Outlook: Import and Export Data (.pst)

Backup and restore from .pst file

KB ID 0000154

Problem

You want to import your mail from an older version of Outlook  into your new Outlook mailbox, or you simply want to backup your mail.

Solution

Thankfully the process is the same for modern Outlook as it was for previous versions of Outlook.

1. In Outlook > Select the “File” Tab > Open > Open & Export > Import/Export

Note: On older versions of Outlook  its simply Open > Import (you select Import even if your going to Export!)

 

2. Export to a file.

3. Outlook Data File (.pst).

4. Select your mailbox, select the ailbox – {username} > To back up everything (calendar contacts the lot), tick “Include sub folders” > Next.

Note: If using a POP mail account, here it may say Personal Folders.

5. Choose a location to save the .pst file.

6. If you want to password protect this (remember someone can import your .pst and read all your mail). I usually leave this option blank > OK.

7. After a few seconds the mailbox will export. (Note: if the mailbox is very small this might happen so quickly nothing is displayed on the screen). And there it is.

To “Import” your mailbox,

1. Launch thewWizard as above (Step 1) > Select “Import from another program or file” > Next.

2. Outlook Data File (.pst) >Next.

3. Browse to, and select your .pst file > Next.

4. Stop and think! where do you want to import the files to? Select as appropriate > Finish (Note at this point if the .pst is password protected you will be prompted for a password).

Related Articles, References, Credits, or External Links

NA

Microsoft Outlook – Showing Email Headers

KB ID 0000663 

Problem

There are plenty of reasons for wanting to look at a message header, to see where a mail has come from or from which email address it was sent for example. Different versions of Outlook have different methods of letting you read the email header.

Solution

Display Message Headers with Outlook 2013

1. Open the mail in question and select ‘file’.

2. Info > Properties.

3. Your message headers are displayed.

Display Message Headers with Outlook 2010

1. Open the mail in question and select ‘file’.

2. Info > Properties.

3. Your message headers are displayed.

Display Message Headers with Outlook 2007

1. Option 1: Open the mail in question, and select the expand icon next to ‘Options’.

2. Option 2: From the inbox right click the relevant message and select ‘Message Options’.

3. Your message headers are displayed.

Display Message Headers with Outlook 2003

1. Option 1: Open the mail in question > View > Options.

2. Option 2: From the inbox right click the relevant message and select ‘Options’.

3. Your message headers are displayed.

 

Related Articles, References, Credits, or External Links

NA

 

Outlook Blocks Attachments

‘Outlook blocked access to the following potentially unsafe attachments

KB ID 0000058

Problem

Yes it is annoying, someone tries to send you a copy of an program, a database r you are the one doing the sending, and your Outlook client blocks it, but this is done for a good reason. Microsoft have classified 39 different file types as being “dangerous” to your system and have categorized them into two levels. Level 1 files are blocked completely, and level two files show up as an icon in your Email but when you try to open them outlook forces you to save them.

If your reading this the chances are you are having problems with Level 1 blocked files?

Level 1 Blocked Files

.ade Microsoft Access project extension
.adp Microsoft Access project
.bas Microsoft Visual Basic class module
.bat Batch file
.chm Compiled HTML Help file
.cmd Microsoft Windows NT Command Script
.com Microsoft MS-DOS program
.cpl Control Panel extension
.crt Security certificate
.exe Program
.hlp Help file
.hta HTML program
.inf Setup Information
.ins Internet Naming Service
.isp Internet Communication settings
.js JScript file
.jse Jscript Encoded Script file
.lnk Shortcut
.mda Microsoft Access add-in program
.mdb Microsoft Access program
.mde Microsoft Access MDE database
.mdz Microsoft Access wizard program
.msc Microsoft Common Console Document
.msi Microsoft Windows Installer package
.msp Windows Installer patch
.mst Visual Test source files
.pcd Photo CD image/Microsoft Visual Test compiled script
.pif Shortcut to MS-DOS program
.reg Registry entries
.scr Screen savers
.sct Windows Script Component
.shs Shell Scrap Object
.url Internet shortcut
.vb VBScript file
.vbe VBScript Encoded Script file
.vbs VBScript file
.wsc Windows Script Component
.wsf Windows Script file
.wsh Windows Script Host Settings file

OK so now you know WHY your files have been blocked, you need to decide what you are going to do about it.

Solution

The simplest option is to get the files “Re-sent” and change the file extension to something that wont be blocked (like .txt for example) OR put your files in something else like a 7-Zip or WinZIP file and send them.

If you want to disable the feature completely read on…..

Outlook Express (Blocks Attachments)

1. Start Outlook Express.

2. On the Tools > Options.

3. Click the Security tab, click to clear the Do not allow attachments to be saved or opened that could potentially be a virus check box under Virus Protection, and then click OK.

