How keep database small but keep all mail?

[jack]

Hi - I'm having more and more problems with a corrupt database in my
Office 2004 - I think stemming from Entourage. I must keep all my
mail, including all sent mail, since I use and search all incoming and
previously sent mail frequently. My Microsoft User Data file is 4.64
GB. I have a Powerbook G4.
Is there a way to keep things running smoothly, so that I don't have
to rebuild the thing every month or so (this has happened the past few
months) - or apply some kind of rule or something that automatically
"files" things in the correct place - without losing any mails?
If I create a new identity for all sent mail, for example, won't that
be part of the same database and thus still cause problems?
Or if I move all sent mail to Mac's own Mail program, that might help
keep the Entourage database smaller, but I will have to manually move
things, won't I?
I appreciate any advice anyone has! -jack

 

[aRKay]

I appreciate any advice anyone has! -jack

Jack,

The following is a copy of a note I posted in Dec showing what I
do each year to keep my Entourage size down. I hope it gives you some
tips on how to use the Entourage Switch Identity feature. The short
version is store old mail under an Archived Identity and keep your
current mail in the inbox

aRKay
---------------------------------------------------------

Using Entourage 2004 11.3.2 and Mac OSX 10.4.8

There are other ways to archive your old mail files; however, the
following is what I did to get ready for the new year.

1. I already have a mail subfolder called "Archived Mail' with sub
folders for the previous years. The first step is to created a new sub
folder called "Mail 2006"

2. I then used the standard Entourage tip to drag my current "Inbox" and
"Sent Items" to the desktop. This created two mbox format files. It
takes a few minutes so please do not rush.

3. Now drag the two new mbox files into the newly created "Mail 2006"
folder. I then changed the filenames to Inbox-06 and Sent Items-06.

4. Check that these files are good copies of your current Inbox and Sent
Items in the new Mail 2006 folder are correct. Check that they look like
your current Inbox and Sent Items. If not correct, repeat steps 2 and 3
until you get it right. Save the two files on your desktop for later use
(see step #7 below).

5. Once you are satisfied (step 4), open your primary Inbox and use the
"Select All" and Delete Key to create fresh file that will contain your
new 2007 mail. Do the same thing with your Sent Items file.

6. After you finish the above I recommend rebuilding the database by
starting Entourage with the Option key held down. The cool thing about
this procedure and the reason I use it is I have almost instant access
to the previous year mail files.

7. Last year I created a new Entourage identity called Archived Mail
2001 to 2005 and it contained mail folders for my old Eudora mail and
separate folders for 2002, 2003, 2004 and 2005 Entourage mail. I just
logged in as a the Archived Mail 2001 to 2005 user and changed the name
to Archived Mail 2001 to 2006 then created a new subfolder for 2006 and
dragged in the the two files from desktop to the 2006 folder and change
the names, like in step #3.

8. I then changed identity back to the primary identity and double
checked that everything was working correct. Since I already have a
saved version of my 2005 mail in the Archived user's mail, I deleted
the 2005 folder and then deleted the two mbox files on the desktop as
well as some of the old backup database files from the "Office 2004
Identities" folder.

I have probably made this sound too complicated. It is not! All I did was
save and store the old mail and started the new year with a clean file.
Entourage is snappy with the clean file. Mail from prior years is
archived under another identity and mail for 2006 and 2007 are active.

Please let me know if something needs clarification.

 

[Diane Ross]

Hi - I'm having more and more problems with a corrupt database in my
Office 2004 - I think stemming from Entourage. I must keep all my
mail, including all sent mail, since I use and search all incoming and
previously sent mail frequently. My Microsoft User Data file is 4.64
GB. I have a Powerbook G4.
Is there a way to keep things running smoothly, so that I don't have
to rebuild the thing every month or so (this has happened the past few
months) - or apply some kind of rule or something that automatically
"files" things in the correct place - without losing any mails?
If I create a new identity for all sent mail, for example, won't that
be part of the same database and thus still cause problems?
Or if I move all sent mail to Mac's own Mail program, that might help
keep the Entourage database smaller, but I will have to manually move
things, won't I?
I appreciate any advice anyone has! -jack

Hi Jack,

It seems that until recently Entourage was working without problems. This
suggests two things. (1) database corruption that is not being fixed by
rebuilding, (2) problems with your hardware like low disk space, fragmented
drive etc.

