How to Improve Outlook Performance without any hassle?

MS-Outlook user mostly thinks that following reasons are responsible for the sluggish behavior of MS-Outlook:

Cause for Outlook sluggish behavior

• Power failure
• Virus attack
• Improper shutdown of system
• Outlook upgrade hangs up

But it is not true, most of us are uninformed of fact that the main reason behind the slothful behavior of Outlook is over grown size of PST file. This overgrown size results in slow performance of Outlook and also affects PST file performance. In this case, user will have no longer access to its PST file as it suspect to corruption and user has to lose its all valuable data.

Root cause for overgrown size of mailbox:

In previous version of Outlook (2000&2002), followed file format is ANSI which provides user to store only 2 GB data. When file size exceeds to 2 GB then Outlook application will no longer work smoothly. This causes too much problem while sending and receiving emails.

This problem is known as 2GB file size problem. Overgrown size of PST file will drive user in danger zone by corrupting the PST file. To deal with this problem, Outlook starts supporting for UNICODE file format in newer versions (2003 and above). This allows user to save data up to 20 GB only. One more reason behind the overgrown size of PST file is heavy attachments. To deal with such problem, user can separate out the heavy file attachments and can save them in a different file folder for future use.

Common Problems with oversized PST file:

• MS-Outlook decline to start
• MS-Outlook takes too much time in loading.
• Problems in adding or deleting the files from the folder
• Application causes problem while sending and receiving emails
• Application freezes automatically after sometime
• Loss of valuable data

All above issues are quite enough to explain that what issues a user can face due to oversized PST file. So, to avoid such nasty situations it is advised to decrease the size of large PST files.

Troubleshoot the Over sized PST file problem:

To make space on hard disk, a normal user will eliminate the unwanted emails from their mail box or will delete the all emails present in the deleted items folder. But they are unaware of fact that this will not do any effect on PST file. Best way to sort out this dilemma is compression of PST file. To compress PST file use 'Compact Now' option.

Microsoft provides inbuilt options to compact the PST file. User can easily adopt that option by clicking on “Compact Now” menu present in the user’s profile associated with Outlook. PST file compression can be performing in two ways i.e.

• Manual PST Compression
• Automated Background Compression

Location of Compact now option in Manual PST Compression:

• Point to Menu select the option Data File Management
• By selecting the desired PST file hit on settings
• Select the button Compact Now

User can choose methods according to their preference but these two methods do not provide any assurance of no data loss while compressing. To overcome with this problem, user can use third party tools to compress the large size PST file.

Key Benefits of using third party tools

• Let user compress both files i.e. OST and PST
• User will get complete assurance of no data loss
• Let user save attachments in separate folder
• Empty the space on hard disk
• Increase Outlook performance

Compressing PST file will no longer be trouble by using third party tools.  

Steps to overcome unexpected behaviour of Outlook Express

Outlook Express is a common email application that is used worldwide to transfer information. Sometimes outlook express sluggish behaviour make user work interrupted. Behaviour like:

1. Pauses in receiving & sending of emails.
2. Take too much time in loading
3. Suddenly stops working
4. Automatic restart of outlook express application

To improve the surprising behaviour, you need to perform some easy steps. To perform these operations, users will need to open their outlook express & Internet explorer to save the current work in other location & close the file. By following these steps, user will be able to perform all operations without interruption.

Steps to Improve the Unexpected behaviour of Outlook Express

Clear Out Temporary Internet Files Folder

When an unexpected error message pop up in window i.e. in “message window” or “Preview pane”, a temporary file is created by OE to show the content of message. These temporary files are known as Temporary Internet Files and stored in temporary Internet Files folder. Due to some unethical activity like virus attack etc, these files get damage and result in strange behaviour of Outlook Express. To make outlook work in normal condition, delete all temporary files. Procedure to delete Temporary files:

• Open Internet Explorer
• Point to Tools menu click on Internet Options
• Move to “Temporary Internet Files Panel” & click on Delete files.
• When pop-up alert window appears select the check box entitled as Remove all offline files
• Hit on OK.

Remember: It is necessary to select the check box otherwise user is not able to delete the temporary files that are used by Outlook Express.

• Now, delete all Outlook Express temporary files by removing all offline files.

