Managing Email Clients


Managing Email Clients

The following section will describe how to manage the email the client applications:

Outlook Express

Add an Identity

When different people use Outlook express on the same system they need to have separate messages, contacts and personal settings, we need to create separate Identity for separate account.

How to create Identity

  1. Click File menu and click Identities.
  2. Click on Add Identity.
  3. Type name in the Type your name field box.
  4. You can set password for your Identity by checking Require a password checkbox.
  5. Type your desired password in New Password field.
  6. Re-enter password in Confirm New Password field.
  7. Click OK.
  8. Click Yes if you want to use the new Identity right now or else click NO.

To switch between different Identities

  1. Click File menu and click Switch Identity.
  2. If a password is set for the Identity, Type the password in Password field.

Create or Modify Identities

  1. Click File menu and click switch Identity
  2. Click on Manage Identities.

This will open Identity manager, you can modify, create new and change default identities.

Log off an Identity

  1. Click File menu and click switch Identity
  2. Select the current identity and click Log Off Identity.
  3. Click Yes when prompted.

Set an Identity as the default Identity

  1. Click File menu and click Switch Identity.
  2. Click Manage Identities.
  3. Check the checkbox against Use this identity when starting a program.
  4. Choose the identity to set as default and click OK.

Customizing the settings by using Options Dialog

You will learn about some advance options which are helpful while using Outlook Express like adding signatures, looking for the path where the mails are been stored etc.

Click Tools>Options this will display a new window named “Options” you will see different tabs at the top of the Options window. These are following tabs on the Options window:

General- Under this tab it provides general settings options like- play a sound on receiving new mails, Notify for any new newsgroup, even you can define the time for OE to check for new mails by default it is 30 minutes.

Read- Under this you can customize the settings how to read mails like- after displaying a new mail it mark it as a read mail after 5 seconds, OE by default can download 300 header at a time you can change these settings, even you can change the font type and size to read a mail.

Receipts- Here you can request for a read receipts for all mails sent, returning of read receipts and for secured receipts for digitally signed messages.

Send- Here you can define the settings to send a mail like- saving a copy of sent messages in “Sent Items” folder. Automatically save the address in address book for the mails you reply, beside this you can define plain text and HTML settings.

Compose- It allows defining the settings to compose a mail like- font type and size, background layout, adding a business card, adding layout for mails in HTML format.

Signatures- This is the most commonly used tab as it allows adding signatures in a mail.

Spelling- It checks for spelling before sending a mail even allows customizing the dictionary.

Security- It checks for any virus or security zone level, it also gives an option not to open attachments, if this option is checked than you will not able to open attachments in a mail.

Connection- This is mainly used for dialup connections settings like- disconnect the internet after downloading the mails etc.

Maintenance- It allows compacting the mails and folder to save the disk space. It also allows changing the path or folder where OE mails are stored.

Backup & Restoration in OE

The following steps will guide you how to backup & restore the Outlook Express items:

Copy message files to a backup folder

  1. Start Outlook Express.
  2. Click Tools, and then click Options.
  3. On the Maintenance tab, click Store Folder.
  4. In the Store Location dialog box, copy the store location. To do this, follow these steps:
    1. Put the mouse pointer at one end of the box under the Your personal message store is located in the following folder box.
    2. Press and hold the left mouse button, and then drag the mouse pointer across the Your personal message store is located in the following folder box.
    3. Press CTRL+C to copy the location.
  5. Click Cancel, and then click Cancel again to close the dialog box.

Copy the contents of the Store folder

  1. Click Start, click Run, press CTRL+V, and then click OK.
  2. On the Edit menu, click Select All.
  3. On the Edit menu, click Copy, and then close the window.

Create a backup folder

  1. Right-click any empty area on your desktop, click New, and then click Folder.
  2. Type Mail Backup for the folder name, and then press ENTER.

Paste the contents of the Store folder into the backup folder

  1. Double-click the Mail Backup folder to open it.
  2. Right-click inside the Mail Backup folder window, and then click Paste.

Export the Address Book to a .CSV file

Note: Make sure that you follow this step if you use multiple identities in Outlook Express.

Microsoft Outlook Express 5.x and Microsoft Outlook Express 6.0 use a Windows Address Book (.WAB) file to store Address Book data. The individual data for each identity is stored in a folder by user name within the .WAB file that is used.

The only way to separate the Address Book data for different identities is to export the data to a .CSV file while you are logged in as a specific identity. If the .WAB file becomes dissociated from the user identities, the data can be exported only as one total. In this case, the data cannot be exported folder by folder.

There is another reason to export the .WAB file to a .CSV file. If the .WAB file not exported to a .CSV file, but the .WAB file is shared with Microsoft Outlook, the addresses are stored in the personal folders (.PST) file in Outlook. When you export the file to a .CSV file by using the File menu in Outlook Express, the correct contacts are exported. However, if the Address Book is shared with Outlook, you cannot use the File menu option to export from the Address Book. This option is unavailable.

To export the Address Book to a .CSV file, follow these steps:

  1. On the File menu, click Export, and then click Address Book.
  2. Click Text File (Comma Separated Values), and then click Export.
  3. Click Browse.
  4. Select the Mail Backup folder that you created.
  5. In the File Name box, type address book backup, and then click Save.
  6. Click Next.
  7. Click to select the check boxes for the fields that you want to export, and then click Finish.
  8. Click OK, and then click Close.

Export the mail account to a file

  1. On the Tools menu, click Accounts.
  2. On the Mail tab, click the mail account that you want to export, and then click Export.
  3. In the Save In box, select the Mail Backup folder, and then click Save.
  4. Repeat these steps for each mail account that you want to export.
  5. Click Close.

Export the newsgroup account to a file

  1. On the Tools menu, click Accounts.
  2. On the News tab, click the news account that you want to export, and then click Export.
  3. In the Save In box, select the Mail Backup folder, and then click Save.
  4. Repeat these steps for each news account that you want to export.
  5. Click Close.
  6. Back to the top

How to restore Outlook Express items

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

Import messages from the backup folder

  1. On the File menu, point to Import, and then click Messages.
  2. In the Select an e-mail program to import from box, click Microsoft Outlook Express 5 or Microsoft Outlook Express 6, and then click Next.
  3. Click Import mail from an OE5 store directory or Import mail from an OE6 store directory, and then click OK.
  4. Click Browse, and then click the Mail Backup folder.
  5. Click OK, and then click Next.
  6. Click All folders, click Next, and then click Finish.

Import the Address Book file

  1. On the File menu, click Import, and then click Other Address Book.
  2. Click Text File (Comma Separated Values), and then click Import.
  3. Click Browse.
  4. Select the Mail Backup folder, click the address book backup.csv file, and then click Open.
  5. Click Next, and then click Finish.
  6. Click OK, and then click Close.

Import the mail account file

  1. On the Tools menu, click Accounts.
  2. On the Mail tab, click Import.
  3. In the Look In box, select the Mail Backup folder.
  4. Click the mail account that you want to import, and then click Open.
  5. Repeat these steps for each mail account that you want to import.
  6. Click Close.

