Entourage MS User data huge 6gig! Trim before Entourage 08??

[jkartush]

Hi

Entourage MS User data huge 6gig! Trim before Entourage 08??<<

I've been using Entourage for a decade or so and have a ton of
messages and memos = 6gig User Data.

I want to save these and have them available on my HD - but plan on
starting a new lean User data file when Entourage 08 comes. I don't
want to remove/archive the old file because I may want to go back and
reference it. In fact, I need to pick and choose certain emails and
memos to import into Entourage 08.

But I am concerned that having 2 User Data files on one HD may lead to
problems.

And I am curious to know if I can in fact import select items? A
major import for example, of all emails would be way too much data.

Could I import, say, just one folder that I select as key emails?

Could I also EXport one folder of email?

Thanks alot.

Jack

 

[Diane Ross]

I've been using Entourage for a decade or so and have a ton of
messages and memos = 6gig User Data.

I want to save these and have them available on my HD - but plan on
starting a new lean User data file when Entourage 08 comes. I don't
want to remove/archive the old file because I may want to go back and
reference it. In fact, I need to pick and choose certain emails and
memos to import into Entourage 08.

You can save them as:

1. MBOX files
2. Entourage archive files (.rge)
3. Backup Identities

The drawbacks are these are not searchable by Spotlight. You can drag
messages to the desktop and save as individual .eml files and Spotlight will
index these. Selecting them from your Spotlight search will open in
Entourage. Note: dragging files to the desktop has a limit of 199 items.
This is time consuming. I would love to see a way to automate this.

Import gets everything.

To move select folders into Entourage 08, you could use the MBOX method.
This might be quicker than creating a new Identity in Entourage. To create
this trim Identity, duplicate your current Identity and rename it. Delete
all of the mail you don't want imported and use this Identity to import into
Entourage 08.

Spotlight only indexes the current Identity.

But I am concerned that having 2 User Data files on one HD may lead to
problems.

No problem with multiple Identities. Just be sure they are named
differently. Main is the default name.

And I am curious to know if I can in fact import select items? A
major import for example, of all emails would be way too much data.

Could I import, say, just one folder that I select as key emails?

Not using Import. It's gets all.

Could I also EXport one folder of email?

Not using Import, use the MBOX method. Drag the folder to the desktop and it
will create an MBOX file that can be used by Entourage or other email
applications.

 

[jkartush]

You can save them as:

1.  MBOX files
2.  Entourage archive files (.rge)
3.  Backup Identities

The drawbacks are these are not searchable by Spotlight. You can drag
messages to the desktop and save as individual .eml files and Spotlight will
index these. Selecting them from your Spotlight search will open in
Entourage. Note: dragging files to the desktop has a limit of 199 items.
This is time consuming. I would love to see a way to automate this.

Import gets everything.

To move select folders into Entourage 08, you could use the MBOX method.
This might be quicker than creating a new Identity in Entourage. To create
this trim Identity, duplicate your current Identity and rename it. Delete
all of the mail you don't want imported and use this Identity to import into
Entourage 08.

Spotlight only indexes the current Identity.




No problem with multiple Identities. Just be sure they are named
differently. Main is the default name.





Not using Import. It's gets all.




Not using Import, use the MBOX method. Drag the folder to the desktop and it
will create an MBOX file that can be used by Entourage or other email
applications.

===================================================
Diane

MANY thanks for your help!!

If I'm understanding you correctly, creating another identity to my
current file will allow me to then drag in select info using the MBOX
method for that identity. But that would also mean that the User file
will stay at 6gigs - and grow from there - correct?

Or perhaps the other way is to
1 - create the MBOX's from the current huge User Data
2 - re-name that as "OLD User Data" so MS doesn't try to open it
3 - Install Entourage 08 which should create a fresh empty User Data
file
4 - Import the MBOXs into the new USer Data?

Otherwise, it sounds like the best way is:this trim Identity, duplicate your current Identity and rename it.
Delete
all of the mail you don't want imported and use this Identity to
import into
Entourage 08. <<

Thanks again

Jack

 

[Diane Ross]

If I'm understanding you correctly, creating another identity to my
current file will allow me to then drag in select info using the MBOX
method for that identity. But that would also mean that the User file
will stay at 6gigs - and grow from there - correct?

You would drag select MBOX files into Entourage 08, or create a new Identity
in Entourage 2004, delete mail you don't want exported and let Entourage
2008 import that Identity.

Or perhaps the other way is to
1 - create the MBOX's from the current huge User Data
2 - re-name that as "OLD User Data" so MS doesn't try to open it

No worries with that scenario.

3 - Install Entourage 08 which should create a fresh empty User Data
file

It will create an entirely new folder in your Microsoft User Data folder
called Office 2008 Identities. When you open the first time you can select
to import from an older Identity. Select the modified Identity you set up in
Entourage 2004.

4 - Import the MBOXs into the new USer Data?

Otherwise, it sounds like the best way is:
this trim Identity, duplicate your current Identity and rename it.
Delete
all of the mail you don't want imported and use this Identity to
import into
Entourage 08. <<

I would use this method as it will bring over Accounts, rules, sigs,
categories etc. You might need to tweek things like check your rules
destination folders and category colors, but most things should just work
seamlessly.

 

[GeoEng51]

One additional piece of information you may find useful in this process, or some other time:

1. When you export to an Entourage archive, it creates a *.rge file.

2. Use Finder, and locate that *.rge file (probably in your Documents folder somewhere). You can select the *.rge file, right click on it, and then select the option "Show Package Contents".

3. That will open another window that lists the contents of the archive file, and if you drill down through the following subdirectories:

\Mail\Folders On My Computer\Saved Messages\Local Folders

you will get to the list of folders you have set up in Entourage.

4. Drill down further to the bottom of one of your folders / sub-folders, and you will eventually get to a *.mbox file. You can select that file, and then drag it to the left-most pane in Entourage, and drop it on one of the folders that is evident there, and within a few seconds a new folder will appear with all the previous e-mail in it.

5. I usually drop it on the "Local Folders" item, which makes it easy to find the folder you just "restored".

Hope that is helpful.