OE to Outlook 2007 ?

[Robert]

Hello All,

I am finally going to make the conversion from Outlook Express to Outlook
2007.

I have four seperate email accounts (identities) that I have set up and use
on a regular basis within Outlook Express, with allot of associated folders
in each of those email accounts.

My question....When I make the conversion to Outlook 2007, will I be able to
keep all my OE folders intact with their structure, in the Outlook 2007
environment?

I currently have about 20 to 40 different folders within each email/identity
account in Outlook Express.

In the past I have used Outlook 2000.....and remember one basic window for
all email accounts. I understand I'll be able to import all my email
addresses, however will I be able to keep my folders from each email/identity
account intact once I make the switch to Outlook 2007?

And can anyone suggest a few good links to research on how to transfer the
four identites with associated folders to Outlook 2007?

Thanks so much any help with this issue.

best,

Robert S.
03/25/09
10:23pm PST

 

[DL]

In Express you export msgs to Outlook (Outlook has to be configured &
working on the same PC)
You will need to Export in each Identity, and within Outlook Import your
address Book.
See here for methods of dealing with multiple accounts, scroll to the bottom
for 2007 specific actions.
http://www.howto-outlook.com/howto/sortmail.htm

I'm not entirely sure, but I think you may have to within OE move msgs from
individual folders to the 'main' folders, before Exporting Then organise
data once its in Outlook

 

[Manu sidharth]

When Outlook and Outlook Express are installed on the same computer

1 In Outlook, on the File menu, click Import and Export.
2 Click Import Internet Mail and Addresses, and then click Next.
3 Click Outlook Express.
4 Select the Import mail check box.
5 Click Next.
6 Click Finish.
7 To save a copy of the import summary to your Inbox, click Save in Inbox.

 

[Gordon]

When Outlook and Outlook Express are installed on the same computer

1 In Outlook, on the File menu, click Import and Export.
2 Click Import Internet Mail and Addresses, and then click Next.
3 Click Outlook Express.
4 Select the Import mail check box.

Err no. That will change ALL the modified dates to the date of import.
Outlook uses Modified dates for all sorts of things, archiving among them.
The proper way is to export FROM Outlook Express TO Outlook.

 

[Brian Tillman [MVP - Outlook]]

I am finally going to make the conversion from Outlook Express to Outlook
2007.

I have four seperate email accounts (identities) that I have set up and use
on a regular basis within Outlook Express, with allot of associated folders
in each of those email accounts.

Identities and accounts are not the same thing. You can have multiple
accounts within a single identity.

My question....When I make the conversion to Outlook 2007, will I be able to
keep all my OE folders intact with their structure, in the Outlook 2007
environment?

Yes, but each identity will have to be exported separately since they are
disjoint in OE. Also, if the identities use folders with the same names,
they;ll expoort to the Outlook folder of that name; i.e., one they get to
Outlook, they won't be separate. All of the Inbox folders, for example, will
transfer to the one Outlook Inbox unless you perform some manipulations.

I currently have about 20 to 40 different folders within each email/identity
account in Outlook Express.

In the past I have used Outlook 2000.....and remember one basic window for
all email accounts. I understand I'll be able to import all my email
addresses, however will I be able to keep my folders from each
email/identity
account intact once I make the switch to Outlook 2007?

If you take pains to do so, yes. It will require you to create separate PSTs
in Outlook, one for each identity in OE. Keep in mind that OE and Outlook
will need to be on the same PC, with Outlook correctly configured. The
closest Outlook analogue to identities is mail profiles. You can use separate
profiles in Outlook, one for each identity, but switching between them
requires closing Outlook and restarting it. You can also merge all the
identities into one mail profile. The choice is up to you. I'll describe
this latter method (but it won't be 100% detailed - you should be able to
figure the specifics).

I preface this by saying I'd do this while disconnected from the Internet,
just to keep things from changing within Outlook during this process.

Assuming Outlook is operational but pristine, first import the main identity's
account settings with Outlook's File>Import and Export>Import Internet Account
Settings. Next import the main identity's contacts with Outlook's File>Import
and Export>Import Internet Mail and Addresses. Be sure to import ONLY the
addresses or the addresses and rules, but not the mail. Once that's done, use
Outlook Express to export the main identity's messages with
File>Export>Messages. Outlook should be a choice. This will export the
entire folder tree, if that's what you choose in the export process. Any
folder not already in Outlook will get created. This should replicate one
identity.

