TweetFollow Us on Twitter

Sharing Information Between Outlook & Entourage, and Vice Versa

Volume Number: 22 (2006)
Issue Number: 10
Column Tag: Mac Enterprise

Sharing Information Between Outlook & Entourage, and Vice Versa

by Paul T. Ammann

Corporate environments are known for being heterogeneous environments and being able to move information between different systems is very important. And, it's very common for a corporate environment to use Microsoft's Exchange server as the company's platform for email, scheduling meetings, setting up contacts, and sharing information through public folders.

Windows users frequently use Outlook to connect to Exchange. Many Mac users have standardized on Entourage. But, what happens if you want to share data between Outlook and Entourage.

In this article, I will introduce you to two utilities that will allow to move information from Outlook to Entourage, and vice versa.

Outlook2Mac

For those of you that don't know .pst and .pab files are Outlook's way of storing email and addresses locally.. However there are three ways to get this data from your Outlook client (2000, 2001, and XP) into Entourage. Let's briefly take a moment to review our options. The two best options will require a PC, although Virtual PC, Parallels, and Boot Camp will work fine as well.

    1. The "official" way requires you could upload all of that mail to the server, and the re-download it again. This has the benefit of being very straightforward, and relatively simple. However, the reason that most people have a .pst in the first place is that they have more mail than the server will allow.

    2. If you have too much mail to forward through your server, third parties have outlined a more complex procedure that involves moving the pst to Windows, importing it into Outlook Express, importing that in Eudora, and then processing the resulting mbx files into mbox files with some $20 shareware AppleScripts. Then you can drag and drop the results into Entourage. It should be noted though that this method will not import contacts or email attachments.

    3. The best method we've found to date is a commercial product from Little Machines called Outlook2Mac. This $10 (yes, just $10!) application runs on a PC and will convert whatever you want into mbox files that you can drag and drop into Entourage (as well as other mail clients). It has a lot of flexibility and can export by folder and date range. It also will export with attachments and gives you the ability to filter the export by size and file type. Lastly, it will do your contacts as well. This will be the best $10 you will spend.

To install and start Outlook2Mac, you will need download the program and install it on a Windows PC that is running Outlook. Outlook2Mac supports Microsoft Windows 95, 98, Me, NT4, 2000, XP or higher running Outlook 97, 98, 2000, 2003, or XP.

According Little Machine's Web site, it is recommended that you use Outlook2Mac while Microsoft Outlook is open, because O2M runs a little faster if Outlook is already running. However, they caution you to not actively use Outlook while using Outlook2Mac. If you send mail, move folders, delete mail, or perform other Outlook actions while Outlook2Mac is scanning Outlook or exporting your data, Outlook2Mac might get confused and fail to finish its job, requiring you to restart it.

The beauty of Outlook2Mac is the variety options available at your fingertips:

  • You can pick one folder, or multiple folders (see Figure 1).

  • You can convert all email regardless of date, or select range of dates.

  • For large attachments, you can tell Outlook2Mac to skip file attachments of a specific size, or convert everything.

  • Because some email file attachments, such as .exe and .bat files, may only be compatible with Windows, you can select the kinds of file attachments that will not be transferred to Entourage.

  • When converting your calendar, you have the option of selecting all your appointments or with a date range.

  • Additionally, you can choose to have your calendar converted to Apple iCal file.

  • When you send or receive an Outlook meeting invitation, the invite contains the names of everyone who is invited. Outlook2Mac will try to convert these names into valid email addresses so you can replay or respond to invitations by email on the Mac.



Figure 1: Selecting which folders to convert

You can find straightforward directions on how to use Outlook2Mac at http://www.littlemachines.com/o2m/help/wizard.html.

From Entourage To Outlook

Converting information to Entourage to Outlook is a bit more of a challenge, and web searches don't yield a lot of great results on this. But there's hope. Paul Berkowitz has developed a number of specialized AppleScripts for Entourage.