Outlook 2013, 2010, 2007, 2003, 2002, and 2000 (SP3) Blocking Attachments

1. Windows Key +R > Regedit {enter}
2. Navigate to;

[box]HKEY_CURRENT_USER > Software > Microsoft > Office > {version} > Outlook > Security[/box]

NOTE for each version of Outlook, the number in the registry path is different.

  • Outlook 2000 (SP3) 9.0
  • Outlook XP/2002 10.0
  • Outlook 2003 11.0
  • Outlook 2007 12.0
  • Outlook 2010 14.0
  • Outlook 2013 15.0

In NEWER Versions of Outlook you will need to manually create the Security key.

3. Right click in the right Pane and select New > String Value.

4. Call the new string Level1Remove.

5. Now you need to tell the registry what you want to allow through, and you need to do it for EACH file extension you want to let through, for this example I’m going to let through executable programs, and MS Access Databases. Double click the Level1Remove string you just created.

NOTE: You need to type every extension (preceded by the full stop) and separate each with a colon (no spaces).

7. When you are done, click OK and close the registry editor.

Related Articles, References, Credits, or External Links

Original Article Written: 09/11/09

Outlook 2013 and 2010 Stop – Do you want to send this message without a subject?

KB ID 0000371 

Problem

With Outlook 2010, everytime you send and email withough a subject line you get the following prompt

“Do you want to send this message without a subject?”

 

Now there are sensible reasons for this, but a lot of the time I don’t really want to put in a subject, especially if I’m conversing with friends colleagues etc. And I’m really sick and tired of being asked.

Solution

1. Open Outlook, Press ALT+F11 > Expand Project1 > Microsoft Outlook Object > This Outlook Session (Note: if you can’t see the code window right click and select “View Code” > Paste in the script (see below) > Click Save > Close the VBA project window to return to Outlook.

2. Whilst in Outlook select File > Options > Trust Center > Trust Center Settings > Macro Settings > Seelct “Enable all macros…” > Tick “Apply macro security…” > OK.

3. Restart Outlook

The Script (Note: I DID NOT WRITE THIS the good folk here did).

[box]

Option Explicit

'=========================================================================
' Prevents Outlook® 2010 to display a no-subject warning message
' (c) Peter Marchert - http://www.outlook-stuff.com
' 2010-07-15 Version 1.0.0
' 2010-07-19 Version 1.0.1
' 2010-08-01 Version 1.1.0
' 2010-08-31 Version 1.1.1
'=========================================================================

Private WithEvents colInspectors As Outlook.Inspectors

Private Sub Application_Startup()

    '---------------------------------------------------------------------
    ' Set a reference to all forms
    '---------------------------------------------------------------------
    Set colInspectors = Outlook.Inspectors

End Sub

Private Sub colInspectors_NewInspector(ByVal Inspector As Inspector)

    '---------------------------------------------------------------------
    ' This code is running if a form (e. g. an e-mail) will be opened
    '---------------------------------------------------------------------

    Dim objItem As Object

    '---------------------------------------------------------------------
    ' Skip errors
    '---------------------------------------------------------------------
    On Error GoTo ExitProc

    '---------------------------------------------------------------------
    ' Set a reference to the open item
    '---------------------------------------------------------------------
    Set objItem = Inspector.CurrentItem

    '---------------------------------------------------------------------
    ' Skip appointments, not meeting items
    '---------------------------------------------------------------------
    If InStr(LCase(objItem.MessageClass), "ipm.appointment") > 0 Then
        If objItem.MeetingStatus = 0 Then GoTo ExitProc
    End If

    '---------------------------------------------------------------------
    ' A new item does not have an ID
    '---------------------------------------------------------------------
    If objItem.EntryID = "" Then

        '-----------------------------------------------------------------
        ' Check if the subject is empty if an item was created by a
        ' template with predefined subject.
        '-----------------------------------------------------------------
        If objItem.Subject = "" Then objItem.Subject = " "

        '-----------------------------------------------------------------
        ' Meeting items will be checked for a empty location too
        '-----------------------------------------------------------------
        If objItem.Location = "" Then objItem.Location = " "

    End If

ExitProc:

    '---------------------------------------------------------------------
    ' Delete the reference to the form and to the item
    '---------------------------------------------------------------------
    Set objItem = Nothing
    Set Inspector = Nothing

End Sub

Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)

    On Error Resume Next

    '---------------------------------------------------------------------
    ' If a blank still exists it will now be removed (Outlook®
    ' will this not recognize)
    '---------------------------------------------------------------------
    Item.Subject = Trim(Item.Subject)
    Item.Location = Trim(Item.Location)

End Sub

Private Sub Application_Quit()

    '---------------------------------------------------------------------
    ' Delete the reference to the forms
    '---------------------------------------------------------------------
    Set colInspectors = Nothing

End Sub

[/box]

 

Related Articles, References, Credits, or External Links

NA

 

Outlook Lost its “Favorites” Folder

KB ID 0000431 

Problem

After messing around, adding and removing some mail profiles on my Outlook 2010, It managed to lose my favorites folder.

