Fix Outlook Nightmares to keep Corruption Far Away

When Microsoft Outlook application responds with unpredictable event then it is usually to have a nightmare. During daily/corporate lives, we depends on mail system for different kind of need like sending a message, create tasks for organizational teams, work routine, managing meetings in dynamic frame and gathering raw data related to business activities. To accomplish these requirements, you can use enormous features & functionality of MS Outlook like journals, contacts, personal folder and calendar. To achieve a smooth functioning in information sharing, it is must to have some essential disciplines like: Right time, right place & right coordination.

On each equal interval of time, it is prime responsibility for user to diagnose any kind of error or erratic behavior. If these problems are ignored repeatedly then it may be vanished your in Outlook data suddenly. The most sensitive areas with existing problem are described below:

1 - A to Z of Duplicate Items: Outlook data file (.pst) is working like a warehouse for all kinds of information & conversations are happened during distinct operational work. If user fails to implement an effective filter technique to trash duplicity then crucial data will be thrown in to garbage box. Then it is complicated to deliver right information to right person with zero level of error. Basically, duplicate item can hit any corner of PST file. Apart from Mailbox, it also affects rest areas like calendar, journals and tasks. In duplication, Outlook creates multiple copies of an original email items. At this occasion, you can confuse with real conversation. 

Causes of occurring duplication in Outlook boundary: 

If you received duplicate messages in mailbox frequently then it is required to find out root causes. Following reasons are responsible for the origin of duplicate items like:

•  Select the option “Leave a message copy on the server”: When you install Outlook then do not check the option “Leave a message copy on the server”. If checked then Outlook client asks to server for another copy whenever it connects with the server. So, check the status of this option. If you find it is checked then do uncheck.

• Problem with bad rules: If you apply a setting for sending or receiving a mail then interference between rules can be raised duplicate items in Outlook folder. So, review the applied rules again. 

  

•  Unable to synchronize with hand-held device: Most of the users are accessing their Outlook mail through different gadgets like personal laptop, PDA, Smartphone and tablet. In this scenario, it is necessary to maintain synchronization with all devices. With failure attempt, it can be a caused for flooding your mailbox with duplicate data items.

Another reason is wrong subject-line with contacts. In each device, you should define your contacts with same & unique declaration. With violating this protocol, you will be suffered from redundant messages.

2 - Headache of big & cumbersome data: This tragedy comes in to existence when user avoids following PST management guideline or tends to full PST folder up to size limit. Usually, Outlook 2010 & Outlook 2013 are available with huge PST storage limit i.e. 50 GB. In practical consideration, Outlook users are facing degradation in Outlook performance due to growth in PST size. At this occasion, you can face problems like increased time for downloading attachments, fails to respond, send/receive problem and error message.

To get better performance, it is necessary to decrease PST file as soon possible. In Outlook 2010 & Outlook 2013; Compaction is a best technique in following ways:

In Outlook 2010: If you are using Outlook 2010 then use of Mailbox Cleanup in first phase.

•     Go to File Tab
•     Click on Info
•      Now Opt “Cleanup Tools”
•     Then follow “Mailbox Cleanup”
•   After completing first phase you should compact PST to release the occupied space by deleted items.
•       Reach at File tab on the Ribbon, and then click the Info tab on the menu.
•       Follow  Accounts Settings tab then click on “Accounts Settings” again
•        Select Data Files tab.
•         Now select your Personal folder, and then click Settings.
•         Through General tab, click Compact Now.
•        Click OK, and then click Close.

Now you would be able to achieve decreased size of PST file. 

In Outlook 2013: You follow same steps as defined with earlier version Outlook 2010 above. 

Note: In Outlook 2013, user can achieve compress data up to 40% of actual data.

3 - Forgot to restore/backup Outlook data files: Backup is a routine work to keep data at safer side. Backup is performed on the criteria of data’s importance & security metrics. In big research & development projects, sometimes it is necessary to take backup of information at hourly basis. In Outlook, PST is a highly sensitive data that can be affected adversely at any time. To prevent from known or unknown threat, it is important to execute backup process at equal time of interval. To do backup process manually in Outlook 2013, you should follow some steps:

1 - Follow path File > Open & Export > Import/Export

2 - Choose “Export to a file” and then click next

3 - Click Outlook Data File (.pst), and then click next.

4 - Now you can mention the targeted account for backup by selecting the email address. If you want to take backup calendar, tasks, contacts and other folder then include by checking all required items.

5 - Then click next

6 - Select PST then enter different name before clicking on OK

7 - Click on Finish

In case, you are looking for backup of multiple accounts then you can do it by repeating the process mentioned above.

Critics with Manual Backup Process:

Outlook experts are suggested to take data backup with regular basis. But frankly, it is a tedious task due to time consuming effort. With heavy PST file, it can take several hours. In a multitasking organizational framework, it can’t possible to give your valuable time towards backup regularly. Apart from time factor, human error is a considered big threat due to forgetting nature. In this situation, we keep data at higher risk. 

Solution for Fear of Data Loss: 

Automated backup/restore process is more effective over traditional approach by saving time & zero level error. Some backup program is enriched with customized feature by which user can set backup on different span of time like hours, weekly or monthly. It automatically initiates the backup of all items like contacts, journals & user created folders. 

By adopting a advanced backup procedure, you can achieve following silent features:

1 - Helps to apply prevention methodology: Any bug or error always destructs in original file structure. In this situation, it is necessary to keep a copy of updated data in safe zone. Here, Outlook mail backup procedure is used to filter the loss from unexpected error.

2 - Time savior: Due to enable with auto backup, it becomes quite easy to perform backup process as well as saves huge time from daily work. This specialty is act like a boon for organizational growth.

3 - Data Savior: Through its robust working style, it is not only ensures the user about data availability but also play a crucial role of data savior.

In fact, each face of email application where a trouble might be raised then we are feared to have a nightmare. With real time troubleshooting tips & prevention technology, we can make our email system better & user-friendly.

References:
pcworld.com
StellarOutlookTools