Resolve Outlook 2013 Synchronization Error

We all know that emails are considered as most protected and reliable way to communicate. It will be good practice if user will be able to send email through wireless device. This will surely save their time and make user work fast. Microsoft provides its users a facility of synchronizing their hot mail account with desktop email applications same is true for smart phones, PC’s. May be after doing this user will face underwritten error:

“There are too many devices syncing with this account. To sync using Outlook, try removing another device that is connected with this account such as a phone or another computer.”

Reason for Error:

Root cause of this error is synchronization of more than one device with the same account. Devices may be their smart phones, other pc, tablet etc. There is also another reason of this error i.e. the combination of folders present with devices that user is using for synchronization of accounts.

Key of problem

The solution of this problem is straightforward and can be easily resolved. User has to follow two simple steps to solve this problem. Although this solution is temporary, permanent solution will automatically be downloaded on user account. Steps to solve the problem are:

• Firstly user must fix their Microsoft account
• Now, configure the fixed Outlook account with new settings.

Step to fix Microsoft account: To fix Microsoft account, user must fill the outlook 2013 sync error form given on following link:

https://support.live.com/eform.aspx productKey=outlooksync&ct=eformts&scrx=1

After filling this form Microsoft will contact user with in 24 hrs of query generated. To use outlook 2013 account configure it with POP protocol. Use following method to configure the account

Steps to fix Outlook account with different settings

• Open Outlook 2013 application
• Point to file menu tap on Account Settings.
• A list of email account is displayed to user
• Now, select the existing email account entitled as EAS(Exchange ActiveSync)
• Tap on Remove button.

Configure Outlook 2013 account with POP3 Protocol

1.  Don't close the Window after removing the account.
2.  Add new email account by clicking on “New” button
3.  Select the Manual setup or additional server types or proceed
4.  Now, choose between POP or IMAP account.

 Instructions:

 4(i) Follow the instructions displayed on the Account Settings screen of Internet POP and IMAP,

4(ii) Type name in the Edit Box .This name will be enclosed to recipients.

4(iii) Enter email address in the text box of Email Address.

4(iv) Select Radio Button entitle as POP3 account

4(v) In the Incoming mail server box enter the URL pop3.live.com

4(vi) In Outgoing mail server box enter the URL smtp.live.com

4(vii) Now, Enter user's Hotmail account name in the User Name box

4(viii) Enter password in the Password text box

4(ix) Uncheck the box entitled as Secure Password Authentication and hit on More Settings.

4(x) Hit on Outgoing Server tab and Select the SMTP authentication check box

4(xi) In the Advanced tab choose the check box entitle as encrypted connection (SSL)

Note: Set the port of Incoming Server (POP3) to port 995.

4(xii) Now, use the encrypted connection under Outgoing SMTP server by selecting TLS

Note: Set the port of Outgoing Server to port 25. In case, if user found port 25 is blocked then

Set port to 587.

4(xiii) Click on Ok after Uncheck the box next to Remove from server after 14 days

5 Hit on Test Account Settings placed on the right side of the POP and IMAP Account Settings screen. After performing this step if user found there is no error then user is free to proceed for further process.

NOTE: Ensure by clicking on Test Account Settings whether all information entered in is accurate or not. Perform this step in case if any error occurs.

6 Finish the process by clicking on “NEXT”

By using above mentioned steps user can easily resolve the outlook synchronization error. If user still found this error unresolved then user must contact to Microsoft support.

Simple steps to restore Outlook Express Data

It is a good practice to keep a backup copy of your data whether it is a contact information or it is your account details. Backup will help user to maintain their account in case of any accidental data loss. Crucial data which is required to be backed up in Outlook Express are listed below:

• Messages
• News Groups
• Mail Accounts
• The Address Book

In my previous post, I already explain the methods for how to take backup of all Outlook Express Data. To use that backed up data, it is necessary to store data on your system.

Need of Data Restore: Sometimes users change their machine from old to New. In this case, there is need of re-installation of their desktop email client application. When a user wants to access his information on new system then there is a need to restore the user's account information that was saved in form of backup. User has to just apply the RESTORE process to access the information.

