automating contact + notes export


D

David T-G

Greetings!

I would like to automate as much as I can the process of exporting from
Outlook [2003 so far and for as long as I can keep it that way] my
contacts and notes in order to have an application-agnostic backup; the
ultimate answer would be to have Outlook dump each to a datestamped file
once a week or similar. I have looked for command-line switches or other
options but have not yet found a way to automate the process.

I stumbled across CodeTwo's Outlook Export and found it to do what it
promises pretty well and without *too* much effort, but it still isn't an
automated process. Before I go and cobble up some automation to grab a
static file (eg outlook-export.csv), determine what's in it, and rename it
as a datestamped content-appropriate file (eg notes.2010-0421.csv), I
thought I'd see if anyone else is doing the same sort of thing :)

Any suggestions?


TIA & HAND

:-D
 
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B

Brian Tillman [MVP-Outlook]

I would like to automate as much as I can the process of exporting from
Outlook [2003 so far and for as long as I can keep it that way] my
contacts and notes in order to have an application-agnostic backup; the
ultimate answer would be to have Outlook dump each to a datestamped file
once a week or similar. I have looked for command-line switches or other
options but have not yet found a way to automate the process.

Exporting and importing always loses Outlook data so if you want a faithful
backup you will not use an "application-agnostic" format.
 
D

David T-G

Brian, et al --
"David T-G"
... ...

Exporting and importing always loses Outlook data so if you want a faithful
backup you will not use an "application-agnostic" format.

True enough, and thanks for the warning. Since the primary reason to do
this is so that I don't lose that information when I for whatever reason
leave this company and don't have Outlook or my synchronized cell phone
any more I don't lose all of this data, however, I very much *do* want to
have it in a format that is easily readable to be converted to whatever
format I wish.



Thanks again & HAND

:-D
 
B

Brian Tillman [MVP-Outlook]

True enough, and thanks for the warning. Since the primary reason to do
this is so that I don't lose that information when I for whatever reason
leave this company and don't have Outlook or my synchronized cell phone
any more I don't lose all of this data, however, I very much *do* want to
have it in a format that is easily readable to be converted to whatever
format I wish.

If I had to do this, I'd export the calendar and contacts (indeed, all
non-mail data) as CSV files. There is a tool that can export Outlook data to
HTML or Compressed HTML (chm) files, available here:
http://www.office-outlook.com/outlook-addins/html-email-archiver-for-outlook.html.
Another "backup" tool is here:
http://www.outlookbackup.com/export-outlook.html. Google will find many more
references to tools that may be suitable.
 
K

Karl Timmermans

In terms of exporting contact info via an automated process - ContactGenie
DataPort 3.0 would handle what you're looking for but suspect would not be
viable from a cost standpoint (product intended for a different
demographic). Other options are available but do not include automation
(i.e. QuickPort/Toolkit and soon to be released DirectPort). In addition CG
Export Premium also provides for exporting to an MS Access file which can
subsequently be "updated" versus being re-created on an automated basis.
For the record, no CG product is promoted as a "backup" solution in and of
itself but do address your requirements.

In any case, providing this as information only -
http://www.contactgenie.com

Karl
--
____________________________________________________________
Karl Timmermans - The Claxton Group
ContactGenie - QuickPort/DataPort/Exporter/Toolkit/Duplicate Contact Mgr
"Contact import/export/data management tools for Outlook '2000/2010"
http://www.contactgenie.com
 
D

David T-G

Brian, et al --
"David T-G"
...

If I had to do this, I'd export the calendar and contacts (indeed, all
non-mail data) as CSV files. There is a tool that can export Outlook data
to

OK. That's what I figured (although I only care about contacts and
notes). I'd rather have it go directly to some [portable] database
format, but CSV is a poor man's database.

HTML or Compressed HTML (chm) files, available here:
http://www.office-outlook.com/outlook-addins/html-email-archiver-for-outlook.html.

Thanks, but I got a [pretty-ified] 404 error.

Another "backup" tool is here:
http://www.outlookbackup.com/export-outlook.html. Google will find many
more

Another 404 -- but is this one CodeTwo's software, which I said in my
first post that I found and am using?

references to tools that may be suitable.

True, but I haven't found any yet that actually are :-( Specific [and
working :-] pointers are appreciated!



Thanks again & HAND

:-D
 
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K

Karl Timmermans

My apologies - was having a "senior moment" when I originally responded and
was thinking about the "Notes" field contained in the contact item. You're
correct - CG solutions currently are only for contact items with emphasis
on custom form/field data and "updating" pre-existing info versus just
adding (Outlook's import/export pretty much does anything standard that
someone might want/need). Mutliple item type solutions not likely to show
the light of day until later this year with initial focus on CRM based
migration requirements versus things like just the "notes" folder. To be
honest, really doubt there is much of a market for an automated solution
for it.

