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Hi Diane, First, you're awesome and thank you! Have been following your instructions on OfficeforMacHelp to move my Exchange messages to my Outlook for Mac 2011, after upgrading to El Capitan. Took 3 days of rebuild attempts and finally settled on the export using OLM using your instructions.
Relatively smooth though I lost a chunk of data from my gmail which was ok because I didn't delete them from the server so I could re-download. I have also followed your advise to clean up all the junk on my Gmail server and now ready to re-download my much reduced email to my new identity. I have two accts: one Gmail and the other exchange (work).
Size of my fresh identity size is around 8GB which is pretty big and I note your warning that my identity could get corrupted again. I'm not worried about Gmail because I can get them from the server again - but my archived work emails are already removed from the server so i need them to be secure. They are all divided into subfolders by time period. Is dragging each folder out as.mbox (as you suggested) the best way of storing them? They should be less than 2GB per folder or I'll make them so. After I create the.mbox by dragging each folder to desktop, can I then reorganise them into a folder and store away in an external back drive?
And when I need them, I just import them back to Outlook for mac, right? Correct, both the.olm and.mbox files have to be imported to view messages. You can import the.mbox files back into Outlook 2011 but not Outlook 2016. You could use Apple Mail to view the.mbox files if you have moved on to the Outlook 2016. Mail will import all.mbox files with one process where Outlook 2011 makes you import each.mbox one at a time. Only Outlook can import the.olm file. I personally don't like the.olm file because of this.
Even Microsoft does not support their own formats for long periods of time. In Entourage we had the.rge file (same as.olm). While Outlook 2011 can import.rge, Outlook 2016 cannot.
Note: if you get a log file with.olm export, be sure to check the log. This only happens if you can't export everything. A couple of items is acceptable, but not a long list.usually attachments. You mentioned you had Gmail and Exchange. I would not import any folders from these accounts. They will be local and why bother, they will download from the server.
It's only the local 'On My Computer' folders you need. While the export as.olm doesn't allow you to exclude these, you can use Emailchemy to export as.mbox file. This shows you exactly which folders are under 'On My Computer'. Afterwards you can select to convert the local.mbox files to.rge for import into Outlook 2011. BTW, I recently discovered, that I'm able to drag out messages to.mbox larger than the 2Gb.
Still testing to see what limits there might be. Not sure when this change occurred. Emailchemy uses the larger.mbox file sizes. I've exported data from Outlook that was over 10GB for a single folder using Emailchemy.
Emailchemy $29.95. Thanks, Diane! 'You mentioned you had Gmail and Exchange. I would not import any folders from these accounts. They will be local and why bother, they will download from the server.' This is true fro my personal Gmail account.
Unfortunately, our company email server (the Exchange account) has size limits and will delete anything in excess so I have to download to local folders if I want to keep my mails. Emailchemy, I will note but my requirement at this point doesn't justify the price. Besides, this is something I do once in a few years:-) Thanks for the additional tips too on the limitations of.olm &.mbox. Once again thanks for the clear, detailed and patient instructions.
Are you getting messages popping up telling you that you have reached the mailbox size limit in Outlook 2011 for Mac? Keeping email messages under 5,000 or so items is a good practice. Although there is no documentation indicating that there is a mailbox limit for Outlook 2011, keeping overall mailbox size small can significantly improve overall performance. If you are not getting email due to space limitations, you may need to archive your Outlook email. Here’s how to do it.
Categorize your Emails Before you can archive emails you must go through your email and categorize what you want to archive. Begin by creating a folder to categorize emails. For example, create a folder called Archive.
You can create any category or categories that apply to your life or business model. The category you assign really depends on how you want to organize your archived email files. You can always dump all your mail into a category called Archive.
Or, get fancy by categorizing by date, subject, customer or other relevant category. The key is to assign categories that will make sense to you in the future should you ever need to re-import your archived email back into Outlook. Creating a Category.
Creating a category is easy. From the Microsoft Ribbon, select Categorize and Add New. Next, choose a color and type the name of your category. Now begin highlighting emails that you want to archive and click the Categorize button on the ribbon bar and choose Archive or the applicable folder you created. When you categorize an email, the name of the category is placed on the far right hand corner of the email. NOTE: Your emails are also categorized by the color you choose. Exporting your Email Now that you have categorized your email, it is time to export them.
Begin by selecting File Export from the Outlook menu. Next, select Outlook for Mac Data File (.olm) and Items that are in the Category. Select the category that you created and assigned your emails. Deselect everything but the Mail checkbox. Click the Arrow to continue. At this point in time, accept the default of No, do not delete items.
Click the Arrow to continue. Assign a name to your category file and click Save. Note: Save the name based on the category created. A progress bar appears as you save. Rinse and repeat this process until all of your emails are exported in their categories.
Deleting your Email Now that you have categorized all of your email, let’s import the archive and make sure it is working properly. Click Files Import form the Outlook menu. Select Outlook Data (.pst or.olm). Select Outlook for Mac Data File (.olm). Browse to location and click Import and Done. In the sidebar of Outlook, your folder will appear under the name you created. Validate emails are there and now you are ready to delete your emails from each category folder as they have been archived.
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Now that you have learned how to archive mail, your next steps are to continue to categorize the email that you want to archive and then export each set. When all emails are archived, you can delete the current emails in each category and free up valuable space.
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