Outlook Express is probably the most widely used email manager available today. It is a component of Windows and is much easier to use than its big brother, Outlook.
What a lot of users fail to realize is Outlook Express requires regular
maintenance to keep working with maximum efficiency.
Without routine maintenance, Outlook Express may just choke and
give up the ghost.
Here are some helpful hint that will help keep Outlook Express working well.
1. Don't let your Inbox get too big. If the Inbox gets too big, Outlook
Express may not open and the only way to fix it is to delete the Inbox. This is sort of like throwing the baby out with the bath water, since you will lose all of your messages.
2. To prevent the Inbox from getting so big, I have set up rules to filter messages into separate folders.
3. Do you find yourself leaving a message in the InBox thinking perhaps you might need it later. Delete messages you don't need or want to keep.
4. Delete the messages in the Sent folder once a month, or more often if you send a lot of messages or if the sent messages contain photos, videos, etc. Photos and videos significantly enlarge files.
If you need to keep a Sent message for any reason, make a new folder and name it Messages Sent and move the message to this folder. You can name it anything you like, but name it something relevant to help remember what is in it.
5. Delete all the messages in the Deleted folder once a month or more often if you delete a lot of messages or if they contain photos, videos, etc. (Do NOT store messages in the Deleted folder. While this may seem like a no-brainer, the warning comes from experiences with users who did just that! I am guilty of this though I do empty the folder every week or so.) Go to Tools/Options and click the Maintenance tab. Now click the Clean Up Now button, and when the next window opens, click Compact. (All those deleted emails are still hiding in Outlook Express, compacting will
remove them for good!)
6. You should always keep Windows updated. Updates, especially SP2, frequently fix problems with Outlook Express. Make it a habit to update as updates arrive, how ever, on a major update, research via Google to determine the stability of a major release.
7. Outlook Express has a size limit. (2 gig) If someone sends you photos, videos, etc. that you want to keep, store them in folders in My Documents, not Outlook Express. Photos, videos, mp3 files, etc. can increase the size of Outlook Express faster than most people realize. You can also copy emails to separate folders in My Documents. Just create a new folder in My Documents and put a shortcut to the folder on your Desktop, then drag any message in Outlook Express and drop it on the shortcut for the new folder. This is very useful for backup purposes. Once you click on one of those messages it will open again in Outlook Express.
8. My favorite tip for Outlook Express is to move the Store folder to a
location other than the default location. Microsoft put the default location in a place that makes it hard to find for a lot of people. The default path looks something like this in Windows XP: C:\Documents and Settings\Owner\Local Settings\Application Data\Identities. Your location maybe slightly different, but the general path will be very similar. To make it easier to find (and a LOT easier to back up!), first make a new folder in My Documents. Name the folder something you will remember, such as My Outlook Express or My Email. In Outlook Express, click on Tools and select Options. When the Options window opens, click the Maintenance tab. Click the Store folder button, click Change and browse to the new folder you just created and select it. Close Outlook Express and re-open Outlook Express. Check the new folder to make sure all of the files are now in the folder.
Now all of your
email is located in My Documents and you can copy the email folder to
external media to safeguard your email.
To troubleshoot Windows or any
part of Windows (and this includes Outlook Express), it is necessary to make
some changes to viewing files and folders.
If you have not already
enabled viewing Hidden files and folders: do it now.
To make the changes,
open the My Documents directory (or any other folder in Windows). Click on
Tools from the main menu and select Folder Options. Click the View tab and
scroll down to the Hidden files and folders section. Check Show hidden files
and folders and un-check Hide extensions for known file
types. Click Apply,
and then click OK to close.
To make sure you don't lose all your email
in the event of a crash, back up the folder to external media on a regular
basis. (Don't forget to back up your address book; it's stored in a separate
file, usually addressbook.
A really great resource for Outlook Express is here on
Microsoft's site,
The Other E-Mail Threat: File Corruption in Outlook
Express
http://www.microsof
Or
if the link wraps: http://snipr.
For other useful hints, read the various articles located here in The Geek's Computer Store website.