Outlook 2011 and Entourage 2008EWS Database maintenance

Outlook 2011 and Entourage 2008EWS Database maintenance

Summary: This article describes how to rebuild the identity database to resolve problems in Microsoft Outlook for Mac 2011 and Entourage 2008 EWS.

Your identity contains a set of e-mail messages, contacts, tasks, calendars, accounts settings, and more. Your identity is located in the Microsoft User Folder data.

Important information you should know.

If you have any of the following problems, the database might be damaged, and you might have to rebuild your identity database by using the Microsoft Database Utility:
  • Outlook doesn't open, stops responding, or quits unexpectedly.
  • Outlook items don't open, or the item that opens is not the item that you selected.
  • Blank lines appear in the Outlook message list or in Outlook contacts.
  • Outlook contact entries are not displayed correctly.
  • You can't find information that you added to Outlook, such as a calendar event or a contact.
  • When you perform a search in Outlook, the search results don't match the criteria that you set.
  • A blank Office Reminders window appears.
  • The clippings in the Scrapbook disappear.

How to rebuild your identity database for Outlook 2011

Step 1: Quit all applications.

Step 2: Determine the amount of space available on the hard disk.

Note:Before you perform any database maintenance, make sure that you have at least three times as much hard disk space available as the current size of your Outlook identity.

To determine the size of your identity, follow these steps:
  1. In the Finder, click Go, and then click Home. Open the Documents folder.
  2. Open the Microsoft User Data folder.
  3. Open the Office 2011 Identities folder.
  4. Click the Identity folder.
  5. On the File menu, click Get Info, and then click Get Information. Note the size of the database.

Step 3: Discover and back up the current identity To back up your identity, follow these steps:

  1. In the Finder, click Go, and then click Home. Open the Documents folder.
  2. Open the Microsoft User Data folder.
  3. Control-click or right-click the Office 2011 identities folder, and then select Duplicate. A copy of the folder is created.
  4. Quit all applications.

You have created a backup of your identity (or identities) and are ready to continue.

Step 4: Rebuild the database
  1. Quit all applications.
  2. Hold down the Option key on the keyboard, and then start Outlook 2011.
    Note You can also browse to the Database Utility by opening the Application folder and then opening the Microsoft Office 2011 folder. Open the Office folder, and then double-click Microsoft Database Utility.app.
  3. In the Database Utility window, select the database that you want to maintain, and then click Rebuild.
  4. The Rebuilding Main Identify window will open and show the progress. When the operation is completed, you will receive the message "Your database was rebuilt successfully."
  5. Click Done
  6. .

Start Outlook and see whether the problem is resolved. If the problem is not resolved, go to the next step.

Step 5: Create a new identity

If an identity is damaged, and could not be repaired with a rebuild, you must create a new identity to resolve this problem.

To create a new identity, follow these steps:
  1. Quit all applications.
  2. Hold down the Option key on the keyboard, and then click the Outlook icon in the dock. The Microsoft Database Utility will open.
    Note You can also access the Microsoft Database Utility by opening the Application folder and then opening the Microsoft Office 2011 folder. Open the Office folder, and then double-click Microsoft Database Utility.app.
  3. Click the plus [+] sign to add a new identity, and then type a name for the new identity. For example, type New identity.
  4. Set the newly create identity as the default. To do this, select the newly created identity, click the Action button, and then select Set as Default.
  5. Quit the Microsoft Database Utility, and then restart Outlook and see whether the problem is resolved.

After your new identity is created and e-mail is synced from the Exchange server. (and is correct) You can remove your old malfunctioning identity to reclaim that space.

How to rebuild your identity database for Entourage 2008 EWS.

Step 1: Quit all applications

Step 2: Determine the amount of space available on the hard disk.

Before you perform any database maintenance, make sure that you have at least three times as much hard disk space available as the current size of your Outlook identity.

To determine the size of your identity, follow these steps:
  1. In the Finder , click Go , and then click Home . Open the Documents folder.
  2. Open the Microsoft User Data folder.
  3. Open the Office 2011 Identities folder.
  4. Click the Identity folder.
  5. On the File menu, click Get Info , and then click Get Information . Note the size of the database.

Step 3: Discover and back up the current identity

To back up your identity, follow these steps:
    1. In the Finder , click Go , and then click Home. Open the Documents folder.
    2. Open the Microsoft User Data folder.
    3. Open Office 2008 Identifies or Office 2004 Identities folder.
    4. Control-click or right-click the "Main Identity" (or your identity name) folder, and then select Duplicate. A copy of the folder is created. If you cannot locate control-click, click File and click Duplicate.
    5. Close all the windows.

You have created a backup of your identity (or identities) and are ready to continue.

Step 4: Rebuild the database

    1. Quit all applications.
    2. Hold down the Options (alt) key on the keyboard, and then start Entourage 2008/2004. Do not let go of the Option (alt) key until you see the Database Utility window.
      Note: You can also browse to the Database Utility by opening the Application folder and then opening the Microsoft Office 2008/2004 folder. Open the Office folder, and then double-click Microsoft Database Utility.app.
    3. In the Database Utility window, select the database (Ensure it is the Main Identity selected), click Rebuild database then click Continue.
    4. The Rebuilding Main Identify window will open and show the progress. When the operation is completed, you will receive the message "Your database was successfully rebuilt."
    5. Click Done .

Click Quit then start Entourage and see whether the problem is resolved. If the problem is not resolved, proceed to the next step.

Step 5: Create a new identity

If an identity is damaged, you must create a new identity to resolve this problem.

  1. Exit all Office applications.
    This includes Entourage and Office Reminders. This is an important step. If you dont quit all applications, you will receive an error message "To switch identities, quit Microsoft Messenger and all Microsoft Office programs and then restart Microsoft Entourage."
  2. Locate the following folder, and then copy this folder to your desktop, to an external hard disk: HD/Users/USER_NAME/Documents/Microsoft User Data/Office 2008 Identities/IDENTITY_NAME
  3. Start Entourage. If you use multiple identities, click Switch Identity on the Entourage menu. Note If you receive a confirmation message, click Switch.
  4. To create a new identity, click New, and then type a name for the new identity in the Identity name box.
  5. Exit Entourage.
  6. Locate the following folder, and then rename the database file to a new name: HD/Users/USER_NAME/Documents/Microsoft User Data/Office 2008 Identities/NEW_IDENTITY_NAME
  7. Copy the database file from the IDENTITY_NAME folder that you copied in step 2 to the NEW_IDENTITY_NAME folder that you created in step 4.
Start Entourage and see whether the problem is resolved.

If the previous steps did not resolve the issue, the Entourage database most likely is damaged beyond repair. If there are no viable backups available and there are no other sources of the data (such as another computer or a handheld device), you will have to start from scratch because the data is not recoverable. To start from scratch, you have to drag the Office 2008/2004 Identity folder (only if there are no other identities) to the Trash, and then restart Entourage.
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