Compact All Folder

Folders.dbx is the master file of OE & error in this file make OE behaviour unexpected. Solve this problem by compressing all folders along with master folder. Don’t forget to open all folders periodically as this will reduce the chances of error.

Steps to Compact file folders:

• Click on Work Offline in the File menu to stop receieving of new message
• Click on Outlook Express in the folder list or pause the opening of new emails or news folder
• After doing this click close the Folder List by clicking on Upper right corner in the “List Panel”

Alternate: - Point to View Menu clicks on “Layout” & clear the Folder List check box

• Point to Folder in the File Menu tap on Compact All Folders.

NOTE:- Compression process will take time to complete the process till then keep computer uninterrupted

• In case, if user found query unresolved start the process again from initial step.
• After performing above step if user found still problem unresolved then restart computer or start Outlook Express or repeat the whole process.

Reregister Outlook Express as well as Libraries

May be user is trying to open a message arrived in news group but unable to open the message as well as link attached with the message. All this is happening due to damaged file of OE. To resolve this error, user has to do amendment in Windows registry. While working with emails of OE, there is also problem like

• opening hyperlinks
• content displayed

This type of error occurs due to problem in Dynamic Link Libraries (DLLs). For a particular function, there is a particular DLL. To work these function properly, Re-registering a DLL using regsvr32.

Steps to rewrite registry keys

Point to Start & Tap on Run.

Type msimn /reg in the Open box & click OK.

Note: After doing that don’t worry if nothing happens.

Point to Tools menu hit on Internet Explorer Options

Select Outlook Express as default e-mail client or default news client in the Programs tab

Now, Re-register library

Steps to Re-Register Libraries

Point to Start & Tap Run.

Type regsvr32 urlmon.dllin the Open box & click OK.

Repeat step 1 for each of the following commands:

regsvr32 mshtml.dll

regsvr32 shdocvw.dll

regsvr32 browseui.dll

regsvr32 msjava.dll

Create New Identity:

In case, if problem is resolved by applying above mentioned steps then there is no need to create new identities or if above mentioned solutions are not helping in resolving the problem then apply these steps:-

Export your e-mail and news accounts in Outlook Express so that you can import them into a new Identity.

1. Point to Outlook Express Tools menu hit on Accounts
2. Select the default account by clicking on Mail tab
3. Select a location for the exported file by clicking on Export button
4. Be sure about the extension for Internet account file i.e. "iaf"
5. Repeat steps 2 &3 for all accounts.
6. After clicking on the News tab and repeat steps 3 & 4 for all accounts.
7. Now, after exportation of mail and news accounts hit Close.
8. Add New Identity by clicking on Identities in the file menu
9. click OK & type a name for new Identity

After adding New Identity, user can start Outlook Express with all default settings.

1. To switch to the new Identity hit on Yes
2. Click Cancel to close the New Account wizard. If you are prompted to import settings or messages, select “Do not import at this time” or Cancel.
3. Move cursor to Tools menu & hit on Accounts
4. Click the Import button and Select the first *.iaf file from step 1 & Repeat until all accounts have been imported.
5. Now, Import all the mail messages from old Identity.
6. In the File menu, Click Import > click Messages.
7. Select OE6 from the list of programs & hit next.
8. To Import the data select the name of Identity & hit OK

By using above steps, now user can easily remove the unexpected error occurring in Outlook Express. If this solution does not help then user must contact to Microsoft Support to sort out Outlook Express issues.

How to take backup of precious Outlook Express data?

Common circumstances like unexpected system file crash, sudden system shutdown, virus attack results in data loss. Along with system data, our desktop email accounts also get suffered with that. No doubt, our email accounts hold our most important information like (contacts, messages, group accounts, mail accounts) and many more information. Best practice to avoid this situation is to keep backup copy of your email account so that user can use them in case of any emergency. I am using Outlook Express as an email account so I am taking Outlook Express in to consideration.

Backup Messages in Outlook Express:

Step A: In the first step copy all message files to a Backup Folder

1. Firstly locate the Store folder
2. Now, Run Outlook Express E-mail Application
3. Point to Tools menu hit on Options
4. Move to Maintenance tab & hit on Store Folder
5. Now, copy the Store Location

• To Copy Location of Store Folder follow these steps
• Adjust the position of mouse at one end of the box under your personal message store is located in the following folder box.
• Now, drag the mouse pointer by holding the left mouse button. Drag it to the personal message store located in the following folder box.
• Use CTRL+C command to copy the location.
• Now, click twice to close the dialog box.

