Tips, and solutions to Outlook errors

How to delete holidays

2011-05-19T14:09:00.002+02:00

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Go to calendar:

You choose or sort the holidays you want to delete, mark them and press delete button.

You can also delete all appointments this way.

User doesn`t see invitation from other`s:

2011-05-19T14:06:00.002+02:00

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User doesn`t see invitation from other`s:

In Outlook go to Tools

Open DELEGATES ( last tab)

When he has somebody in delgates and the box with Send meeting requests and responses only to my delegates, not to me is ticked, untick that and he will after that receive the invitation.

To share your Calendar

2011-05-19T14:02:00.002+02:00

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To share your Calendar

Click on "Share My Calendar"

Click add and enter the name of the person you wish to be able to see your Calendar, giving them the correct rights.

To open a shared Calendar

2011-05-19T14:00:00.002+02:00

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To open a shared Calendar

Click on the "Open Shared Calendar" link on the left hand side in screenshot above:

Enter group Calendar name and click ok.

Create distribution-lists in Outlook

2011-05-18T18:46:00.005+02:00

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Steps to follow :

Follow these steps to create personally distribution-lists in contacts:

Click on: File -> New -> Distribution List.

Name the List

To add persons that are in the Global Address-list (GAL) or in Contacts, click on Select Members and mark the name that you want to add to your list, then click the Add-button

When the list is finished, click Save and Close. The name of the list are now shown in the contact-folder in Outlook.

Create distribution-lists

2011-05-18T18:46:00.003+02:00

Create archive in MS Outlook

2011-05-18T18:45:00.007+02:00

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Solution:

· Make sure Outlook is open .

· Go To File , open , personal folder files

· In the next window , just give a name to new pst file .

· In the next window " creation of microsoft Personal folder file " just type in the same name that you already typed in the previous window .

· User can create a password to protect his datas .

· Click OK

Now you will see the folder diplayed in Outlook .

· User can create subfolders to organise his Emails .( right click on the pst file , new folder )

Create a signature in outlook

2011-05-18T18:45:00.006+02:00

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Steps:

From the Tools menu, select Options.

Select the Mail Format tab and click the Signature Picker button.
The Signature Picker dialog box is displayed

Click New. The Create New Signature dialog box is displayed.

Type your name in the Name text box and click the Next button. The Edit Signature dialog box is displayed.

Type in your signature .

Click Finish. The Signature Picker dialog box is displayed.

Click OK.

Click OK to close the Options dialog box.

Follow these steps – to automatically insert an AutoSignature in all your messages

I. From the Tools menu, choose Options. Click the Mail Format tab.

II. Select your new AutoSignature in the Use this Signature by default list box.

III. Check the Don’t use when replying or forwarding option if it is not already selected.

IV. Click OK.

Identifying a sender without an AutoSignature

If you receive a message from someone who does not use AutoSignature, you can still find address information for that person.

Follow these steps – to find address information for a sender

I. Open the message.

II. Right-click the sender’s name in the From area and select Properties on the shortcut menu.

Note that there is more information under the tabs. Click the Business Card tab for example, if you want more information

I. Click OK to close the dialog box.

Create A Signature

2011-05-18T18:44:00.006+02:00

Solution:

Select Tools | Options

Select the Mail Format tab.

In the 'Compose in this message format' dropdown-

Select Rich Text (if it's not already selected)

Select the Signatures button

In the Create Signature dialog box, select the New button Enter a name for the new signature.

Select Start with a blank signature and click Next In the 'Edit Signature' dialog box, type the desired text for the signature.

To change the paragraph or font format:

Select the text click the Font or Paragraph buttons choose the desired options (i.e. Font face, size, left/centered paragraph, etc. Once the formatting is complete, click the Finish button click the OK button twice to return to the main Outlook window

Create a new PST/ MAP a PST file in Outlook 2010

2011-05-18T18:44:00.005+02:00

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Steps:

1. Click on File- > Account Settings icon -> Account settings option

2. Once the Account Settings option is clicked, the following window would open up as shown below.

By default the EMAIL tab would be chosen. Now to create a new PST file, choose the tab DATA FILES as shown and follow the below given steps.