Note: To restore items when you use multiple identities in Outlook Express, you may have to re-create the identities before you follow below mentioned steps. Repeat each step as needed for each identity.

Restoring data is a very easy task as user has to just copy the backup data and restore it to the desired location. Following are the steps to restore precious data to Outlook Express account.

Step 1: Firstly start importing messages from the backup folder

1. Move your cursor to File Menu point to Import hit on Click Messages
2. To import from the box choose email -programme and click on Microsoft Outlook Express 5 or 6 then Proceed on NEXT
3. Now, Open Outlook Express 6 or 5 store directory to import mail messages.
4. Click OK
5. Browse to select the Mail Backup folder.
6. Now click OK and hit on NEXT.
7. Now, click on all folders then Proceed and Hit Finish.

Step 2: In second step Import the Address Book file

1. To import Address Book point to File Menu click on Import.
2. Now, To import text files separated with (Comma Separated Values) click on Import option
3. Browse to select the Mail Backup folder
4. After selection of folder click the address book backup.csv file,
5. Click on Open and then Click on Next
6. To finish the Process tap on Finish button.
7. Now, Click OK and Close the application by clicking on Close button.

Step 3: In this step import the mail account file

1. Point to Tools Menu move to Accounts section.
2. Click Import option in the Mail Tab
3. Now, open the Look In box and select the Mail Backup folder.
4. Import the mail account and click on Open.
5. To import other mail account repeat the above mentioned steps
6. Close the application

Step 4: Steps to Import the newsgroup account file

1. Point to Tools Menu move to Accounts section.
2. Click on Import option in the Mail Tab
3. Now, open the Look In box and select the Mail Backup folder.
4. Choose the news account that user want to Import.
5. Click Open
6. To import other newgroup account repeat the above mentioned steps
7. Close the application.

By using above mentioned steps user can easily restore their data. In, case if these steps do not work then user has to contact Microsoft support http://support.microsoft.com/ for their query solution.

Perfect solution to resolve error “0x8004010F” in Outlook

Every outlook user sends and receives emails by using their Outlook account. Usually user of MS-Outlook 2010 & 2013 faces a common problem while working with their account. When they try to send & receive an email message using their account, all of a sudden a pop- up window appears and displays an error message entitle as:

Error Code: 0x8004010F Message1: “Outlook data file cannot be accessed”

Or

Error Code: 0x8004010F Message2: “The operation failed error”

Common Cause of Error: Configuration of profile is not appropriate

Solution to cope up with “0x8004010F” error in Outlook

Before you run any operation to troubleshoot the error, firstly check the location of default Outlook data file (PST). After checking the default location of PST file, create a new outlook profile.

User Guide to locate the default Outlook data file

• Open Control Panel & hit on Mail.
• After opening mail in the Mail Setup option a dialogue box appears entitle as Outlook dialog box,
• In the dialogue box click on “Show Profiles”
• Choose your current Outlook profile & tap on Properties.
• Again in the Outlook dialog box hit on Data Files.
• Open the Data Files tab using Account Settings dialog box
• Now, note profile's default location.
• Process will complete after hitting on Close

User Guide to create Outlook profile

There are two methods to create new Outlook profile. Choose best method according to your convenience. Here are full methods:

Auto Account setup method to create an IMAP or POP3 email account.

NOTE: Some user email account supports both protocol IMAP and POP3. In this situation, auto account set up will create IMAP account by default. If email server supports for POP3 account then profile will be create in POP3 account.

To create a POP3 account, follows the steps manually:

• Open Control Panel
• After opening mail in the Mail Setup option a dialogue box appears entitle as Outlook dialog box,
• Point to the General tab in the Mail dialog box hit on Add.
• After clicking on Add Enter text in the “new profile name”
• After entering text hit on OK.
• Type your email account information in the text box appeared in “Add New Account” dialog box
• Tap Next.
• Wait till account configures
• Tap on Finish.

