo will be "updated" with the old data.
And if I set conduit settings to "Handheld overwrites Entourage", I'm
worried that this will duplicate most of my data.

Syncing is not my area of expertise. Create a new message with sync in the
name so the thread will be picked up by those that know about syncing will
catch it. Explain that you have reverted to an older database and want to
sync with your Treo. They will be able to advise you.

I can explain that when you sync data, you are actually syncing to the Truth
not the application. I suggest you read BASICS OF HOW SYNC SERVICES WORKS.

<http://www.entourage.mvps.org/syncservices/basics.html>

Lastly, there are scripts to deal with duplicates.

<http://www.entourage.mvps.org/faq_topic/duplicates.html>

 

[Ethan Isenberg]

Thanks, Diane, for all your help.

I'm posting my question about syncing in a separate thread, as per
your suggestion.

I don't have any POP accounts. My Yahoo account is automatically
forwarded to my Fastmail IMAP one, so I only have to deal with one
account altogether.

Do you still recommend that I backup my email?
And is it necessary to back up my calendar, address book, notes, and
to dos, if I sync regularly with my Treo?

 

[Diane Ross]

I don't have any POP accounts. My Yahoo account is automatically
forwarded to my Fastmail IMAP one, so I only have to deal with one
account altogether.

Do you still recommend that I backup my email?

This would depend on how important your mail is to you. In all , your IMAP
mail is safe, but what would happen if Fastmail were to go out of business
or suffer from some catastrophic event?

And is it necessary to back up my calendar, address book, notes, and
to dos, if I sync regularly with my Treo?

In essence your Treo is your backup. The changes of both being lost at the
same time are small, but again I ask how important is your data?

I would look at the free Plaxo option:

<http://www.plaxo.com/downloads/mac>

Plaxo for Mac does not directly synchronize with Entourage. However, through
OS X Sync Services (version 10.4 and higher only) you can configure
Entourage (version 11.2.3 or higher) to synchronize with your OS X Address
Book, which then synchronizes with Plaxo.

Plaxo Online ...Access your Calendar and Contacts on the web.

Plaxo Basic is Plaxo¹s core service and is free to everyone who joins. No
fee to join.

 

[Ethan Isenberg]

This would depend on how important your mail is to you. In all , your IMAP
mail is safe, but what would happen if Fastmail were to go out of business
or suffer from some catastrophic event?


In essence your Treo is your backup. The changes of both being lost at the
same time are small, but again I ask how important is your data?

I would look at the free Plaxo option:

<http://www.plaxo.com/downloads/mac>

Plaxo for Mac does not directly synchronize with Entourage. However, through
OS X Sync Services (version 10.4 and higher only) you can configure
Entourage (version 11.2.3 or higher) to synchronize with your OS X Address
Book, which then synchronizes with Plaxo.

Plaxo Online ...Access your Calendar and Contacts on the web.

Plaxo Basic is Plaxo¹s core service and is free to everyone who joins. No
fee to join.

Thanks. I'll give this a try. Another thing that occurred to me is
that I still need to retrieve the three major things that have not
been backed up to my Treo, from the faulty, but more up-to-date,
database: contact groups, project info, and sent emails (when
Entourage would reload the IMAP information, it would forget where to
put my sent emails, and instead store them locally). (Let me know if
I'm forgetting anything else.)

So, am I right in assuming that I should create a new identity, copy
over my backup database from before my reversion, and then export that
info (using the Export option for projects and emails, and the Export-
Import script for groups)?

And, lastly, when I export a project, using the "items that are in the
project" option, does that mean that the local contacts will then be
duplicated in my database when I restore/import that project? (i.e. I
have Diane Ross in my "tech" category, but she's also in my
"Entourage" project. If I first overwrite my database using my Treo
and then restore the "Entourage" project, will I then have two Diane
Ross's? That would be redundant -- although imagine what good it
could bring to the world ;-)

 

[Diane Ross]

And, lastly, when I export a project,

You've gone way past questions I can help with. I don't have to sync or use
multiple computers and PDAs. Unless the topic has come up on the list, I
don't have any reference to help. Much of what I know is by recreating the
problem on my computer and learning how to solve it. Obviously, if I use the
feature regularly, I would know a lot more about it.

There is an article on project that might help you in general with projects.

<http://www.entourage.mvps.org/troubleshoot/project_center.html>

Since this info came from the Entourage talk list, you might try asking
there for help. It's users helping users that offer the best source of info.
I just have the time to collect and share the collected info.

How to subscribe to the Microsoft Entourage talk list:

<http://www.entourage.mvps.org/support_options/subtalk.html>