Even the option to add folders to the Favorites folder had disappeared?

Solution

1. Close down Outlook.

2. Run the command outlook.exe /resetnavpane {enter}

3. You can now add folders back to favorites.

 

Related Articles, References, Credits, or External Links

NA

 

Import Microsoft Outlook Contacts into Google+

KB ID 0000482

Problem

Importing and adding friends into your “Circles” is easy if you use Gmail, however if your contacts are in Microsoft Outlook then they wont get picked up automatically.

Solution

Export Outlook 2010 Contacts

1. Launch Microsoft Outlook > File > Open > Import.

Export Outlook 2007/2003/2000 Contacts

1. Launch Microsoft Outlook > File > Import and Export.

Exporting

2. Export to a File > Next.

3. Select “Comma Separated Values (Windows)” > Next.

4. Select your contacts > Next.

5. Select a location to save your exported contacts (I just put them on my desktop) > Next.

6. Finish.

7. Log into Google Plus > launch the “Find Link” > Select “Find and Invite” > Upload address book.

8. Browse to the file you exported from Outlook.

9. And all your contacts will become available.

 

Related Articles, References, Credits, or External Links

NA

 

Outlook – Restore Categories

KB ID 0000493 

Problem

After a recent Exchange failure at work we had to rebuild our mail databases and import our old mail. All was fine except Outlook had lost its categories, now you can do tons of things with categories, but for the most part I just use them for colour coding my diary entries and for colour flagging emails.

Colours gone 🙁

Solution

1. Annoyingly simple, close Outlook (if open).

2. Launch outlook from the run box with a remigratecategories switch.

[box]outlook.exe /remigratecategories[/box]

3. It can take a little while to rebuild the “Master Category List”, but when it’s finished you should be back to normal.

 

Related Articles, References, Credits, or External Links

NA

Outlook – Disable Cached Mode with Group Policy

KB ID 0000507

Problem

I got asked how to do this today, a client has a number of roaming users (teachers) who don’t like waiting for Outlook to create a local copy of the mailbox each time they log on. To be honest as they have Exchange 2010 they would be better using the feature rich Outlook Web App (OWA) rather than the full client if they need to move around so much but hey, I was asked.

Solution

1. To do this you need to use a custom administrative template, thankfully Microsoft have them pre written go here to down load the administrative templates.

2. Download and extract the templates to your domain controller. Start > Administrative tools > Group Policy management console > either create a new policy and link it to your USERS or edit an existing policy.

3. Navigate to:

[box] User Configuration > Policies > Administrative Templates [/box]

Right click > Add/Remove Templates.

4. Add > Navigate to the folder where you extracted the templates > ADM folder > en-us folder (change depending on your locale) > Outlk14.adm > Open.

5. Now Navigate to:

[box] User Configuration > Policies > Administrative Templates > Classic Administrative Templates > Microsoft Outlook 2010 > Account Settings > Exchange > Cached Exchange Mode [/box]

Locate “Use Cached Exchange Mode for new and existing Outlook Profiles”

6. Set the policy to “Disabled” > Apply OK > Close the policy editor.

7. Then get the clients to log off and back on again, wait a couple of hours, or manually run “gpupdate /force” on them.

 

Related Articles, References, Credits, or External Links

NA

 

Outlook Opens Additional Mailboxes

KB ID 0000905 

Problem

I’ve seen this happen on both Outlook 2010 and Outlook 2013. You can open additional Exchange mailboxes from your accounts ‘Advanced’ section, but these mailboxes were not listed there.

Solution

Above, you can see that the offending mailbox here is called Training&Holidays.

1. On a DC, (or your Exchange server) > Windows Key + R > dsa.msc {Enter} > When Active Directory Users and Computers loads > View > Advanced Features.

2. Locate the user that has the offending mailbox > Properties > Attribute Editor > Locate the msExchDelegateListLink value > Edit > Remove the affected user(s) > OK > Apply.

3. Let the users restart Outlook. (Note: It may take a few minutes after Outlook is restarted for the mailbox to disappear).

Remove All Mailbox Mappings for All Users

WARNING: Use with caution, some users may be using this feature to automatically connect to mailboxes.

Use the following PowerShell;

[box]foreach ($u in $(Get-User)) { Write-Host “Clearing the msExchDelegateListLink for $($u.distinguishedname)”; $ad = [adsi]”LDAP://$($u.originatingserver)/$($u.distinguishedname)”; $ad.msExchDelegateListLink.Clear(); $ad.SetInfo(); }[/box]

Related Articles, References, Credits, or External Links

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