Tag Archives: Outlook

Outlook 2011 For Mac – Auto Archiving Mail – KB10392215

KB10392215

Outlook 2011 For Mac – Auto Archiving Mail

This article explains how to create a rule to automatically archive email in Outlook 2011 for Mac.

Archiving in Outlook 2011 for Mac is achieved using rules to automatically copy over messages older than a set number of days into a local folder. These steps demonstrate how to automatically move mail out of your Exchange mailbox, and place it on your local computer’s hard drive. Please keep in mind archived messages will not be viewable through Outlook Web App (OWA) because they are no longer stored on the Exchange server. Once this mail is moved out of the Exchange mailbox system, you will be the only one who has a copy.

Viewing Local Folders

Ensure you can see the On My Computer folder in Outlook 2011.

      1. In Outlook 2011, click on the Outlook menu at the top of your screen, choose Preferences, thenGeneral.
      2. Uncheck the box that says Hide On My Computer folders.
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      3. Close the General Preferences window.

Creating Local Folder to hold Archived Mail

      1. Right-click (or ctrl-click) the On My Computer heading (probably at the bottom of your folder list) and choose New Folder.
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      2. Give your folder a name such as Archived Mail.

Creating Archiving Rule

      1. Go to Tools > Rules.
        toolsrules
      2. With Exchange selected from the On My Computer section, click the + near the bottom of the window to create a new rule.
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      3. Name the rule from “untitled” to something meaningful like “180 Day, Auto Archive.”
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      4. In the section called When a new message arrives: define the criterion as “Date Received” + “is Greater than or equal to” + “180” … days old to apply to messages older than 180 days (for a 6-month archive rule).
      5. In the section called Do the Following: define the action as “Move message” + “Archived Mail (On My Computer)”
        Note: If you do not see the folder you wish to archive to, you will need to click on the drop-down arrow next to “Move Message” and select Choose Folder… then search for the archive folder. Under the folder name, the location “On My Computer” should be displayed.
      6. Click the checkbox for Enabled.
      7. Click OK.
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      8. Close the Rules window.

Running the Archiving Rule

    1. To apply it to all mail in your inbox that is already six months or older, highlight the proper inbox, then select Message > Rules > 180 Day, Auto Archive. The first time this rule is run, it can take several minutes.
      ApplyRules
      Note: If you have arranged your inbox folder into sub-folders, you will need to run this rule on each folder individually.

Viewing the Archives

To access your archived mail, click on the folder you designated under the On My Computer section.

Outlook 2010 / 2013 AutoArchive KB10392154

~ Please note these setting are identical in 2010 and 2013 ~

Step 1: Click on the File tab and click on Options

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Step 2: Click on Advanced then the AutoArchive Settings button in Outlook Options window.

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Step 3: Now configure AutoArchive feature in AutoArchive window.

  1. Check the option of Run AutoArchive every x days;
  2. It’s optional to click the Browse button behind the Move old items to: box, and specify a new destination folder for older items.
  3. Click the button of Apply these settings to all folders now.

Note: If you select the Permanently delete old items option, mails will not be archived.

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Step 4: Click all OK buttons to finish the configuring.

 

~ done ~

Outlook 2007 Auto Archiving – KB10392143

KB10392143

Open Outlook and click on Tools Options

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Now click on the Other tab and click the AutoArchive button.

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This opens up a whole menu of options and settings to pick from:

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you can choose how often AutoArchive runs in X days. Also confirm how old the archived emails should be under During AutoArchive

Once its all configured Make sure to click the Apply these settings to all folders now button

Once you are done go to File then Archive

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Click the Mailbox and then Ok

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after you hit Ok the above window will go away

Look down into the bottom corner of Outlook and you will see this Archiving animation 

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Once the Archiving animation disappears you are done

Outlook 2007 IMAP / POP3 setup KB10392121

Step 1

On your computer, click the Start Menu and select Control Panel.

Step 2

If using Windows XP, double-click the Mail icon.

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Double-click the Mail icon

If using Windows Vista, Windows 7 or above, type Mail into the search box at the top-right of the Control Panel window to quickly find the Mail icon. Then, double-click it.

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Search for Mail and double-click the icon

Step 3

Click the E-mail Accounts button.

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Click E-mail Accounts

 

Step 4

Under the E-mail tab, click the New button to add your 1&1 e-mail account.

