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.

 

Community Search:
MacTech Search:

Software Updates via MacUpdate

beaTunes 4.6.14 - Organize your music co...
beaTunes is a full-featured music player and organizational tool for music collections. How well organized is your music library? Are your artists always spelled the same way? Any R.E.M. vs REM?... Read more
iDefrag 5.1.8 - Disk defragmentation and...
iDefrag helps defragment and optimize your disk for improved performance. Features include: Supports HFS and HFS+ (Mac OS Extended). Supports case sensitive and journaled filesystems. Supports... Read more
Day One 2.1.8 - Maintain a daily journal...
Day One is the easiest and best-looking way to use a journal / diary / text-logging application for the Mac. Day One is well designed and extremely focused to encourage you to write more through... Read more
Spotify 1.0.53.758. - Stream music, crea...
Spotify is a streaming music service that gives you on-demand access to millions of songs. Whether you like driving rock, silky R&B, or grandiose classical music, Spotify's massive catalogue puts... Read more
VirtualBox 5.1.20 - x86 virtualization s...
VirtualBox is a family of powerful x86 virtualization products for enterprise as well as home use. Not only is VirtualBox an extremely feature rich, high performance product for enterprise customers... Read more
Arq 5.7.9 - Online backup to Google Driv...
Arq is super-easy online backup for Mac and Windows computers. Back up to your own cloud account (Amazon Cloud Drive, Google Drive, Dropbox, OneDrive, Google Cloud Storage, any S3-compatible server... Read more
Vienna 3.1.10 :d05d7a5d: - RSS and Atom...
Vienna is a freeware and Open-Source RSS/Atom newsreader with article storage and management via a SQLite database, written in Objective-C and Cocoa, for the OS X operating system. It provides... Read more
WhiteCap 6.7 - Visual plug-in for iTunes...
WhiteCap is a sleek and sophisticated music visualizer and screensaver that features futuristic, wireframe mesh visuals with dynamic backgrounds and colors. WhiteCap contains thousands of visual... Read more
Dropbox 24.4.16 - Cloud backup and synch...
Dropbox is an application that creates a special Finder folder that automatically syncs online and between your computers. It allows you to both backup files and keep them up-to-date between systems... Read more
Amazon Chime 4.2.5645 - Amazon-based com...
Amazon Chime is a communications service that transforms online meetings with a secure, easy-to-use application that you can trust. Amazon Chime works seamlessly across your devices so that you can... Read more

Latest Forum Discussions

See All

Blizzard is looking to hire a mobile dev...
A new thread on the popular video game rumor forum, NeoGAF, uncovered an interesting job listing over at Blizzard Entertainment. It appears the studio behindStarCraft, World of WarCraft, Hearthstone,andOverwatch is looking to bring on a new hire... | Read more »
Legend of Zelda meets Cooking Mama in ne...
Dungeon Chef is what happens when you mix the RPG elements (and style) of a Legend of Zelda game, with cooking elements. Although, now that The Legend of Zelda: Breath of the Wild also has cookingelements, so maybe the gameplay is not so novel.... | Read more »
ChordFlow (Music)
ChordFlow 1.0.0 Device: iOS Universal Category: Music Price: $6.99, Version: 1.0.0 (iTunes) Description: ChordFlow is a chord sequencer with a unique 4-track polyphonic arpeggiator, extensive chord library, MIDI out and Ableton Link... | Read more »
The Walking Dead: A New Frontier is out...
The newest season of Telltale Games'The Walking Dead is well underway. After the release of the third episode, "Above the Law" about a month ago, episode four, "Thicker Than Water" is hot and ready for more zombies and gut-wrenching emotional... | Read more »
Best games we played this week
Another week, another new wave of mobile games do dive into. We've dug through the list of apps that came out this week to tell you which apps are worth your sweet time. And while there weren't too many games this week, there were some big ones.... | Read more »
Vignettes (Games)
Vignettes 1.0.1 Device: iOS Universal Category: Games Price: $2.99, Version: 1.0.1 (iTunes) Description: Vignettes is a casual but unique exploration game without text or characters, where objects shapeshift as you spin them around... | Read more »
Get Me Outta Here is an 80s retro shoote...
Are you ready to fight some aliens? Because Crescent Moon Games has released the retro shooter Get Me Outta Here on iOS devices today. [Read more] | Read more »
Get a bunch of Apple productivity apps f...
If you're an Apple Mac owner, you're probably aware of the host of Apple productivity apps the company includes in all new Mac purchases. Apps like iMovie, Keynote, and of course, GarageBand. While you used to be able to also buy these apps... | Read more »
Terra Mystica (Games)
Terra Mystica 1.03 Device: iOS Universal Category: Games Price: $9.99, Version: 1.03 (iTunes) Description: Short Summary:≈≈≈≈≈≈≈≈≈≈≈≈≈ | Read more »
Ms. Spell (Games)
Ms. Spell 1.0 Device: iOS Universal Category: Games Price: $.99, Version: 1.0 (iTunes) Description: Cast spells and battle monsters in this turn based game, that has you delving into ever the changing Dreadwood to retrieve the lost... | Read more »