Import the newsgroup account file

  1. On the Tools menu, click Accounts.
  2. On the News tab, click Import.
  3. In the Look In box, select the Mail Backup folder.
  4. Click the news account that you want to import, and then click Open.
  5. Repeat these steps for each news account that you want to import.
  6. Click Close

Migration of Outlook Express to Outlook 2007

The following steps will guide you how to migrate OE to MS Outlook 2007:

  1. Open outlook 2007 setup wizard, click next.
  1. At the account configuration page Select ‘No’ as it ask to configure new E-mail Account and then click Next button.
  1. At the next Screen ‘Cancel Configuration’ page, check the option ‘continue with no email support’ and click finish
  1. Now the Outlook 2007 opens, click import and export under file menu
  1. Select Import internet mail and Addresses in the import and export wizard and then click next.
  1. Select Outlook Express 4.x, 5.x, 6.x or Windows Mail in the next windows that appear, don’t forget to check Import Mail and Import Address Book checkboxes. Click Next.
  1. Click Do not import duplicate items in the windows that appear next, click finish
  1. When done window will appear with import summary. Click OK.
  1. Your migration from outlook express to outlook 2007 is complete.

Importing DBX files from a backup folder in Outlook Express

Perform the following steps to import DBX files from backup folder.

  1. Create a new folder in Outlook Express corresponding to the name of the DBX file which you want to import

Example- if you want to import Home Email.dbx from backup, you will need to create the DBX named as Home Email in Outlook Express

  1. Create a test email and save it in the drafts folder
  2. Move the test email from the drafts folder to the newly created folder created in Outlook Express
  3. Close the Outlook Express
  4. Go to the Outlook Express Store location and rename Home Email.dbx to Home Email.DBX. old
  5. Copy the Home Email.dbx from the backup location to Outlook Express Store folder

Note: Home Email.dbx name is just a example, you will have to notice the DBX names in the backup folder which contains the backup emails.

How to Backup and Restore Blocked Senders List and Other Mail Rules

Perform the following steps to backup and restore the block senders list:

Note: Remember to take backup of the registry before performing the troubleshooting.

The Blocked Senders List

  1. Click Start, and then click Run.
  2. In the Open box, type Regedit, and then click OK.
  3. Locate and click the following registry sub keys (save each key to a different file):
  4. HKEY_CURRENT_USER\Identities\{IdentityNumber}\Software\Microsoft\Outlook Express\5.0\Block Senders
  5. On the Registry menu, click Export Registry File.
  6. In the Save In box, change the location to your desktop.
  7. In the File Name box, type blocked senders.reg (for the Block Senders key), and then click Save.

Other Mail Rules

  1. Click Start, and then click Run.
  2. In the Open box, type Regedit, and then click OK.
  3. Locate and click the following registry sub keys (save each key to a different file):
  4. HKEY_CURRENT_USER\Identities\{IdentityNumber}\Software\Microsoft\Outlook Express\5.0\Rules\Mail
  5. On the Registry menu, click Export Registry File.
  6. In the Save In box, change the location to your desktop.
  7. In the File Name box, type mail rules.reg (for the mail rules key), and then click Save.
  8. On the Registry menu, click Exit.

Restoring blocked list

Open Outlook Express on the new computer, and complete the Internet Connection Wizard to set up your Identity and account information. If you had multiple identities in the previous installation, complete these steps for each Identity. To do this:

  1. Click Start, and then click Run.
  2. In the Open box, type notepad.exe.
  3. Click Open on the File menu, and then locate the Block Senders.reg file that you created.
  4. In the second line of text, select the text after “HKEY_CURRENT_USER\Identity\” that includes the braces {}. On the Edit menu, click Copy to copy this text to the Microsoft Windows Clipboard.
  5. On the Edit menu, click Replace. Click your pointer in the Find what box, and then click Paste on the Edit menu to paste the text into that box. Do not close the Notepad application until you are directed to do so later in this process.
  6. Start Registry Editor on the new computer (as in step 1 of “The Blocked Senders List” section), and locate the HKEY_Current_User\Identities folder. Double-click the User ID key in the right pane, and then click the Value data.
  7. Press CTRL+C to copy that value to the Windows Clipboard. Click Cancel to close the Edit String dialog box, and then close Registry Editor.
  8. In Notepad, click your point in the Replace with box, and press CTRL+V to paste the text. Click Replace All to replace all instances of the text strings.
  9. Scroll through the entire list to make sure that all registry keys have the new text string, rather than the old string. On the File menu, click Save, and then close Notepad.
  10. Double-click the Block Senders.reg file, and then click Yes when you are prompted: “Are you sure you want to…” to import the Block Senders list to the registry for the new computer.
  11. Follow steps 1 through 10 above on the mail rules.reg file to update that file with the new Identity information.

Migration of Outlook Express to Windows Mail

Perform the following steps to migrate from OE to Windows Mail:

Export Address book from Outlook Express

  1. Open outlook express,
  2. Click on file menu, then export, address book.
  1. This will open a ‘Address export tool’ box, select the option ‘Text file (Comma separated Values)’ and then click on save.
  1. Go to the folder where you want to save your Address book by clicking on Browse, give a suitable name to the file and click Save.
  2. CSV export window will open which will ask for the field you want to export from the address book, select the fields and press finish button.
  1. You have finished exporting your address book.

Exporting E-mail Accounts settings

  1. To export all e-mail accounts settings select accounts under tool menu, this will open internet accounts windows and you will get the list of e-mail accounts under ‘mail’ Tab.
  1. Select the account you want to export first, click export select the destination folder and file name and save.
  2. Repeat the above steps for all the accounts one by one.

Exporting the E-mail Messages

  1. Go to Options under Tools menu, go to maintenance tab and click the store folder button.
  1. A window will open showing the path where outlook express is storing the e-mail messages, Copy the location
  2. Open my computer; paste the location in the address bar. This will take to the folder where outlook express is storing e-mail messages.
  3. Copy all the messages to the different folder.
  4. Don’t forget to uncheck the Read-Only attributes otherwise the Import process will fail.

Import Process to the Windows Mail

Run the windows mail as administrator otherwise the import process might fail and perform the following steps:

Importing the Address Book

  1. Click Import and Windows Contacts under the file menu option in windows mail.
  1. Select the first option ‘CSV-(Comma Separated Values) in the next window you see, and then click on import button.
  1. Browse to the file where you exported the address book from outlook express click open
  2. Now click on next,
  3. Once again a window will appear asking to select the fields in the address book you want to import, select the desired fields and press finish.

Importing the E-mail Accounts Settings

  1. Go to Accounts under Tools menu. In the Internet Accounts Window press the Import button
  1. Browse to the location and select the file where you exported the e-mail accounts settings
  1. Repeat the above steps for all the accounts one by one. After the account is imported you can see it under the Internet Accounts Window.

Importing the E-mail Messages

  1. Click Import then messages under the file menu.
  1. In the Windows Mail Import window, select the third option Microsoft Outlook Express 6, and then click next.
  1. Select Import mail from an OE6 store directory and press the OK button
  1. Browse to the folder where you exported all your e-mail messages select and press next
  1. Select the message folder you want to import or press all folders to import all mail folders and then click next.
  1. A window will appear with the ‘import complete message’. Press the finish button.
  2. All the e-mail messages from outlook express will be place in the imported folder in windows mail. Any folder can be moved using drag and drop.

