Making Local Backups

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For more information about ISC's Exchange Service, visit the Provider Web at [1].

Before, during, and after migrating to POBOX Exchange, users and LSPs may wish to make local backups of their data.

Contents

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Viewing older Meeting Maker information after migration to Exchange is complete

Many Meeting Maker servers will be decommissioned at some point after organizations migrate to Exchange in late December 2007. Individuals who wish to reference older Meeting Maker information that is not migrated to Exchange can do so by logging into Meeting Maker in off-line mode. When working off-line, users will access a local copy of the Meeting Maker database - MMDATA.mdb.

To access your local copy of Meeting Maker

  1. Launch Meeting Maker
  2. Enter your user name and password
  3. Click the "Work Offline" button

As a precaution, users may also wish to make a backup copy of their local Meeting Maker database.

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Backing Up Meeting Maker

Meeting Maker allows three options to backup your calendar data:

  1. Manually copy your local Meeting Maker database file
  2. Export as HTML
  3. Export as text

Each method has a different purpose which is described below

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Manually copy your local Meeting Maker database file

This method allows you to make a backup copy of your entire local Meeting Maker database cache. Manually copying your local Meeting Maker database file should be performed with Meeting Maker closed.

  1. Close Meeting Maker
  2. Browse to:
    1. Windows XP: Program Files>meetingmaker>MMCLNT32>mmuser>MMDATA.mdb (where mmuser is the Meeting Maker login name)
    2. Windows Vista: Users\%username%\AppData\Local\VirtualStore\Program Files\meetingmaker\MMCLNT32\mmuser\MMDATA.MDB (where %username% is the Windows user account name and mmuser is the Meeting Maker login name)
    3. Mac OS: Users:Username:Library:Preferences:Meeting Maker:mmuser/mmserver:Meeting Maker Data (where Username is the Mac OS user account name and mmuser and mmserver are the Meeting Maker login and server names)
  3. Copy the database file (MMDATA.mdb or Meeting Maker Data) to desired location
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Export as HTML

This method allows you to make a copy of your Meeting Maker calendar data within a specified date range and have that data viewable locally as an HTML version of your calendar. Note that the date range is limited to 11 months before and 9 months after the current month. This option allows viewing only; you will not be able to add new data or edit data already in place. There is no way to import this data back into Meeting Maker; this method is intended solely as a way to have a local viewable copy of your calendar data for a specified date range. Export as HTML is performed with Meeting maker open.

  1. With Meeting Maker open, go to File>Export as HTML
  2. Select Frequency of export (Manually, Every Hour, Every Day, etc.)
  3. Select Date Range desired
  4. Select backup location and file name (default is your desktop with the name "calendar"; use "Browse" to select an alternate location or name)
  5. Select/deselect "Show placeholders for private events" at your discretion
  6. Click "OK"
  7. Your calendar data for the selected date range should now be available with the "Calendar.htm" file on your Desktop (or alternate location and file name)

(Note that the accompanying folder "Calendar.mmd" contains the actual calendar info and is necessary to view your calendar)

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Export as text

This method allows you to make a tab-delimited textfile backup copy of your calendar data for a specified date range which can be imported into Excel, then used by a Meeting Maker admin to restore your data to the Meeting Maker server. Export as text is performed with Meeting Maker open.

  1. With Meeting Maker open, go to File>Export as text
  2. Select Calendar, Contacts, and/or To-do at your discretion
  3. Select date range
  4. Click "OK"
  5. Select location to save file (rename at your discretion)
  6. Click "Save"
  7. Your selected data should now be contained in the text file
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Backing Up Outlook

Outlook 2003 and Outlook 2007 allow you to back up an Exchange account. Outlook archive files have a .pst extension.

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Outlook 2007

  1. Select Import and Export... from the File menu. The Import and Export Wizard dialog will appear.
  2. Select the Export to a file choice and click the Next button. The Export to a File dialog will appear.
  3. Select the Personal Folder File (.pst) choice and click the Next button. The Export Personal Folders dialog will appear.
  4. For a full back up, select the top level (Mailbox) folder and enable the Include subfolders checkbox. To back up only one folder, select the relevant folder. (Note: The Filter... button in this dialog allows access to an extremely powerful series of dialogs which allow you to filter the items you are backing up by many different sets of criteria, including from, to, date ranges, flagged items, etc.)
  5. Click the Next button. A second Export Personal Folders dialog will appear with two separate areas.
  6. Under Save Exported File As:, choose an appropriate name and destination for the archive file.
  7. Under Options, select how you want to handle duplicates within the file.
  8. Click the Finish button. A Create Personal Folders dialog will appear.
  9. Type a name for the file and a password, if desired.
  10. Click the OK button. Outlook 2007 will begin the archive process.
  11. When the Exporting status bar disappears, you have finished the backup process.
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Outlook 2003

  1. Select Import and Export... from the File menu. The Import and Export Wizard dialog will appear.
  2. Select the Export to a file choice and click the Next button. The Export to a File dialog will appear.
  3. Select the Personal Folder File (.pst) choice and click the Next button. The Export Personal Folders dialog will appear.
  4. For a full back up, select the top level (Mailbox) folder and enable the Include subfolders checkbox. To back up only one folder, select the relevant folder. (Note: The Filter... button in this dialog allows access to an extremely powerful series of dialogs which allow you to filter the items you are backing up by many different sets of criteria, including from, to, date ranges, flagged items, etc.)
  5. Click the Next button. A second Export Personal Folders dialog will appear with two separate areas.
  6. Under Save Exported File As:, choose an appropriate name and destination for the archive file.
  7. Under Options, select how you want to handle duplicates within the file.
  8. Click the Finish button. A Create Personal Folders dialog will appear.
  9. Type a name for the file and a password, if desired.
  10. Click the OK button. Outlook 2003 will begin the archive process.
  11. When the Exporting status bar disappears, you have finished the backup process.
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Backing Up Entourage

Entourage 2004 allows you to back up an Exchange account. Entourage archive files have a .rge extension.

  1. Select Export... from the File menu. The Export window will appear.
  2. Click the Items to an Entourage archive radio button.
  3. For a full back up, click the All items radio button. Otherwise click either the Items that are in a project: or the Items that are in a category: radio buttons (note that these buttons will not be available if you have not created Projects and/or Categories in Entourage). If you choose the either the Items that are in a project: or the Items that are in a category: radio buttons, you will need to select the specific Project or Category you wish to back up from the relevant drop-down menu.
  4. Select the item types you wish backed up from Mail, Local Contacts, Local Calendar Events, Tasks, and Notes.
  5. Click the right arrow. Entourage will query if you want to keep the items you have chosen to archive.
  6. Choose the appropriate radio button and click the right arrow. The Save dialog box will appear.
  7. Choose an appropriate name and destination for the archive file and click the Save button. Entourage will begin the archive process.
  8. When the process has completed, a dialog box will inform you that Entourage has finished exporting the data.
  9. Click the Done button. You have finished the backup process.
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