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
$102.50
Apple Inc.
+0.25
MSFT
$45.43
Microsoft Corpora
+0.55
GOOG
$571.60
Google Inc.
+2.40

MacTech Search:
Community Search:

Software Updates via MacUpdate

VueScan 9.4.41 - Scanner software with a...
VueScan is a scanning program that works with most high-quality flatbed and film scanners to produce scans that have excellent color fidelity and color balance. VueScan is easy to use, and has... Read more
Cloud 3.0.0 - File sharing from your men...
Cloud is simple file sharing for the Mac. Drag a file from your Mac to the CloudApp icon in the menubar and we take care of the rest. A link to the file will automatically be copied to your clipboard... Read more
LibreOffice 4.3.1.2 - Free Open Source o...
LibreOffice is an office suite (word processor, spreadsheet, presentations, drawing tool) compatible with other major office suites. The Document Foundation is coordinating development and... Read more
SlingPlayer Plugin 3.3.20.505 - Browser...
SlingPlayer is the screen interface software that works hand-in-hand with the hardware inside the Slingbox to make your TV viewing experience just like that at home. It features an array of... Read more
Get Lyrical 3.8 - Auto-magically adds ly...
Get Lyrical auto-magically add lyrics to songs in iTunes. You can choose either a selection of tracks, or the current track. Or turn on "Active Tagging" to get lyrics for songs as you play them.... Read more
Viber 4.2.2 - Send messages and make cal...
Viber lets you send free messages and make free calls to other Viber users, on any device and network, in any country! Viber syncs your contacts, messages and call history with your mobile device,... Read more
Cocktail 7.6 - General maintenance and o...
Cocktail is a general purpose utility for OS X that lets you clean, repair and optimize your Mac. It is a powerful digital toolset that helps hundreds of thousands of Mac users around the world get... Read more
LaunchBar 6.1 - Powerful file/URL/email...
LaunchBar is an award-winning productivity utility that offers an amazingly intuitive and efficient way to search and access any kind of information stored on your computer or on the Web. It provides... Read more
Maya 2015 - Professional 3D modeling and...
Maya is an award-winning software and powerful, integrated 3D modeling, animation, visual effects, and rendering solution. Because Maya is based on an open architecture, all your work can be scripted... Read more
BBEdit 10.5.12 - Powerful text and HTML...
BBEdit is the leading professional HTML and text editor for the Mac. Specifically crafted in response to the needs of Web authors and software developers, this award-winning product provides a... Read more

Latest Forum Discussions

See All

Rhonna Designs Magic (Photography)
Rhonna Designs Magic 1.0 Device: iOS Universal Category: Photography Price: $1.99, Version: 1.0 (iTunes) Description: Want to sprinkle *magic* on your photos? With RD Magic, you can add colors, filters, light leaks, bokeh, edges,... | Read more »
This Week at 148Apps: August 25-29, 2014
Shiny Happy App Reviews   | Read more »
Qube Kingdom – Tips, Tricks, Strategies,...
Qube Kingdom is a tower defense game from DeNA. You rally your troops – magicians, archers, knights, barbarians, and others – and fight against an evil menace looking to dominate your kingdom of tiny squares. Planning a war isn’t easy, so here are a... | Read more »
Qube Kingdom Review
Qube Kingdom Review By Nadia Oxford on August 29th, 2014 Our Rating: :: KIND OF A SQUARE KINGDOMUniversal App - Designed for iPhone and iPad Qube Kingdom has cute visuals, but it’s a pretty basic tower defense game at heart.   | Read more »
Fire in the Hole Review
Fire in the Hole Review By Rob Thomas on August 29th, 2014 Our Rating: :: WALK THE PLANKUniversal App - Designed for iPhone and iPad Seafoam’s Fire in the Hole looks like a bright, 8-bit throwback, but there’s not enough booty to... | Read more »
Alien Creeps TD is Now Available Worldwi...
Alien Creeps TD is Now Available Worldwide Posted by Ellis Spice on August 29th, 2014 [ permalink ] Universal App - Designed for iPhone and iPad | Read more »
Dodo Master Review
Dodo Master Review By Jordan Minor on August 29th, 2014 Our Rating: :: NEST EGGiPad Only App - Designed for the iPad Dodo Master is tough but fair, and that’s what makes it a joy to play.   | Read more »
Motorsport Manager Review
Motorsport Manager Review By Lee Hamlet on August 29th, 2014 Our Rating: :: MARVELOUS MANAGEMENTUniversal App - Designed for iPhone and iPad Despite its depth and sense of tactical freedom, Motorsport Manager is one of the most... | Read more »
Motorsport Manager – Beginner Tips, Tric...
The world of Motorsport management can be an unforgiving and merciless one, so to help with some of the stress that comes with running a successful race team, here are a few hints and tips to leave your opponents in the dust. | Read more »
CalPal Update Brings the App to 2.0, Add...
CalPal Update Brings the App to 2.0, Adds Lots of New Stuff Posted by Ellis Spice on August 29th, 2014 [ permalink ] | Read more »