I have a huge sent folder also so I can completely understand where you are
coming from. The first thing you need to consider is keeping good backups.
Since backups can go bad without showing it, you need to keep snapshots. I
suggest using FolderOrgX (freeware)
<http://www.entourage.mvps.org/database/backup.html#folderorg>

Next option is to look at stabilizing your database. Do this on a copy of
your database. Just duplicate the Identity in your Microsoft User Data
folder that you are using. It's called Main by default. Export all of your
data as an Entourage archive and select to delete it from Entourage. Import
it back in. See if this solves your database problems. Much quicker than
starting from scratch which might be required to get rid of the corruption
if that is the cause.

Now to using your data and keeping a smaller database.....

1) create an archive database
<http://www.entourage.mvps.org/database/archive.html>
Use Switch Identity to view your older mail

2) Reduce your database in hopes of keeping a more stable database
<http://www.entourage.mvps.org/database/reduce.html>

3) Use a third party option to move your mail to a FileMakerPro database.

eMessage Archiver <http://homepage.mac.com/thinkagain/eMA/> (shareware $15)
EMA uses a runtime version of FMP so you don't have to purchase FM to use
it. I'm familiar with this one. The author has a forum for discussion and is
an all round good guy. It's not the spiffiest looking application, but it
works.

Mail to FileMaker Importer
<http://www.automatedworkflows.com/software/mail_to_filemaker.html> $15
Unsure if this one contains a runtime version.

 

[Barry Wainwright [MVP]]

Comments inline...
Barry

On 17/07/2007 22:23, in article
[email protected], "aRKay"

This is Overly complicated, see my comments inline:

Using Entourage 2004 11.3.2 and Mac OSX 10.4.8

There are other ways to archive your old mail files; however, the
following is what I did to get ready for the new year.

1. I already have a mail subfolder called "Archived Mail' with sub
folders for the previous years. The first step is to created a new sub
folder called "Mail 2006"

2. I then used the standard Entourage tip to drag my current "Inbox" and
"Sent Items" to the desktop. This created two mbox format files. It
takes a few minutes so please do not rush.

3. Now drag the two new mbox files into the newly created "Mail 2006"
folder. I then changed the filenames to Inbox-06 and Sent Items-06.

There is no need to drag to the desktop first, you can drag the mail items
directly into the archive subfolders.

If you command-drag the mail will be 'moved' into the subfolder and deleted
from the original folder (even going between different account types, like
IMAP or Exchange).

4. Check that these files are good copies of your current Inbox and Sent
Items in the new Mail 2006 folder are correct. Check that they look like
your current Inbox and Sent Items. If not correct, repeat steps 2 and 3
until you get it right. Save the two files on your desktop for later use
(see step #7 below).

If you copy the mail directly, without going through the MBOX route, this
step should not be necessary.

5. Once you are satisfied (step 4), open your primary Inbox and use the
"Select All" and Delete Key to create fresh file that will contain your
new 2007 mail. Do the same thing with your Sent Items file.

Not necessary if you move stuff over in one step

6. After you finish the above I recommend rebuilding the database by
starting Entourage with the Option key held down. The cool thing about
this procedure and the reason I use it is I have almost instant access
to the previous year mail files.

A compact would be better - it will remove all the 'dead space' in the
database caused by mass deletions without losing links, address book groups
& categories (in exchange items) etc that are lost in a rebuild. Make sure
you empty the deleted Items folders first!

7. Last year I created a new Entourage identity called Archived Mail
2001 to 2005 and it contained mail folders for my old Eudora mail and
separate folders for 2002, 2003, 2004 and 2005 Entourage mail. I just
logged in as a the Archived Mail 2001 to 2005 user and changed the name
to Archived Mail 2001 to 2006 then created a new subfolder for 2006 and
dragged in the the two files from desktop to the 2006 folder and change
the names, like in step #3.

If you are archiving to a separate identity then you do need to go through
the MBOX routine.

