Outlook

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Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Although often used mainly as an email application, it also includes a calendar, task manager, contact manager, note-taker, journal, and web browser.

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This article will help to fix the below error for MS Exchange server 2010 I. Out Of office not working II. Certificate error "name on the security certificate is invalid or does not match the name of the site" III. Make Internal URLs and External URLs the same. IV. Addressbook download issue.
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Free Tool: SSL Checker
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Free Tool: SSL Checker

Scans your site and returns information about your SSL implementation and certificate. Helpful for debugging and validating your SSL configuration.

One of a set of tools we are providing to everyone as a way of saying thank you for being a part of the community.

If you troubleshoot Outlook for clients, you may want to know a bit more about the OST file before doing your next job. IMAP can cause a lot of drama if removed in the accounts without backing up.
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Outlook for dependable use in a very small business

 

This article is about using the Outlook application (part of Microsoft Office) in a very small business, or for homeowners where dependability and reliability are critical requirements. This is more of a descriptive article than a “how-to” article so there are few screen shots. 

 

As background, I use Outlook because (a) it works and (b) it is a very common email application for computers. I use POP3 and not IMAP because (a) I want my email on my computer and (b) I have outlived many IMAP vendors. I want email on my terms, not someone else’s. I have looked at IMAP but decided against it. Thus far, I have not had reason to regret my decision. 

 

I keep Outlook on two computers so that all received email is on both computers going back to 1996. I keep Sent email on my laptop as I travel around with it. I can always transfer Sent mail to the other computer if I need it. I understand IMAP might solve these issues but I have decided against it for the reasons above.

 

What do I mean by dependability and critical requirements?

 

The same email address “forever”: This is a critical requirement for me. I have had the same email address since 1996. I have no interest in changing it. Since I change ISP companies and they come and go, using an ISP’s email system is not something I can do. If Microsoft had come along in 1996 with Outlook.com, I might have an outlook.com email address but Microsoft was late to the game and I had already decided on a portable email address back then.

 

My end email vendor is a tiny little company in Toronto and I know the players personally. I can call them on the phone when there is an issue. If email is available, they will respond to me very quickly. Most people cannot do this, but I like the capability it offers me. Once in a while they take their customers to dinner and a beer at a local pub. I meet other email customers at the same time. 

 

No spam: Another critical requirement is I do not want spam. And now more than ever, spam is a source of ransomware. I do not want it in my inbox at all. Most users think that they can block ransomware with tools on the computer. Maybe (only Maybe). Blocking spam is the very best way to stop ransomware. 

 

So now there is some complexity. 

 

For email address portability, I use Mail.com. I started using it when it was Four11.com, and when it claimed to be “free forever”. Ha! I continued when it became Iname.com and it was still free. I continue now as Mail.com and pay to use the forwarding service ($30 per year). I forward my email to my current email vendor. My email vendor used to change more often then I changed socks some years back (at least so it seemed to me). Then I found my current email vendor about 20 years ago. They came (more or less) out of Internex.com – one of Toronto’s first consumer Internet vendors. I had the best email address in the world: io.org. It couldn’t last and it didn’t.

 

Let us return to the issue of spam. Mail.com has one of the best email filtering systems there is. It was not always this way, but for the last 10 years they have been top notch. I might see a spam email every other month or even less. I see about 10 emails a month in my spam folder. The rest gets dumped into the bit bucket by spam filtering or grey listing. I am not aware of losing any email that I have not seen, including in the spam folder. 

 

The Mail.com filtering is so effective that regular email from joe@abc.next comes into my inbox, but if Joe’s computer has been compromised or his email address spoofed, the email from joe@abc.next that says “You need to read this www.link.next” goes to spam. Of course, clicking on the link (if it got into your inbox) hoses your computer.

 

My Toronto vendor uses both grey listing and Spam Assassin. Spam Assassin is a good tool and I get essentially no spam from this system. Grey listing is a box or application that looks at incoming email and looks back at the IP address that sent it. If that IP address is not identifiable, the email is not accepted. I have had grey listing running for over 15 years and I am not aware of any lost emails. 

 

Allow me to underscore the point on spam. Eliminating spam is the most important weapon in eliminating ransomware. 

 

Email organization: I get a lot of email and so I keep my Inbox tiny (never more than 50 emails) and I put email into folders as soon I get it or shortly thereafter. I have just over 120 folders. The names are all meaningful so I see no need to use subfolders and there are no subfolders to my Inbox. Email organization is a personal thing and I organize my email to fit myself. Your mileage may vary (YMMV if you come out of the days of DOS).

 

Email archiving: Rule 1 – Archive your email. It works and it is silly not to use the Archive function. Take a look in here (Experts Exchange) – Email is slow, sluggish, broken (take your pick). How big is your email file? I ask. 40 GB. Duh!

 

Open Outlook, File, Options, Advanced, Auto Archive Settings. See below:

 

 

I auto archive every 30 days, archive everything older than 10 months, and never delete old items. At somewhat irregular intervals, I archive into a new file. I have 6 archive PST files plus my current email PST file, all of which are below 2 GB. 

