Microsoft Outlook has gotten a bad rap over the years. It’s a decent program that, as of now, no one has improved on. But millions of people use it on a daily basis. They use Outlook to store their email, organize their phone book, keep on top of pressing tasks, and store all their appointments. In short, Outlook is the electronic version of a personal organizer, and so people tend to lose their minds when something goes wrong with Outlook.
This guide is all about keeping Outlook running smoothly. It won’t help you when Outlook starts misbehaving – the whole point of this post if to keep that from happening in the first place. So if you’re a big Outlook user, read on and take the following advice to heart:
Get Rid Of Any Add-Ons You No Longer Need: There are thousands of “plug-ins” or “add-ons” for Outlook. There are plug-ins that allow you to synchronize Outlook data with your PDA or mobile phone, plug-ins that allow Outlook to download RSS feeds, plug-ins that find and remove duplicate emails, plugs-ins that let you organize mail in different ways that Outlook’s native paradigm, plug-ins that allow you to encrypt emails, plug-ins that send Event Reminders from your Calendar to an email address… the list is almost endless. Some of these plug-ins might cause security holes. Some of them might be poorly written and cause errors or reduce Outlook’s performance. All of them slow Outlook down and make the program use more RAM. So if you haven’t used a particular plug-in in a long time, get rid of it by uninstalling the plug-in via the Add\Remove Programs applet in Control Panel.
Remove Attachments: One of the handiest things about email is that you can attach files to emails. Likewise, one of the most irritating things about email is that you can attach files to emails. It’s great when someone emails you a desperately needed spreadsheet, but it can be annoying when a friend sends you an email with 20MB worth of vacation photos attached. Save the attachments to a folder and delete the emails to reclaim wasted storage space (and, if you’re using PST files, improve your performance). You can organize the email in your Outlook folders by size by right-clicking the “Arranged By:” bar at the top of each folder and choosing “Size”; by default, Outlook will show the largest emails at the top of the list. If you have several folders, you can right-click the main data store folder and select Properties > Folder Size; the box that pops-up will show the the size of all of your Outlook folders on that store, and you’ll be able to quickly find oversized folders and delete the attchments therein. Lastly, if you want to delete an attachment but save the original email, double-click the email to open it, then right-click on the attachment and select “Remove”.
Continue reading “Outlook Maintenance Guide”
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