 

[Kerry]

Hi - I'm having more and more problems with a corrupt database in my
Office 2004 - I think stemming from Entourage. I must keep all my
mail, including all sent mail, since I use and search all incoming and
previously sent mail frequently. My Microsoft User Data file is 4.64
GB. I have a Powerbook G4.
Is there a way to keep things running smoothly, so that I don't have
to rebuild the thing every month or so (this has happened the past few
months) - or apply some kind of rule or something that automatically
"files" things in the correct place - without losing any mails?
If I create a new identity for all sent mail, for example, won't that
be part of the same database and thus still cause problems?
Or if I move all sent mail to Mac's own Mail program, that might help
keep the Entourage database smaller, but I will have to manually move
things, won't I?
I appreciate any advice anyone has! -jack

I don't know if there is any maximum limit on an Entourage DB but
your's strikes me as large. I archive a lot of my older info to a
different identity. if I have to look it up, I just switch identities.
My Entourage DB is currently 150K. I have heard of people who have 7
gig DBs. It might almost be worth spending the money and asking a
Microsoft engineer about this. Your data is critical. Make sure you
back up regularly in case something seriously goes wrong. But that's
how I keep the DB from getting ridiculously large.

 

[Diane Ross]

I don't know if there is any maximum limit on an Entourage DB but
your's strikes me as large.

The Entourage 2004 database has no size limit, just a limit to the number of
items in the Entourage database: 2 million database items. More info on
database items:

<http://www.entourage.mvps.org/database/size.html>

Entourage X has a 4 GB limit on the Database file (there is no Messages
file). You must use the 10.1.2 updater from Mactopia to get that 4 GB size
plus warnings. The earliest release version of Entourage X did not have
those features.

Entourage 2001 has a limit of 2 GB on both the Database and Messages file.

 

[jack]

Hi Jack,

It seems that until recently Entourage was working without problems. This
suggests two things. (1) database corruption that is not being fixed by
rebuilding, (2) problems with your hardware like low disk space, fragmented
drive etc.

I have a huge sent folder also so I can completely understand where you are
coming from. The first thing you need to consider is keeping good backups.
Since backups can go bad without showing it, you need to keep snapshots. I
suggest using FolderOrgX (freeware)
<http://www.entourage.mvps.org/database/backup.html#folderorg>

Next option is to look at stabilizing your database. Do this on a copy of
your database. Just duplicate the Identity in your Microsoft User Data
folder that you are using. It's called Main by default. Export all of your
data as an Entourage archive and select to delete it from Entourage. Import
it back in. See if this solves your database problems. Much quicker than
starting from scratch which might be required to get rid of the corruption
if that is the cause.

Now to using your data and keeping a smaller database.....

1) create an archive database
<http://www.entourage.mvps.org/database/archive.html>
Use Switch Identity to view your older mail

2) Reduce your database in hopes of keeping a more stable database
<http://www.entourage.mvps.org/database/reduce.html>

3) Use a third party option to move your mail to a FileMakerPro database.

eMessage Archiver <http://homepage.mac.com/thinkagain/eMA/> (shareware $15)
EMA uses a runtime version of FMP so you don't have to purchase FM to use
it. I'm familiar with this one. The author has a forum for discussion and is
an all round good guy. It's not the spiffiest looking application, but it
works.

Mail to FileMaker Importer
<http://www.automatedworkflows.com/software/mail_to_filemaker.html> $15
Unsure if this one contains a runtime version.

Diane and others,

Thanks very much for your detailed answers. (Nobody had responded to
my plea for a few days, so I'd given up.... glad I came back to check
again!)

You and Barry talk about dragging things directly into archive
subfolders. I'm really getting confused here.
Okay, if I make an archive database - this is the same as making a new
identity, called "archive database"?
I understand now about making a custom view, but I just don't get how
to then move everything into that archive database without the whole
mbox/desktop routine. I really like the idea of a quick and easy
move... but you're losing me on the process and the terms you're
using.

On the Entourage help page, under Archive your data (thanks for the
link), it says:
"If you want quick access to your archived mail, I suggest creating a
new Identity that will allow you to quickly "Switch Identities" to
view old mail. Some users do this yearly."
Yes, I want quick access. So I create a new identity. How do I get all
the old stuff in there? And then once it's in there, can I just delete
all of it from my main identity?
And then once I've done all that, if I just make a "new view" folder
that contains all mail older than 60 days, say, how do I get it
smoothly and painlessly into the Old Mail archive? There just seems to
be a major step or concept that I'm missing here!

Thanks for your patience!

Jack

 

[Diane Ross]

You and Barry talk about dragging things directly into archive
subfolders. I'm really getting confused here.