1. Click on ADD

2. Choose the location, where the PST file has to be saved and then enter the NAME of the file and click on OK

3. Now the PST file would be created in the desired location.

4. For mapping an PST that’s missing from outlook, follow the same steps as mentioned above.

Create A New Profile

2011-05-18T18:43:00.009+02:00

Solution:

Select Start | Settings | Control Panel and double-click the Mail icon Click the Add button

Select Add a new e-mail account and choose Next .

If 'Prompt for a profile to be used' was selected, enter a Profile Name.

Select Microsoft Exchange Server and choose Next

Enter the Exchange server name in the Microsoft Exchange Server field .

Type your ID in the User Name Field and click the Check Name button.

NOTE :

Selecting the "Check Name" button will attempt to communicate with the entered Exchange server to look for the ID or name information. If the information is located on the server, the name will appear underlined in the User Name field. Enabling Cached Exchange Mode provides user with a better experience when using a Microsoft Exchange Server e-mail account. A copy of your mailbox is stored on your computer. This copy provides quick access to your data and is frequently updated with the mail server

After authentication passes, the Exchange Server and User Name should be underlined in the correlating fields - Click Next to continue

NOTE:

If the ID is not found on the server, the error "The name could not be matched to a name in the address list" will appear. Try with the remaining server names...

This could be caused by a mis-type of the ID or the ID is actually not located on that server. Select the Finish button to complete the profile setup. Lastly, ask the user if they are the only person that uses this computer.

If YES - Select the "Always use this profile" option and click OK to exit.

If NO - Select the 'Prompt for a profile to be used' option and click OK to exit

If the user wants to Create or Add another user profile, please follow the same steps as mentioned in the document above.

Please keep in mind, while creating additional profiles, the profile name should be unique.

Create a new Personal Folder

2011-05-18T18:43:00.008+02:00

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Solution:

1.Go to File New Outlook data File

2. Select “Office Outlook Personal Folders File(.pst)” and then click “OK”

3. Choose a name for the folder and click “Ok” (In this example we are using “Test” as a folder name)

4. Type the name of the folder again in the “Name” Field”, choose the “No Encryption” Option and click “OK”.

5. The Personal Folder should now appear in the Folder List Column.

Create a new mail profile in outlook 2010

2011-05-18T18:43:00.007+02:00

Solution:

1. Click on Start -> Control panel -> Mail

2. Once the mail icon is clicked the following windows appears on the screen.

3. Click on the button “Show profile” and then click on the button ADD as shown below.

4. Once Add button is clicked, a window would appear prompting to enter the name of the profile.

5. Once the name is entered, please choose the option “ Manually configure server settings or additional server types“ in the next window

6. Once this is selected, then follow the same as it would be done in Outlook 2003 or 2007

7. Select the option Microsoft Exchange - > Enter the Server and the user name -> Click on Finish

8. Once the profile is created, then launch outlook, which would open up and load with the new profile that has been created.

Create A Meeting Request

2011-05-18T18:42:00.008+02:00

Solution:

On the Actions menu, click New Meeting Request.

In the meeting dialog box, click on the To button to invite the people you want at the meeting. (Resources must be added into the resource box)Click the OK button. In the Subject Box type a description.

Click on the Attendee Availability tab. Use the scroll bars to find the free times for all invitees. Enter the Meeting start time and the Meeting end time in the appropriate boxes. Click the Send button.

Create A Distribution List

2011-05-18T18:42:00.007+02:00

What is a Distribution List?

A distribution list is a group of e-mail addresses, usually grouped under a single e-mail address. When you send to a distribution list, you're sending to everyone whose address is included in the list. It's much easier than picking 30 different addresses from the Address Book.

There are two ways to create a distribution list

One is by SELECTING from names already in Contacts.

The second is to ADD a name

If address is not in the Global Address List or already in Contacts, then click Add Member to add one member at a time.

Place check in box to Add to Contacts.

