OL2001: How to Move Entourage Messages to Outlook Folders (303400)

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Entourage is an Internet standard-based messaging client that stores messages in folders in a database file. You can select either Post Office Protocol version 3 (POP3) or Internet Messaging Access Protocol (IMAP) to send and receive messages in Entourage. The difference between these protocols is that IMAP stores messages on the server, while POP3 stores messages in a set of folders on your computer. In cases where you use Entourage as an IMAP client, a set of local folders is created.

Although there is not a direct method to import messages that are stored in these clients, the following steps describe a manual method to move messages to an Exchange Server that is configured as an IMAP server from folders that are stored in folders based on each of the two protocols. This procedure requires that the Exchange Server have IMAP activated during the time that the messages are being transferred. You may need to contact the messaging administrator in your organization to have this protocol activated.

NOTE: If you are currently using Entourage as a client that is connected to an Exchange Server that is configured as an IMAP server, your messages may already be in Exchange Server folders. If you have moved any messages to the local folders in your client installation, you can move them to any folder on the IMAP server. After you do this, create a profile for this server with Outlook 2001 for Mac to access these messages.

How to Move POP3 Messages to an Exchange Server

Use the methods in this section to move POP3 Messages to an Exchange Server.

How to Create a New IMAP Account

Use the following steps to create an IMAP account in the same identity as the existing POP3 or IMAP account:

1. On the Tools menu, click Accounts.
2. In Account Setup Assistant, type the name that is assigned to your Exchange Server mailbox in the Display Name box, and then click Configure Account Manually.
3. In New Account, click the Account Type list, click IMAP, and then click OK.
4. In the Edit Account dialog box, type a descriptive name for the account in the Account Name box. This is a temporary name.
5. In the Name box, type your name as it was assigned to you when the Exchange Server account was created.
6. In the E-Mail Address box, type the e-mail address that your administrator assigned to you. Note that you may need to use the Simple Mail Transfer Protocol (SMTP) form of this address.
7. In the Receiving Mail section, type the name that was assigned to your account by your administrator in the Account Name box. This is often referred to as an alias and is the part of the e-mail address that appears before the at sign (@).
8. Type the name or address of the Exchange Server computer in the IMAP Server box.
9. Click Click Here for Advanced Receiving Options, and then click Always Use Secure Password. If you are unsure of the security implementation in your organization, consult the administrator for the network security options.
10. In the Password box, type your password. The Save Password option is automatically selected. If you want to receive a prompt for a password when you check messages, click to clear the Save Password check box, and then click the arrow to go to the next dialog box.
11. In the Sending Mail section, type the same address for the Microsoft Exchange Server in the SMTP server box, click Click Here for Advanced Sending Options, and then click SMTP Server Requires Authentication.. In most cases, the Use Same Settings as Incoming Server setting is sufficient. If your server requires more secure sending options, consult with the administrator for the proper setting.
12. Click OK, and then close the Accounts dialog box.
13. In the Folder List, click the Account Name provided in step 4. The Exchange Server folder tree appears as IMAP folders.

How to Copy Messages from the Previous Inbox to the New IMAP Inbox

Because the IMAP inbox and other folders are a representation of your Exchange Server mailbox, when you move the messages to this location they re-appear when you view them with another client.

NOTE: When you view an IMAP account in the same Folder List pane as a POP3 account, the POP3 account appears above the IMAP account. If the previous account was on an IMAP server, the IMAP accounts appear alphabetically.

Use the following steps to move the messages from the previous account to the IMAP account:

1. Click the previous Inbox to display all message contents.
2. On the Edit menu, click Select All.
3. Click in the selected group of messages, and then drag the messages to your IMAP Inbox.
4. In the Folder List pane, click your IMAP Inbox, and then verify that the messages appear.
5. Repeat the above steps for all messages that are in user created folders in the previous account.

How to Access the Newly Moved Messages with Outlook 2001

After you have moved messages from the previous POP3 or IMAP accounts to folders on the Exchange Server that you view as an IMAP server, you can create a profile with Outlook 2001 for Mac to connect to the mailbox. You can view all messages that you have moved to the folders as Outlook 2001 for Mac messages. Any files attached to the messages are retained.