Karl
--
____________________________________________________________
Karl Timmermans - The Claxton Group
ContactGenie - QuickPort/DataPort/Exporter/Toolkit/Duplicate Contact Mgr
"Contact import/export/data management tools for Outlook '2000/2010"
http://www.contactgenie.com
 
K

Karl Timmermans

Curious as to what you would consider a "portable" database format that
wouldn't require some kind of 3rd party program to access "and" would be
widely accepted by other programs for the purposes of manipulation.

Can't think of anything beyond CSV that could be considered a "universal"
format (or remotely "as universal") supported by just about anything
meaningful for using data in mutliple destinations across multiple
platforms. Anything else and you're just trading having Outlook on your
system to access PST files for a 3rd party utility to access the "portable
DB" with export functionality should you want to use your data in some
other program.

Just as an aside, if you export your contacts/notes once a week - the
resulting file is always going to contain the most current info since you
can't select "only new stuff since" - all you have to do is name the output
file to whatever you want (i.e. Notes-20100422.csv). You just need to
remember to do it but that max you would ever lose should you forget are
the changes/additions from the last time you exported your data. Set up a
recurring reminder in Outlook to remind you to do this 5 minute process on
whatever recurring schedule you want and it just may be all you need for
what you're looking to achieve.

Karl

--
____________________________________________________________
Karl Timmermans - The Claxton Group
ContactGenie - QuickPort/DataPort/Exporter/Toolkit/Duplicate Contact Mgr
"Contact import/export/data management tools for Outlook '2000/2010"
http://www.contactgenie.com


David T-G said:
Brian, et al --
"David T-G"
..

If I had to do this, I'd export the calendar and contacts (indeed, all
non-mail data) as CSV files. There is a tool that can export Outlook
data
to

OK. That's what I figured (although I only care about contacts and
notes). I'd rather have it go directly to some [portable] database
format, but CSV is a poor man's database.

HTML or Compressed HTML (chm) files, available here:
http://www.office-outlook.com/outlook-addins/html-email-archiver-for-outlook.html.

Thanks, but I got a [pretty-ified] 404 error.

Another "backup" tool is here:
http://www.outlookbackup.com/export-outlook.html. Google will find many
more

Another 404 -- but is this one CodeTwo's software, which I said in my
first post that I found and am using?

references to tools that may be suitable.

True, but I haven't found any yet that actually are :-( Specific [and
working :-] pointers are appreciated!



Thanks again & HAND

:-D
--
David T-G
see http://justpickone.org/davidtg/email/

--

______________________________________
Posted from http://outlook-center.com
Outlook forums, articles, tips.
 
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D

David T-G

Karl, et al --

Karl said:
Curious as to what you would consider a "portable" database format that
wouldn't require some kind of 3rd party program to access "and" would be
widely accepted by other programs for the purposes of manipulation.

Pretty much anything manageable with a text editor under Linux would do
:) To get really fancy, I'd go with mysql or something that can handle
binary data -- but the end goal is still to not be locked into some
proprietary format. I don't know what phone I'll have after I leave my
current company someday, so I can't say how I'll need to massage the data,
so I'll need to be sure that I can get to the data to have my way with it.

Can't think of anything beyond CSV that could be considered a "universal" ...
DB" with export functionality should you want to use your data in some
other program.

Agreed; CSV is pretty basic and very straightforward. Parsing it isn't
all that friendly, but since it's possible to make it properly it's
possible to parse it properly.

Just as an aside, if you export your contacts/notes once a week - the
resulting file is always going to contain the most current info since you
Right.


can't select "only new stuff since" - all you have to do is name the output
file to whatever you want (i.e. Notes-20100422.csv). You just need to

Agreed. Unfortunately, Outlook Export (which does a good job of exporting
to CSV; I haven't found any errors or glitches in what I've dumped so far)
doesn't remember what file name I used for Contacts vs Notes, so I have to
keep renaming. [What I'll actually do, I think, is just dump to a static
filename and then rename that when it lands; it's an extra window to have
open but it will be much quicker.]

remember to do it but that max you would ever lose should you forget are
the changes/additions from the last time you exported your data. Set up a
recurring reminder in Outlook to remind you to do this 5 minute process on

Me take 5 minutes? Arrrgh! That's way too long ;-) Once I whip up a
script to handle the dump file I should be able to get it down to 2
minutes or just maybe even 1. We'll see :)

whatever recurring schedule you want and it just may be all you need for
what you're looking to achieve.

Agreed; I think this is how I'll be moving forward. Thanks, too, for the
CG clarification; I appreciate it!



:-D
 

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