Share or Sync the same data / same identity between Multiple Users, multiple computers.

[computer1234]

PROBLEM ONE:
I want two User Accounts to share the same Entourage 2004 database.
I only want one Identity.

I don't know whether I want to SHARE the same database or SYNC
databases or ALIAS one database.....or what.

The two users (Admin, Standard) are both myself.
I just want to operate most of the day in the Standard account, rather
than the Admin account, for security purposes. (If someone gets into
my Standard acct, or steals the machine with it still on, then they
can't get as far as if they get into Admin.)
Yet, when I switch to Admin to install sw or make Sys Pref changes,
then I usually want to be able to access my Entourage contacts, notes,
etc. and also my Safari bookmarks.


Computer Setup:
I have a Entourage 2004 (first license) on a new Macbook Pro 2.2
running Mac OS 10.4.4 with three User Accounts (Admin, Standard,
Guest).
I'm trying to run this multiple user setup to maintain high security,
but it's becoming a nightmare of password typing and user account
switching.

I also have Entourage 2004 (second license) on an iMac Tangerine (333
MHz PowerPC G3)running Mac OS 10.2.8 (which does NOT use Sync
Services). (I haven't been able to figure out how to get this machine
running 10.4 or Sync Services.)


Attempt 1:
I made an alias of the Standard User's "Office 2004 Identities" and
moved it over (via the shared user's folder) and placed it into the
Admin User's MUD location, after trashing the Admin's "Office 2004
Identities". But that errored when trying to startup Entourage from
within Admin.

Idea 2:
(I just read about trying to put the Main Identity database into
Shared User Folder and then aliases into Admin and Standard's MUD
location. Would that work?)

Idea 3:
I noticed Mark/Space's SyncTogether product for $50.
Any feedback on that?
Although it would seem that it should be possible to SHARE one
identity somehow without an outside product.

Any other ideas?


PROBLEM TWO:
I'd also like to be able to "sync" the one database and identity
between the two machines (MacBook Pro and iMac witn OS 10.2.8), but
doubt that it will be possible without Sync Services running on the
iMac.

Idea 1:
I could do occassional import/exports between the two computers?
However, I noticed that Entourage 2004 does not even import/export to
itself (Entourage 2004 on the same or another computer), but only to
other programs and other Entourage versions (2001).
Strange?

Idea 2:
Guess the only way is to COPY DUPLICATE the database and to local
network share file it between computers Drop Boxes.

Any ideas for these problems?


Thanks,

PS Macintosh

 

[Diane Ross]

PROBLEM ONE:
I want two User Accounts to share the same Entourage 2004 database.
I only want one Identity.

By the nature of having different Users it separates data.

I don't know whether I want to SHARE the same database or SYNC
databases or ALIAS one database.....or what.

You can't sync an Entourage database. Because Entourage stores the info in a
database you cannot sync one database with another without rewriting the
entire database.

Your best options are:

1. Create IMAP accounts
2. Use an external drive for Microsoft User Data folder with alias in
Documents folder. One user explains how they use this method:

I keep my Microsoft User Data folder on an external pocket firewire drive (a
large capacity USB thumb-drive will suffice if both machines have USB 2.0)
and just keep aliases to it in my Documents folder of all the machines I use
Entourage on (laptop, desktop and occasionally other machines I sit down in
front of for a few hours). Works like a charm and gives me an identical
environment on every machine.

You must quit the Microsoft Database daemon in order to eject the drive.

More on syncing data.

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

 

[computer1234]

By the nature of having different Users it separates data.




You can't sync an Entourage database. Because Entourage stores the info in a
database you cannot sync one database with another without rewriting the
entire database.

Your best options are:

1. Create IMAP accounts
2. Use an external drive for Microsoft User Data folder with alias in
Documents folder. One user explains how they use this method:

I keep my Microsoft User Data folder on an external pocket firewire drive (a
large capacity USB thumb-drive will suffice if both machines have USB 2.0)
and just keep aliases to it in my Documents folder of all the machines I use
Entourage on (laptop, desktop and occasionally other machines I sit down in
front of for a few hours). Works like a charm and gives me an identical
environment on every machine.

