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  1. #1
    Star Lounger
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    Minor problem when using Access to back up Outlook

    I back up my Outlook folders as Excel spreadsheets. The easiest method I've found is:

    1. Open the Outlook folder as a table in Access.
    2. Copy the Access table and paste as plain text into the spreadsheet.
    3. Delete the table from the Access DB.

    Outlook's native export-to-Excel function doesn't export all of the information I need this method does, and it's faster, too.

    The only drawback to this method is that it creates two new Access MDB files each time (one in C:Program FilesCommon FilesSystemMSMAPI1033, and one in My Documents). No, it doesn't take long to delete them... But still, isn't there a way to avoid creating the two new MDB files, given that I don't perform any Save function in Access?

    TIA,

    Dan

  2. #2
    Plutonium Lounger
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    Re: Minor problem when using Access to back up Outlook

    Do you mean that exporting to Excel creates new .mdb files? <img src=/S/scratch.gif border=0 alt=scratch width=25 height=29>
    What are the names of these files?

  3. #3
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    Re: Minor problem when using Access to back up Out

    Outlook()1.mdb, Outlook()2.mdb, Outlook()3.mdb, etc. When you delete them all, the next export creates Outlook()1.mdb again, and so on.

  4. #4
    Plutonium Lounger
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    Re: Minor problem when using Access to back up Out

    1) How do you get the data into Access? Do you export from Outlook, or do you import into Access?

    2) Which version of Access are you using?

  5. #5
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    Re: Minor problem when using Access to back up Out

    "1. Open the Outlook folder as a table in Access 2003."
    Detailed steps: Open Access. From the File menu, select Open. In the Files of Type field, select Outlook. The Link Exchange dialog box is displayed. Select the desired Outlook folder, and then click Finish. The Outlook folder is displayed as a table in the Access DB.

    "2. Copy the Access table and paste as plain text into the spreadsheet."
    Detailed steps: Select the desired table (same name as the Outlook folder) in the Access DB. From the Edit menu, select Copy. In Excel 2003, open a new (or existing) spreadsheet. From the Edit menu, select Paste Special, select Text, and then click OK. The messages in the Outlook folder are displayed in columns with all accompanying information. This matters, because Outlook's native export-to-Excel function doesn't export all of the columns.

    "3. Delete the table from the Access DB."
    Detailed steps: Select the desired table in the Access DB. From the Edit menu, select Delete. Close the Access DB without saving anything.

    Please let me know if you need further details.

    Thanks,

    Dan

  6. #6
    Plutonium Lounger
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    Re: Minor problem when using Access to back up Out

    The databases aren't created when you export to Excel, but when you select File | Open in Access and specify Outlook. Each time you do this, Access will create a NEW database.
    If you want to import into an existing database, use File | Get External Data | Import..., or perhaps even better, File | Get External Data | Link Tables...
    The latter will let you create a table in Access that is dynamically linked to your Outlook folder. Each time you open the linked table, or export it, it will use up-to-date information from Outlook.

  7. #7
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    Re: Minor problem when using Access to back up Out

    That did the trick -- thanks!

    Dan

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