Step B: After copying the message files, now copy the contents of the Store folder

• Point to Run, use CTRL+V and tap OK.
• Point to Edit menu choose all and proceed.
• Now, move to Edit menu and apply copy command Copy
• Close the window.

Step C: Create a backup folder

                 Create a new folder on desktop & named as “Mail Backup”

Step D: Using PASTE command copy all the contents of the Store folder into the backup folder

• Open the Mail Backup folder by doing Double-click on it.
• Inside the Mail Backup folder window do Right-click and choose Paste

Backup Address Book in Outlook Express:

Steps to Export the Address Book to a .csv file

Storage location of user's all contacts associated with their account is Windows Address Book (.wab) . Folder name is same as the name of user profile. As a multiple user, identity user must separate out the Address Book data and export the data to a .csv file.

Export the .wab file to a .csv file and access contact information easily. To obtain result use File menu in OE to export the .csv file. If you are an Outlook user Use following methods to export the file:

• Point to File menu use Export options & hit on Address Book.
• Hit on Text File and Export data.
• Now, Start to Browse
• Select the above created Mail Backup folder
• Enter the text “Address book backup” in the File Name box
• Hit on Save & Click on Next
• Export all the files you want to export by selecting the check boxes
• Finish the process by clicking on OK and then Close

Backup mail accounts in Outlook Express:

         Export the mail account to a file

• Move to Accounts section in the Tools menu
• Open the Mail Tab and Export the mail account according to user choice.
• Click on Export
• Open Save In box to select the Mail Backup folder
• Hit on SAVE
• Repeat these steps for each mail account that you want to export.
• Click Close.

       Backup News accounts in Outlook Express:

       Export the newsgroup account to a file

• Move to Accounts section in the Tools menu
• Open the News tab and Export the news account according to user choice.
• Click on Export
• Open Save In box to select the Mail Backup folder
• Hit on SAVE
• Repeat these steps for each newsgroup account that you want to export.
• Click Close.

By applying above steps, user can keep a backup copy of their account information and continue their work without any interruption.

Free utility to solve error in MS Outlook

When user log in to their MS-Outlook account or open their personal file folders or off-line folders, sudden a popup windows appears and displays a message shown in the image below:-

Here <file_path> is the path of the PST file.

Frequent Cause of Error:-

Predefined size of PST file as well as OST file is 2 GB. Main problem exist when file size goes beyond to 2 GB and file creates problem in opening. To resolve this problem, user is advised to use Inbox Repair Tool but the truth is that Inbox Repair Tool doesn’t have potential to correct this error.

Resolution: Microsoft sort out this problem by providing a free utility named as “2GB file Truncation Utility” or Microsoft Crop tool. User can easily download this tool from the link provided below.

“http://www.microsoft.com/en-us/download/details.aspx?id=12972”

NOTE: Firstly create a truncated copy of file (.pst) and use this tool. It is not sure that after using this utility user will get original data back after completion of process. The data received by user have some modification as this tool cuts a user defined amount of data from the file. This truncation utility has some limitations such as

Recovery Limitations of the 2 GB Truncation Utility:

• Free some space of about 2 GB on hard disk so that it become easy to make a copy of .PST file
• This utility will work for file whose size is under 2 GB.
• Limit the file size by 20 to 25 MB .
• File received does not have complete data as truncated data is removed from the new copy

Steps to recover the Truncated Data:

Firstly download the tool from the above mentioned link

Place that file in an empty folder that is extracted by tool. File is named as “pst2gb.exe ”After doing this user will see five files:

• Msstdfmt.dll
• Msvbvm60.dll
• Pst2gb.exe
• Readme.rtf
• Readme.txt

1. Start the pst2gb.exe application
2. After programme installation Browse to select the oversized PST file
3. Hit Open
4. Click on create and Enter the amount of data that needs to be truncated in the .pst file.
5. There is not a correct amount to use.
6. To achieve best results use 20 to 25 MB data, but if you want to truncate more or less.
7. If process works for 25MB of data then repeat the process to truncate the original oversize .pst file b 15 GB only.
8. Apply the process on 5 MB file also
9. Apply this procedure for file size of 25MB, if tool is unable to perfrom operation on such size file size then repeat the process.
10. After starting of process start truncation process on original pst file size limit is 35MB and if tool is still unable to perform operation then keep appending the amount untill user get suucess.
11. Firstly run the Inbox Repair Tool on the smaller .pst file.
12. After applying this tool open the repaired .pst file in Outlook.
13. It is not necessary to apply this step. If the file opens do right-click the root folder of the .pst file, Click on Properties,
14. Now, start the compression by clicking on Compact Now.
15. In case file size is heavy then it may take 4-8 hrs to compress the file.
16. Discard the truncated .pst file in case if file does not open and repeat the whole process with the original .pst file.
17. While performing the above step try to truncate more data than in the first attempt, and try the process again.
18. Depending on the version of Outlook, install the update for hot fix that user have.
19. By doing so user will receive notification that prevent outlook data file size from exceeding to 2GB limit.
20. User can use one of the following methods to manage their size of the .pst files:
21. Use more than one .pst file.
22. Use the archive feature.
23. Save attachments to a file system folder and delete them from messages.

This is the free utility provided by Microsoft as this utility does not provide surety of no data loss. I personally advised to use third part tool. There are various PST file splitter tools present in the market. By using third party tools, user will get complete assurance of no data loss.

Lotus Notes Errors and Their Solution

Lotus Notes is a desktop email application of IBM. Lotus Notes stores all information and data on NSF file. Like user of other email applications, Lotus Notes users also face errors which interrupt smooth functioning of this application. Common errors that occur while working with lotus Notes are:

•    Error due to corruption of database file

•    Unexpected MIME Error

•    Error due to missing entries in INDEX

•    Object variable not set

•    Invalid character in file name

•    Error due to truncation of NSF file

•    Error due to missing directory parameter

Above mentioned are the common problems that a Lotus Notes user may face while working with the NSF files. The main reason behind the occurrence of error is:

•    Corruption in header part of files,

•    Inappropriate hardware installation

•    Virus attacks,

•    Mismatch in checksum.

 Above mentioned are the common reasons that make a NSF file out of order. Here, I am describing in brief about what are the reasons behind the error occuring due to missing of directory parameter along with its solution . This error is coded as Error 0X1a5.

It’s a common scenario while working with Lotus Notes that user tries to start the Domino Server but unable to start the server. The reason behind this error is missing  of “Directory=” parameters from one of the important file of Lotus Notes named as “.ini” file. Another reason behind this error is due to access of maintenance tools on partitioned server. To resolve this problem user must reset the directory parameter of the server. Before proceeding further let's have a look on .ini file.

Lotus Notes .ini file: .ini file are fundamental file of Lotus Notes email application and recognized as Client Configuration file. This file contains almost every setting of Lotus Notes. This file needs special attention while editing because one wrong step will make Domino server work improperly. So handle this file with proper guidance of technical expert. To check the current listing of ini file user may click on URL:

http://www-128.ibm.com/developerworks/lotus/documentation/notes-ini/.

Efficient ways to do modifications in .INI Settings are:

With the Help of Text Editor (Note Pad/World Pad):

• Open the NOTES.INI file
• Edit the files using text editor. Text editor may be word pad/ notepad, it completely depends on user's OS.
• Open documents entitle as Configuration Settings
• Now, by using Configuration Settings documents user can add or modify the settings of .INI file.
• Before doing this user has to keep following points in mind:

• User can not edit or modify few files as there is no option provided to modify that files.
• User can apply these setting to Domino Servers file only by using Set Configuration server Command.
•  User can not perform editing operation on NOTES.INI file of Notes Client.
•  It is advised to use text editor to perform editing on NOTES.INI file.

                         Now, set the “Directory=" parameter by following underwritten steps.

• Using NOTEPAD open the server's notes.ini file.
• Proceed to "Notes Program=" line
• Perform add operation "Directory=<full path to your domino data directory>". e.g.
• Directory=C: \Lotus\Domino\Data
• Close the .ini file but before closing save the changes.
•  To see changes start Domino Server

By applying above mentioned steps user can easily resolve this problem. It is also advised to user to maintain their Lotus Notes Database at regular intervals and avoid problems. To perform maintenance task user can use commands like fix up, compact etc. I hope the information provided in this article will be helpful in resolving the error.