Price Scanner via MacPrices.net

The Rise of Phablets
Carlisle & Gallagher Consulting Group, a businesses and technology consulting firm focused solely on the financial services industry, has released an infographic depicting the convergence of... Read more
Eddy – Cloud Music Player for iPhone/iPad Fre...
Ukraine based CapableBits announces the release of Eddy, its tiny, but smart and powerful cloud music player for iPhone and iPad that allows users to stream or download music directly from cloud... Read more
A&D Medical Launches Its WellnessConnecte...
For consumers and the healthcare providers and loved ones who care for them, A&D Medical, a leader in connected health and biometric measurement devices and services, has launched its... Read more
Anand Lal Shimpi Retires From AnandTech
Anand Lal Shimpi, whose AnandTech Website is famous for its meticulously detailed and thoroughgoing reviews and analysis, is packing it in. Lal Shimpi, who founded the tech site at age 14 in 1997,... Read more
2.5GHz Mac mini, Apple refurbished, in stock...
The Apple Store has Apple Certified Refurbished 2.5GHz Mac minis available for $509, $90 off MSRP. Apple’s one-year warranty is included, and shipping is free. Read more
13-inch 2.5GHz MacBook Pro on sale for $999,...
B&H Photo has the 13″ 2.5GHz MacBook Pro on sale for $999.99 including free shipping plus NY sales tax only. Their price is $100 off MSRP. Read more
Labor Day Weekend MacBook Pro sale; 15-inch m...
B&H Photo has the new 2014 15″ Retina MacBook Pros on sale for up to $125 off MSRP. Shipping is free, and B&H charges NY sales tax only. They’ll also include free copies of Parallels Desktop... Read more
Labor Day Weekend iPad mini sale; $50 to $100...
Best Buy has the iPad mini with Retina Display (WiFi models) on sale for $50 off MSRP on their online store for Labor Day Weekend. Choose free shipping or free local store pick up. Price is for... Read more
13-inch 1.4GHz MacBook Air on sale for $899,...
Adorama has the new 2014 13″ 1.4GHz/128GB MacBook Air on sale for $899.99 including free shipping plus NY & NJ tax only. Their price is $100 off MSRP. Read more
It’s Official: Apple Issues Invitations To Se...
Apple has issued one of its characteristically cryptic press invitations for a special event to be held at the Flint Center for the Performing Arts in hometown Cupertino on Sept. 9, 2014 at 10:00 am... Read more

Jobs Board

*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
*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
*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
*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
Senior Event Manager, *Apple* Retail Market...
…This senior level position is responsible for leading and imagining the Apple Retail Team's global event strategy. Delivering an overarching brand story; in-store, Read more
All contents are Copyright 1984-2011 by Xplain Corporation. All rights reserved. Theme designed by Icreon.