MS Outlook 2003

Creating backup of .PST file in Outlook 2003

Perform the following steps to manually backup the PST file:

  1. Click options under tools menu.
  2. On the maintenance tab, click store folder.
  3. Copy the store location in the store location dialog box.
  4. Click Windows + R, paste the above copied store location and press enter.
  5. Copy the content of the stored folder.

Create a folder in desired drive, give a suitable name paste the content you copied and your mail is backed up.

Repairing PST File in Outlook 2003

Outlook keep data on computer using personal folder file (.PST), perform the following steps to repair the PST file:

If .PST files gets damaged outlook has a tool that can correct the problem without using the backup copy. This tool called Inbox Repair Tool is installed when Outlook is installed.

  1. Click Windows + R
  2. In the Run box, type:

Drive:\Program Files\Common Files\System\Mapi\LocaleID\scanpst.exe

Here LocaleID is the locale identifier (LCID) for your installation of Microsoft Office. you can find the LCIDS from Microsoft office Help.

  1. Click OK.
  2. Enter the name of the file you want to scan, type the path and file you got in error message.

Note: You may not be able to use the Browse button to locate this file because it is located in a hidden folder.

  1. Click Options to change options for logging errors. If you choose Replace log or Append to log, the log file is saved to the same directory as the .pst file.
  2. Click Start.
  3. Check the option ‘Make a backup of scanned file before repairing when the file scan is complete
  4. Click Repair.

Repair complete message will appear when successfully repaired, if the repair tool cannot repair the file you need the backup of your file.

How to backup Outlook 2003 items

Create a backup of Outlook 2007 items

  1. Open Outlook 2003.
  2. Click on File menu and then click on Import and Export.
  1. Click Export to a file.
  1. Click on Export To File (.pst) and then click Next.
  1. Select the folder you want to backup and click Next.
  1. Click Browse and select a system path to save your backup files.
  1. Type a name in File Name field and click OK.
  1. Click Finish.
  1. Enter and re-enter a password if want a password for your file.

Import the backup file to Outlook 2003

  1. Open Outlook 2003.
  2. Click on File menu and then click on Import and Export.
  1. Select Import from another program or file and click Next.
  1. Click Personal Folder File (.pst).
  1. Click Browse.
  1. Go to system path where your backup file is saved, select file and click OK.
  1. Enter Password if any for your backup folder.
  2. Click Finish.

Migration of Outlook 2003 to Outlook 2007

Before upgrading to Outlook 2007 we must export Address Book, e-mail Accounts settings and e-mail messages in Outlook 2003 to export it in Outlook 2007. Perform the following steps:

How to export Address book in Outlook

  1. Select import and export from file menu
  2. Choose Comma separated Values and then press export button, install a translator if prompted.
  3. Save the .CSV file to your desired location.
  4. Give a name and press save.
  5. You can select only the required fields to export.
  6. Click finish and we are done.

How to import Address book in Outlook

  1. Open import and export from file menu again.
  2. Select the comma Separated Values (Windows) and then click next, Install a translator if prompted.
  3. Locate the .CSV file that was exported by clicking Browse, click open then next. Click on Do not import duplicate items radio button and then click next.
  4. Select fields if you wish before completing the import, click ok when done.
  5. Click finish the address book will be imported.

How to import mail account settings

  1. Click Import and Export under file menu option.
  2. Click Import Internet Mail Account Settings, and then click Next.
  3. Click Microsoft Outlook Express, and then click Next.
  4. Check the displayed name is the name that you want to use, and then click Next.
  5. Check that the e-mail address is correct, and then click Next.
  6. Check properly the incoming and outgoing mail servers are correct, and then click Next.
  7. Make sure that the account name is correct, type the password in the Password box, and then click Next.
  8. Click the method that you use to connect to the Internet, and then click Next.
  9. Click Finish to import your mail account settings.

How to import Outlook Express messages, address book and rules

  1. In Outlook, click the File menu, and then click Import and Export.
  2. Click Import Internet Mail and Addresses, and then click Next.
  3. Use one of the following methods according to your version of Outlook:
    1. In Outlook 2007, click Outlook Express 4.x, 5.x, 6.x or Windows Mail.
    2. In Outlook 2003, click Outlook Express 4.x, 5.x, 6.x.
    3. In Outlook 2002, click Outlook Express 4.x, 5.
  4. Make sure that the Import Mail, Import Address Book, and Import Rules check boxes are selected, and then click Next.
  5. Select to import into either the Outlooks Contacts Folder or the Personal Address Book.Select the appropriate option the windows that appear next.
  6. Click Finish.

Migration of Outlook to Windows Mail

First of all we have to export address book and e-mail messages from outlook one by one before importing to Windows mail. Perform the following steps:

Export Address book from outlook

  1. Select import and export from file menu
  2. Choose Comma separated Values and then press export button, install a translator if prompted.
  3. Save the .CSV file to your desired location.
  4. Give a name and press save.
  5. You can select only the required fields to export.
  6. Click finish.

Exporting the E-mail Messages

  1. Select import and export from the file menu.
  2. Click Export to a file, and then click Next.
  3. Click Personal Folder File (.PST), and then click Next.
  4. Select the folder that you want to back up. Check the Include Subfolders check box if the folder contains a subfolder and then click Next.
  5. In the next window click Browse and then specify a name and location for your backup file.
  6. If you back up a .PST file that you have backed up to before, you need to choose one of the options that appears in the next windows.
  7. Click Finish.

Import Process to Windows Mail

Run the windows mail as administrator otherwise the import process might fail and follow these steps:

Importing the Address book

  1. Click Import and Windows Contacts under the file menu option in windows mail.
  2. Select the first option ‘CSV-(Comma Separated Values) in the next window you see, and then click on import button.
  3. Browse to the file where you exported the address book from outlook click open
  4. Now click on next,
  5. Once again a window will appear asking to select the fields in the address book you want to import, select the desired fields and press finish.
  6. And this completes the Address book Import to windows mail.

Importing the E-mail Messages

  1. Click Import then messages under the file menu.
  2. In the Windows Mail Import window, select the third option Microsoft Outlook Express 6, and then click next.
  3. Select Import mail from an OE6 store directory and press the OK button
  4. Browse to the folder where you exported all your e-mail messages select and press next
  5. Select the message folder you want to import or press all folders to import all mail folder and then click next.
  6. A window will appear with the ‘import complete message’. Press the finish button.
  7. All the e-mail messages from outlook will be place in the imported folder in windows mail. Any folder can be moved using drag and drop.

MS Outlook 2007

Modifying E-Mail Account Settings

If later you need to modify your e-mail account settings, click the Tools menu and click Account Settings.

Then, choose the account that you want to modify and click Change. (Remember that there are also options here to modify or remove the account.)

Now, you can modify the necessary settings. Once you click Next, you will need to click Finish, and then you will be returned to the Account Settings dialogue.

Setting up an Exchange Account

To set up an Exchange mailbox, we need to access the e-mail account wizard in a different way because Outlook cannot be running when the Exchange mailbox is set up. We’ll need to follow these steps below. Note that some steps have two different ways of doing things; this is because there are different ways to set up your Start menu and your Control Panel. As well, these steps are for Windows XP; steps for Windows Vista are similar.

