Category Archives: Outlook

Outlook is very slow attaching files to email

I really hate this.  Outlook is running fine otherwise, however, when I try to attach a file to an email the process slows to a crawl.  Frustrating!!

First, try to run Outlook in Safe Mode.  Click Start and then Run, (Win7), or use Cortana, (Win10), and type Outlook /Safe and hit Enter.  If necessary, choose your profile, (usually Outlook), and click Ok.  Now try to attach a file in this mode.  If it works fine then you will need to disable add-ins.

To disable add-ins, restart Outlook in normal mode.  Then click File, then Options.  Then click the Trust Center and look for your add-ins.  Click Com add-ins.  Select the check boxes to clear the add-ins and try attaching the file again.

Outlook keeps sending my email to the Delete folder!

Every email I get ends up in the Deleted Items folder before I have a chance to read it?

Outlook can be very temperamental sometimes.  There are many reasons why this happens, which include over-loaded primary boxes, (Inbox, Sent, Deleted and even Outbox).  Keep them clean and free of mail to insure they will not disrupt the normal flow of e-mail.

Another reason is a setting got reset by malware, virus or on purpose.  Go to your Outlook.com site and sign in.  Click the gear icon in the upper right corner and then click on Options.  In the left column look for Mail.  Then click on Inbox Rules.  There you should see the option to uncheck a rule that automatically puts all your email, (typically designated with the @ sign, as in @hotmail.com), in the Deleted Items folder.  Disabling that rule will allow your incoming mail to go directly to the Inbox.

If you have an address that you do not wish to arrive to the Inbox, you can add it to the list within this same option and any mail from that address, (@hotels.com, for example), will be automatically sent to the Deleted Items box.

Outlook: Archiving Email

If you have an extremely large pst file, exceeding 4 GB, you need to consider archiving your email.  Archiving stores the emails that you may not need daily, but do not want to delete.  The program will setup a separate pst file, called archive, in the same folder as the original pst file is kept and move all the data you select.  This will reduce the size of the original pst file to a more reasonable and stable file.

If you need to retrieve the archived email, all you need to do is import them as you would any other pst file.

To archive email, first determine a cutoff date.  This will be the date you tell the program to archive email PRIOR to.  For example, if your date is 1/1/2016, the program will archive everything prior to that date.

Go to File, then Archive, (or Cleanup Tools, depending on the version of Outlook), and begin the process. Depending on the size of the archive, the process can take several hours.

Outlook does not recognize the email address

You have been sending email to a particular address for a long time.  Now you get an error message that reads “Outlook does not recognize the email address.”   The email will not send.

To resolve this issue you will need to re-enter the address in the address book.  Try sending again with the “new” address and it will go.  This is caused by a number of reasons:  not signed in properly, incorrect spelling of the email address or the pst file is extremely large and/or corrupt.

Seek assistance with correcting this Outlook problem.  As always, before making any changes to the pst file make a backup copy off system to protect your data file.

 

Outlook:  HTML format

When you click to respond, (reply), to an email some of the text features are not available, (greyed out).  Why does that happen?

Outlook is designed, by default, to keep the format of the original email intact when you open to read, print, copy or reply.  There is not a way to change that default setting within the program, however, there are third party utilities that can do so.  We are not recommending using any third party utility with Outlook as this program can be finicky as it is, never mind introducing another element.

You can manually change the format to HTML.  Click on File, Options, Mail and then under Compose Messages you can click the format list and select HTML.  All of the text options are now available.

Outlook Columns

If you have a lot of email and store a lot of email in Outlook you may reference past emails often and do not want to waste time, (or clicks), resizing a column to see who sent the email, who it was sent to or maybe the subject.  Can the columns be set to a desired width and stay that way?

Yes.

Open Outlook and go to the folders you want to change the column width to.  Open a folder and expand the column to the desired width.  Click on View and then View Settings, (upper left side).   Click on Other Settings and uncheck Automatic column sizing.  Click Ok twice and you are done. Repeat for each folder.

Outlook 2016, (Office 365)

When you open Outlook 2016 the program stays minimized and, once it does open, the restore feature, (the middle button in the upper right corner, next to the minimize button), does not work. When clicked the program minimizes to the task bar.

To resolve this there are two steps to take. First to open the program so the window is shown, right click the icon you use.  Click Properties and then select to open the program maximized from the drop down menu in the Run section.  Second, to reactivate the restore feature, right click on the start bar and click to Cascade windows.  That will allow you to make the window smaller and move it around the screen.

Email stuck in outbox using Outlook

There are times when an email will not send and gets “stuck” in the outbox using Outlook.  Usually this is due to either a corrupt email or an attachment that is too large to send by email.  In either case, the solution is the same.

You want to change Outlook to work offline.  Click on File and then select Work Offline.  Close Outlook altogether.  Get to the Task Manager and make sure Outlook is not running as a Process.  If it is, then End Process on it.  To get the Task Mgr. hold down Ctrl + Alt + Del keys altogether and once.  Click to start the Task Mgr.  Find Outlook running under the Processes tab, highlight it and click End Process at the bottom of the window.

Now open Outlook again.  Go to the outbox and either click and drag the email to another folder, (Saved Mail for example) or right click it and select Delete.  Do not try to send it as the option to Work Offline is active.

Once moved or deleted, then click File and uncheck Work Offline.  Close Outlook, End Process in the Task Mgr. again and then restart Outlook.  The email should be out of the outbox and the Send/Receive feature should work as normal.

Outlook will not start past “Processing”

When this happens it is usually caused by an Add-In. You can disable them to resolve the problem.

First, open Outlook in Safe mode. Close Outlook. Click Start and in the Run box type Outlook /safe, (there is a space between Outlook and /). Once it opens, click File, then Options. Click Add-Ins. Then in the Manage section toward the bottom, make sure COM add-ins is chosen and click Go. Un-check all the Add-Ins and then click OK. Restart Outlook normally.

Outlook: Printing Tables / Lists

The Table View option in Outlooks Printing options allows the end user to create customized views and printable formats.  The data can be displayed in a list format so that a lot of data can be seen or read in a single window or on a single page.  It is a very helpful tool.

The issue is when the Table View option is not available when you try to print, even though it may have been recently.  What happened?  Over the course of time features of programs can become corrupted.  Sometimes the corruption can be serious enough to prevent the entire program from working or the corruption can be minor enough to be an annoyance.  The solution is to close Outlook and then click on the Search bar and type Outlook /cleanview.  Try the option again in Outlook.

Resetting the view in Outlook you will wipe out any custom views you setup earlier.  The default, or factory view settings, will be the result.  This action cleans up the file and allows Outlook to behave as it was intended.  If you do not use any custom views then this action will not affect you.  Done.