In Outlook,

Select Tools | Address Book Select File | New Entry For the entry type select

New Distribution List In the 'Put this entry' dropdown list select either Contacts or Personal Address Book and click OK

Enter a name for the distribution list in the Name field Click on the Select Members button and double-click names from the Global Address List to add them Click on the OK button when finished adding names Click on the Save and Close buttons to complete adding the distribution list

Corrupted Personal Folders in Outlook

2011-05-18T18:42:00.006+02:00

When a Personal Folder is corrupted and will not open, it is possible to repair it using the scanpst.exe utility.

· Most of the time, reaching the limit of size of a pst (i.e., being near the 2 GB size) will cause corruption of the file
· User unable to move items into the PST Problems opening the PST

If the size is an issue we should advice user about creating a new PST.

If the user is simply not able to access the old PST file, attempt the scanpst.exe utility by following the steps below:

Create a backup copy of the current PST file.
Click Windows Start button and choose Find.
Select All Files or Folders.

Type scanpst.exe in the file name field and click Find Now. In the list of found files, double-click the scanpst.exe file

Click the Browse button and search for the desired .pst file to repair. Once the .pst file has been found, select it and then click the Start button

NOTE: The process takes a while (so if you are planning to run the tool on a personal folder, it is better to explain user that he/she will not be able to access outlook while the process is going on, and that it could take really a lot of time depending on how big the file is or on how many errors it contains). If there is an error during the repair, there will be an option to make a back up of the file before you attempt any repairs - Always click “Yes” to these prompts. When the repair finishes, hopefully the user will be able to open Outlook and try to access the Personal Folder

Contacts do not appear in Address Book

2011-05-18T18:41:00.014+02:00

Solution:

In the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), click Contacts.
Under My Contacts, right-click the Contacts folder you want to view in the address book, and then click Properties on the shortcut menu.
Click the Outlook Address Book tab, and make sure that the Show this folder as an e-mail address book check box is selected. If the check box is unavailable, you need to add the Outlook Address Book to your profile.

On the Tools menu, click Email Accounts.
Click Add a new directory or address book, and then click Next.
Click Add.
Click Additional Address Books, and then click Next.
Click Outlook Address Book, and then click Next.
Click OK.

Restart Outlook.

Configuring Outlook for Offline Use

2011-05-18T18:41:00.013+02:00

Solution:

What is Offline use?

Offline folders are the quickest and easiest way to work offline with Exchange Server. Offline folders make it possible to work with the contents of an Exchange Server folder while you are not connected to the network (as an example when the server is down), and then when you are connected to the network, you can synchronize the Offline folders. Offline folders are only available in combination with Exchange Server.

When you are working offline, you work with the contents of an offline folder exactly as you do with a folder that is part of your mailbox on the Exchange 2003 Server. For example, you can change and move items in your offline Inbox and send messages that are placed in your offline Outbox. When you connect your computer to the network you can manually or automatically synchronize the offline folders. Your message in the offline Outbox will be transmitted to the exchange server.

Follow the steps below to setup offline mode in Outlook 2003:

1. Within Outlook, navigate to Tools | E-mail Accounts | View or change existing e-mail account

2. Click Next

3. Click Change Select the More Settings button Select the Advanced tab

4. Click the Use Cached Exchange Mode check box

5. Select the Offline Folder File Settings button

6. Outlook stores offline folder information in .ost files. By default it's named outlook.ost.

7. You can keep the default name and file location or change both.

8. Click OK. If you decide a different name and/or location of the offline folder information, Outlook will ask if you want to create this new file.

9. Click Yes.

Click OK, Next, and Finish until you return to the Outlook main screen

Clear duplicated holidays in Outlook

2011-05-18T18:41:00.012+02:00

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Solution:

1. Make sure you are operating inside the calendar then choose View -> Current View -> Events to switch to the table-format Events view. All the holidays will be listed under the Recurrence: (none) group. (Outlook 2003: View | Arrange By | Current View | Events)

2. Right-click any column heading, then choose Field Chooser.

3. In the Field Chooser, switch from the Frequently-used fields list to Date/Time fields, and then drag the Created date to the view to add it to the fields displayed.