Steps to create an IMAP or POP3 email account manually

• Open Control Panel.
• After opening mail in the Mail Setup option a dialogue box appears entitle as Outlook dialog box,
• In the dialogue box click on “Show Profiles”
• Point to the General tab in the Mail dialog box hit on Add.
• After clicking on Add Enter text in the “new profile name”
• After entering text hit on OK.
• After adding account select settings of server
• Click on Configure settings manually & click on Next
• Choose Internet E-mail in the “Choose Service dialog box”
• Do click on Next.
• Type account details in the Internet E-mail Settings dialog box
• Now, test your account by clicking on “Test Account Settings”
  
  
  NOTE: If users don’t know correct account details then user must contact to their Internet service provider

• Browse to select Existing Outlook Data File
• Now, Open Outlook Data File dialog box
• Browse & select the Outlook data file which is located previously.
• Click OK & move to Next.
• Click on Close in the “Test Account Settings dialog box”
• Click Finish.

Steps to see default Outlook profile in new Outlook profile

• Point to Mail dialogue box open the General tab
• Firstly click on check box to use this profile
• Tap on drop down Menu to choose new profile.
• Now, close the Mail dialog box
• Hit OK

By following above mentioned steps, user will be able to resolve the error without any need of technical expertise. However, if you are still facing the same issue then you should contact to Microsoft customer support.

Procedure to create and use Groups in Outlook Express

We all know emails are considered as most secure and fastest way of communication. It is very obvious that every email account holder has their own contact list. Sometimes a situation comes like (on occasion, reply to clients, office use) user has to send same email to multiple recipients. It will become very hectic job if user will type every email recipients Address in the text field to send message. Instead of sending same email one by one, it is best if user will send email to all recipients in one click.

Microsoft resolves this problem by providing “Group” feature in Outlook Express. Creation of group will eliminates the need of CC and Bcc option as user has to just enter the name of group in Bcc part and send it to respective Group. By using this feature, user can create their personal as well as business groups to send same message to multiple people in a Single Click.

 Benefits of Creating Group

• Save Time
• Consistency

 Steps to Create Groups in Outlook Express

• Start Outlook Express Email Application
• Point to Menu Click on the Tool Option. User can also use Alt + T key to directly switch to Tool Menu

• Using the Arrow key choose “Address Book” and press Enter
• As Address Book appears click on NEW

• After clicking on NEW section use arrows key to choose New Group
  
  

• As user click on “New Group” a properties Dialogue Box appears
• Enter the Group Name in the Edit Box of Dialogue Box and Hit Enter

            

• If user want to add Group Details then he can use “Group Details” section to fill the details

• Now, user is ready to add members to the Group Created

Steps to Add Members to the Group

• Proceed with the last step and click on Select Members.
• After clicking on Select Members button use Down Arrow Key to select person from existing contact list. Repeat the process until you add all members to the Group

• If user wants to add new person in the Group then Choose “Add” option to add new person in the Group.

• To see your Group come to regular Outlook Express .Move to Contacts Section and scroll down to see the Group Name.

Steps to Send Email to a Specific Group

• It's a very simple task to send message to particular Group
• Open your Outlook Express mail application and click on “Create Mail button”.
• In the 'Select Recipients' dialog box there is a list of your contacts shown, along with a search field to help you find a contacts name.
• Click the "To :->" button (item) to put the 'Select Group' in the 'to:' 'Message recipients' box.

• Click the "Bcc :->" button (item) to put them in the 'Bcc:' 'Message recipients' box.
• Now, enter a message subject.
• Type the message to be sent to the Group.
• Click the 'Send" button to send the email.

By performing above steps, user can easily create Group depend on their need and can send message to a specific group.

Open Lotus Notes Mails in Outlook without any hitch

Lotus Notes email application is launched by IBM and MS-Outlook application by Microsoft. Both email application have their own file format i.e. .NSF for Lotus Notes & .PST for outlook. In daily routine it becomes arduous for a user to sustain their Lotus Notes account as their maintenance cost is not affordable for every one. User must have expertise in technical field to handle lotus Notes account. High maintenance cost of Lotus Notes is also an immense reason. These factors force a user to switch their email client from Lotus Notes to Outlook.