Create another PST in Outlook with File>New>Outlook Data File. When you
choose a name for that PST, I'd recommend naming it, both the file name and
the display name, to match or otherwise indicate the identity with which it is
to be paired. Make the PST your delivery location with Outlook's
Tools>Account Settings>Data Files tab. You'll be able to specify the default
delivery location there. Stop and restart Outlook. Now, in Outlook Express,
designate another identity as the main identity, stop and restart OE (although
I don't know if that's really necessary, it can't hurt). Repeat the process I
described. Continue until all of your identities' data have been transferred.
You'll now have all of your accounts in Outlook's one profile and a separate
PST for each identity's data. Use Outlook's Tools>Account Settings>E-mail
Accounts tab to designate which account you want to be the default and the
Data Files tab to designate which PST you want to be the main delivery
location. Stop and restart Outlook. Finally, use Outlook's Tools>Account
Settings>E-mail Accounts tab to specify the Inbox (and Sent Items, if you
wish) for each account. You should be good to go.

You can extend this process to one mail profile per identity if you wish. In
Control Panel's Mail applet, use Show Profile>Add to add a mail profile for
each OE identity. Use the Data Files tab to create a PST for that profile.
Use the E-mail Accounts tab to add the account manually. Start Outlook and
then migrate the identity's data similar to the method I described. Switch
mail profiles in Outlook, switch main identities in OE and repeat until you've
transferred everything.

 

[DL]

Doing it that way will set all mail to the import date - very bad idea!

 

[Robert]

Thanks Brian,


I have not tried it yet, but from your very detailed explanation I'm sure
I'll be able to accomplish my goal.

As you stated, I will take the time to do all the steps you describe,
because I really need to keep my folders intact in the tree structure as they
currerntly exist for each of my four email addresses now in OE. (business
account stuff)

Assuming Outlook is operational but pristine,

I just purchased Outlook 2007, and have not yet installed it, so I believe
the answer to your question about my install of Outlook being "Pristine"
would be yes?

Is there anything I need to tweak in Outlook when I'm first intalling it out
of the box to better handle the process you described for my situation?

Identities and accounts are not the same thing. You can have multiple
accounts within a single identity.

Regarding "accounts versus identites", so we're clear on what I have in OE
is; four seperate email address, each has it's own identity. I switch to
each different identity from within OE by going to OE's File>Switch
Identity>choose different identity window (which shows my four seperate
identities in this window). I can select any of the four identities at this
window, once at each identity, I could go to Tools>Accounts>Mail Tab, once
there, that tab shows one account that has the particular properties for that
identity only. (if I swithed to a different identity by the aforementioned
process, I would then be able to see different account properties for each
email addresses) So that's what I've referred to as my four seperate
identities, which I therefore thought that meant four sepearate accounts, one
for each particular email address with it's own properties in the account
properties window.

If you take pains to do so, yes. It will require you to create separate PSTs
in Outlook, one for each identity in OE. Keep in mind that OE and Outlook
will need to be on the same PC, with Outlook correctly configured.

I'm not sure yet what a "PST" is? I will be running both OE and Outlook on
the same PC. As previously stateed, is there any special tweaking I'll need
to do when I fist install Outlook out of the box to handle the process you
described?


Brian, ultimately this is my GOAL and what I hope to do and setup correctly
when I transfer my current OE folders to my upcoming new install of Outlook
2007:

1 - first I install my new Outlook 2007 on the same PC as I currently run OE.

2 - I somehow setup one window in Outlook, with the common folders; "inbox,
outbox, sent, deleted, drafts, etc" where then below these common folders, I
can setup folders with subfolders, to store my messages for each of my
current four seperate email addresses. Basically four folders ie (folder 1,
folder 2, folder 3, folder 4,) one each for each of my four email addresses.
Each folder would have subfolders containing my existing OE folders and
messages from my current Outlook Express set up.

3 - within the one active Outlook window decribed above, I would have my
four email addresses active, with mail from each all coming & going out of
the common folders noted above. As mail comes and goes out of these common
folders I will manually sort and store my messages into the appropriate
folders #1-4 mentioned above.

4 - ultimately, one window in Outlook, with my four email addresses all
active in that one window, all email coming and going from that one window,
where I can then manually sort & store my email messages in subfolders that I
imported from OE somehow?

5 - I then somehow shutdown my current Outlook Express so there is no
conflict between it and my new Outlook install. Then I'm up and running
solid on OUTLOOK 2007 only.

Does that make any sense? Is your previous and graciously detailed set of
instructions leading me to that goal?

