Category Archives: Outlook

Adding Gmail to Outlook

Many already know you can add your Gmail account to Outlook.  Doing so has many advantages that some find helpful. Setting it up can be a frustrating experience if you do not take some preliminary steps.

First is to make sure you have the correct username, (email address) and password.   The next step is to access your Gmail account online.  Go to the gear in the upper right corner and click the option for Settings.  In Settings click on the blue link, at the top, titled Forwarding and POP/IMAP.  About half way down the page look for IMAP Access and Enable IMAP.  Click Save Changes at the bottom of the page.

Next Click on the User icon in the upper right corner.  If your name is Andrew, that icon would be an A.  Click it and then select My Account.  Click Sign In and Security.  Then click ON the option for Allow less secure apps:  Without that option selected Outlook will not process the Gmail e-mail.  Exit your Gmail account.

Open Outlook and finish setting up your Gmail account.  Done.

Outlook Fonts and Styles

Choosing the correct font and font style for your email messages is important.  It denotes your own personality in a way.  However, the font and styles can change due to an upgrade to the Office program or Windows updates, which include updates to the Office program.

To resolve this frustrating issue, for new messages, open Outlook.  Click the File Tab, then Options, then Mail.  Under the heading Compose Message, click Stationary and Fonts.  Look for Personal Stationary tab and under the heading New mail messages click Font.  On the Font tab and under the term Font look for and choose your font.  You can also choose a style and size.  Click Ok three times, (you are moving out of the windows you just opened), to change the default values.

For reply or forwarding messages:  return to the Stationary tab and select Replying or forwarding messages.  Then click Font and follow the above directions again.

Outlook Data Files

As your Outlook data file increases in size so does the risk of corruption and lost email, contacts and calendar.  To see the size of the data file, go to the location of the file, (the default location is dependent on your operating system:  Win 7: drive:\Users\<username>\Documents\Outlook Files;  Win 8: drive:\Users\<username>\AppData\Local\Microsoft\Outlook),  and move to the right to see the size of the pst (data) file.  In this example, a 20 GB pst (data) file became corrupted.  When the user went to restore the backup, the file was older than they had hoped.  Before you go to the next step, please backup your pst (data) files

Very large files cause problems because of the way Outlook handles the data.  To resolve this create a second data file and move older email folders and saved data folders to that new file.  Set the second data file to not send or receive.  In time Outlook will reduce the original data file, (you will not see an immediate reduction in file size as Outlook will compact the newly created open space over time).  In this example the 20 GB data file was divided into two smaller data files.  The primary one used to send and receive e-mail is no roughly 8 GB and the secondary data file, the one that holds all the saved e-mail is roughly 12 GB.  If you feel the secondary data file is still to large, or will become very large in short order, create a third data file, and so on.

You should see the backup software handle the smaller data files better.  Your Outlook performance should be faster, especially is areas like Indexing, (Searching).  

Outlook PST password recovery

When you need to import data from a backup or copy of your pst file Outlook will, at times, ask for the files password.  You enter the correct password, however an error pops up stating it is the incorrect password and to try again.  You do with the same result.

There is a free recovery tool for Outlook pst files called Kernel Recovery Tools.  Click this link:  http://www.nucleustechnologies.com/Download-PST-Password-Recovery.php, or type it in the address bar, and download the Outlook PST Password Recovery. 

The first step is to make a copy of the pst file you are trying to open.  NEVER use the original file in case a problem occurs.  Next, install and then open the program.  Browse to the location you saved the copy of the file.  Click Recover and the password will appear in the white window.  Copy and Paste that onto Notepad, just in case you need to manually enter it later on.

Open Outlook and click File, Open and then Import/Export.  Move through the steps to import your data.  When the password requirement appears, enter the one discovered.  Outlook will ask a second time and then your data should be accessible.  Go to the file you created in Notepad and delete the document as the password is no longer valid.

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Outlook Script Issue

Issue: You receive a script error when opening Outlook, (2010, 2007, 2003). The problem is Outlook Today is corrupt or the outlwvw.dll file is damaged.

The solution is to replace the damaged file, outlwvw.dll. You can download a fresh copy of the file by going to Google and search for it. Download the file and save it to the desktop. Copy and paste it into the system32 folder and to the Outlook program folder. Restart Outlook to see if the error is solved.
If not, the workaround is to have another page open when you click to use Outlook. If you are currently opening to the Outlook Today page, change it to Inbox, for example. After all, that is where you typically go to get the email…

To do that, click on Tools, Options, Other Tab and then Advanced Options. Change the startup folder from Outlook Today to Inbox. Close and restart Outlook. Problem should be gone.

Outlook Hyperlink Issue

Many times you get an email with a link to a recommended website that is embedded in an email. Click the link and off you go to the site. What happens when the link fails?

Outlook uses Internet Explorer as its default browser to open such links. If the link fails it is most likely due to a failure of the IE browser. To fix the issue do the following:
Try resetting Web settings in Internet Explorer so that it is the default browser:

  1. From the Internet Explorer menu, select Tools > Internet Options > Advanced tab
  2. Click the Reset button. Close IE and then reopen. Try Outlook again.

If this method fails, you may be required to enter the Registry and change some keys. Please call for assistance.

Outlook Default Contacts List

If you have multiple email addresses associated with your Outlook account you may have multiple contacts lists as well.  One of those contact lists is the default, but another list appears when you click the To button on a new email or when you click to view the contacts.  You can get to the desired contact list, but have to click around to get it.  How can the desired contacts list be made the default?

In Outlook 2010, select Contacts form the navigation pane at the top of the screen.  Make sure the Home tab is selected.  Click the Address Book from the options on the ribbon, (far right side). Now click the Tools menu button and then select Options.  Pick Start with contact folders.  Pick the desired address book from the drop down list.  Click Ok.

In Outlook 2003/2007 you would click on the Tools menu option.  Select Address Book.  Now click on Tools and then Options.  From the When Sending mail… drop down list select Contacts or All Contacts.