 

One trick / defect of Outlook is that the folder archive option is normally not on by default. I think that is because most people keep email in their Inbox. I do not. So, two things:

 

1. Go to the Properties of each folder and make sure the Archive Option is ON


2. Go back to the main Archive options and select Archive Now. 

                            

Contacts: I keep my Contacts in the Contact folder by individual. It is a big mistake to assume Auto Complete will never go wrong. It will go wrong, precisely at the wrong time for you. Use Contacts. I do not archive contacts. 

 

Calendar: I live from my calendar. I make appointments for everything I do, keep a brief description of what must done in the appointment line, and keep notes and expenses in the note area of the calendar item. I do archive calendar items. 

 

I have done this for years, before Blackberries and iPhones. When I got my first smart phone (a Blackberry) I began to sync Contacts and Calendars (all items in the current PST file but not archives) and now have this readily available on my smart phone. 

 

Sync to Smart Phone: My current phone is an iPhone SE (6s) and I use iTunes to sync the items. It means my iPhone tells me where I am supposed to be and what I am supposed to do. This is outstanding organization when I am busy and nothing can be left to chance. Syncing to iTunes also backs it up, so if my phone is damaged (happened once) a new phone can be set up in minutes. 

 

 

 

Outlook Main Screen Organization:  I keep a traditional organization screen – folder tree on the left, Inbox top middle, Preview bottom middle and calendar on the right. I know where things are, what my current email is and where I am supposed to be. 

 

 

Keeping email on two computers using POP3:  There are several ways to do this. I use POP Peeper (esumsoft.com) as an email daemon to see if there is email, action Experts Exchange email without downloading it and deleting trivial email I do not need to keep. I set Outlook on both computers to never delete email. When I have it on both computers, I delete with POP Peeper. 

 

I never send email from my desktop computer, only from my Laptop. So, my laptop has all email – received and sent email. My desktop has all the received email. Accordingly, I need only back up my main PST on my laptop about monthly or when I am going away for a week or so.

 

Doing all the above takes a bit of incremental time, but practice (more than 15 years of it) makes it easy and provides me with a powerful organizational tool that is fast and efficient (because I archive) and tells me what I need to be doing (Calendar). I can easily get a Contact on the phone because I sync via iTunes (Contacts). 

 

I trust the above will help you use Outlook more effectively.

 


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Expert Comment

by:David Atkin
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A good and insightful read that, thank you John.
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Author Comment

by:John Hurst
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Thanks David. There is a void in this area which is why I wrote it.
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This article will help to fix the below errors for MS Exchange Server 2013 I. Certificate error "name on the security certificate is invalid or does not match the name of the site" II. Out of Office not working III. Make Internal URLs and External URLs the same. IV. Address book download issue.
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This article describes how to import an Outlook PST file to Office 365 using a third party product to avoid Microsoft's Azure command line tool, saving you time.
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Changing a few Outlook Options can help keep you organized!
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Author Comment

by:Karen Falandays
Comment Utility
LOL yes, I am readying a webinar course to put up there. As for the article, should I just remove the link to my website?
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You need to know the location of the Office templates folder, so that when you create new templates, they are saved to that location, and thus are available for selection when creating new documents. The steps to find the Templates folder path are given for Office versions from 2003 through 2016.
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by:Helen Feddema
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I will see if I can get that information.
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Author Comment

by:Helen Feddema
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David -- this is most curious.  For Access 2010, the location for database templates is C:\Program Files\Microsoft Office\Templates\1033\Access.  But for Access 2016, it is C:\Program Files (x86)\Microsoft Office\root\Templates\1033\Access\Part.  I have 64-bit Office and Windows, in case that makes a difference (it probably does).
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How to resolve IMCEAEX NDRs in Exchange or Exchange Online related to invalid X500 addresses.
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Mailbox Overload?
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When you have clients or friends from around the world, it becomes a challenge to arrange a meeting or effectively manage your time. This is where Outlook's capability to show 2 time zones in one calendar comes in handy.
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Free Tool: ZipGrep
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Free Tool: ZipGrep

ZipGrep is a utility that can list and search zip (.war, .ear, .jar, etc) archives for text patterns, without the need to extract the archive's contents.

One of a set of tools we're offering as a way to say thank you for being a part of the community.

In this step by step procedure, you will come to know the details of creating an Outlook meeting in 2007, 2010, 2013 & 2016.
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Many people use more than one email account and so it becomes difficult for them to manage them when they use separate accounts,  so, in this article, I have shared an easy way to add Other Mail Accounts in your Google Inbox. It helps to combine all accounts at one place to view, share and edit.
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Large Outlook files lead to various unwanted errors and corruption issues. Furthermore, large outlook files can also make Outlook take longer to start-up, search, navigate, and shut-down. So, In this article, i will discuss a method to make your Outlook faster and better by compressing pst files
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by:james snow
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Hello Singh
In reality, every user first try manual method as no one wants to spend bucks for any software. Still, if you need you can opt for SysInfo PST Compress Tool. It provides seamless compression of PST files in few seconds. The best part of the software is that is very cost-effective and also available with the free version .
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Expert Comment

by:Robinsan Shaw
Comment Utility
"These manual steps are great but quite lengthy and time-consuming. So can you suggest me some other option through which I can get the job done but in a short period of time."

