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As time goes on, your Entourage address book becomes more and more important because all of your contact information is stored there. If you have ever lost your mobile phone, you know what it feels like to suddenly be without all the names and numbers you never bothered to memorize because you had them all stored on your phone. And your Entourage Address Book probably contains even more information than just your contacts' names, numbers and addresses. You definitely don't want to lose all that information should something bad happen to your computer. Fortunately there are couple of ways to backup your contact info. I am going to show you three methods and even though they can be used for backup, also bear in mind that they are great ways to share contact information with others or to just export your contacts into a different format so that they can be used in other applications.
Now we just talked about vCards in the previous movie. Again vCards are nice because they contain each individual contact's information in a single file and you can easily and quickly backup every contact in your Address Book as individual vCards all you have to do is drag your Address Book from Entourage to your desktop. I am going to make my Entourage window a little smaller here and I am just going to drag Address Book right here to my desktop boom hide Entourage and I have got a folder here called Address Book, if I double click to that and open it, you can see that I now have an individual vCard for every single contact that's in my Address Book.
It will be a good idea to burn this to a CD as a backup or you could move it to a folder on another computer and then import those addresses into another copy of Entourage. Let's go back to Entourage. The next method of backing up is to export your contacts as a text file. This is useful not only as a backup method but also if you want to use the contact info in another program like an Excel spreadsheet. You can just choose the contacts you want to export so you can hold command and click Individual Contacts if you just wanted to export those contacts or you could hit Command A on your keyboard to select all and then choose File Export.
In this export dialogue box you want to choose to export your contacts to a list in tab delimited text. That means that each bit of information in each one of these contacts will have a tab on it basically meaning the tab key on your keyboard so it will be the first name tab, the last name tab so on and so on. We also have the option here to export items as an Entourage archive which is a special sort of file that Entourage can read and import very quickly. So you could archive things like old Emails, notes, counter events and so on. But in this incidence I want to export my contacts as a text file so with that selected, I click the right arrow here to move on to the next screen.
It's going to ask me to save this someplace I am just going to hit Command D to save this to my desktop and save it as Contacts Export.txt. If you wanted to save it at another location you could just toggle up in the dialogue box here on the desktop it's fine for me I will click Save, will click Done. Let's hide Entourage again say Command H. And there is Contacts Export.txt, if I double click to open that this is what it looks like in my TextEdit program. Not very easy to read but if I open it in a program like Microsoft Excel you can see that each one of those contact information items are now in their own individual cells.
So from here I could start formatting this document however I need to. Now if you don't know much about excel, you can always checkout Excel 2008 Essential Training on the www.lynda.com online training library but we are not going to really spend much time in Excel at all, in fact we are not going to spend anytime there right now. Let's go back to Entourage. Now the third method of backing up your contacts is sort of old fashioned and that's to actually print them out on paper.
I know paper, who prints stuff anymore but it might not be a bad idea to have a hard copy of your contacts. Paper doesn't crash, hard-drives do. Again you can select individual contacts to print out, if you just wanted to select a handful of them you can hold on Command and click them or you can hit Command A to select them all and then just choose File Print. That opens up my print dialogue box. Now obviously I can't show you what this looks like on printed paper but I can click the preview button here to show you a PDF version and zoom in here, you can see all of my contacts now are printed on paper Virtual Paper in this case and they are all separated with this nice horizontal divider line.
If I wanted to, I could print from here but also bear in mind that this is Mac OS X so when you choose Print, you can come over here to the PDF button and choose Save it as a PDF Document so if you want to save this printout as an electronic file you can do that as well. Alright so there we have three different methods for exporting and/or backing up your Address Book contacts. Whichever method you choose, you probably want to go with at least one of these and then keep that file or that printout separate from your computer just in case anything bad happens to it.
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