4. Click on the Created column header to sort by that field.

5. You should now see two distinct sets of holidays, each in reverse chronological order. Click on the first holiday of the set you want to delete.

6. Use the scroll bar to view the last holiday of that set. Hold down the Shift key as you click on the last holiday. This selects all the holidays in that set.

7. Press Delete to remove them all from the Calendar folder.

8. Drag the Created column header out of the view to remove it.

Configure Outlook 2007

2011-05-18T18:41:00.007+02:00

Solution:

Go to Control Panel

Double Click the mail Icon

The following is displayed

Click on Email Accounts to get the following :

Click On New for the following screen:

Click On "Next "and check the box that says Manually Configure Settings .

Compact a Personal Folder

2011-05-18T18:41:00.005+02:00

Once a PST file gets to a certain size, it doesn't automatically compact.
This size varies and there's no explanation from Microsoft. Personal folders should then occasionally be compacted to help conserve space on the hard disk.

Solution:

To Check The Current Size Of The Personal Folders File

From the Folder List, right-click the Personal Folder and select “Properties”

2. Select the Folder Size button

3. The Total Size of the folder will be displayed in kilobytes.

Select the “Advanced” button

5. Select the Compact Now button to compact the file (the time it takes to compact will depend on how large the file is)

Once it's finished compacting, click the OK button twice to return to the main Outlook window

NOTE: Compacting has been known to run for several hours if the PST file is extremely large. If this is the case the compacting may be run on a lunch hour or after hours. Also, if the compacting is canceled at any time the Personal Folders will stay compacted up to that point. It's possible then to run the compacting over numerous days or so until it completes properly.

Cannot Print Unless an Item is Selected

2011-05-18T18:41:00.001+02:00

Description:

Customer tries to print from Outlook and receives an error message - Cannot print unless an item is selected. Select an item and then try to print again.
This error message occurs even when an item is selected.

Environmental Changes :

Outlook Printer settings have become corrupt.

Error Messages
Cannot print unless an item is selected. Select an item and then try to print again
orError obtaining print settings. Your print settings have been reset to default.

Solution:

To resolve this problem, exit Outlook, delete the Outlook printer settings file, and then restart Outlook.

Microsoft Windows NT

· Click Start, point to Find, and click Files or Folders.

· In the Named box, type outlprnt

· Right-click the file and then click rename.

· Type a new name for the Outlprnt file, (such as Outlprnt.old), and then close Find.

· Restart Outlook, and then make any change to the print styles

Microsoft Windows 2000

· Click Start, point to Search, and then click for Files or Folders.

· In the Search for files for folders named box, type outlprnt

· Right-click the file and then click Rename.

· Type a new name for the Outlprnt file, (such as Outlprnt.old), and then close Find

· Restart Outlook, and then make any change to the print styles.

This rebuilds the Outlprnt file.

Rebuild Your Outlprnt File

Outlook stores its print settings in the Outlprnt file. If this file has become corrupted, you may not be able to print or change print settings in Outlook. To correct this situation, rebuild your Outlprnt file.

To rebuild your Outlprnt file, follow these steps:

1. Click Start, point to Find, and click Files or Folders.

2. In Named, type Outlprnt, and click Find Now.

3. Right-click the Outlprnt file, and click Rename on the shortcut menu.

4. Type a new name for the Outlprnt file, (such as Outlprnt.old), and close Find.

5. Restart Outlook and make any change to the print styles. This rebuilds the Outlprnt file.

How to Rebuild Your Outlprnt File

Outlook stores its print settings in the Outlprnt file. If this file has become corrupted or is missing, you may not be able to print or change print settings in Outlook. To correct this situation, first restart Outlook. If the error persists, rebuild your Outlprnt file. To do this:

1. Click Start, point to Search, and then click for Files or Folders.

2. In Search for files or folders named, type Outlprnt, and then click Search Now.

3. Right-click the Outlprnt file, and then click Rename.

4. Type a new name for the Outlprnt file, (such as Outlprnt.old), and then close Find.

5. Restart Outlook, and then make any change to the print styles.

This rebuilds the Outlprnt file.