Okay, if I make an archive database - this is the same as making a new
identity, called "archive database"?
Yes!

I understand now about making a custom view, but I just don't get how
to then move everything into that archive database without the whole
mbox/desktop routine. I really like the idea of a quick and easy
move... but you're losing me on the process and the terms you're
using.

On the Entourage help page, under Archive your data (thanks for the
link), it says:
"If you want quick access to your archived mail, I suggest creating a
new Identity that will allow you to quickly "Switch Identities" to
view old mail. Some users do this yearly."
Yes, I want quick access. So I create a new identity. How do I get all
the old stuff in there? And then once it's in there, can I just delete
all of it from my main identity?

Rather than use the option to create a new Identity and bring over data, use
the option to duplicate your Identity (in the Finder...rename) then delete
the stuff you DON'T want in the archive Identity. Sort of revere of adding.
A bit easier too.

And then once I've done all that, if I just make a "new view" folder
that contains all mail older than 60 days, say, how do I get it
smoothly and painlessly into the Old Mail archive? There just seems to
be a major step or concept that I'm missing here!

To view your old mail, you Switch Identities. Look under Entourage in the
Menu bar. You'll have one Identity that's current...could be yearly for
example, and one Identity with your old data archived.

Tip: set the archive Identity to Work Offline so you don't accidentally
download into the archive Identity.

 

[jack]

Diane, one more question. You write:

I have a huge sent folder also so I can completely understand where you are
coming from. The first thing you need to consider is keeping good backups.
Since backups can go bad without showing it, you need to keep snapshots. I
suggest using FolderOrgX (freeware)
<http://www.entourage.mvps.org/database/backup.html#folderorg>

I have downloaded this FolderOrgX application, and I have read the bit
from the Entourage helppage link on the importance of keeping
snapshots, but it doesn't say how to keep a snapshot. How do I do
this?
-Jack

 

[jack]

Diane,

I'm really sorry to add another post to this thread, but hopefully,
you or someone can answer all of these in one go.

I've just tried to stabilize my database according to your
instruction. When I tried to export, it couldn't do it, saying, "There
was a problem saving one of your messages. Your office database may be
damaged....." Does this mean I have to "start from scratch," as you
mention, and if so, how can I do this effectively and hopefully
simply? I have many folders and subfolders to keep things organized -
I hope I don't have to recreate all of that....!
Sure appreciate your guidance.
Best, Jack

 

[Barry Wainwright [MVP]]

Diane,

I'm really sorry to add another post to this thread, but hopefully,
you or someone can answer all of these in one go.

I've just tried to stabilize my database according to your
instruction. When I tried to export, it couldn't do it, saying, "There
was a problem saving one of your messages. Your office database may be
damaged....." Does this mean I have to "start from scratch," as you
mention, and if so, how can I do this effectively and hopefully
simply? I have many folders and subfolders to keep things organized -
I hope I don't have to recreate all of that....!
Sure appreciate your guidance.
Best, Jack

It is possibly an early sign of mild database corruption.

Office vX:
Hold down the option key when starting Entourage and take the first option
('typical rebuild'). If this doesn¹t resolve the problems, then try an
ŒAdvanced Rebuild¹.

Office 2004:
You still call the rebuilder by holding down Option key at launch, but it
now brings up a separate app "Database Utility" (which could be launched by
double-clicking of you wish) that lives in the Office subfolder.

First of all, if you have any Office apps open, a dialog comes up that
offers to quit them.

Then you get a window with a list of your identities to select from, and
four options:

1) It has a new feature "Verify database integrity" option: this should
reduce unnecessary rebuilding. Apparently it's quite sensitive. And see 4)
below.

2) "Compact the database". (Like X's "Typical rebuild").

3) Rebuild the database. (Like X's "Advanced Rebuild")

4) "Set database preferences". Actually there's only one pref: you can turn
on "Verify database in background "which means "run automatically" and let
you know if your database needs rebuilding.

 

[Diane Ross]

I have downloaded this FolderOrgX application, and I have read the bit
from the Entourage helppage link on the importance of keeping
snapshots, but it doesn't say how to keep a snapshot. How do I do
this?

The snapshot is the backup file. FolderOrgX organizes by date and each one
is a snapshot. Rather than overwrite your backups, you keep a few as
snapshots.

Does this make sense?