On or near 8/13/03 8:44 AM, Walt Hopkins at [EMAIL PROTECTED] observed: > Hello again, > > I started the process of simplifying and clarifying my database last > spring--and simplifying seems to be very complex. > > I am running Entourage X and my intention is to get down to a lean database > because my current one no longer fits on a single backup CD. I have 2233 > contacts and well over 500 folders (which I discovered when I went over the > limit of eMA). So now I�m trying to get organised so I can make the > archiving work. > > Based on numerous helpful suggestions here back in March, April, and early > June, my assistant and I have been working away at assigning categories to > each contact. This takes an amazing amount of time. My assistant is doing > most of the work (I have RSI so try to avoid such tasks) and unfortunately > that means she needs my computer. Which means I don't have access to it for > my other work. And when I'm on the road then she can't do anything at all. > > So I've ordered an iBook for her which should arrive by the end of the week. > My idea is that she can work on the database while I am away and then we > synchronise the databases when I return. My question is: how do we do that? > Although I have searched the website, all I can find is how to synchronise > between Palm and Entourage. > > Do I just copy my database on to her machine and then copy it back again? > How do I add the work I've done while on the road? Or is there something > more complicated to do? Or much simpler? > > Thanks again in advance for your help. > It won't be easy. There is no good method for doing a two-way sync between two Entourage databases.
You can certainly leave her a copy of your database to work on. If what she is doing is categorizing contacts, and not changing anything else, there are a few ways you might be able to import her changes when you return. None are without difficulties. First of all, when your assistant assigns categories, in addition to the actual category being assigned, have her assign a second category, "Changed". 1. DRAG AND DROP When you return, make sure your assistant's copy of your user identity is different from your original copy. Drag this renamed identity folder in to your "Office X Identities" folder."Switch Identity" command in the entourage menu to access the database containing the updated contacts. You should then be able to use the filter box to select all contacts that have the "Changed" category. Drag them to the desktop, where they will become individual .vcf files. Switch back to your main identity, and drag them from the Desktop into the Address Book, where they will become new contacts. Ooops! I just did this with a couple contacts to verify, and discovered that they lose any categories! So that won't work. 2. PAUL B's SCRIPTS You'll need to get Paul Berkowitz's AppleScript package, Export-Import Entourage. It will allow you to export from the one identity (or from your assistant's copy) into an intermediate file that you can then import into your main identity, complete with categories. You will need, then, to use a script to find the duplicates and to delete the uncategorized ones. I believe Paul's package comes with a script to do that; if not, there are a couple versions on macscripter.net. 3. USE THE APPLE ADDRESS BOOK Again, you'll need scripts from Paul, this time the Synchronize Entourage--Address Book set of scripts. This might be the best solution for you. You could export your entire address book from Entourage to Address Book, where categories become "Groups". Your assistant could then add people to the appropriate Group in Address Book. (I'm not sure, but you might need to edit the categories in the Notes field, since the scripts seem to make a record of categories there.) Then, on your return, you could sync the two address books, and the info from Apple's Address Book should copy back over to Entourage, without duplicating contacts. -- Microsoft MVP for Entourage/OE/Word (MVPs are volunteers) Allen Watson <[EMAIL PROTECTED]> Entourage FAQ site: <http://www.entourage.mvps.org/> AppleScripts for Outlook Express and Entourage: <http://members.thinkaccess.net/[EMAIL PROTECTED]/Scripts/> Entourage Help Pages: <http://www.entourage.mvps.org/> -- To unsubscribe: <mailto:[EMAIL PROTECTED]> archives: <http://www.mail-archive.com/entourage-talk%40lists.letterrip.com/> old-archive: <http://www.mail-archive.com/entourage-talk%40lists.boingo.com/>