Yes, these alternatives are length as well as these methods have limits. You can fix your pst file size problems using & reduce the size of PST file by removing attachments or you can extract attachments and compress them to reduce the Outlook PST File by software called " PST Compress". This tool can smoothly compress your large
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This article lists the top 5 free OST to PST Converter Tools. These tools save a lot of time for users when they want to convert OST to PST after their exchange server is no longer available or some other critical issue with exchange server or import-export function also failed to fix the issue.
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Expert Comment

by:Jamie Kaler
Comment Utility
The above lists covers almost every top OST to PST converters and Kevin k has also mentioned a few really popular conversions wizards to save OST as PST but recently i have seen a lot many new products has been recently listed on google. Some then are jagware ost to pst, zook ost to pst, and many more.

Although the list above has some of the most powerful OST to PST conversion tools but the other tools are equally competent to convert ost to pst,
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by:Edwin Hoffer
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Though, all the users may have tried both the manual as well an expert solution. We really regret that the consequences of the manual solution would be really tiresome for the users as it is a long process. I recently visited a website (Top5Software .com) where the comparison of all the OST to PST converter was done. I really found the site worth.
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Read this checklist to learn more about the 15 things you should never include in an email signature.
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Expert Comment

by:Jeffry Gunawan
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You havent mention about giving refferal link in email signature
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outlook 2007
Finding original email is quite difficult due to their duplicates. From this article, you will come to know why multiple duplicates of same emails appear and how to delete duplicate emails from Outlook securely and instantly while vital emails remain intact.
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Expert Comment

by:Clark Kent
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Hello dear,

Its not like that, the methods (Try Account Setting and Use Import and Export Option) you have shared are different from mine. And besides these two methods, there are two more methods in my article which are as follows:

1. Modifying ‘View’ settings in Outlook to remove duplicates
2. Use Outlook's Clean Up Tool

which are really helpful to remove Outlook duplicate emails.

Regards,
Clark Kent
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Expert Comment

by:james snow
Comment Utility
Hello
 Manual techniques mentioned above are the best wy to remove Outlook's Duplicates.I tried all the manual techniques to remove Outlook's duplicates, But unfortunately, i could remove only a few duplicates outlook's files as there are lots of PST files and damn big attachment in my Outlook  and
So, left with no choice I used SysInfo Outlook duplicate Remover. With this tool, I managed to remove all Duplicates in a single run.
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Find out what you should include to make the best professional email signature for your organization.
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MS Outlook is a world-class email client application that is mainly used for e-communication globally.  In this article, we will discuss the basic idea about MS Outlook, its advanced features, and types of MS Outlook File formats.
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Author Comment

by:james snow
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Hello
Thanks for the valuable suggestions. I will definitely edit my article as per your guidelines.
Thank You
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Expert Comment

by:Virat Singh
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Hey thats a nice read, i must say.
I am endorsing you.
Btw, If anyone is looking for any Outlook Tips & Tricks.
Then you might checkout this above link
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Is your Office 365 signature not working the way you want it to? Are signature updates taking up too much of your time? Let's run through the most common problems that an IT administrator can encounter when dealing with Office 365 email signatures.
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[Webinar] How Hackers Steal Your Credentials
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[Webinar] How Hackers Steal Your Credentials

Do You Know How Hackers Steal Your Credentials? Join us and Skyport Systems to learn how hackers steal your credentials and why Active Directory must be secure to stop them. Thursday, July 13, 2017 10:00 A.M. PDT

Are you unable to connect or configure Hotmail email account in Microsoft Outlook 2010, 2007? Or Outlook.com emails are not downloading to Outlook? Lets’ see the problem and resolve Outlook Connector error syncing folder hierarchy (0x8004102A).
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Following basic email etiquette rules will help you write a professional email and achieve a good, lasting impression with your contacts.
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This process describes the steps required to Import and Export data from and to .pst files using Exchange 2010. We can use these steps to export data from a user to a .pst file, import data back to the same or a different user, or even import data to one user from many different mailboxes.
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If you don't know how to downgrade, my instructions below should be helpful.
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Follow this checklist to learn more about the 15 things you should never include in an email signature from personal quotes, animated gifs and out-of-date marketing content.
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Not sure what the best email signature size is? Are you worried about email signature image size? Follow this best practice guide.
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Outlook

95K

Solutions

128

Articles & Videos

59K

Contributors

Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Although often used mainly as an email application, it also includes a calendar, task manager, contact manager, note-taker, journal, and web browser.