Comments on: How To Archive Entourage 2008 Mail using Multiple Identities

By: adamdorrell

adamdorrell — Tue, 01 Jun 2010 20:19:25 +0000

Thanks, this worked well, and solved my problem. I started to get the dreaded error "Microsoft Sync Services has found an Error. And will close". It caused some sort of memory leak, and each time it slowed my Mac down by adding 20Mb to its memory needs. It was hard to find the solution: I shut down sync services on Entourage, and still got it. Deleted all contacts in Entourage – and still got it. Eventually I found the problem. There was some sort of corrupt entry in the address book, which showed up in the count of contacts, but would not show up in the list – and it was impossible to delete it. I worked hard to rebuild index but it did not fix. So I abandoned that identity, using it just as an archive and moved over what I needed using your tips above. Now I have new working identity that syncs again with ical, address book and my iphone. Microsoft, if you are reading this, please find a way of allowing users to "flush" the entire address book when needed. I suspect the calendar might also have same issue.

By: lcalcote

lcalcote — Tue, 01 Jun 2010 14:33:50 +0000

Hey Mike, Good question. No, you don't have to do this for every folder. You'll use your Mail View to specify which messages you'd like to archive (whether those messages are within the same folder or not).

By: Mike

Mike — Mon, 31 May 2010 22:44:57 +0000

This is a great post. I have a quick question:
Do you have to do this for every folder? My problem is in the "On My Computer" I have about 15 forlders some with sub-folders. Do I have to create a search for each?

By: lcalcote

lcalcote — Thu, 29 Apr 2010 18:20:28 +0000

Very interesting. I do know of a few folks who've used this AutoArchive script. A couple co-workers have written their own scripts to auto-archive (similar to how the AutoArchive script above works).

By: Grungy

Grungy — Tue, 27 Apr 2010 20:46:44 +0000

My employer is using Symantec's Enterprise Vault to archive messages, first as "stubs" (limited to 512 characters) with a link to the full message on a separate archive server, then as "expired" (the stubs are removed from the active inbox and the archived messages can only be found through a special search tool), then "expunged". Employer claims that this fulfills two needs – (1) to save money on expensive Exchange server storage space and (2) our general counsel wants to limit the amount of email evidence they have to provide to three years. They only run Exchange and IMAP (actively block POP on the network) and I suspect that IMAP will be going away soon.

Many of my clients want an automated way to save every message locally and none of the suggestions here are accomplishing that.

The corporate archiving process is mostly on a timetable.
"Stubbing" happens after 14 days, "expired" is after 18 months and "expunged" is after 36 months.
But, a message with a large attachment (and my employer calls anything over 256K "large") can be "stubbed" in three days or just a few hours (may depend upon the size of the attachment).

So the problem is how to automate local archiving so that (a) all messages are saved completely, and (b) the automation process does not allow the server to reach into the local archives to reduce the usefulness of the local copy. And this has to work all of the time – even when my clients are away from their computer on weekends, for conferences or on vacation.

I created some filters/rules that were working for the "stubs" – keeping local copies and preventing the server from replacing them with stubs. But the expiration process stumped me – it's deleting the messages from the active spool and also from my archives (what header can you filter for when the message is just plain gone?).

I'm stumped. I've purchased four of Softhings' products to test on various Mac platforms, but I haven't found a way to automate the process of local archiving. Any recommendations?

By: bdlw

bdlw — Fri, 05 Mar 2010 19:55:36 +0000

You have to select all of the email in the mail view and then assign category.

By: Easy Archiving of Entourage Emails | Ivan's Expert Blog

Easy Archiving of Entourage Emails | Ivan's Expert Blog — Mon, 25 Jan 2010 21:56:04 +0000

[...] So it’s not as easy as EEAX. Someone has put together a mini tutorial here on how to do it: http://blog.gingergeek.com/2009/06/how-to-archive-entourage-2008-mail-using-multiple-identities/ Unless you really, really don’t want to spend the $30, I’d say go with EEAX. It gives you much [...]

By: uberVU - social comments

uberVU - social comments — Fri, 30 Oct 2009 18:55:59 +0000

Social comments and analytics for this post…

This post was mentioned on Twitter by heidihysell: @lcalcote I found this one http://bit.ly/gamoD and am in the middle of implementing it now……

By: KAZ

KAZ — Wed, 12 Aug 2009 07:11:14 +0000

When i first did it i had the same problem but then i realised that when you click on the saved search and categories.. you had to click on ASSIGN CATEGORIES which opened up a different window where you ticked the box of what you wanted to assign it to.

It then worked for me.

By: lcalcote

lcalcote — Sat, 18 Jul 2009 14:11:43 +0000

How frustrating. Loss of each email's timestamp (date sent/received) on import of an mbox file is no fun. I suppose the Error Log provides no additional clues as to why the export wizard sees your 'archive' category as empty

By: JGS

JGS — Fri, 17 Jul 2009 22:10:24 +0000

Seems like a really elegant solutions. Unfortunately, it doesn't work for me… when I try to export my 'archive' category, it tells me there is nothing to export! Even though the mail views clearly show all my old mail in there. Back to dragging mbox files I guess… sigh.

By: lcalcote

lcalcote — Thu, 02 Jul 2009 16:36:03 +0000

Yes, creating a copy of your Identity through the filesystem works well, but does just that - creates a copy. In order to complete your archive (removing mail from your server-side Exchange mailbox), you'll need to either remove old mail messages from your current Identity using a custom Mail View (execute step 4 under Identity Creation Option 1 above) or make sure the "delete items from Entourage after they are archived" option is checked when Exporting mail. Here's a mail export screenshot.

By: Leo Boulton

Leo Boulton — Thu, 02 Jul 2009 15:48:21 +0000

What about just moving your Exchange mails into a paralel folder structure on the "On My Computer" machine itself. That's what I do. It's a pain since you have to move them all manually, but it maintains the timestamps and everything. I guess that at one point, I will consume my HDD