Steps Import and Export Text data in Outlook 2013

MS-Outlook works as a personal information manager as well as email client application. Outlook provides various import options such as: Import Contacts, Import Outlook Data File etc. There are various file formats which we cannot import in Outlook. For example, if you are trying to import data in .doc form then you will face compatibility issue with Outlook. As Outlook doesn’t have hold for Word file.  You can easily resolve this issue by saving data in text file. Text file format is most common and can easily be Imported and Exported in Outlook. Outlook Import and Export wizard work well for this.

Type of text data supported by Outlook Import and Export wizard
Outlook provides support for two types of text data file applicable for both versions (MS-DOS & Windows) i.e.
 For Windows
•    Comma Separated Values
•    Tab Separated Values
 For MS-DOS
•    Comma Separated Values
•    Tab Separated Values

To begin the process, firstly user should be sure about their converter whether they want to use MS-DOS converter or want to use Window based converter. All this choice is based on their text character set used in data. Character set is of two type’s i.e.

ASCII: Used by MS-DOS and have lower and upper128 characters. These are specialized for line draw characters
ANSI: Used by Windows programs and specialized for international characters and publishing symbols

Identify your converter type is CSV or Tab delimiter
Requirement: Microsoft Word 97

• Open data with the help of Microsoft Word 97 and check for commas for every field. Go for Comma Separated Value (CSV).
• Again open data with the help of Microsoft Word 97 and observe whether editor check for space between the field’s length and width of field is fixed .Go for Tab delimiter.

There is one more option to check i.e. 

• Select the option Show or Hide
• If arrow is pointing to right then they consider as Tabs
• If small dots appear they consider as space characters

Points to Remember before process start

• Do not save file in docx form
• Check the header record before Import process from a text file.
• Check text file header record matches with Outlook internal names
• User found both record different then data will not be imported

To perform Import operation if data record is unmatched create sample of Outlook fields.
Steps to create data fields (For Outlook2013)

• Launch Outlook email application.
• Select Outlook folder you want to use by applying right click
• Move cursor to short cut menu and choose New Folder
• Point to file tab choose option’ Open & Export’.
• After opening of Open & Export click on Import/Export.
• This command will open a list labeled as ‘Choose an action to perform list’.
• From drop down select option ‘Export to a File’ and proceed.
• Now, open section labeled as Create a file of type.
• Select Comma Separated Values from file type proceed again
• Outlook will tell user to select a folder exported from list. Here, user will select the folder that he created in previous step
• Click on Next
• Enter the name of file and save
• To save file user need to browse for a folder
• Proceed and finish the process by clicking on Finish button

For Outlook2010
Firstly check whether Current binary mapping file are present or not. In case if these file are present then remove the files. File name is "Comma Separated Values (Windows).adr,"
Address location of file: Windows\Application Data folder.
Don’t worry while removing file as File is rebuilt after removing.

•     Select Outlook folder you want to use by applying right click     
•     Move cursor to short cut menu and choose New Folder   
•     Point to File Tab select option and move to left pane to select Advance option    
•     Click on Export button and then click on option to ‘Export a file   
•     Remaining steps are same as mentioned for Outlook2013

Now a file has been created labeled as Comma Separated values. These steps are important to create data samples of every type of data. Always follow these steps to create data whenever necessary.

After performing these steps a question continuously striking your mind why there is need to create a comma separated value file? Let me tell user Outlook Import and Export Wizard option works only when text data is present in CSV format.

To complete the procedure firstly user need to Import text data from a CSV file and then Export text data to CSV file. Here are the Steps

Steps to Import Text Data (For Outlook2013)
•    Open Outlook application and choose Open & Export option categorized under File tab
•    Select Import and Export Option
•    Open choose an action list and choose option to ‘Import from another program or file’
•    Now, Choose Comma Separated Values, and proceed
•    This action will open a ‘File To Import box’. Enter the path address also the file name user need to import
•    Browse for the location
•    After File selection select option ‘how you want handle duplicate items’ and proceed
•    Choose the ‘Select Destination Folder’ and select the folder that user want to Import
•    Proceed by clicking on NEXT button and assure about the destination folder
•    After assurance wait till process complete
•    Double Click on ‘Finish’ button.