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Click New from the E-mail tab

Step 5

Check the box for Manually configure server settings or additional server types and then click the Next button.

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Select ‘Manually configure…’ -> Next

Step 6

Select the Internet E-mail type of account and then click the Next button.

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Internet E-mail -> Next

Step 7

Select IMAP from the Account Type drop-down box.  For POP3 select that instead

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Select IMAP or POP3 depending on the setup

Step 8

Enter Your Name. This is the name that will appear when others receive your e-mail.

  • Enter Your Name. This is the name that will appear when others receive your e-mail. (A)
  • Enter your 1&1 e-mail address.
  • Make sure that IMAPis selected from the Account Type drop-down box. (B)
  • Enter 1and1.comas the Incoming mail server.
  • Enter 1and1.comas the Outgoing mail server (SMTP).
  • Enter your full 1&1 e-mail addressas the User Name. (C)
  • Enter the e-mail account’s Password.
  • Check the box for Remember passwordif you do not want to enter your password every time you check or send mail from this account.
  • Click the More Settings

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Enter the information and click More Settings

Step 9

Select the Outgoing Server tab from the top of the new window that opens.

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Select Outgoing Server

Step 10

Check the box for My outgoing server (SMTP) requires authentication and ensure that Use same settings as my incoming mail server is selected.

Next, click the Advanced tab at the top of the window.

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Check the boxes and click Advanced

Step 11

Enter port 993 / 143 as the Incoming server (IMAP) port and ensure that SSL is chosen from the drop-down box.

POP3 will use 995 / 110 as the Incoming server port and ensure that SSL is chosen from the drop-down box.

Use the following type of encrypted connection drop-down box.

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For the Incoming server, enter the 993 for the port number and select SSL

Step 12

Choose TLS from the drop-down box next to Use the following type of encrypted connection and enter 587 as the Outgoing server (SMTP) port.

Click the OK button to save your settings.

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For the Outgoing server, enter 587 for the port number, select TLS, and click OK

Step 13

Now you can click the Test Account Settings button to verify that the e-mail account can send and receive mail.

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Click Test Account Settings

Step 14

If the part of the test fails, go through the previous steps and double-check all of your settings in Outlook. If the test is successful, click the Close button.

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Click Close

Step 15

Click the Next button.

Click Next

Step 16

Click the Finish button.

Click Finish

You may now launch Outlook 2007 and begin writing and checking your mail!

 

IMAP setup in Outlook 2007 / 2010 – KB10392005

KB10392005

Step 1

On your computer, click the Start Menu and select Control Panel.

Step 2

If using Windows XP, double-click the Mail icon.

Double-click the Mail icon

1

If using Windows Vista, Windows 7 or above, type Mail into the search box at the top-right of the Control Panel window to quickly find the Mail icon. Then, double-click it.

2

Search for Mail and double-click the icon

Step 3

Click the E-mail Accounts button.

3

Click E-mail Accounts

Step 4

Under the E-mail tab, click the New button to add your 1&1 e-mail account.

4

Click New from the E-mail tab

Step 5

Check the box for Manually configure server settings or additional server types and then click the Next button.

5

Select ‘Manually configure…’ -> Next

Step 6

Select the Internet E-mail type of account and then click the Next button.

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Internet E-mail -> Next

Step 7

Select IMAP from the Account Type drop-down box.

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Select IMAP

Step 8

Enter Your Name. This is the name that will appear when others receive your e-mail.

  • Enter Your Name. This is the name that will appear when others receive your e-mail. (A)
  • Enter your 1&1 e-mail address.
  • Make sure that IMAPis selected from the Account Type drop-down box. (B)
  • Enter 1and1.comas the Incoming mail server.
  • Enter 1and1.comas the Outgoing mail server (SMTP).
  • Enter your full 1&1 e-mail addressas the User Name. (C)
  • Enter the e-mail account’s Password.
  • Check the box for Remember passwordif you do not want to enter your password every time you check or send mail from this account.
  • Click the More Settings

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Enter the information and click More Settings

Step 9

Select the Outgoing Server tab from the top of the new window that opens.

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Select Outgoing Server

Step 10

Check the box for My outgoing server (SMTP) requires authentication and ensure that Use same settings as my incoming mail server is selected.

Next, click the Advanced tab at the top of the window.

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Check the boxes and click Advanced

Step 11

Enter port 993 as the Incoming server (IMAP) port and ensure that SSL is chosen from the Use the following type of encrypted connection drop-down box. Be sure to verify the port number and encryption type.