To begin, close Outlook. Then, click the Start menu and click Control Panel. (If you do not see Control Panel, choose Settings from the Start menu and click Control Panel.)

Next, double-click the Mail icon. (If you do not see the mail icon, click User Accounts, and then click Mail.)

Now, click the E-mail Accounts button.

This will open Account Settings dialogue box. Here, you can click New to create a new mail account.

Next, choose to manually configure your account settings and click Next.

Now, choose to set up a Microsoft Exchange Server account and click Next.

Now, all you have to do is fill out the name of the Exchange Server and your user name. (This information will be provided by the system administrator.) You can specify advanced options using the More Settings button, but you should only open this dialogue if your system administrator says so.

Setting up a POP3 Mailbox

To set up a POP3 mailbox, first open the Account Settings dialogue using the Tools – Account Settings command.

Then, in the dialogue that opens, click the New command.

Outlook 2007 has a new feature where it will try to find your account settings for you. All you need to do is enter the basic information and click Next.

Then Outlook will try to find your server settings. It will first use an encrypted (secure) connection; if it cannot use such a connection, you will be prompted to use an unsecure connection.

If Outlook is able to find server settings, you will be prompted to click Finish to complete the setup. If Outlook cannot find the server settings, you should check the option to manually enter the settings and click Next. Then, you will need to choose whether you are using Internet E-mail or an Exchange Server. For POP3, we will set up an Internet e-mail account.

Once you click Next, you will be prompted to enter your settings. (These should be provided by the company that set up your e-mail account.) Note that by default, POP3 is entered as the account type.

Once you click Next, you should receive confirmation that the setup has been successful.

Click Finish to return to the Account Settings dialogue.

Setting up an IMAP Mailbox

Setting up an IMAP mailbox is almost the same as setting up a POP3 account. Once again, we’ll open the Account Settings dialogue using the Tools – Account Settings command.

Then, in the dialogue that opens, click the New command.

Enter the basic information, check “Manually configure server settings or additional server types,” and click Next. Then, you will need to choose whether you are using Internet E-mail or an Exchange Server. For IMAP, we will set up an Internet e-mail account.

Once you click Next, you will be prompted to enter your settings. (These should be provided by the company that set up your e-mail account.) Make sure you choose IMAP as the account type.

Once you click Next, you should receive confirmation that the setup has been successful.

Setting up an HTTP Mailbox

Just like POP3 and IMAP accounts, you can use the e-mail accounts wizard to set up your HTTP account. Once again, we’ll open the Account Settings dialogue using the Tools – Account Settings command.

Then, in the dialogue that opens, click the New command.

Enter the basic information, check “Manually configure server settings or additional server types,” and click Next. Then, you will need to choose whether you are using Internet E-mail or an Exchange Server. For HTTP, we will set up an Internet e-mail account.

Once you click Next, you will be prompted to enter your settings. (These should be provided by the company that set up your e-mail account.) Make sure you choose HTTP as the account type.

Once you click Next, you should receive confirmation that the setup has been successful.

Click Finish to return to the Account Settings dialogue.

Managing Outlook Add-ins

To manage the Outlook 2007 Add-ins perform the following steps:

  1. Open Outlook 2007 application
  2. Click Tools and then click Trust Center
  1. Click Add-ins on the left side of the new window
  2. Scroll down and select COM Add-ins and then click Go button
  1. It will display the list of installed Add-ins
  2. Uncheck the box to disable an add-in

Unable to send and receive e-mails

When you try to send and receive e-mail, you may receive an error message that resembles one of the following:

  1. No connection could be made because the target machine actively refused it.
  2. The server could not be found. (Account: account name, POP server :’mail’, Error Number: 0x800ccc0d)
  3. Task ‘server name – Sending and Receiving’ reported error (0x800ccc0f): ‘The connection to the server was interrupted. If this problem continues, contact the server administrator or Internet service provider (ISP). The server responded: ? K’
  4. Your server has unexpectedly terminated the connection. Possible causes of this include server problems, network problems, or a long period of inactivity. Account. account name, Server: ‘server name‘, Protocol: POP3, Server Response: ‘+OK’, Port: 110, Secure(SSL): No, Error Number: 0x800ccc0f
  5. Task ‘SMTP server name – Sending and Receiving’ reported error (0x80042109): ‘Outlook is unable to connect to your outgoing (SMTP) e-mail server. If you continue to receive this message, contact the server administrator or Internet service provider (ISP).’
  6. The operation timed out waiting for a response from the receiving (POP) server 0x8004210a
  7. time-out occurred while communicating with the server 0x800ccc19
  8. You may also receive an error message that includes one or more of the following error codes:
  • 0x800ccc15
  • 0x80042108
  • 0x800ccc0e
  • 0x8004210b
  • 0x800ccc0b
  • 0x800ccc79
  • 0x800ccc67
  • 0x80040900
  • 0x800ccc81

Cause: These error messages may occur if Microsoft Outlook or Microsoft Outlook Express cannot establish a connection with your e-mail server. These error messages are frequently caused by one of the following:

  • You are not connected to the Internet or a network, or your mail server is temporarily unavailable.
  • Your account settings are incorrect.
  • Your user profile in Outlook is damaged.
  • An e-mail item on your POP3 server is damaged.
  • The configuration of your AV software is incorrect.
  • Outlook Express was removed from the computer or the installation is damaged.
  • The configuration of your personal firewall software is incorrect.

RESOLUTION: The most common causes of these error messages are problems with Internet connectivity and account settings configured incorrectly in Outlook or Outlook Express. First, verify that you are connected to the Internet. To do this, go to method 1.

Method 1: Verify that you are connected to the Internet

To verify that you can connect to the Internet and that your mail server was not temporarily unavailable, follow these steps:

  1. Start an Internet browser, such as Internet Explorer.
  2. Type one of the following addresses in the address bar.

If you successfully connected to the Internet, go to step 3.

  1. Send yourself a test e-mail to verify that you can send and receive e-mail messages without receiving an error message.
  2. If your test was successful, you are finished. If you still receive an error message, go to method 2 to verify your account settings.

Method 2: Verify your account settings

To verify that your e-mail account information and e-mail server settings are configured correctly in Outlook or Outlook Express, we recommend that you contact your e-mail service provider (which may also be your Internet Service provider).

If this method did not work for you, perform the following methods in order.

Method 1: Start Outlook in safe mode

To start Outlook in safe mode:


Windows Vista

  1. Click Start.
  2. Type outlook.exe /safe in the Start Search box.
  3. Press Enter.

Windows XP or Windows 2000

  1. Click Start.
  2. Click Run.
  3. Type outlook.exe /safe.
  4. Click OK.

Starting Outlook in safe mode starts Outlook without add-ins, the preview pane, or toolbar customizations and could indicate a damaged profile or conflicting third-party application or add-in. See method 2 to create a new e-mail profile.

