Wednesday, 27 June 2012
6/27/2012 04:25:00 am 0

K-9: Email Client for Android

K-9 is the best email client for Android that let you stream data down from Microsoft, Google, and Yahoo Email accounts.
It is an open-source e-mail client with various features such as search, IMAP push email, multi-folder sync, flagging, filing, signatures, bcc-self, PGP, mail on SD etc. It supports IMAP, POP3 and Exchange 2003/2007.
Features of K-9 email client:
  • It allows easy downloading of files/data:
It has various options for downloading data to your android mobile. It  provides you options for managing frequency of updating, Number of messages to be downloaded etc.
  • It supports multiple languages.
  • It allows page wrapping for smaller phone screens.
  • It provides an option to reformat all messages that allows you to read mails on a small phone screen
  • It provides contextual options to reply to or forward any received mail.
  • It allows you to swipe side to side scrolls through received messages.
  • It provides two themes – Light and Dark. You can also change the font size.
  • It allows easy email searching:
Finding an email from different accounts can be tricky. By using its search feature you just need     to enter the keyword, it will search all your folders for the keyword of your choice. But here is a     limitation of the search feature that it only searches messages that are downloaded from the     server.
  • It helps you to easily organize your multiple email accounts:
It allows you to set notification alerts for each account. You can give each account a different     ringtone, vibration pattern, and notification LED color. It also let you different color to different     accounts.
  • It provides you Unified Inbox that stores all the emails from your different accounts and displays them from the latest to the oldest,you may vary this order by applying various sorting functions provided in it.
  • It provides various email organizing features that let you move emails from one folder to another, copy it to another folder, archive it as usual, or mark it as Spam.

Here are some advanced features:
  • You can configure IMAP server settings.
  • You can manage Pull and Push folders separately.
  • You can conserve phone space by setting message and folder size sync limits.
  • You can manage identities with alternate ‘From’ ID and signature.
  • You can encrypt and sign your email by using OpenPGP (Pretty Good Privacy) protocols.
  • You can set a Quiet Time when all notifications will be disabled automatically.
  • You can choose between rich emails and plain text emails.

K-9 provides fast and the easy email management features. It also provides you a universe of configuration options that can give you fine-tuned control over your in-boxes. In this article I have discussed some important reasons behind the popularity of K-9 Email-client. A lot of other alternatives such as Shangmail, Profimail and Improved Email etc. are also available in market; you may choose the best one that suits your need.
6/27/2012 03:31:00 am 0

World is Waiting to Experience Advanced Features of MS office 2012

Microsoft has been delivering unparalleled software for offices and workstations for a very long time.Microsoft office 2012 is expected to be released on 2 july 2012 although the release date is not officially announced.Microsoft Office 15 or Office 2012 version is containing a lot of improved features for the Microsft office users.You may read this article to learn more about the features of Microsoft Office 2012 version.

Some modest changes to the overall Microsoft Office 2012 suite will include:
  • New features for Outlook, PowerPoint, OneNote, Lync client etc. Also, it will provide you more video , more social network integration, presentation and the notes etc.

  • Improved meeting system in Outlook 15: It is offered by combining various features like Outlook invitation, PowerPoint Presentation, OneNote notes etc. for online meeting purpose.

  • Cleaner look for outlook: The new look resembles the Outlook Web App. Instead of the vertical stack of buttons in the current interface there are Mail, Calendar and Contacts buttons at the bottom to switch to those views and a menu with the familiar icons for Tasks, Folders and Shortcuts which lets you add them at the bottom as well.

  • Metro look: Metro interface enables users to have access to a new visualization for scheduled tasks. With the Metro interface you can access to a new visualization for scheduled tasks.

  • The co-authoring features: Collaboration in creating office documents using the cloud for co-authorship .It is  useful for creating documents in mobile or portable devices while on the move.

  • Tiled based user interface-Moorea:
    • It offers quick navigation to important features all tilled up in a single place.
    • It provides support to touch functionality and Outlook Web Access enhancement.
    • It lets you place images, text and links to Word documents on a tiled layout
    • Window 8 look: This lets you create layouts with images, text and links to Word documents, on a widescreen grid of tiles into a Windows 8 tablet layout.
    • New application model for developers: Moorea looks like a nice way to build HTML interfaces for content, and the new application model allows developers to create tools on top of Office using JavaScript and HTML.

