Archive for the ‘Outlook’ Category

Mail stuck in Outlook Outbox

13 March 2011

“My emails are not being sent. They are stuck in the outbox but incoming mail works fine”

I gets calls about this a few times a year.

The first thing to do is check the your computer still has internet access – can you do a Google search?

Typically, the Internet is fine and mails are coming in.

In this case, it is often a large email that got stuck in the outbox.

Here is what to do:

1. In Outlook 2003 / 2007 click File and then “Work Offline”. In Outlook 2010, click “Send / Receive” and then “Work Offline” (far right).

2. Click on the Outbox.

3. Drag all mails in Outbox into the Drafts folder.

4. Go back to the “Work Offline” option and click it to take Outlook back online.

5. Click on “Drafts” and double click on each individual email to send them. Any large ones should not be sent.

This should get your outgoing mails out.

In future, try to avoid sending emails above 4 megabytes. Many email accounts will not accept emails larger than this.

Solutions to sending out large mails include You send it and Dropbox (which allows you to create a “Public Link”).

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Microsoft Outlook cannot open window

3 March 2010

I don’t know the cause yet, but I have had a lot of queries about Outlook 2007 not working in the last two weeks.

The error message is “Microsoft Outlook cannot open window”.

The solution is simple:

Click Start

In run type: Outlook.exe /resetnavpane

Archiving 2009 emails!

28 February 2010

It has been more than three months since my last blog post, so I have a lot to catch up on!

In the new year I typically recommend it is time to archive those 2009 so that your Outlook or other email client is not too bloated. I often see Outlook PST files above 2 gigabytes – recently I saw one close to 10 gigabytes and although Outlook 2007 will support this, it is not sensible to let it get to this size for various reasons:

1. The bigger your main outlook pst file, the slower it will become.

2. The bigger your main outlook pst file, the more challenging it will be to backup

3. The bigger your main outlook pst file, the more likely it will generate errors

So why not put the 2009 emails (both inbox and sent items) in their  own PST file that is still easily accessible but will take some bloat away from the main pst file.

Below I am copying and pasting instructions I emailed blogged about last year:

1. Create a new outlook file (known as a pst). Give it a name like “Archive 2009”.
2. Once you confirm the creation of this pst file, a new folder should appear on the left hand side.
3. Right click on the new folder and select the option for “New Folder”. Create two new folders called “Inbox 2009” and “Sent Items 2009”
4. Ensure all emails in your inbox are sorted in date order.
5. Select three months of emails from 2009 in your main inbox emails. Do this by using the SHIFT key – which will select all emails in between the first email you select and the last. e.g. select first email from 1 January 2009 and then while holding shift, click on an email dated 1 March 2009.
6. Right click on the selection of emails and drag them all to the new folder you just created called “Inbox 2009” which will be on the left hand side. Select the move option. Note that this can take some time.
7. Repeat this procedure for the next three months of emails and so on. You may want to leave the last three months of you 2009 emails in your inbox for ease of reference.
8. Repeat steps 5 -7 for 2009 sent emails.
9. Finally it is essential to compact the original Outlook pst. In Outlook, right click on “Personal Folders” on the left hand side of the screen, then click on “properties”, then “advanced” and finally click on “compact now” (note that this could take a few hours but you can always stop and start another time).

Note
that if compacting does not progress for some time, it may be necessary to run a scanpst.exe on your main pst file. Typically scanpst.exe can be found in a folder like C:\Program Files\Microsoft Office\Office12 and it can take some time to find and fix errors in your pst file. Just follow the process through. Typically, your outlook pst file will be stored in C:\Users\Gab\AppData\Local\Microsoft\Outlook  (for vista or Windows 7 users) and in documents and settings for Windows XP users. You may need to unhide hidden files and folders to see these locations!
This should keep your outlook pst file smaller in size, healthier and easier to backup!
Happy archiving!

Archiving 2008 emails

17 January 2009

First off, Happy New Year!

My first tip of the year is for those like me that use Microsoft Outlook.
The New Year is a great thing to do is to transfer all your old emails to a different location to keep your outlook file size small and healthy (this is called archiving).

Here is what to do:
1.    Create a new outlook file (known as a pst). Give it a name like “Outlook archive 2008”.

2.    Once you confirm the creation of this pst file, a new folder should appear on the left hand side.

3.    Right click on the new folder and select the option for “New Folder”. Create two new folders called “inbox archive 2008” and “sent items archive 2008”

4.    Ensure all emails in your inbox are sorted in date order.

5.    Select the three month of emails for your 2008 inbox emails. Do this by using the SHIFT key – which will select all emails in between the first email you select and the last. e.g. select first email from 1 January 2008 and then while holding shift, click on an email dated 1 March 2008.

6.    Right click on the selection of emails and drag them all to the new folder you just created called “inbox archive 2008” which will be on the left hand side. Select the move option. Note that this can take some time.

7.    Repeat this procedure for the next three months of emails and so on. You may want to leave the last three months of you 2008 emails in your inbox for ease of reference. Also do the same for 2008 sent emails.

8.    Finally it is essential to compact the original Outlook pst. In Outlook, right click on “Personal Folders” on the left hand side of the screen, then click on “properties”, then “advanced” and finally click on “compact now” (note that this could take a few hours but you can always stop and start another time).

This should keep your outlook pst file smaller in size, healthier and easier to backup!

Happy archiving!