Method 2: Create a new e-mail profile

You may be able to resolve these problems by creating a new e-mail profile. For more information about how to create profiles in Outlook

Creating a new e-mail profile in Outlook 2003/2007

Follow these steps to create a new e-mail profile in Outlook 2007 and in Outlook 2003:

  1. Click Start, and then click Run.
  2. Copy and paste (or type) the following command in the Open box and then press ENTER:

Control panel

  1. If you are in Classic View, double-click Mail. The Mail Setup dialog box opens. Go to step 5.
  2. If you are in Category View, under Control Panel, click Switch to Classic View, and then double-click Mail. The Mail Setup dialog box opens.
  3. In the Mail Setup dialog box, click Show Profiles.
  4. On the General tab, under When starting Microsoft Office Outlook, use this profile, click Prompt for a profile to be used, and then click Add.
  5. In the Profile Name box, type the name that you want to use for the new e-mail profile, and then click OK.
  6. In the E-mail Accounts dialog box, click Add a new e-mail account, and then click Next.
  7. Click the appropriate server type for your new e-mail account, and then click Next.
  8. Type your account information in the required boxes, and then click Next.
  9. Click Finish, and then click OK.

Method 3: Delete suspicious messages from your mailbox

If there is a damaged message in your mailbox, you can resolve this by doing one of the following:

  • Contact your ISP and ask them to delete any suspicious e-mail.
  • Delete any suspicious e-mail by accessing your mailbox by using your ISP’s Web-based e-mail program.

Method 4: Check your antivirus vendor’s Web site for additional suggestions

If your antivirus solution includes an e-mail scanning feature, you may have to perform additional configuration tasks to use Outlook or Outlook Express with the antivirus e-mail scanning feature.

Antivirus software that is known to have caused this problem includes products by the following vendors:

  • Symantec (Norton)
  • McAfee
  • Trend Micro (PC-cillin)
  • Panda

Method 5: Remove and then reinstall Outlook Express

If Outlook Express was removed from your computer or the installation of Outlook Express is damaged, Outlook will not function correctly and may generate one of the error messages that are mentioned in the “Symptoms” section. To resolve this problem, reinstall Outlook Express.

Method 6: Verify that all SMTP e-mail addresses in a distribution list are valid

If one SMTP address in a distribution list is corrupted or incorrectly formed, error 0x8004210b can occur. Examine all addresses in the distribution list to verify that they are correct. Additionally, you can send individual test messages to each distribution list member to determine the bad address.

Method 7: Examine the configuration of your firewall software

Warning This workaround may make a computer or a network more vulnerable to attack by malicious users or by malicious software such as viruses. We do not recommend this workaround but are providing this information so that you can implement this workaround at your own discretion. Use this workaround at your own risk.


Important These steps may increase your security risk. These steps may also make the computer or the network more vulnerable to attack by malicious users or by malicious software such as viruses. We recommend the process that this article describes to enable programs to operate as they are designed to or to implement specific program capabilities. Before you make these changes, we recommend that you evaluate the risks that are associated with implementing this process in your particular environment. If you decide to implement this process, take any appropriate additional steps to help protect the system. We recommend that you use this process only if you really require this process.

Configure your firewall software to grant access to the Internet for the following files:

  • For Outlook Express: Msimn.exe
  • For Outlook: Outlook.exe

By default, most e-mail clients have outgoing access on port 25 and incoming access on port 110. For more information about the ports that communicate with your e-mail server, contact your ISP or system administrator.

Firewall software that is known to have caused this problem includes products by the following vendors:

  • McAfee
  • Symantec
  • ZoneLabs
  • Cisco
  • Sygate
  • Sonicwall
  • Freedom Security Zero Knowledge

McAfee Personal Firewall

Check your configuration settings in the McAfee Personal Firewall program and make sure that Microsoft Outlook or Microsoft Outlook Express has full access.

For more information about how to configure McAfee Personal Firewall, visit the following McAfee Web site:

http://www.mcafee.com (http://www.mcafee.com)

Or, you can remove and reinstall the McAfee Personal Firewall program. The reinstallation process recreates the program signature file that is used by the firewall. Additionally, this process makes sure that both Outlook and Outlook Express are included in the list of programs where Internet access is permitted.

Norton Personal Firewall (Symantec)

If you are running Norton Personal Firewall 2002, Norton Internet Security, or Norton System Works software by Symantec, contact Symantec product support for upgrade or reconfiguration instruction to resolve your problem.


For more information about how to contact Symantec, view the Symantec contact information at the following Symantec Web site:

http://www.symantec.com/feedback/contactus.jsp

Method 8

If the error code is accompanied by a time-out error message, you may be able to resolve this problem by increasing the server time-out setting in Outlook or Outlook Express. To increase the server time-out setting, use the following method that is appropriate for your version of Outlook or Outlook Express.

Outlook 2002 and Outlook 2003

  1. Start Outlook.
  2. On the Tools menu, click E-mail Accounts.
  3. Click View or change existing e-mail accounts, and then click Next.
  4. Click your POP3 account, and then click Change.
  5. Click More Settings.
  6. Click the Advanced tab.
  7. Gradually increase the server time-out setting until the issue is resolved.

Outlook 2007

  1. Start Outlook.
  2. On the Tools menu, click Account Settings.
  3. Click to select the target POP3 account, and then click Change.
  4. Click More Settings.
  5. Click the Advanced tab.
  6. Gradually increase the server time-out setting until the issue is resolved.

E-mail stuck in outbox

In some situations, your sent mail may move to your Outbox folder but never move to your Sent Items folder. This situation describes how to troubleshoot problems with mail that remains in your Outbox in Microsoft Outlook.

Causes: Any of the following can cause sent mail to remain in your Outbox:

  1. You opened the message from your Outbox before it was sent.
  1. You are working offline and have not made a remote connection.
  1. Your Personal Folders (*.pst) file is damaged.
  1. Your Personal Address Book (*.pab) file is damaged.
  1. You have an outdated or incompatible add-in.
  1. You replied to an e-mail message that you received from an old account.
    1. Message Opened From Your Outbox: After you send a message, Outlook moves it into your Outbox. When Outlook establishes a connection to your mail server, it attempts a delivery and a copy of the sent message appears in your Outbox. If you open and close a message while it is still in your Outbox, you change the status of the message and it is not sent. The message title will no longer appear in italic formatting in the Outbox Messages view.

To return the message to Send status, open the message and click Send on the message toolbar. The message title should become italicized in the Outbox Messages view. During the next connection with the mail server Outlook should deliver the message

    1. Working Offline: If you use the Internet Mail Only (IMO) installation:
  1. On the File menu, click to clear Work Offline.
  1. On the Tools menu, point to Send And Receive, and click the name of the Internet Service account.

If you use the Corporate Workgroup (CW) installation with Microsoft Exchange Server service:

  1. On the Tools menu, click Services to open the Services dialog box.
  1. On the Services tab, click to select Microsoft Exchange Server and click Properties.
  1. On the Advanced tab, click to clear the “Enable offline use” check box.
  2. Click OK and OK again to close all dialog boxes.
  1. Quit and restart Outlook.

NOTE: When working offline with your Microsoft Exchange Server service, your Microsoft Fax service is in an offline state as well. Fax messages remain in the Outbox when it appears that the only service set to offline is the Microsoft Exchange Server service.