Brian thank you so much for all you insight and help with this.

much appreciated,

Robert S.
03/26/09
1:29pm PST

 

[Brian Tillman [MVP - Outlook]]

I just purchased Outlook 2007, and have not yet installed it, so I believe
the answer to your question about my install of Outlook being "Pristine"
would be yes?

I'd say so. I meant that you've installed Outlook but have not set things up
in it in such a way that it has downloaded messages fro the server. but that
it is otherwise operational.

Is there anything I need to tweak in Outlook when I'm first intalling it out
of the box to better handle the process you described for my situation?

I don't think so.

Regarding "accounts versus identites", so we're clear on what I have in OE
is; four seperate email address, each has it's own identity. I switch to
each different identity from within OE by going to OE's File>Switch
Identity>choose different identity window (which shows my four seperate
identities in this window). I can select any of the four identities at this
window, once at each identity, I could go to Tools>Accounts>Mail Tab, once
there, that tab shows one account that has the particular properties for
that
identity only. (if I swithed to a different identity by the aforementioned
process, I would then be able to see different account properties for each
email addresses) So that's what I've referred to as my four seperate
identities, which I therefore thought that meant four sepearate accounts,
one
for each particular email address with it's own properties in the account
properties window.

I understood that. I just wanted to make it clear that you don't NEED to have
only one account in each identity. There's not a requirement for a one-to-one
correspondence between identities and accounts. You use separate identities
to keep the information between them separate. If you don't need the
information )(messages and contacts) for each account separate from the
others, you don't need to use multiple identities.

I'm not sure yet what a "PST" is? I will be running both OE and Outlook on
the same PC. As previously stateed, is there any special tweaking I'll need
to do when I fist install Outlook out of the box to handle the process you
described?

A PST is a "Personal Folders" file. In Outook Express, each folder you see in
OE is kept in a separate file in the Windows file system. That's not true
with Outlook. The Outlook folder set is a database with all "folders"
actually kept in a single file. I don't think there's any special "tweaking"
Outlook needs to operate and you can have (in fact, to perform what I've
outlined, MUST have) Outlook and OE on the same PC. You can, in fact,
continue to operate them both on the same PC if you wish.

Brian, ultimately this is my GOAL and what I hope to do and setup correctly
when I transfer my current OE folders to my upcoming new install of Outlook
2007:

1 - first I install my new Outlook 2007 on the same PC as I currently run
OE.

2 - I somehow setup one window in Outlook, with the common folders; "inbox,
outbox, sent, deleted, drafts, etc" where then below these common folders, I
can setup folders with subfolders, to store my messages for each of my
current four seperate email addresses.

I personally wouldn't use subfolders, I'd use folders at the same level, but
that's a personal preference.

Basically four folders ie (folder 1,
folder 2, folder 3, folder 4,) one each for each of my four email addresses.
Each folder would have subfolders containing my existing OE folders and
messages from my current Outlook Express set up.

You won't be able to do that during the export process, but you can rearrange
your data any way you like once you get it in Outlook. If you create a
separate PST for each identity, you can then later move the folders to
subfolders of the main PST and close the originals so they no longer appear in
Outlook.

3 - within the one active Outlook window decribed above, I would have my
four email addresses active, with mail from each all coming & going out of
the common folders noted above. As mail comes and goes out of these common
folders I will manually sort and store my messages into the appropriate
folders #1-4 mentioned above.

You can do that, but since you have Outlook 2007, what I described will
automatically place the incoming and outgoing messages for each account into
the appropriate folders without you having to manually sort things.

4 - ultimately, one window in Outlook, with my four email addresses all
active in that one window, all email coming and going from that one window,
where I can then manually sort & store my email messages in subfolders that
I
imported from OE somehow?

I don't see how #3 and #4 here differ. You could have done this in Outlook
Express in the first place, but you chose to use separate identities instead.
Do you no longer want separation of the data? If you did in OE, why not in
Outlook as well and if not in Outlook, why did you in OE? The same reasons
for configuring OE the way you did may still apply, but only you can decide
that.

5 - I then somehow shutdown my current Outlook Express so there is no
conflict between it and my new Outlook install. Then I'm up and running
solid on OUTLOOK 2007 only.

Just stop using OE one Outlook is configured as you wish.

Does that make any sense? Is your previous and graciously detailed set of
instructions leading me to that goal?

I think so.

 

[Robert]

Brian,

I personally wouldn't use subfolders, I'd use folders at the same level, but
that's a personal preference.

With my four email addresses, three of which are for seperate businesses,
for me it makes sense to keep things separate.