                             

Mostly users think that to change email application client is a very hectic & time consuming job. Their preceding email account (Lotus Notes) has all required information like contact details, email address, meeting schedule etc. So, if a user migrates from one email application to another email application (Lotus Notes to Outlook) then there is also need to export & import their all necessary information. Don't worry it’s a very simple task. I am sharing the complete steps to access data of Lotus Notes files to Outlook files. This process will complete in two steps,

Steps to approach your conversion

1. Export all Lotus Notes Mail Files
2. Import all Exported Mail files to Outlook

Follow these steps to Export Lotus Notes Mail Files

• Firstly open your Lotus Notes Mail Application
• After opening Click on the "Mail" tab
• Point to menu bar, move to “File" option
• After moving start the “Export” wizard by clicking on “Export” option

NOTE: - When "Export" wizard starts, user will have several options to select the format for the exported file from Lotus Notes.

• As user will import them to Outlook so it is advised to Choose "Tabular Text" or "Structured Text”
•  Now, Click “Continue” to start the export process.
• To stop the process click on “Export”.
•  Process ends & Exports the mail file easily

Follow these steps to Import the exported mail file in MS-Outlook.

1. Run Microsoft Outlook application.
2. Inside the “File" menu click on "Import and Export”.
3. After opening of wizard entitle as "Import and Export" Hit on "Next"
4. Now, choose the format to export the file.
5. User have option to choose "Comma Separated” Values OR "Tab Separated Values”
6. Tap "Next."
7. In the "Export" wizard browse the file exported from Lotus Notes.
8. To complete the process Hit on "Finish"

After performing these steps user will easily migrate their lotus notes files to Outlook. However, there may be possibility user will face difficulty in performing these steps. There is one more option to open NSF files in Outlook environment. User can also use third party tool available in market entitle as NSF to PST file converter. These converter tools also provide you assurance of no data loss during conversion process. Hope this post will be helpful for you.

How to Create & Open PST file in Outlook 2013?

While working with PST file, one thing user should keep in mind that if the size of PST file reaches or exceeds beyond the specified limit then, it affects the Outlook performance adversely. So, for proper working of Outlook, it is advised to create new PST file that can be used as a mean of archive for storing old data.

Steps to Create Outlook Data File:-

1. 

   Firstly install Outlook 2013 Application
2. Start your Outlook 2013 application
3. Point to 'File' Menu then, Select “New Items”
4. After clicking on 'New Items' user will migrate to 'More Items' & from 'more items' submenu choose 'Outlook Data File'
5. Now, browse for the location where you want to save your Outlook Data file
6. Enter the file name or hit “OK”
7. Your PST file is created successfully
8. Now, See left side of your Outlook folder pane it works exactly like your existing folder.

Steps to Open Outlook Data File:

Once you have created the PST file, follow the below steps to open it.

• Go to the file tab
• Hit on 'Open & Export' and click on Open Outlook Data File

NOTE:-user can also open the Outlook Data file from Documents/Outlook Files Folder.

Password Set

User can also apply password to their PST files for security purpose. By applying password to the PST file, user can prevent unauthorized access to the confidential mail data. Moreover, to increase the security of your PST file, it is advised to change your password on timely basis.

Steps to change password of PST file:

• Point to 'file' then, Move to 'account settings'.
• Choose the Outlook Data file on which you want to apply password then, click on Settings.
• Hit 'Change Password'.

NOTE: - If you are using Outlook with Exchange Server then use your network password to access your Outlook account data.

• After clicking 'change password', a Password wizard opens that prompts for your “Old Password” & “New Password”. Enter the details & save.

NOTE: - Your password must be up to 15 characters & case sensitive.

• Hit OK to set password.
  
  Additional Info:-

• Password is applied to select Outlook Data File only.
• User can also set Password for individual folders within the Outlook Data File.
• Once user changes the password and he can log in with new verified password. He can select the check-box provided within the password wizard to make the system automatically store it for future use. Whenever user log in in to his account then, he will not require entering the password again and again.

