Archiving Entourage

[Robert Coyle]

To whom it may concern,

I have a query in relation to the archive function of Entourage. I
wish to archive mail, contacts, calendar items etc every 6 months or
so but I only want to have 1 archive(.rge) file. The first time I
archive everything it saves fine but all subsequent archives ask me do
I wish to overwrite the existing archive. Is there a way to set up
the archive so that each subsequent archive merges with the existing
one. I know in Outlook on the PC you can set it to do an incremental
archive i.e. the new data is added to the old data so you end up with
only 1 archive file.

I appreciate any help you can be on this.

 

[Diane]

I have a query in relation to the archive function of Entourage. I
wish to archive mail, contacts, calendar items etc every 6 months or
so but I only want to have 1 archive(.rge) file. The first time I
archive everything it saves fine but all subsequent archives ask me do
I wish to overwrite the existing archive. Is there a way to set up
the archive so that each subsequent archive merges with the existing
one. I know in Outlook on the PC you can set it to do an incremental
archive i.e. the new data is added to the old data so you end up with
only 1 archive file.

That's not possible with Entourage using the export as Entourage archive
(.rge file). You could create a custom view for mail you want to archive
then drag those messages to the desktop as an MBOX file. Create an archive
Identity and drag in the messages. This allows for incremental updating.

For specific help with this method see:

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

 

[Robert Coyle]

That's not possible with Entourage using the export as Entourage archive
(.rge file). You could create a custom view for mail you want to archive
then drag those messages to the desktop as an MBOX file. Create an archive
Identity and drag in the messages. This allows for incremental updating.

For specific help with this method see:

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

Diane,

Thank you for replying so promptly. If I use the MBOX method using
custom views will I end up with many MBOX files as every 6 months or
so I will create a new MBOX, or is there a way to merge the different
MOBX's into a single large MBOX that will hold all old emails in a
single file?

 

[Robert Coyle]

That's not possible with Entourage using the export as Entourage archive
(.rge file). You could create a custom view for mail you want to archive
then drag those messages to the desktop as an MBOX file. Create an archive
Identity and drag in the messages. This allows for incremental updating.

For specific help with this method see:

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

Diane,

Thank you very much for replying so promptly. If I use the "archive
identity", MBOX and custom view method it seems to me that I will
loose my folder hierarchy. I maintain a multi layered hierarchy
within my inbox that has may subfolders that I use for filing my
emails - how can I maintain this?

Again, appreciation in advance for your continued help.

 

[Diane]

Thank you for replying so promptly. If I use the MBOX method using
custom views will I end up with many MBOX files as every 6 months or
so I will create a new MBOX, or is there a way to merge the different
MOBX's into a single large MBOX that will hold all old emails in a
single file?

When you drag messages to the desktop as MBOX files, you can just leave them
as MBOX. You can't do much with the file as is. If you drag the MBOX into an
archive Identity then the messages are available by using Switch Identity.
If you then want a backup MBOX for safe keeping, then each time you import
an MBOX into your archive Identity, do a custom view for all mail and drag
that to the desktop. It will contain all of your previously imported files.

Let me know if you have any further questions. Backup is important. Multiple
types backups increase you security.

 

[Robert Coyle]

When you drag messages to the desktop as MBOX files, you can just leave them
as MBOX. You can't do much with the file as is. If you drag the MBOX into an
archive Identity then the messages are available by using Switch Identity.
If you then want a backup MBOX for safe keeping, then each time you import
an MBOX into your archive Identity, do a custom view for all mail and drag
that to the desktop. It will contain all of your previously imported files.

Let me know if you have any further questions. Backup is important. Multiple
types backups increase you security.

Diane,

One more question that I has posted yesterday after the one you
replied to...
If I use the "archive identity", MBOX and custom view method it seems
to me that I will
loose my folder hierarchy as when I use the custom view I am exporting
form a single folder. I maintain a multi layered hierarchy
within my inbox that has may subfolders that I use for filing my
emails - how can I maintain this and still back up into 1 single
backup file?

Again, appreciation in advance for your continued help.

 

[Diane]

One more question that I has posted yesterday after the one you
replied to...
If I use the "archive identity", MBOX and custom view method it seems
to me that I will
loose my folder hierarchy as when I use the custom view I am exporting
form a single folder. I maintain a multi layered hierarchy
within my inbox that has may subfolders that I use for filing my
emails - how can I maintain this and still back up into 1 single
backup file?

That would require a custom view of each folder. Not very effective if you
have lots of folders.

With Spotlight having folders isn't as important for your archived data so
think about that when you make your decision on what to do.

There is a script called Export folders that exports all folders and their
subfolders to the desktop. It does not organize them as what is a folder or
a subfolder. You would have to use your folder name to make that
distinction. It also gets ALL mail and not older mail only that the custom
view accomplished.

Export folders (this gets subfolders too). The script will fail on a folder
with corruption.

<http://scriptbuilders.net/files/exportfolders1.1.html>

This option might be something that would give you what you want. Duplicate
your current Identity. Rename this Identity to "archive" This gives you
exact structure. Now use a custom view to get rid of your newer/older mail
depending on which one you choose to modify.

Now when you want to archive additional mail, Export as Entourage archive.
This file can be Imported and will be in folders/subfolders. You'll have to
drag them from the imported folder to their correct location, but it's the
easiest way I can think of to accomplish what you want.

One of my backup methods is to simply duplicate my Identity folder and use a
folder action to organize the Identities by chronological order. I do this
on a regular basis. Set a task to remind you. For example, every 3 days. Set
your mail to be left on the server for 3 days. Then you are covered except
for your outgoing mail. At the end of the month, I delete all but one for
safe keeping. This way I can use a backup from say three days ago and be
back in business if things go south with my database.

Then at the end of the year, I make my archive database and trim out my
current database. I'm covered with my daily duplications, and if there is
undetected corruption I have the snapshots that I can revert to if needed.

See my tip on archiving using chronological folders

<http://www.entourage.mvps.org/database/backup.html#folderorg>