Cannot Create File, Check Folder Permissions when Opening an Attachment

2011-05-18T18:40:00.011+02:00

Applies to Outlook 2002 also

Description:

User is receiving a message that they can not open the email attachment because Outlook can not create the file (gives file name) and to check the folder permissions. Trying to save the attachment to the hard drive gives the same error message.

Error Messages
Can not create File (File name) and to check folder location or permission
or Can't create file: (File name). Right click the folder you want to create the file in, and then click Properties in the shortcut menu to check your permissions for the folder.

Solution:

Option 1
This error message usually occurs when the Outlook temp folder (OLK) is full or more than 100 of the same attachment filename are in the temporarily files. If the attachment filenames have the exact same filename as earlier email attachments and the temporary file location is not deleting the old filenames, this will not allow Outlook to find a unique temporary filename.

Configure Windows Explorer to view hidden files by Uncheck the Hide protected operating system files, in the Windows Explorer, click on Tools | Folder Options | View tab.
Then browse to following folder:

For Windows 2000 C:\Documents and Settings\(SBCUID)\Local Settings\Temporary Internet Files\OLK*** (OLK always stays the same, everything after that will vary)

For Windows NT C:\WINNT\Profiles\(SBCUID)\Temporary Internet Files\OLK2*** (OLK always stays the same, everything after that will vary)

Delete the contents of the OLK*** folder.
Try and open the attachment.

Option 2
For Outlook XP/2002:

· Open regedit.

· Go to: HKey Current User \Software\Microsoft\Office\10.0\Outlook\Security\OutlookSecureTempFolder.

· Change the value data to the another path:
i.e.: c:\Documents and Settings\SBCUID\My Documents

For WinNT:

· Same process as above, except My document path is: c:\winnt\profiles\SBCUID\My Documents

For Outlook 2000:

· Same process as above only the registry path is: HKey Current User \Software\Microsoft\Office\9.0\Outlook\Security\OutlookSecureTempFolder

Calendars

2011-05-18T18:40:00.009+02:00

Solution:

Note: User must have set up delegtae access rights, or have shared the calendar, for you to access.
Go to File, Open, Other Users Folder:

Select the Name and Folder type, calendar:

Click OK, and if you have permission, the calendar is added:

Calendar Or Task Reminders Not Working , Calendar Permission

2011-05-18T18:40:00.007+02:00

Solution:

Go to Tools Options Other Advanced Options Reminder Options Click on the “display the Reminder check .

Troubleshooting the Calendar or Task Reminders :

To get the reminders make sure first it is Enabled in the outlook. The main reason for remainders to stop appearing is due to corrupt Task or appointment reminder entries in outlooks.

Advise the user to take backup to be on a safer side. Typically reminder problems usually get fixed with this command line switch.

“outlook /cleanreminders”.

The alternative command to troubleshoot the problem is to issue the command “outlook /cleanfreebusy”

The /resetfolders outlook command line switch is the mother of all switches for Reminder problem.

In outlook there are other switches which will help you in fixing other issues in outlook such as Command-Line switch:

/CleanFreeBusy - Cleans and regenerates free/busy information

/Cleanfinders - Removes saved searches from the Exchange Server store.

/CleanReminders- Cleans and regenerates reminders

/CleanViews - Restores default views.

/CheckClient - Prompt for default manager of e-mail, news, and contacts

/Recycle - Starts Outlook using an existing Outlook window, if one exists.

/ResetFolders- Restores missing folders for the default delivery

The purpose of this instruction is to provide information regarding Outlook Calendar - Give Permission
In Outlook select the Tools | Options menu
Select the Delegates tab
Select the Add button
Type in the last name of the user and select them from the global address list
Click the Add button and then OK
Choose what permissions you want them to have access to (Editor for Calendar and Tasks is the default)
Select OK twice to return to the main Outlook window