Steps to Export Text Data (For Outlook2013)

•    Select Import /Export option categorized under File tab
•    Select option Export to a file from the Choose to an action list
•    From file type list select file type CSV and proceed
•    Now, select the folder user want to Export and proceed for NEXT step
•    A dialogue box will appear labeled as Save exported file. Enter the name of file
•    Save the file to a folder.
NOTE: To save file user need to browse for folder location
•    Finish the process
For Outlook2010:  To import and export data in form of text file is same as procedure mentioned in   Outlook 2010
   
I hope information is useful for user.

Troubleshoot Outlook Problem with few safety measures

MS-Outlook is most common email client used by the users as a resource for exchange of information. Every Outlook user is aware of countless features of outlook like social media connectivity, attachment reminder and many more. No doubt these are very good features but as we know everything has two aspects i.e. good or bad. Same thing is applicable to MS-Outlook as sometime it works like a champ and Sometime outlook users get exhaust due to its dreadful behavior. Dreadful behavior means when user is in active mode and all of a sudden Outlook gets crash and many more issues described below:

• Outlook speed gets slow down
• Outlook Add-In fails to response
• Outlook fails to open
• Outlook refuses to send and receive email

                         After reading above problems user might be facing same and thinking of how to get rid of these problems. User can easily resolve the above mentioned issues by keeping few points in mind.

Following are the points:
Keep an eye on Outlook Data files (OST and PST): Outlook uses two types of data files to store user information i.e. OST and PST. These two files play a vital role in increasing the speed of Outlook. PST file is file associated with user profile and come in to existence when user is using outlook in offline mode. When user is using outlook in online mode then OST file comes in to consideration.

                   Microsoft defines the size limit for these files i.e. 2GB in older version and 50GB in new version. User usually sends a lot of emails on daily basis using their Outlook account. This makes their PST file heavy and large sized PST file work as a barrier for Outlook speed. User large size PST file also leads to corruption. To get out from this situation it is advice to split large PST file in to small size PST files. User can also compact their large size PST file.       

                                                                                                    
                  But what if large sized PST file leads to corruption. Don’t worry user can run SCANPST.exe free tool provided by Microsoft to repair the damage file. After repairing, restart your Outlook to check the changes.   

 

Check your ADD-In’s compatibility: Newer version of Outlook has a new feature named as Add-In. By using this feature user can create Add-Ins icon of any third party software in their Outlook account. Make sure before adding third party software as an Add-In, it must be support for Outlook version install on user system. If in case user found compatibility issue then there is need to uninstall the Add-In.

 

It is also advised user not to install more Add-In to their profile as it also slows down the system speed. To check this, start Outlook in safe mode and have a look on speed of Outlook. User will easily see thedifference. This will resolve the problem.

Reinstall Outlook on system: Sometime there comes a situation when Outlook restarts automatically. The main reason behind this behavior is inappropriate installation of Outlook or there may be chances of configuration problem with Outlook. To get rid of this situation reinstall or reconfigures your Outlook with user system.
                                                                                         

 After trying all above methods still problem persist then user must follow underwritten suggestion:

Suggestion: To find out the actual reason behind Outlook sudden crash user must download and install the “Office configuration Analyzer Tool”. By downloading this tool user will easily get the reason why there outlook 2013 account crashes? User can also apply this tool for older version of Outlook starting from Outlook 2003. Moreover if users found that above mentioned methods are not rectifying the problem then they must contact Microsoft Support center to resolve the issue.

Convenient steps to connect Internet Email account with Outlook 2013

To send an email, it is necessary for both (receiver and sender) to be active on internet. Sometimes user faces situations like un-availability of internet, problems while account log-in, compatibility issues with the system and many more similar issues. These situations not only slow down the conversation but also work as a blockade in daily email account activities. Microsoft sort-out these dilemmas by providing an alternate option for Internet Email account users. Now, they can use their Outlook account to send and receive messages even when there is no internet connectivity.

