How to Archive old mail and get ready for 2006

[aRKay]

There may be other ways to archive your old mail files but the following
is what I do toward then end of each year to get ready for the new year..

1. I already have a mail folder called "Archived Mail' with sub folders
for previous years. The first step is to created a new sub folder
called "Mail 2005"

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

3. Now drag the two new mbox files into the newly created "Mail 2005"
folder. I then changed the filenames to Inbox-05 and Sent Items-05.

4. Check that these files are good copies of your current Inbox and Sent
Items in the new Mail 2005 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.

5. Once you are satisfied (step 4), open your primary mbox and use the
"Select All" and Delete Key to create fresh file that will contain your
2006 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 old mail files. I just went in and stripped
the attachments from the 2004 files. I have folders for my old Eudora
mail and separate folders for 2002, 2003, 2004 and 2005 Entourage mail.
Each year is a mouse click away in Entourage. I have probably made this
sound too complicated. It is not! Just saved and stored the old mail.

Merry Christmas

 

[aRKay]

There may be other ways to archive your old mail files but the following
is what I do toward then end of each year to get ready for the new year..

1. I already have a mail folder called "Archived Mail' with sub folders
for previous years. The first step is to created a new sub folder
called "Mail 2005"

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

3. Now drag the two new mbox files into the newly created "Mail 2005"
folder. I then changed the filenames to Inbox-05 and Sent Items-05.

4. Check that these files are good copies of your current Inbox and Sent
Items in the new Mail 2005 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.

5. Once you are satisfied (step 4), open your primary mbox and use the
"Select All" and Delete Key to create fresh file that will contain your
2006 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 old mail files. I just went in and stripped
the attachments from the 2004 files. I have folders for my old Eudora
mail and separate folders for 2002, 2003, 2004 and 2005 Entourage mail.
Each year is a mouse click away in Entourage. I have probably made this
sound too complicated. It is not! Just saved and stored the old mail.

Merry Christmas

Since nobody responded others must think this is a pretty dumb idea.

 

[Michel Bintener]

Since nobody responded others must think this is a pretty dumb idea.

Not at all; it is a very good procedure, and I use the same technique when
it comes to archiving my old mail. However, you posted this as a general
guideline, so there was no *compelling* reason to reply to this message. Do
not misinterpret the fact that there was no answer; there simply wasn't
anything to add to your post, and I'm sure there are many users who will
benefit from it.

 

[aRKay]

Thank..... it works for me and I hope is useful and will be used by
others.

If someone wants a screenshot, send me an off line request as the
reflector is not accept pictures.

Happy New Year!

aRKay
arkay AT qsl.net

 

[Diane Ross]

There may be other ways to archive your old mail files but the following
is what I do toward then end of each year to get ready for the new year..

You can create a custom view to find all mail using the criteria for date.

In addition, check out the backup solutions here:

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