Paul's invaluable Export-Import Entourage 1.3.9 is a collection of over 50 scripts to export and import almost everything - Contacts, Groups, Calendar Events, Tasks, Notes, Messages, Folders, Accounts, Signatures, Mailing Lists and Categories - from one identity of Entourage X or 2004 to any other, to and from Entourage 2001, and to transfer Contacts, Calendar, Tasks and Notes to and from other PIM programs on the Mac and Windows, with special converters for Microsoft Outlook, Excel and other programs.



Figure 2: Export-Import Entourage has many scripts to meet your needs

The scripts enable archiving, restoration, and data synching or transporting. Some operations are not possible for all types of data, and some are not possible to or from programs that do not support the functions required. The Outlook and Other Converters transfer contacts, calendar, tasks and notes -- there are instructions for transferring messages without scripts in the ReadMe.

Export-Import Entourage is shareware ($20.00). You may use two copies of the same or different versions (2004/X and/or 2001) for one registration payment. There is a one-time free Demo mode for exporting and importing 25 contacts.

You can visit Paul Berkowitz Web site at http://homepage.mac.com/berkowit28.

Building On Entourage

Entourage does a lot, but many times you want to go even further. Fortunately, there is a way to make Entourage do practically anything that you want it to, by using AppleScript.

About Entourage's AppleScript Support

Entourage is very scriptable. It has an extensive AppleScript dictionary, which defines the AppleScript commands that the application will understand. Dictionaries also define all the objects that programmers can manipulate with AppleScript commands. Objects can be all sorts of things within Entourage, such as windows, contact records, individual fields, email account setups, calendar events, and so on. Because Entourage is so scriptable, programmers can write scripts to extend Entourage's capabilities in many ways, enabling the program to perform actions that it otherwise could not. For example, there's no way within Entourage to duplicate a calendar event. But you can easily download and install a script that will do just that.

Teaching AppleScript is beyond the scope of this article, so unfortunately the rest of this article won't show you how to write your own AppleScript. But you will see how you can use the power of AppleScript within Entourage, even if you're not a programmer, by using scripts written by people who are experienced developers.

Finding and Installing Cool Scripts

You can download AppleScripts from many places on the Web, but there are a few sites that stand out.

  • AppleScript Central (www.applescriptcentral.com) has a large collection of AppleScripts for both Entourage and many other programs. Updated frequently, this site should be your first stop when looking for useful AppleScripts for Entourage.

  • Allen Watson's Website is no longer available.

  • Mactopia (www.mactopia.com) is Microsoft's own Web site for all things Macintosh. A number of AppleScripts are available on the Downloads page of the site. Choose Help, Downloads and Updates to open the Mactopia Downloads page in your Web browser, and then look or AppleScripts.

Once you've downloaded the scripts you are interested in, follow these steps to install them in the Users/username/Documents/Microsoft User Data/Entourage Script Menu Items folder. Once installed, confirm it's installed by switching back to Entourage and make sure that the script appears in Entourage's Scripts menu (Entourage's Scripts menu is the menu furthest to the right on Entourage's menu bar).

Wrapping It Up

That's it! The secret is out of the box. Regardless of whether you prefer Windows or OS X, being able to transfer information between systems can be paramount and the utilities profiled in this article will go a long way to information sharing a breeze. And, if you are looking to build on the base that Entourge provides, AppleScript may be a great solution for you.


Paul T. Ammann has been working in IT for almost 20 years now. He is happily married to his wife Eve for 7 years, and lives in New Fairfield, CT. He finds writing the author's bio the toughest part the article. He can be contacted at ptammann@yahoo.com.

 
AAPL
$101.06
Apple Inc.
+0.10
MSFT
$47.06
Microsoft Corpora
-0.46
GOOG
$587.37
Google Inc.
-8.71

MacTech Search:
Community Search:

Software Updates via MacUpdate

Monosnap 2.2.2 - Versatile screenshot ut...
Monosnap allows you to save screenshots easily, conveniently, and quickly, sharing them with friends and colleagues at once. It's the ideal choice for anyone who is looking for a smart and fast... Read more
Tunnelblick 3.4beta36 - GUI for OpenVPN...
Tunnelblick is a free, open source graphic user interface for OpenVPN on OS X. It provides easy control of OpenVPN client and/or server connections. It comes as a ready-to-use application with all... Read more
SoftRAID 5.0.4 - High-quality RAID manag...
SoftRAID allows you to create and manage disk arrays to increase performance and reliability. SoftRAID's intuitive interface and powerful feature set makes this utility a must have for any Mac OS X... Read more
Audio Hijack Pro 2.11.3 - Record and enh...
Audio Hijack Pro drastically changes the way you use audio on your computer, giving you the freedom to listen to audio when you want and how you want. Record and enhance any audio with Audio Hijack... Read more
Airfoil 4.8.9 - Send audio from any app...
Airfoil allows you to send any audio to AirPort Express units, Apple TVs, and even other Macs and PCs, all in sync! It's your audio - everywhere. With Airfoil you can take audio from any... Read more
WhatRoute 1.13.0 - Geographically trace...
WhatRoute is designed to find the names of all the routers an IP packet passes through on its way from your Mac to a destination host. It also measures the round-trip time from your Mac to the... Read more
Chromium 37.0.2062.122 - Fast and stable...
Chromium is an open-source browser project that aims to build a safer, faster, and more stable way for all Internet users to experience the web. FreeSMUG-Free OpenSource Mac User Group build is... Read more
Attachment Tamer 3.1.14b9 - Take control...
Attachment Tamer gives you control over attachment handling in Apple Mail. It fixes the most annoying Apple Mail flaws, ensures compatibility with other email software, and allows you to set up how... Read more
Duplicate Annihilator 5.0 - Find and del...
Duplicate Annihilator takes on the time-consuming task of comparing the images in your iPhoto library using effective algorithms to make sure that no duplicate escapes. Duplicate Annihilator detects... Read more
jAlbum Pro 12.2 - Organize your digital...
jAlbum Pro has all the features you love in jAlbum, but comes with a commercial license. With jAlbum, you can create gorgeous custom photo galleries for the Web without writing a line of code!... Read more

Latest Forum Discussions

See All

This Week at 148Apps: September 15-19, 2...
Expert App Reviewers   So little time and so very many apps. What’s a poor iPhone/iPad lover to do? Fortunately, 148Apps is here to give you the rundown on the latest and greatest releases. And we even have a tremendous back catalog of reviews; just... | Read more »
Kitty Powers’ Matchmaker – Tips, Tricks,...
Hey There, Kittens: | Read more »
Goblin Sword Review
Goblin Sword Review By Andrew Fisher on September 22nd, 2014 Our Rating: :: RETRO GOODNESSUniversal App - Designed for iPhone and iPad Fun visuals, good music, engaging level design, and lots of content make Goblin Sword an... | Read more »
Major New Update for CSR Racing Adds Fer...
Major New Update for CSR Racing Adds Ferrari and Multiplaye​r Posted by Jessica Fisher on September 22nd, 2014 [ permalink ] | Read more »
Veditor Review
Veditor Review By Jennifer Allen on September 22nd, 2014 Our Rating: :: PIMP YOUR VIDEOUniversal App - Designed for iPhone and iPad Want to add stickers and music to your videos? Veditor can do that easily.   | Read more »
1849′s Nevada Silver DLC is Still Search...
A few months ago, I took a look at 1849 from SomaSim. This Gold Rush-themed city builder for iPad had a fair bit going for it, but lacked in a few crucial areas to make it a true stand-out on the App Store. SomaSim has since added in a sandbox mode... | Read more »
Fruit Ninja Will be Reborn With a Massiv...
Fruit Ninja Will be Reborn With a Massive Update and Origins Animation Series Posted by Jessica Fisher on September 22nd, 2014 [ permalink ] Halfbrick Studios is rebuilding | Read more »
Daniel Tiger’s Grr-ific Feelings Review
Daniel Tiger’s Grr-ific Feelings Review By Amy Solomon on September 22nd, 2014 Our Rating: iPad Only App - Designed for the iPad Daniel Tiger’s Grr-ific Feelings includes activities that allow young children explore different... | Read more »
CloudMagic Updated for iOS 8 – Adds Inte...
CloudMagic Updated for iOS 8 – Adds Interactive Notifications, Share Extension, and More Posted by Jessica Fisher on September 22nd, 2014 [ | Read more »
Starbase Annex (Games)
Starbase Annex 1.0 Device: iOS Universal Category: Games Price: $1.99, Version: 1.0 (iTunes) Description: "it’s really very clever... a little bit of Hearthstone and a dash of Eclipse" - PocketTactics.com From the creator of Starbase... | Read more »

