Re: URGENT: Mailing rule problems of filing in outlook express and hard copy file systems in real case

From: PA Bear (PABear_at_mvps.org)
Date: 08/13/04 

Date: Thu, 12 Aug 2004 23:07:52 -0400

Follow these caveats and you're not likely to even approach 2GB, Teres:

Don't use Inbox or Sent Items to archive messages. Move them to local
folders created for this purpose.

Disable Background Compacting and frequently perform a manual compact of all
OE folders while "working offline". More at
http://insideoe.tomsterdam.com/files/maintain.htm.

Your anti-virus application's email scanning feature can also cause such
corruption. Disable it. It provides no additional protection.

References:

Backup & Restore OE Data
http://insideoe.tomsterdam.com/backup/index.htm
http://www.oehelp.com/backup.aspx

OE Files & Settings
http://insideoe.tomsterdam.com/files/index.htm

Importing OE Data
http://insideoe.tomsterdam.com/faqs/how.htm#importOE5
http://insideoe.tomsterdam.com/faqs/how.htm#importdbx

OE Freebie Backup
http://www.oehelp.com/OEBackup/Default.aspx

Using WinXP's FAST Wizard, by MVP Gary Woodruff
(Please read the caveats about Outlook Express)
http://aumha.org/win5/a/fast.htm

MVP "Majik", author of OE Freebie Backup, writes:
<paste>
Backup and archiving are two separate things that people sometimes confuse
each other with. What it sounds like you are wanting to do is archive the
old message stores for possible later retrieval. Usually archiving is a way
to store the old messages, clear them from the current setup and basically
start over with empty files. Should you have a need to restore those files,
you can simply import them into OE.

Backup is done in case you have a problem and need to restore the data as it
was.

Backing up files should be done in a way that you understand what and where
the files are, how long you want to retain them, etc.

Two different forms of backup (others may have additional plans):

1) Make a backup of the current data. (Backup1)
    The next time you backup the data, put it in a separate folder.
(Backup2)
    The next time you backup the data, put it in a separate folder again.
(Backup3)
    The next time you backup, overwrite Backup1
    The next time you backup, overwrite Backup2
    The next time you backup, overwrite Backup3
    The next time you backup, overwrite Backup1
    The next time you backup, overwrite Backup2
    The next time you backup, overwrite Backup3
 &c.

You always keep the last three backups for that just in case problem.

2) Make a backup to a different folder for each backup, never overwriting
the previous.

One idea: I've got several clients doing now for backing up their messages
is to create a folder within OE and name it the month (March2004) of the
backup. They can easily copy just that one DBX file and put it on CD then
delete it from within OE. When they need it, they can easily then make a
new folder of the same name, open it to create the dbx file required to get
it in the Folders.dbx file), close OE, then copy the backed up dbx file over
the existing one (removing the read only attribute) then restarting OE.
Their messages are there waiting on them then and when they finish, all they
have to do is delete the folder in OE. They won't be adding messages to that
dbx file so it's no big deal when they delete it.
</paste> 