    1. Damaged Personal Folders or Address Book Files

The first troubleshooting step is to run the Inbox Repair Tool. To do so, follow these steps:

  1. If the Folder List is not visible, click Folder List on the View menu while displaying the Inbox.
  1. Right-click the Personal Folders icon in the Folder List, click “Properties For ‘Personal Folders,'” and on the General tab click Advanced. Write down the path and name of your .pst file. Click Cancel twice to close the dialog boxes.
  1. Quit Outlook.
  1. Click Start, point to Programs, point to Accessories, point to System Tools, and then click Inbox Repair Tool.

NOTE:If Inbox Repair Tool does not appear on the System Tools menu, click Start, point to Find, click Files or Folders and search for Scanpst.exe. Double-click to run the found program.

  1. In the Inbox Repair Tool, click Browse and select your Personal Store file (.pst), recorded in step 2.
  1. Click Start to begin scanning your file.
  1. When you are finished with the Inbox Repair Tool, restart Outlook.
  1. Copy the contents of the message stuck in your Outbox and paste it into a new message.
  1. Delete the original message and try sending the new message.

Create a New Personal Folders File

The second troubleshooting step is to create a new Personal Folders file. To do so, follow these steps:

  1. On the File menu, point to New and click “Personal Folders File (.pst).”
  1. Open the folder that contains your existing Personal Folders file, as noted in step 2 in the previous section, type a unique name in the File Name box, and click Create. For this test, keep the default settings in the “Create Microsoft Personal Folders” dialog box and click OK.
  1. In the Folder List, click the new Personal Folders file.
  1. On the File menu, point to Folder, and click “Properties For ‘Personal Folders.'”
  1. Click “Deliver POP mail to this personal folders file,” and click OK.
  1. Try sending your e-mail.

NOTE: If, after installing Outlook, you receive the following message “The MAPI Spooler has already begun transmitting this message”

  1. follow the steps above to create a new Personal Folders file, copy the contents of all of the folders to the new Personal Folders file, excluding the Outbox, exit, and restart Outlook, and then recreate and send your messages.

Create a New Profile

The third troubleshooting step is to create a new profile with a new Personal Folders file (PST) and a new Personal Address Book (PAB).

If you use the Corporate Workgroup installation (CW), follow these steps:

    1. Quit Outlook if it is running.
    1. Click Start, point to Settings and click Control Panel.
    1. Double-click the Mail And Fax icon or the Mail icon, click Show Profiles and click Add to add a new profile.
    1. Follow the Inbox Setup Wizard to create a new profile with a new .pst and .pab file.
    1. Start Outlook and try to send a message.
      1. The fourth troubleshooting step is to search your system for multiple Personal Folders files (PST) and/or Offline Store (OST) files. Rename each file and create a new profile.
      1. The fifth troubleshooting step is to check for the addressee’s e-mail name in the Personal Address Book. If it is not present, add it. If it is present, delete the entry and re-add it.
      1. The last troubleshooting step is to try another client. Quit Outlook and search your hard disk for Exchng32.exe. Run Exchng32.exe using your existing services to send mail.

Outdated or Incompatible Add-ins

Outdated or incompatible add-ins may cause mail delivery problems.

Add-ins, such as old Netscape extensions or Fax software, may cause e-mail delivery problems. Follow these steps to check your active add-ins:

    1. On the Tools menu, click Options to open the Options dialog box.
    1. On the Other tab, click Advanced Options, and then click Add-In Manager. Your active add-ins have check marks beside the add-in name.
    1. To deactivate an add-in, click to clear the add-in check box, and click OK three times to close all the dialog boxes.
    1. Replied to Message From Old Account

When you reply to an e-mail message within Outlook, Outlook tries to send the reply by using the same account through which you originally received the message. If the account in which you received the message no longer exists in your Outlook profile or account settings, the message may not leave your Outbox. This scenario is most likely to occur when you have old mail delivered to an Inbox in a Personal Folders File (.pst) on your local hard disk and you have changed mail accounts since you received the message.

The easiest way to resolve this issue is to move the message that is stuck in your Outbox to your Inbox, create and address a new message, paste the information from the message that is stuck in your Outbox to the new message, and then send the new message. Outlook attempts to send the new message from your current default e-mail account instead of the old account.

Error: Unable to open Outlook, no profile has been created or list of profiles cannot be loaded

Cause: This issue may occur on a computer that is running Microsoft Windows XP when the Outlook.exe file was configured to open with the Windows program compatibility mode settings

Method 1: Locate Outlook.exe

  • For Outlook 2007- C:\Program Files\Microsoft Office\Office12
  • For Outlook 2003- C:\Program Files\Microsoft Office\Office 11
  • For Outlook 2002- C:\Program Files\Microsoft Office\Office 10
  • For Outlook 2000- C:\Program Files\Microsoft Office\Office 9
  1. Right click Outlook.exe and then click Properties
  2. Click Compatibility tab and uncheck Run this Program in Compatibility Mode
  3. Click Ok
  4. Try to open Outlook

Method 2: Modify the registry entries

Note: Perform the registry backup & create a system restore point before modifying the registry entries.

  1. Click Start and then click Run
  2. Type Regedit and then click Ok
  3. Locate the key:

HKEY_CURRENT_USER\Software\Microsoft\WindowsNT\CurrentVersion\Windows Messaging Subsystem

  1. Delete the Profiles key under the Windows Messaging (Subsystem) key
  2. Close the Registry Editor
  3. Restart the Computer

How to import from Outlook to Eudora

Note: Before you begin the import, we recommend that you empty the Deleted Items folder in Microsoft Outlook.

  1. From the File menu, choose Import. The Import Mail and Addresses dialog box appears.
  1. In the dialog box, choose Microsoft Outlook.
  1. Choose Import Mail and/or Address Book then click OK. Microsoft Outlook should begin importing into Eudora.
  2. Depending on how much mail you have, the process may take a few minutes. Once it finishes, you should see your mailboxes available in Eudora.

Advanced Importing

If the automatic process above does not work for you, you can manually direct Eudora to import.

  1. From the File menu, choose Import. The Import Mail and Addresses dialog box appears.
  2. Click Advanced. The Advanced Import dialog box appears. Advanced Import dialog box (showing Microsoft Outlook required field).
  3. Choose Microsoft Outlook.
  4. In the Please Locate your PST file, click Browse and look for the .pst file. Make sure the file appears in the text box. (The PST file has the .pst extension. You can search for it using Windows Explorer.)
  5. When finished, click OK.

Error: Unable to open the address book in Outlook 2007.

The following can be the possible error message:

Error: Can’t contact LDAP Directory server (81)

Cause: This error may occur if an address book that uses Internet directory services (LDAP) is configured in Microsoft Outlook, and Outlook cannot contact the LDAP server that is configured for that LDAP address book.

Solution: Open Microsoft Outlook 2007. From the ‘Tools’ menu, click ‘Account Settings’. Click the ‘Address Books’ tab. Click the LDAP address book. Click the ‘Change’ button. Ensure that the setting for the LDAP server are correct. Click the ‘Next’ button. Click the ‘Close’ button.

