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Entourage X Data File Management

Posted on 2010-08-16
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Last Modified: 2013-11-24
Hi, I understand that the data file limit for Entourage X is 4GB. I've spent the day compressing and rebuilding the Database file but it is still very large and close to the limit.
I can't see any easy of archiving old messages or even creating additional data files like you can with Outlook pst files so that I can reduce the Database file size.

Anyone got any ideas how I can avoid going over quota?
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Question by:canu
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OK _ first thing to know is that Entourage does not reduce the size of its database when you delete files or attachments. In order to shrink the database you have to do a rebuild.

In preparation, Delete all of your spam, empty the Deleted Items folder
Save your attachments that came with mail messages to whatever folders you want on your hard drive. If you are sure the attachments are safely saved and/or unneeded, View the mail messages by Attachment, select all the ones appropriate and Remove Attachments from the messages.

BEFORE STARTING make sure you have more than 4 Gb free space on the hard drive where the mail identity resides. This is important because Entourage will NOT give you an error message if you run out of drive space when you are rebuilding, it will just happily finish, after throwing away whatever mail it didn't have room for.

OK, then quit Entourage and reopen it, while holding down the Option key, It will ask you whether you want to rebuild the database. Answer yes and go have lunch and around of golf. When you come back, there will be an Old Database and Old Messages in your identity, and a spanking new slimmer database that will be current.

Go ahead and back up the Old Database/Message files to a DVD if you like, then delete them from the hard drive.

Repeat this as necessary.

If you still need top shink the database, you will need to export messages. Organize your messages intoo folders, with one or more folders for the oldest messsages that you want to prune out. Try to observe a maximum of 1,000 messages per folder. for reliability. Get an applescript called OEExporter or OEExporter4Entourage and it will save out entire folders of messages as text files. Not as convenient, but you can index and search them with Spotlight.
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