-- 
~Robear Dyer (PA Bear)
MS MVP-Windows (IE/OE), AH-VSOP
Are You Ready for WinXP SP2?
http://support.microsoft.com/default.aspx?pr=windowsxpsp2
What You Should Know About Spyware
http://www.microsoft.com/athome/security/spyware/devioussoftware.mspx
AumHa Forums
http://forum.aumha.org
Teres wrote:
> Thanks!
>
> One more simple question, to avoid reaching the limit of 2G for each leave
> folder create.  I decided to create subfolder for each quarter, i.e. Jan
> to March, Apr to June, July to Sep and Oct to Dec.
> -Back up data: is it just to copy the *.dbx file to any media like CD rom?
> -Delete old data to save space: delete the folder and mail in outlook
> express?
> -Restore data
>    --on same computer: just copy the *.dbx file to the original path?  Do
> I need to create the fodler structure first?  For example, a folder is a
> child folder of A and I've delted both A.dbx and a.dbx:
>        --- If I just want and empty parent folder A: create new folder A
> in outlook and exited.  Copy a.dbx in the user path.
>        ---Want both original folder A and mail, as well as a.  Just copy
> both A.dbx and a.dbx?
>    --on different computer: is everthing the same except copying the *.dbx
> to the appropriate user path for outlook?
>
> Best regards
> Teres
> "Steve Cochran" <scochran@oehelp.com> ???
> news:%23NNlTX5fEHA.2812@tk2msftngp13.phx.gbl ???...
> > To answer part of this, the message rules don't pick up text in the
> > message to filter on, so you'll have to use the subject line.
> >
> > How you set it up is up to you, but I'd make sure and backup once you
> > get it working.
> >
> > You can go here for more info on message rules:
> >
> > http://www.mindspring.com/~oe_oh/
> >
> > cheers,
> >
> > steve
> >
> > "Teres" <tereswong@alumni.cuhk.net> wrote in message
> > news:OzimFx1fEHA.556@tk2msftngp13.phx.gbl...
> > > Dear all,
> > >
> > >     I works in a trading company and need to file e-mail records of
> > > clients and vendors.  I want to make the file system in outlook
> > > express is the same as the hard copy filing system.  In such case, I
> > > can file all the records in outlook express first, then print them
> > > and file to the box files.  To simplify the case, let's say I've
> > > three product categories: PA, PB, PC. Three vendors, VA, VB, VC and
> > > some customers.  Each vendor may provide more than one category of
> > > products.
> > >
> > > In the hard copy file systems:
> > > 1. Each product will have local customers and overseas customers,
> > > thus have total six box files.  Let it be PAO (overseas), PAL
> > > (local), PBO, PBL, PCO, PCL.  For the Vendors, we have VA, VB, VC
> > > three box files.
> > >
> > > 2. If we've received the customers enquiry, say customer A, we'll
> > > classify it to one of the six box files, let's say PAO.  Then in each
> > > box file, PAO this case, we'll file the mail with the appropriate
> > > initial letter index, A in this case.
> > >
> > > 3. On behalf of the customer, we'll send e-mail to vendors checking
> > > the cost from vendors, say, VA, VB and VC.  This mail will be filed
> > > to the corresponding VA, VB and VC files.  In addition, we'll print
> > > extra copies to file under customer A's hard copies in the PAO, i.e.
> > > for the vendors, we'll file in two locations, vendor box file and
> > > customer box file.
> > >
> > > 4. When the vendors replies, we'll file the mail under the vendor
> > > file and customer file correspondingly!
> > >
> > > Thus, in the outlook express, we'll take the Inbox as the root folder
> > > for all folders:
> > > 1. Create nine folders, PAO, PAL, PBO, PBL, PCO, PCL, VA, VB, VC.
> > >
> > > 2. For each existing customer inside the product category, create a
> > > subfolder under the corresponding folder.  There may be cases that one
> > > customer will be in multiple product categories.
> > > - How can I set the mail rules determining this customer mail should
> > > be in which category?  Do I need to advice the customer putting
> > > specified wording in front of the subject first , like PA: xxxxxx to
> > > determine the category of the customer mail? In this case, I'll set
> > > the mail rule with specific sender, e.g. @abc.com and wording in the
> > > subject, PA:, to move to the customer folder, e.g. CA.
> > > -If new customer, usually won't have the appropriate heading, PA, do I
> > > certainly need to file it manually to the appropriate subfolder?
> > >
> > > 3. To file the vendor's mail, just set mailing rule, with specific
> > > receiver (vendor) @vendor.com to put a copy of folder CA under the
> > > Vendor folder, i.e. we 'll create customer folders under vendor
> > > folder!
> > >
> > > 4. To deal with the mailing rule to determine which folder should the
> > > current received mail to put in and/or any extra copy need, have any
> > > one idea how should i deal it?  I just have idea to put some specific
> > > wording in the subject line in this moment, e.g. a specific reference
> > > number in front of the subject line.  Let's say, use the customer
> > > number, e.g. c0001 and the vendor number, v0001 in the mail we sent
> > > to the vendors, i.e. c0001v0001: xxxx.  Then we can set mailing rule:
> > > with specific wording in the subject line, c0001v0001, move the mail
> > > in customer A (c0001) folder in PAO and put a copy in customer A
> > > folder under Vendor(v0001) folder.
> > >
> > > What's the maximum mailing rule I can set in outlook express?  Will
> > > this work efficiently as there will be a lot of mailing rules, each
> > > customer may have more than two mail rules!
> > >
> > > Best regards,
> > > Teres Wong

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