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For the Incoming server, enter the 993 for the port number and select SSL

Step 12

Choose TLS from the drop-down box next to Use the following type of encrypted connection and enter 587 as the Outgoing server (SMTP) port.

Click the OK button to save your settings. Be sure to verify the port number and encryption type.

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For the Outgoing server, enter 587 for the port number, select TLS, and click OK

Step 13

Now you can click the Test Account Settings button to verify that the e-mail account can send and receive mail.

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Click Test Account Settings

Step 14

If the part of the test fails, go through the previous steps and double-check all of your settings in Outlook. If the test is successful, click the Close button.

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Click Close

Step 15

Click the Next button.

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Click Next

Step 16

Click the Finish button.

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Click Finish

You may now launch Outlook 2007 and begin writing and checking your mail!

 

Outlook reminder keeps popping up – KB10391497

KB10391497

Outlook reminder keeps popping up.

If a user calls in because of an old Outlook reminder that will not dismiss, there are a few options to try.

Start -> run -> outlook.exe /cleanreminders

clearreminder

If this doesn’t work, try outlook.exe /resetfolders

If that still doesn’t work, you can install a tool that will help you clear the reminders at ctmp-dc01outlookreminders called MFCMapi.exe.

  • Run the MFCMAPI.exe and Click on “OK” button.

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  • Select the “Session” and Click on “Logon”.

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  • After that select the “outlook profile” and click on “OK” button.

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  • Select your “email Address” where the stuck the reminder is and “double clicks” on it.

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  • Now expand the “Root Container” and select the “Reminders” folder.

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  • After clicking on the reminders folder if you cannot find the corrupt reminder in the reminder folder; you can delete the entire Reminders folder. Outlook will rebuild the folder and the (good) reminders.

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  • Now Right click on the “Reminder” and click on “Delete folder” button.

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  • Now click on “OK” button to delete the reminders folder.

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Force Global Address List Update Outlook 2007 /2010 /2013 KB10391443

Outlook 2007

  1. In the Tools menu, point to Send/Receive, and then click Download Address Book.
    Exchange 2007 Download Address Book
  2. In the Offline Address Book dialog box, make sure that the Download changes since last Send/Receive check box is checked then click OK.
    Exchange 2007 Offline Address Book
  3. Your Outlook Global Address book is now up-to-date.

Outlook 2010

1. Close Outlook and Re-Open it
2. Select the Send and Receive tab
3. Locate Send/Receive Groups
4. And finally click the Download Address Book to download latest copy
Download Address Book
IF OUTLOOK STILL DON’T HAVE THE UPDATED LIST, TRY THE FOLLOWING
Try deleting the user’s oab files then have the user re-download the Address Book.
1. Go to C:UsersusernameAppDataLocalMicrosoftOutlook
2. Delete all files with .oab
3. Now follow the steps in “FORCE OUTLOOK TO UPDATE THE OFFLINE ADDRESS BOOK” to download the address book again
Download Address Book

 

Outlook 2013

  1. Select the Send/Receive tab in the upper left corner of Outlook.
  2. Click on the Send/Receive Groups drop down menu, then Download Address Book…

    Download Address Book

  3. The Offline Address Book window will appear. Make sure the following options are selected:
    • De-check the Download changes since last Send/Receive option
    • Make sure the Global Address List is selected from the Choose address book drop down menu

    Offline Address Book settings

    Click the OK button at the bottom.

  4. The most recent version of the Global Address List will be downloaded from the CUMC IT Exchange server. You may see a status window indicating the download’s progress, it will automatically disappear when completed.
  5. Close Outlook when the download has finished. Re-open Outlook and log in; the Global Address List should now contain the most recent information.

 KB10391443  pwillette 4/14/15

Outlook deleted items disappearing at deletion KB10391174

KB10391174

This will cover how to fix Outlook 2010 (and maybe other versions) when using IMAP as the server and deleted items don’t go into the deleted items box but instead seem to disappear from Outlook all together.

On the primary email account; right  click and add new folder called ‘ TEST

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and you will end up with something like this

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Next click ‘ FILE ‘ ‘ Account Settings ‘  ‘ Account Settings 

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Then click on the users account then ” Change

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From there click ‘ More Settings ‘ ‘ Deleted Items ‘ and ‘ TEST ‘ don’t forget to click ‘ OK ‘ as well

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Close all the windows and go back to Outlook. Send a test email then delete it. It should appear in the ‘ TEST ‘ folder.