 

A question might be arising in your mind! How can this be possible? This is possible if user follow few simple steps to configure their Outlook2013 account with their Internet Mail account. I am providing step by step guide for setting up the internet email account with Outlook 2013 account. There are four different ways to set up account.

1: Automatic Internet Mail Account Setting

NOTE: User must have their email address and password provided by their Internet Service Provider

• A Launch Outlook2013 application and move cursor towards File Menu
• After clicking on File tab select category Info.
• Now, select the Account Settings from the drop down list.
• In the Account Settings dialogue box, select Email tab and Email Account page appears
• Now, choose icon named as New to add new account. A dialogue box will appear on the screen named as ‘Add New Account’

• To set email account automatically, enter the following necessary credentials under Auto Account Setup i.e.: User Name, email address and password.

    Caution: Be sure about user’s credentials, as user email won’t work if credentials are not correct

   Proceed by clicking on NEXT button to set Account in the Auto Account Setup process.

• Now Test Account Settings screen will show that process has been completed successfully.
   
  
  
  
  
  NOTE: Outlook can automatically fill all the necessary credentials of user required in ‘Account Set UP’   form. For this, user has to enable the check box titled as: "Save this password”
  
  
       Complete the Automatic Account Setup process by clicking on Finish button and after that click on close button to complete the Account Setup process
  
  
  
  
  Info: In case the above described steps do not work then user can go for “Auto Account Setup” feature. By using this feature, user can connect their account by using unencrypted connection. May be there are chances of failure of this method, in that case, user has to follow manual set up to configure account.
  Here are the steps for manual settings of Internet email account
  
  
  Manual Account Set up Procedure:
  
  
  • To initiate the process, user must aware of their email address, password, incoming mail server name, and outgoing mail server name
  •  Repeat the steps mentioned in above procedure till Add New Account dialog box appear:
  • Now enable the checkbox entitle as “Manual setup or additional server types” and proceed. Also select: POP or IMAP radio button.
  •   Complete the form by entering required credentials:   
  1. Under User Information: Enter user Name and email address.                       
  2.  Incoming mail server info: Name of the server in lowercase letters. User can enter server name in form of mails address or IP address e.g. "mail.xyz.com." 172.15.1.2.
  3. Under Server Information:  Select Account Type box. For POP3 or IMAP account              fill the following information:   
  4.  Outgoing mail server info: Same as Incoming mail server info            
  •  Log-on Information
• 1.   User Name filled as User’s email address.  User Password or user can select the check box entitle as “Remember password”
  2.  In case if your ISP demands then  Select the logon entitle as “Secure Password Authentication” (SPA)
  
  
  • Complete the “Test Account Settings”  by fulfilling under mentioned process :
  1. User is logged on to the SMTP server as well as POP3 server.
  2. Internet connectivity of system is assured
  3.  If user’s POP3 server is logged in then Outlook automatically sets the login credentials for incoming mail server before sending the mail.
  4. Now, a  test message is sent that explains all the changes(if any)  done by Outlook
  
  
  
  
  
  
  
  
  
  
  
  
  
  • Finish the process by clicking on NEXT.
  Settings for Internet Service Providers (Manual Outlook Configuration)
  
  
  As Server name and settings play a crucial role in setting of account. One mistake leads to improper working of email. So, it is advised to user to contact their ISP to get exact name as well as settings of their Incoming and Outgoing mail server name.
  
  
  Advance Server Settings
  Sometimes there comes a situation when user is needed to change their email account. To do so user has option for Advance Server Setup. Here is the process:
  
  
  
  
  •  In the Internet E-mail Settings dialogue box click on “More Settings” option.
  •   Select Advance Tab and set ports for POP3 and SMTP
  • Define the needs of server that may be Encrypted Channel, Server time out settings and its delivery settings.
    
   
  Info:  By doing settings of delivery, user will able to read message but there is a condition as this will leave the message on server for a specified time. User who is using same email account for more than one computer can adopt this option. Outlook automatically sets time range of 14 days before removal of message copies from the server. User can select the check box if they want to keep their server without message copies
  .
  User can choose above methods according to their convenience. Although above mentioned methods are quite easy to implement if still user faces problem in configuring account then user must contact Microsoft Support for solution.