Its a wise choice to archive your previous Outlook data in PST file .Otherwise, the increasing PST file size may affect your daily Outlook tasks and later on, it may cause severe data corruption issues that might be hard to recover.

How to Backup Outlook Personal Folder Files by using Add-in?

In our daily life, we usually face inconvenience with our computer system due to virus attack, sudden power failure, hard drive failure, accidental deletion of files etc. These factors not only affect our system performance but can also cause damage to our important data. Same is the case for Outlook PST files. PST files plays a very significant role in MS Outlook for functioning of Outlook Email application; there comes need a PST file Backup.

Microsoft provides a free utility named as “The Microsoft Outlook Personal Folders Backup tool” to take back up of Outlook emails. This tool is an add-in that will automatically automate the backup process for PST files. It is available in prior version of Outlook 2000, Outlook 2002, Outlook 2003, and Outlook 2007. To work with this tool in Outlook2010, user has to configure it manually. Moreover, this tool provides an option to take back up of selected PST files at regular or different intervals of time. Priorities of back up will be set by user. You can easily download this add-in from the Microsoft website:-

http://www.microsoft.com/en-us/download/details.aspx?id=9003

Note: - This tool is not recommended as an enterprise back-up solution. If you are using outlook with Exchange Server then there is no need to backup the PST files as they are backed up automatically by server administrator. The Personal Folders Backup add-in backs up only .pst files. Additionally, this tool only provides settings that individual users can configure.

Steps to use The Microsoft Outlook Personal Folders Backup tool

• Start Outlook application
• Point to file menu Tap on Backup.
• Now, Click on Options
• Select the .pst file for back up

Steps to use The Microsoft Outlook Personal Folders Backup tool for 2010

Firstly configure Outlook to allow the Personal Folders Backup add-in to run automatically on exit. By default this add-in does not work with Outlook 2010 because of new Fast Shutdown functionality in Outlook 2010. To fix this problem automatically, click the Fix it button or link. Click Run in the File Download dialog box, and follow the steps in the Fix it wizard.

Firstly add the following registry data to complete the backup process at shutdown

HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook\Addins\Microsoft.OutlookBackup.1

DWORD: Require Shutdown Notification

Value: 1

NOTE: - while modifying registry, apply every step with proper precaution. One wrong move will lead to serious problems or may be user has to reinstall the operating system. Microsoft doesn't completely assure user for solution of problem. User will do modifications in registry at their own risk.

To do this, follow these steps.

For user of Windows XP &Windows Server 2003

•   Point to start hit on Run.
•   Type regedit in the Open box
•   Hit enter

For Windows 7, Windows Vista, Windows Server 2008 and Windows Server 2008 R2

• Click Start,
• Type regedit in the Open box
• Click regedit.exe in the search results.
• Now, Locate & click on the following sub key:
• HKEY_CURRENT_USER\SOFTWARE\Microsoft\Office\Outlook\Addins\Microsoft.OutlookBackup.1
• Click on Edit & hit New - DWORD Value.
• Rename the value to Require Shutdown Notification.
• Right click on Require Shutdown Notification
• Click Modify.
• Type 1 in the Value data box of Edit DWORD Value dialog box
• Click OK & Quit Registry Editor

     Note: Perform these steps only one time:

• Start Outlook application.
• Click on Add-ins tab in the Ribbon.
• Click the Backup button.
• Now, tap on Options & select the .pst files for back up.

Backup must be saved on a hard disk & don't try to spread that back up on multiple hard disk. While changing backup options, select the storage location which has maximum space to save .pst file.

Introduction to “Message Preview” feature in Outlook-2013

Microsoft introduced MS-Outlook 2013 with some advance new features like connectivity with social media, message preview & manymore. Here, I will discuss in brief about message preview feature of Outlook 2013.

To grow your organization as well as your business, users need to act smartly by responding every message quickly but sometime fails to do so. It's obvious, you receive & send a lot of email in your daily routine & sometime there is also a situation when you are too busy & don't have time to open every message.