If it does go through the above process except this time change it to ‘ Trash ‘ and test again with deleting a test email.

If this doesn’t succeed please consult T2 on the issue

Offline address book is not updating new users in office. KB1039403

 KB1039403

Description:    Offline address book is not updating new users in office. This is billable if happening to all users.

Common customer description: User may call in saying the new user they added are not showing up in the offline address book in outlook.

Probing questions: How long has it been since the new users was created. Users typically take around 24 hours to show up in the offline address book. If it has been longer there may be a problem with the address book updating users from the exchange database.

Steps to isolate:

  • Have the user download a new address book from: Outlook 2010; Send / Receive tab; Send/Receive Groups; Download Address Book. From Outlook 2007: Tools menu; Send/Receive; Download Address Book.
  • If the address book downloads check to see if the new user names shows up if so problem resolved.
  • If the address book does not download there is a problem with distribution of the address book. Not related to this article.
  • If the address book downloads and the user does not show up.
  • Check on the exchange server if the user is hidden from the address book.
  • If they are not hidden go to steps to resolve.
  • You can also check the outlook client installed on the onsite manager to see if the users in question are showing up. This way you can determine if it’s not just the one users that is having the problem.

Steps to resolve:

Exchange issues can be complicated and business-impacting, so please consult Tier 2 for assistance.

For Exchange 2007/2010:

  1. Open the Exchange management console
  2. Drill down the organization configuration, mailbox
  3. In the action pane select the new offline address book
  4. Give the OAB a name, select a generation server (in case of a CCR this needs to be the active node)
  5. Include the default global address list
  6. When presented with the distribution point’s page enable the web base distribution and, in case of outlook 2003 clients, enable the public folder distribution.
  7. Once the wizard has completed, right click the new OAB and select to generate the OAB.
  8. Now drill down to the mailbox database, right click it and set the new OAB to be the default for that database.
  9. Open outlook with a mailbox that is residing in that mailbox database
  10. In outlook, click on the down arrow next to Send/receive. Selects download address book and click OK. Note that if asked, you should select to download the entire address book and not just the changes.

For Exchange 2003:

  1. Open Exchange system manager
  2. Drill down to recipients, offline address lists
  3. In the right pane you should see the default offline address list.
  4. Right click in the right pane and create a new offline address list.
  5. Now drill down to the mailbox database, right click it and set the new OAB to be the default for that database.
  6. Open outlook with a mailbox that is residing in that mailbox database
  7. In outlook, click on the down arrow next to Send/receive. Selects download address book and click OK. Note that if asked, you should select to download the entire address book and not just the changes.

Additional considerations: After the new address book is created it may take up to a few days for it to re download to all outlook clients. Users may need to download the new address book manually if needed, using the steps above in this article.

Source:  http://geekswithblogs.net/marcde/archive/2012/01/31/new-users-do-not-show-up-in-outlook-when-in.aspx

Outlook crashing even with outlook.exe /safe Microsoft Dynamics CRM Outlook add-in KB103927

KB103927

Description:  Outlook crashing even with outlook.exe /safe “Microsoft Dynamics CRM Outlook add-in”

Common customer description:  After Microsoft Dynamics CRM was installed or updated Outlook opens then immediately crashes.

Probing questions:

When did this start?
Were updates ran recently or just before the problem started?

Steps to isolate:

Double check and make sure MS Dynamics CRM was recently installed or updated around the time of the problem.  It has been found that not all installs and or updates show in Add/Remove Programs.  With this in mind there is a tool that will display them if they are not visible and remove them if need be.  Most common that are not visible are the Critical Patches and Language Packs.Steps to resolve:

Go to http://support.microsoft.com/mats/program_install_and_uninstall/en-us and run the Fix It tool.

Run the tool and click Agree. Then click on the second choice “Detect problems and let me select the fixes to apply”.  Then select on “uninstalling” and find the Microsoft Dynamics CRM installs including patches and language packs.  Scroll through the list and see how many MS Dynamics CRM items are installed.  Remove the language packs first and test Outlook.  If problem continues keep uninstalling backwards from newest to oldest until you get Outlook to function properly.

Additional considerations:

This tool can be used very similarly to Revo Uninstaller except it is very good with Microsoft products.  Use wisely.