You must quit the Microsoft Database daemon in order to eject the drive.

More on syncing data.

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

A. You can't SYNC an Ent database:
Well, does Mark Space's SyncTogether product work to do it?
Does Apple's SyncServices work to do it?



B. How about utilizing the Users > Shared folder:

I notice that other programs (motion4 , iTunes music files, iMovie HD)
talk about installing or moving files to the Shared folder to share
items between multiple user accounts.
It looks like this type of sharing is supposed to be able to happen.

Has anyone really tried to "share" Entourage via the Shared Folder and
determined conclusively that it won't work?
Either by:
1. Moving/installing an entire Entourage (or Office) application
there?

2. Moving an Ent database (MUD folder) there and connecting the Ent
appl to it "somehow:"
either by using an alias to it from the original MUD location?
or by switching identity and connecting the identity to the database
in the Shared folder?

I started to try to do these ideas, but don't have enough
understanding of Mac OS Multiple User account structure and
naming .....or Entourage database operations ......or identity
switching structure and naming.

At this point, I'm more tempted to completely remove my Standard User
account and just use the Admin User account for myself on a daily
basis (and have the guest account for any others).
I hate to have my computer up and running all the time in an Admin
account, but trying to completely duplicate/mirror and maintain two
User accounts with Entourage, iTunes music, Safari bookmarks, is too
much trouble.

I want the Standard account to mirror the Admin account, except that I
want the Standard account to have less permissions to access Sys Prefs
and install sw.
Actually, rather than have a "mirror" that has 2 duplicates of
everything (and takes up a lot of storage space), I'd rather have 1 of
everything and have the two user accounts (Admin & Standard) "share"
the combined applications/databases/application preferences/bookmarks.
Isn't that what the Shared folder and Applications folder are supposed
to do??


PS Macintosh

 

[Diane Ross]

A. You can't SYNC an Ent database:
Well, does Mark Space's SyncTogether product work to do it?
Does Apple's SyncServices work to do it?

Perhaps they are calling rewriting the database as syncing. I don't use Mark
Space products so can't reply.

B. How about utilizing the Users > Shared folder:

I know for testing purposes if I move my Microsoft User Data folder to
Shared then open in a new User if I drag the Microsoft User Data folder to
the new User it copies it. I've never tried to alias it from Shared. Why not
try it yourself and report back.

Frankly, the entire concept of having different users share the same
Identity just seems convoluted.

Has anyone really tried to "share" Entourage via the Shared Folder and
determined conclusively that it won't work?

No one has mentioned this on the newsgroup.

At this point, I'm more tempted to completely remove my Standard User
account and just use the Admin User account for myself on a daily
basis (and have the guest account for any others).

That sounds more like a user friendly approach. If you are concerned, just
log out of your account and set it so you have to have a password to open.

 

[William Smith]

The two users (Admin, Standard) are both myself.
I just want to operate most of the day in the Standard account, rather
than the Admin account, for security purposes. (If someone gets into
my Standard acct, or steals the machine with it still on, then they
can't get as far as if they get into Admin.)
Yet, when I switch to Admin to install sw or make Sys Pref changes,
then I usually want to be able to access my Entourage contacts, notes,
etc. and also my Safari bookmarks.

Just adding my two cents.

I run this way all the time: always logged in to my Standard account and
logging in with my admin account only when necessary.

However, there's no reason to log in as an admin to install software or
make System Preferences changes. You'll be prompted for your admin
credentials. Simply enter them when asked.

My advice is to simply not worry about running Entourage while logged in
as your admin account. You should just be getting in and out to do only
the necessary work.

Hope this helps!

--

bill

William M. Smith, Microsoft Interop MVP - Mac/Windows
Entourage Help Page <http://www.entourage.mvps.org/>
Entourage Help Blog <http://blog.entourage.mvps.org/>