Microsoft Outlook 2007 enables you to send and receive e-mails. In Microsoft Outlook 2007, an Address Book contains information, such as name and e-mail address of the contacts. Sometimes, when you open the address book, you may get an error.

To resolve the problem:

  1. Open Microsoft Outlook 2007.
  2. From the ‘Tools’ menu, click ‘Account Settings’. (The ‘Account Settings’ dialog box appears.)
  1. Click the ‘Address Books’ tab. (The ‘Address Books’ tab appears.)
  1. Click the LDAP address book.

NOTE: If you are not using Lightweight Directory Access Protocol (LDAP) Internet directory services, click the ‘Remove’ button.

  1. Click the ‘Change’ button.
  2. Ensure that the settings for the LDAP server are correct.
  3. Click the ‘Next’ button.
  4. Click the ‘Close’ button.

Contact information does not appear in the address book in Outlook

Cause: This behavior occurs because Outlook requires that you complete the following steps before your contact information is available for you to address messages by using your address book:

  1. Install the Outlook Address Book service.
  2. Mark your contact folder for use with your address book.
  3. Specify either an e-mail address or a fax number for each item that you want to appear when you address messages.

Symptoms: When you use your address book to select recipients for an e-mail message or a fax

To resolve this issue, follow these steps.

Step 1: Install the Outlook Address Book service

To do this, follow these steps, as appropriate for the version of Outlook that you are running.

Microsoft Outlook 2002 and Microsoft Office Outlook 2003

  1. On the ‘Tools’ menu, click ‘E-mail Accounts’.
  2. Click to select ‘View or change existing directories or address books’, and then click ‘Next’.
  3. If your Outlook Address Book is listed, click ‘Cancel’ and then go to the steps in the ‘How to Mark Your Contact Folder’ for Use with Your Address Book’ section.
  4. If your Outlook Address Book is not listed, click ‘Add’.
  5. Click to select ‘Additional Address Books’ and then click ‘Next’.
  6. Click to select ‘Outlook Address Book’ and then click ‘Next’.
  7. Click ‘OK’ when you receive the prompt that the address book you added will not start until you click Exit from the File menu.
  8. Click ‘Finish’.
  9. Click ‘Exit’ from the ‘File’ menu and then restart Outlook.

Microsoft Office Outlook 2007

  1. On the ‘Tools’ menu, click ‘Account Settings’
  2. Click the ‘Address Books’ tab.
  3. If your Outlook Address Book is listed, click ‘Close’ and then go to Step 2: Mark your contact folder for use with your address book.’ If your Outlook Address Book is not listed, click ‘New’.
  4. Select ‘Additional Address Books’ and then click ‘Next’.
  5. Select ‘Outlook Address Book’ and then click ‘Next’.
  6. You receive a message that states that the address book that you added will not start until you click ‘Exit’ on the ‘File’ menu. Click ‘OK’.
  7. Click ‘Finish’.
  8. Click ‘Close’ and then restart Outlook.

Step 2: Mark your contact folder for use with your address book

  1. On the ‘File’ menu, point to ‘Folder’ and then click ‘Properties for your folder name’.
  2. On the ‘Outlook Address Book’ tab, click to select the ‘Show this folder as an e-mail address book’ check box, type a descriptive name and then click ‘OK’.

Step 3: Look for an e-mail address or a fax number

  1. In the ‘Folder’ list, select the ‘Contact’ folder.
  2. Double-click the contact to open the item, and then look at the e-mail address field and the fax numbers field. If there is no e-mail address or fax number, Outlook does not display this contact in your address book when you try to address an e-mail message or a fax message.

Contacts are missing on clicking To, Cc, or Bcc buttons in MS Outlook

First you need to configure contact folder as a part of Outlook Address Book.

  1. Click Go and then click Folder List
  2. Right click the Contacts folder and then click Properties
  3. Click Address Book tab and check the box Show this folder as an Email Address Book.

Note: If this option is already checked or grayed out then do the following steps:

  1. Click Tools and then click Account Settings
  2. Click Address Book tab and if address book appears in the name column then do the following:
    1. Close Accounts Settings
    2. Click Tools and then click Address Book
    3. Click Tools and then click Options on the Address book dialogue box
    4. Click Contacts under Show this address list first

Note: If you are using a Microsoft Exchange Server account and want names from your organization’s online address book or Global Address List to appear when you click To, Cc, or Bcc, click Global Address List instead of Contacts.

  1. Click Ok and close the address book
  2. If Outlook Address Book does not appear under name then do the following:
  3. Click New on the Address book Tab
  4. Click Additional Address Book and then click Next
  5. Under Additional Address Book Types, click Outlook Address Book, and then click Next
  6. Click Close
  7. Exit Outlook and restart the Computer

Contacts are missing after upgrading Windows Live Mail/Messenger

Cause: This happens because contact list is not migrated correctly from previous version to latest version.

Note: Backup the registry or create a system restore point before modifying registry entries.

  1. Click Start and then click Run.
  2. Type regedit.exe and press Enter.

For Windows Vista or Windows 7

  1. Click Start.
  2. Type regedit in the Start Search box and press Enter.
  3. Type password or click on confirmation in the security windows.
  4. Locate the following registry entry,

HKEY_CURRENT_USER\Software\Microsoft\Windows Live Mail

  1. Double click the Settings Upgraded key.
  2. Type B in the Value Data field
  3. Click OK.
  4. Exit Registry.

Images are blocked when you open an e-mail message in Outlook Express

Cause: This behavior occurs because of the new Block images and other external content in HTML e-mail security option. By default, this option is turned on in Outlook Express after you install Windows XP SP2.

Resolution:

  1. Open Outlook Express
  2. On the Tools menu, click Options, and then click the Security tab.
  3. Click to clear the Block images and other external content in HTML e-mail check box.
  4. Click OK

Email client prompts for user name and passwords

The most common possibilities for your email program prompting you for your password again include:

  • You changed your password, and your email program simply needs to know the new one.
  • You’re having connectivity problems to your email server. Try again later, or from a different location.
  • Your email program is slightly confused. I’ve seen Thunderbird get into this state. Exit and restart your mail program.
  • Your email account has been closed or suspended.
  • Someone else changed your password, or your account has been stolen.
  • Your email service no longer provides POP3/IMAP/SMTP access as used by desktop email programs

Resolution

  1. Open Outlook
  2. Select Tools> E-mail Accounts menu option Or Tools> Options> Mail Setup tab> Email Accounts button
  3. The “View or change existing e-mail accounts” item should be already selected. Click “Next”.
  4. Select the account you want to modify and click “Change”.
  5. In the next screen, click “Remember password” in the “Logon Information” section in the lower left corner.
  6. Then click “Next” or “OK” as necessary to confirm.

Unable to open link in OE mail

User is not able to open links in mail. To fix this problem follow the step 1 if this does not fix the issue than continue to step 2.

Step 1

  1. Click Start, and then click Run
  2. Type regsvr32 urlmon.dll, and then click OK.
  3. When you receive the “DllRegisterServer in urlmon.dll succeeded” message, click OK.

Step 2

Register all the following files.