Price Scanner via MacPrices.net

15-inch Touch Bar MacBook Pros, Apple refurbi...
Apple is offering Certified Refurbished 2016 15″ Touch Bar MacBook Pros for $360 to $420 off original MSRP. An Apple one-year warranty is included with each model, and shipping is free: - 15″ 2.6GHz... Read more
13-inch MacBook Airs on sale for up to $150 o...
Overstock.com has 13″ MacBook Airs on sale for up to $150 off MSRP including free shipping: - 13″ 1.6GHz/128GB MacBook Air (sku MMGF2LL/A): $869.99 $130 off MSRP - 13″ 1.6GHz/256GB MacBook Air (sku... Read more
15-inch Touch Bar MacBook Pros on sale for $1...
B&H Photo has the new 2016 15″ Apple Touch Bar MacBook Pros in stock today and on sale for up to $200 off MSRP. Shipping is free, and B&H charges NY sales tax only: - 15″ 2.7GHz Touch Bar... Read more
15-inch 2.7GHz Touch Bar MacBook Pros on sale...
Amazon has 2016 15″ 2.7GHz Apple Touch Bar MacBook Pros in stock today and on sale for $150-$200 off MSRP. Shipping is free: - 15″ 2.7GHz Touch Bar MacBook Pro Space Gray (sku MLH42LL/A): $2599 $200... Read more
Apple now offering Certified Refurbished 13-i...
Apple is now offering Certified Refurbished 2016 13″ Touch Bar MacBook Pros for $270-$300 off original MSRP. An Apple one-year warranty is included with each model, and shipping is free: - 13″ 2.9GHz... Read more
MyGiHealth Digestive Symptom Tracker Version...
My Total Health, Inc. has announced the release of MyGiHealth 2.1, an important update to their digestive symptom tracker developed exclusively for iPhone, iPad and iPod touch devices. MyGiHealth is... Read more
Galaxy S8 Materials Costs Highest by Far Comp...
The new Samsung Galaxy S8 equipped with 64 gigabytes (GB) of NAND flash memory carries a bill of materials (BOM) cost that comes out to US$301.60, much higher than for previous versions of the... Read more
iCarMode 4.0 Car Dashboard App For iOS Integr...
Indie developer Diego Resnik has announced the release of iCarMode 4.0, an update to his productivity app developed for iOS devices. iCarMode has positioned itself as a true car dashboard app,... Read more
How to save $150+ on Apple’s 13-inch 2.0GHz n...
Apple Authorized Reseller B&H Photo has non-Touch Bar 13″ 2.0GHz MacBook Pros on sale for $150 off MSRP for a limited time. Shipping is free, and B&H charges NY sales tax only: - 13″ 2.0GHz... Read more
15-inch 2.2GHz Retina MacBook Pro, Apple refu...
Apple has Certified Refurbished 2015 15″ 2.2GHz Retina MacBook Pros available for $1699. That’s $300 off MSRP, and it’s the lowest price available for a 15″ MacBook Pro. An Apple one-year warranty is... Read more

Jobs Board

*Apple* Mac Computer Technician - GeekHampto...
…complex computer issues over the phone and in person? GeekHampton, Long Island's Apple Premium Service Provider, is looking for you! Come work with our crew Read more
*Apple* Retail - Multiple Positions - Apple,...
Job Description: Sales Specialist - Retail Customer Service and Sales Transform Apple Store visitors into loyal Apple customers. When customers enter the store, Read more
Music Marketing Lead, iTunes & *Apple*...
# Music Marketing Lead, iTunes & Apple Music Job Number: 56868140 Culver City, California, United States Posted: Apr. 17, 2017 Weekly Hours: 40.00 **Job Summary** Read more
*Apple* Media Products - Commerce Engineerin...
Apple Media Products - Commerce Engineering Manager Job Number: 57037480 Santa Clara Valley, California, United States Posted: Apr. 18, 2017 Weekly Hours: 40.00 Job Read more
*Apple* Mac Computer Technician - GeekHampto...
…complex computer issues over the phone and in person? GeekHampton, Long Island's Apple Premium Service Provider, is looking for you! Come work with our crew Read more
All contents are Copyright 1984-2011 by Xplain Corporation. All rights reserved. Theme designed by Icreon.