I'm rethinking if it makes more sense to streamline the process when I set
things up in my upcoming intsall of Outlook 2007? Either I have all four
email addresses with seperate identities as I currently have in OE, or I have
all four email addresses come into one central "inbox" (I don't know what
else to call it) where then I simply manually sort messages into appropriate
separate folders and sub folders.

I personally wouldn't use subfolders, I'd use folders at the same level, but
that's a personal preference.

The reason I use subfolders is; with each business email identity I have
currently set up in OE, in one case I have 40 folders. For example, each
City I deal with has five or six different city departments, Public Works
Dept, Building and Saftety Dept, Fire Dept, Planning Dept, Police Dept, etc.
Also developer I deal with has similar Departments etc. Then there are many
different subcontractors I deal with. If I don't have a structure for
organizing the incoming email and don't keep email in seperately titled
subfolders for each business and department, it's a mess. I would not know
where to look for individual messages when needed.

The only question I have to decide now is whether to streamline and set up
my new Outlook install to have all four email addresses come into one
"inbox", and organize my mail into folders with subfolders, or..... create
four seperate email identites and basically have a seperate page with a
separate "inbox" etc for each email address much like I currently have with
OE?

Keep in mind, I'm not familiar yet with how one goes about backing up
messages in Outlook, which will be neccessary for me for obvious business
reasons.

Do you have any thoughts regarding which way is potentially better than
another way? Everything into one inbox versus four seperate inboxes with
separate idnetities?

And regarding backing-up on a regular basis and keeping email separated in
those backups?

Or does it simply come down to personal preference?


Thanks Brian for your input.

much appreciated,

Robert S.
03/27/09
10:31am PST

 

[Brian Tillman [MVP - Outlook]]

With my four email addresses, three of which are for seperate businesses,
for me it makes sense to keep things separate.

And what I suggested to you will keep them more separate that subfolders will.

I'm rethinking if it makes more sense to streamline the process when I set
things up in my upcoming intsall of Outlook 2007? Either I have all four
email addresses with seperate identities as I currently have in OE, or I
have
all four email addresses come into one central "inbox" (I don't know what
else to call it) where then I simply manually sort messages into appropriate
separate folders and sub folders.

The closest Outlook analogue to OE identities is, as a said, mail profiles.

The reason I use subfolders is; with each business email identity I have
currently set up in OE, in one case I have 40 folders. For example, each
City I deal with has five or six different city departments, Public Works
Dept, Building and Saftety Dept, Fire Dept, Planning Dept, Police Dept, etc.
Also developer I deal with has similar Departments etc. Then there are many
different subcontractors I deal with. If I don't have a structure for
organizing the incoming email and don't keep email in seperately titled
subfolders for each business and department, it's a mess. I would not know
where to look for individual messages when needed.

I'm not explaining myself well, apparently. You can have all those folders at
the top level right along side Inbox and so on, or you can have separate PSTs,
the root of each telling you what's in the folders below. You can have
"Personal Folders" with its Inbox and at that save level, a folder set named,
say, "Los Angeles" with its Inbox, Public Works, Police, and related folders,
another labeled "Detroit" with its Inbox, Public Works, Police, and related
folders and NONE of them are subfolders of the Personal Folders Inbox.

The only question I have to decide now is whether to streamline and set up
my new Outlook install to have all four email addresses come into one
"inbox", and organize my mail into folders with subfolders, or..... create
four seperate email identites and basically have a seperate page with a
separate "inbox" etc for each email address much like I currently have with
OE?

Again, were I you, I'd stay away from subfolders of the Inbox. You can have
all four accounts deliver messages to top-level Inboxes in separate folders
files.

Keep in mind, I'm not familiar yet with how one goes about backing up
messages in Outlook, which will be neccessary for me for obvious business
reasons.

See this: http://www.howto-outlook.com/Howto/backupandrestore.htm

Do you have any thoughts regarding which way is potentially better than
another way? Everything into one inbox versus four seperate inboxes with
separate idnetities?

I'd use a separate Inbox for each account. Forget the word "identity" when
thinking about Outlook. There's no such construct.

Or does it simply come down to personal preference?

A lot does boil down to using what allows you to be the most productive.

 

[Robert]

Brian,

I think I will try the method you suggested earlier of complete separation
for each email address, however it sounds a little complicated, I will try to
follow the example you provided.

I am currently working through the weekend, so I won't make the switch to
Outlook probably not until mid next week sometime.

I'll keep you updated with a continuation of this message, because most
likely I'll further need your advice, especially if I screw it up.

Thanks so much for your help Brian, its help like yours that makes this
forum so great.

Much appreciated,

Robert S.
03/28/09
1:25pm PST