  1. Click Start>Run>Type regsvr32 Shdocvw.dll>click ok
  2. Click Start>Run>Type regsvr32 Msjava.dll>click ok
  3. Click Start>Run>Type regsvr32 Actxprxy.dll>click ok
  4. Click Start>Run>Type regsvr32 Oleaut32.dll>click ok
  5. Click Start>Run>Type regsvr32 Mshtml.dll>click ok
  6. Click Start>Run>Type regsvr32 Browseui.dll>click ok
  7. Click Start>Run>Type regsvr32 Shell32.dll>click ok

Unable to open or save attachments in OE

When you are not able to open or save the attachments from the mails you received in OE than do the following steps:

  1. Click>Tools>Options>Security tab
  2. Uncheck the box “Do not allow attachments to opened or saved that could be potentially a virus.
  3. Click Apply and Ok.

Getting Duplicate Email Messages

Cause: This problem occurs because Outlook 2003 has the junk e-mail protection level set to Safe Lists Only.

Resolution: Install the latest Service pack of Outlook 2003. The following link is for Service pack 3

http://www.microsoft.com/downloads/details.aspx?FamilyID=E25B7049-3E13-433B-B9D2-5E3C1132F206&displaylang=en

E-mail message appears empty when you open an Encrypted Mail

Cause: This problem occurs when you use Outlook 2003 in Cached Exchange Mode.

Resolution: Follow these steps:

  1. Start Outlook 2003.
  2. On the Tools menu, click E-mail Accounts.
  3. Click View or change existing e-mail accounts, and then click Next.
  4. Under the Name column, click the account that you want to modify, and then click Change.
  5. Click to clear the Use Cached Exchange Mode check box.
  6. Click Next, click OK, and then click Finish.
  7. Quit and then restart Outlook 2003.

If still issue is not fixed than install the latest Service pack of Outlook 2003. The following link is for Service pack 3

http://www.microsoft.com/downloads/details.aspx?FamilyID=E25B7049-3E13-433B-B9D2-5E3C1132F206&displaylang=en

Error Message when you start Outlook

Cause: The (.PST) file where Outlook delivers your e-mail messages is corrupted, and Outlook cannot locate it.

Resolution: Follow these steps:

  1. Click Start, point to Search, and then click Files or Folders.
  2. Type scanpst.exe in the Search for files or folders named box, and then click Search Now.
  3. In the list of found files, double-click the Scanpst.exe file.
  4. Type the name of the (.PST) file that you want to repair, or click Browse to locate the (.PST) file.
  5. Click Start.

Error “Riched20.dll”

Exact Error: Outlook.exe caused an ‘access violation’ fault in module riched20.dll at 014f:4802bc95

OR

Outlook caused an Invalid Page Fault in riched20.dll

Cause: This behavior may occur if the Riched20.dll file on your computer is damaged or is missing.

Resolution: Rename the Riched20.dll file

  1. Click Start, and then click Search.
  2. In the search companion pane, click All files and folders under What do you want to search for.
  3. In the All or part of the file name box, type Riched20.dll.
  4. In the Look in box, click Local Hard Drives, and then click Search.
  5. In the Search Results window, right-click Riched20.dll, click Rename, type Riched20.old, and then press ENTER.

Note: If the Riched20.dll file is not found then you need to repair Outlook. You may require the Office 2003 CD to complete the repair process.

Repair Outlook 2003

  1. Start Outlook 2003.
  2. On the Help menu, click Detect and Repair.

Unable to switch identities in Outlook Express after you install Windows XP SP1

Work Around

  1. Open Outlook Express
  2. Click File and then click Identities
  3. Click Manage Identities
  4. Click to clear the Use this identity when starting a program check box
  5. Click Close.

Note: After you complete this procedure, you are prompted to select an identity each time you start Outlook Express. At this time, you can switch identities. However, you are prompted two times to switch to a new identity.

Resolution

Download and install Cumulative Update for Outlook Express 6.0 SP1 from the following link:

http://www.microsoft.com/downloads/details.aspx?FamilyID=0da93be7-65e3-4c76-ad1e-a9c153e76594&DisplayLang=en

Error: “Identity Switch Canceled” when starting Outlook Express

Cause

This issue can occur if the following registry key is missing or damaged:

HKEY_CURRENT_USER\Identities\<Account ID>\<User ID>

Note: Backup the registry or create a system restore point before modifying the registry entries.

Resolution

Note: The User ID string value should be exactly the same as the name of the Account ID.

For Example- User ID have the value data of 12345ABC-ABCD-12A1-ABC1-12A12AB12345

HKEY_CURRENT_USER\Identities\12345ABC-ABCD-12A1-ABC1-12A12AB12345

In this key, <Account ID> represents your identity

  1. Click Start and then click Run
  2. Type Regedit and then press Enter
  3. Locate the following registry key:
  4. HKEY_CURRENT_USER\Identities\<Account ID>
  5. If the User ID is listed, then delete the User ID string value and create a new one
  6. If you have more than one identity and need to find out which one you need to edit, look at the Username string value of the HKEY_CURRENT_USER\Identities\<Account ID> key. Use the above given example to find the key.

Outlook crashes after upgrading Outlook 2003 to Outlook 2007

Note: Backup the registry or create a system restore point before modifying the registry entries.

  1. Click Start and then click Run
  2. Type Regedit and then click Ok
  3. Locate the key:

HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Outlook\Options\General

  1. In the right pane Delete the following keys:
    • Security Zone
    • PONT_STRING
    • BodyEditor
    • WarnDelete
  1. Close the Registry Editor
  2. Restart the Computer

Outlook 2003 crashes every time while opening

Resolution

  1. Go to following location:
  2. C:\Documents and Settings\%user%\Application Data\Microsoft\Outlook\outcmd.dat
  3. And Rename the OUTCMD.DAT as OUTCMD.DAT.OLD (here %user% is the user name)

Outlook crashes while starting-up

Resolution

  1. Click Start and then click Control Panel
  2. Click Mail icon and then click Show Profiles
  3. Now click Add button to add a new TEST profile
  4. Now select the option “Prompt for a profile to be used”
  5. Click Ok
  6. If you are able to open Outlook with the TEST profile then issue is with the profile you were using previously.
  7. Then backup the data from old profile and transfer it by creating a new profile

How to backup .PST

  1. Open Outlook.
  2. On the File menu, click Import And Export. If the menu item is not available, hover your pointer over the chevrons at the bottom of the menu, and then click Import and Export.
  3. Click Export To File, and then click Next.
  4. Click Personal Folder File (.pst), and then click Next.
  5. Click the folder that you want to export the .pst file to, and then click Next.
  6. Click Browse, and then select the location where you want the new .pst file to be saved.
  7. In the File Name box, , type the name that you want to use for the new .pst file, and then click OK.
  8. Click Finish.

How to restore .PST

  1. Open Outlook.
  2. On the File menu, click Import And Export. If the command is not available, rest the pointer over the chevrons at the bottom of the menu, and then click Import and Export.
  3. Click Import from another program or file, and then click Next.
  4. Click Personal Folder File (.pst), and then click Next.
  5. Type the path and the name of the .pst file that you want to import, and then click Next.
  6. Select the folder that you want to import. To import everything in the .pst file, select the top of the hierarchy.
  7. Click Finish

 

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