In this situation, MS-Outlook 2013 is a boon for you as it provides you the feature of showing message preview, On the basis of this; you can easily scan your inbox and select the priority of message to be respond. User can also use quick commands like delete, mask, unmask flag to perform operations. This feature is also present in Outlook 2010. For this, users have to move into new window to reply for message. In MS Outlook 2013, user can reply in the same window. With the message preview option, user can easily follow the important project conversation in a very short & convenient time. User can also disable or customize this feature if it is not useful for them.

Following are the steps to adjust settings of “message preview” option:

By-default Outlook shows message preview in one line user can adjust setting by following few steps:-

STEPS:- 

        1. Start Outlook 2013 application   

1. 
   
   
   2 In the Outlook Ribbon Move to View icon & Tap on it
   
   
   
   
   
   3 After tapping Message Preview option appears with different sub options as shown in fig below, User can select any feature according to requirement & also disable this feature by selecting OFF .
   
   
   
   
   
   
   
   4 In the next step, user can change Preview settings for every folder or Current folder.
   
   
   
   
   
   
   
   5 After applying changes, you will see the preview of messages account to mode selected in Step3.
   
   
   
   
   
   6 In case, if user don't want to avail this option then simply click on Off option as displayed in image.
   
   
   
   
   
   Start adjusting the setting of your Outlook by applying these simple steps & save your precious time by just viewing the preview of your message. Hope this information is helpful for you.
   
   
   
   
   
   
   
   
   
   

Significance of .NK2 files in Outlook?

In Outlook, when user starts to type any name in the edit box or other fields like To, Cc, Bcc etc then, outlook recommends a list of names to user named as “.nK2 file”.

About .nK2 file:

This file is normally hidden in Outlook & comes under miscellaneous file category.

File location depends on the operating system used by user:-

In Windows7: drive: \Users\<user>\AppData\Roaming\Microsoft\Outlook

In Windows Vista: drive: \Users\<user>\AppData\Roaming\Microsoft\Outlook

In Windows XP: \Documents and Settings\<user>\Application Data\Microsoft\Outlook

 Nickname cache is stored in the user “profilename.nk2” file. Here, note down one thing that the profile name used is the name of user's outlook profile name. When user runs Outlook 2013 application for first time, nickname cache is imported in the form of a hidden message in user's default message store. In case, if user is using outlook account with Microsoft Exchange account then user's nickname cache is imported in the Exchange mailbox.

Remember that after ending of “profilename.nk2” file import process; “profilename.nK2” must be renamed to “profilename.nk2.old” because when user will run outlook application second time, user's nickname cache is not imported.

Outlook 2013 does not use .nk2 file for maintenance of nickname cache, its default message store is the only location for nickname cache & all the updates done in the nickname cache. In case of multiple Outlook profiles, every outlook profile is merged in to new Outlook 2013 nick name cache on first start of outlook by using that multiple profile. After merging of profiles, there is also need for renaming them from “one .nk2” file to “.nk2.old”. When user upgrades from old version of outlook to newer version i.e. Outlook 2013, then he also needs to import .nK2 files manually as they are not imported automatically.

Steps to import old.nK2 files from your previous Outlook account to new Outlook 2013

The .nk2 file folder location i.e. %appdata%\Microsoft\Outlook

Note: The .nk2 file must have the same name as your current Outlook 2013 profile. By default, the profile name is "Outlook."

1. Check the profile name by following these simple steps:
2. Click Start & hit on control panel.
   
   
   
   
   
   
   
   Now, double-click on Mail.
   
   
   
   
   
   
   
   After clicking, a “Mail Setup dialog box” appears
   
   
   
   
   
   Now, click on Show Profiles.
   
   
   
   
   
   Again tap on Start & Run.
   
   
   
   
   
   Enter following text: - outlook.exe /importnk2 & Hit OK.  
   
   
   
   
   
   
   
   After the Import process is complete, hit on OK.
   
   
   
   
   
   Note After you import the .nk2 file, the contents of the file are merged into the existing nickname cache that is currently stored in your mailbox. Also remember that the nk2 file is renamed with an .old file name extension when you start Outlook 2013 first time.
   
   
   
   
   Now, user can easily import old list of names from old computer to new computer as well as from prior version of outlook to new version of outlook.