Price Scanner via MacPrices.net

Apple restocks some refurbished 2014 MacBook...
The Apple Store has restocked some Apple Certified Refurbished 2014 MacBook Airs, with prices starting at $769. An Apple one-year warranty is included with each MacBook, and shipping is free. These... Read more
13-inch 128GB MacBook Air on sale for $949, s...
B&H Photo has the new 2014 13″ 1.4GHz/128GB MacBook Air on sale for $949.99 including free shipping plus NY tax only. Their price is $50 off MSRP. B&H will also include free copies of... Read more
Apple offering free $25 iTunes Gift Card with...
The Apple Store is offering a free $25 iTunes Gift Card with the purchase of a $99 Apple TV for a limited time. Shipping is free. Read more
Apple refurbished iPod touch available for up...
The Apple Store has Apple Certified Refurbished 5th generation iPod touches available starting at $149. Apple’s one-year warranty is included with each model, and shipping is free. Most colors are... Read more
iFixIt Tears Down iPhone 6; Awards Respectabl...
iFixit notes that even the smaller 4.7″ iPhone 6 is a giant among iPhones; so big that Apple couldn’t fit it into the familiar iPhone form factor. In a welcome reversal of a recent trend to more or... Read more
Phone 6 Guide – Tips Book For Both iPhone 6...
iOS Guides has announced its latest eBook: iPhone 6 Guide. Brought to you by the expert team at iOS Guides, and written by best-selling technology author Tom Rudderham, iPhone 6 Guide is packed with... Read more
How to Upgrade iPhone iPad to iOS 8 without D...
PhoneClean, a iPhone cleaner utility offered by iMobie Inc., reveals a solution for upgrading iPhone and iPad to iOS 8 without deleting photos, apps, the new U2 album or anything. Thanks to more than... Read more
Inpaint 6 – Photo Retouching Tool Gets Faster...
TeoreX has announced Inpaint 6, a simple retouching tool for end users that helps remove scratches, watermarks, and timestamps as well as more complex objects like strangers, unwanted elements and... Read more
Worldwide PC Monitor Market Sees Growth in To...
Worldwide PC monitor shipments totaled 32.5 million units in the second quarter of 2014 (2Q14), a year-over-year decline of -2.9%, according to the International Data Corporation (IDC) Worldwide... Read more
Updated Price Trackers
We’ve updated our Mac Price Trackers with the latest information on prices, bundles, and availability on systems from Apple’s authorized internet/catalog resellers: - 15″ MacBook Pros - 13″ MacBook... Read more

Jobs Board

*Apple* Retail - Multiple Positions (US) - A...
Job Description: Sales Specialist - Retail Customer Service and Sales Transform Apple Store visitors into loyal Apple customers. When customers enter the store, Read more
Position Opening at *Apple* - Apple (United...
…customers purchase our products, you're the one who helps them get more out of their new Apple technology. Your day in the Apple Store is filled with a range of Read more
*Apple* Retail - Multiple Positions (US) - A...
Sales Specialist - Retail Customer Service and Sales Transform Apple Store visitors into loyal Apple customers. When customers enter the store, you're also the Read more
Position Opening at *Apple* - Apple (United...
**Job Summary** At the Apple Store, you connect business professionals and entrepreneurs with the tools they need in order to put Apple solutions to work in their Read more
Position Opening at *Apple* - Apple (United...
**Job Summary** The Apple Store is a retail environment like no other - uniquely focused on delivering amazing customer experiences. As an Expert, you introduce people Read more
All contents are Copyright 1984-2011 by Xplain Corporation. All rights reserved. Theme designed by Icreon.