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The Microsoft Outlook E-Mail and Fax Guide
Last Updated 7/27/2009 2:10:28 PM
Chapter 21: Housekeeping and Troubleshooting Outlook
This chapter presents a variety of techniques for keeping Outlook in good operating condition. You learn how to back up key Outlook files, keep logs, and deal with the problems most likely to occur in particular configurations. You will also find a list of the more common error messages and recipes for resolving them.
BACKING UP OUTLOOK FILES
Backing up Outlook files regularly is a good prescription for peace of mind. Outlook stores data and settings in several locations. You need to use File, Exit and Log Off to completely quit Outlook before you back up these files.
If you do not connect to Microsoft Exchange Server, all your Outlook data is stored in one or more Personal Folders (.pst) files. Choose Tools, Services and check the properties for Personal Folders to determine the exact location on your system.
If you do use Microsoft Exchange Server, you may be using an Offline Folders (.ost) file for storage. You shouldn’t need to back it up, because you can always refresh it by synchronizing with the server. However, see “Restoring from Offline Folders” later in this chapter for an important technique to use if your server mailbox is ever damaged or deleted.
Another key file is the Personal Address Book (.pab file). Choose Tools, Services and check the properties for the PAB to see where it’s located.
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Special Note: If you use WordMail, you won’t have any .rtf signature files. Instead, your signature is stored as AutoText in the Email.dot file or other template that you’re using. |
Finally, you may want to back up the .fav, .rwz, and .rtf files found in the Windows or Winnt folder — one for each profile on your machine. These are the Outlook Bar shortcuts, Rules Wizard rules, and AutoSignature files, respectively. For example, if you have a profile named “Outlook Settings,” you should see “Outlook Settings.fav,” “Outlook Settings.rwz,” and “Outlook Settings.rtf.”
The master category list is not a separate file. Instead, it is part of the Windows registry. Follow these steps to back up the list to a file:
- Choose Start, Run, enter Regedit.exe, then click OK.
- In the Registry Editor, go to
HKEY_CURRENT_USER\Software\Microsoft\Office\8.0\Outlook.. - Select the Categories key. Then choose Registry, Export Registry File to make a copy of the Categories branch of the registry.
- Close the Registry Editor.
You can import the saved category list by following steps 1 and 2 above, then choosing Registry, Import Registry File and selecting the file you exported.
GENERAL TROUBLESHOOTING TECHNIQUES
If you experience problems such as mail that won’t leave the Outbox, mysterious error messages, or program crashes, there are a number of general troubleshooting techniques you can try. These are recommended because they are relatively easy to implement and they run little or no risk of making matters worse.
An easy first step is to create a new profile (see “Creating a Profile” in Chapter 3). If you suspect a particular service of being at fault, try to isolate it in a profile by itself with just Personal Folders and an address book.
Let’s look in detail at a few more general techniques:
- Using the Inbox Repair Tool
- Using Microsoft Exchange
- Resetting the Outlook Bar
Using the Inbox Repair Tool
It is possible, though not common, for Personal Folders and Offline Folders files to become damaged. If folders are damaged, items may stick in the Outbox or you may see other problems.
Microsoft provides a utility called the Inbox Repair Tool (Scanpst.exe) to fix Personal Folders and Offline Folders files. To use the Inbox Repair Tool, you will need to know the location of your Personal Folders or Offline Folders file. To check the location of your Personal Folders file, choose Tools, Services. Then, select Personal Folders from the Services dialog, and click the Properties button. To check the location of your Offline Folders file (if you connect to an Exchange server) choose Tools, Services. Then, select Microsoft Exchange Server from the Services dialog box, and click the Properties button. Switch to the Advanced tab, then click Offline Folder File Settings.
To run the Inbox Repair Tool, use File, Exit and Log Off to completely quit Outlook, then follow these steps:
- Click the Start button, then choose Programs, Accessories, System Tools, Inbox Repair Tool. Or choose Start, Find, and search for Scanpst.exe, then run the program when you locate it.
- In the box provided in the Inbox Repair Tool dialog box, enter the name of the Personal Folders or Offline Folders file you want to repair. (You can also use the Browse button to locate the file.) Then click the Start button.
- The Inbox Repair Tool examines the file and reports on any errors, as shown in Figure 21.1. For more information, click the Details button, which displays the Details dialog box shown in Figure 21.2.
- To perform the actual repair, click the Repair button. You should always choose the option to make a backup of the file.
If the Inbox Repair Tool does not repair apparent damage to the Personal Folders file, try running ScanDisk (also found on the Systems Tools menu), then run Inbox Repair Tool again. It's sometimes necessary to repeat this sequence — ScanDisk, then Inbox Repair Tool — several times before all the damage is repaired.
Using Microsoft Exchange
Outlook includes a complete copy of the Microsoft Exchange client. One easy way to try to isolate a problem is to use Exchange with the same profile that you’re using for Outlook and see whether the problem persists. The program to run is Exchng32.exe. It's easiest to locate it with Start, Find.
Resetting the Outlook Bar and Folders
Sometimes problems arise with the Outlook Bar — for example, shortcuts that point to folders that no longer exist. Perhaps you suspect that Outlook is not using the right folder as your main Contacts folder. Or maybe you moved the Personal Folders .pst file and are getting an error message about the Outlook Bar.
To reset the Outlook bar and folders to the default that you saw when you first created the profile, restart Outlook with the command
"C:\Program Files\Microsoft Outlook\Office\
Outlook.exe"/resetoutlookbar /resetfolders
adjusting the path to Outlook.exe to match your own system.
You can also use these switches separately. The /resetoutlookbar switch rebuilds the Outlook Bar, while the /resetfolders switch restores missing folders for your primary information storage location.
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