Other Advanced Features in MS Outlook includes:
  • Peeks feature: It lets users see their schedule, view emailing details, and review tasks all within the same screen.
  • A new Weather Bar feature: It let users check the weather before accepting meeting invites or planning new meetings.
  • Inline replies: It lets users reply to an email in one-click.
  • Multiple email account support: It allows users to view, create, and respond to all email accounts in one place, including Hotmail and other third-party web mail providers.
  • Improved Animations: This allows quick transition between email, calendar and tasks, and navigation takes up less space in the new Metro inspired interface.
  • New Context Commands: These provide simple, visible, one-click commands to keep power users on top of their email flow.

Microsoft office 2012 will bring a drastic change in design and uses by large number of additions and improvement. It will be next generation office productivity suite. I hope that it is going to be a great platform for business development for business projects. Let us wait for the launch of the Microsoft office 2012 and hope for the best to happen.
Sunday, 17 June 2012
6/17/2012 09:06:00 pm 2

How to Delete Duplicate Mails in MS outlook?

In my previous post I have discussed various causes to prevent receiving /sending duplicate email in MS Outlook such as, restoring Exchange public folders from backups, incorrect Outlook rules etc.

Some important Tips to clean up the duplicate mails in MS outlook:

You can try following methods:

1.Launch Outlook and in the View menu, point to Current View, and then click to change
folder view to a table type view. Choose Inbox-Messages

2. Right-click a column heading, click Field Chooser.

3. From the list at the top of the Field Chooser, click to select the All item name fields.

4. Drag the Modified field to the table heading.

5. Verify that the duplicate items have a unique date from the original set of items. If it is
    unique, click the Modified heading so that the items are sorted by this field.

6. Click the first item in the set that you want to delete, scroll to the last item in the set that   
    need to be deleted, and then click the last item while you hold down the SHIFT key.

7. Press DELETE to permanently delete all selected items.

When Outlook Duplicate Remover Tools Required:

If you have just a few duplicate mails then, it may be easy to remove them manually. But what you would do if you have many duplicates emails in your account. If you clean up them manually, it would be a quite tedious and time consuming process so, here comes the need of outlook duplicate remover tools. This tool removes duplicates in few minutes. Saves lot of time, spaces & speeds up operation of Microsoft outlook.

Benefit of Outlook Duplicate Remover Tools:
  • Efficiently locates and deletes duplicate emails from Multiple Mailboxes
  • Provides various options such as 'Delete (move to Deleted Items folder)', 'Mark as Expired', 'Copy to folder', 'Move to folder', 'Mark with the flag', 'Delete permanently'.
  • Allows easy scanning that is based on different criteria’s  such as 'Text', 'Subject', 'Sender Email', 'Sender Name', 'Recipient Name', 'Internet Header', 'Attachment Files', 'Date and Time of Sending' etc.
  • Provides an option for removing duplicate mails, received / sent within defined time span
  • Provides a simple and interactive graphical user interface.

Outlook Duplicate Remover tools allow you to find and remove Outlook duplicates in just one click. Dealing with thousands of duplicate mails manually can be very frustrating and time consuming. So, you may choose an outlook duplicate remover tool from a wide variety of tools available in market and delete all duplicate mails from Outlook.
6/17/2012 08:42:00 pm 1

6 Top Reasons & Tips to Overcome duplicate mails from Outlook

Sometimes while using MS outlook, it may happen that you have receive same e-mail multiple times and it is a very annoying thing which hampers your work and time too. Do you know the reason why this happen? Please keep reading this article to know the reason and its prevention methods.

Reasons and Tips to overcome duplicate mails issue:
1. Having Multiple Accounts:
When you configure multiple accounts in Outlook, It may be possible that you create alias on the same mailbox i.e.  all mails from either alias is being received in the same mailbox. These accounts will collect the same e-mail and thus create duplicates in your mailbox.

To prevent duplicates you must configure the alias account by following steps:

Outlook 2007 and previous
Tools-> Options-> tab Mail Setup-> button Send/Receive-> button Edit…-> select the alias account-> uncheck Receive mail items

Outlook 2010
tab Send/Receive-> button Send/Receive Groups-> Define Send/Receive Groups…-> button Edit…-> select the alias account-> uncheck Receive mail items

2. Outlook may download an email twice from one or more POP3 servers due to one of the below given reasons:
When the Deleted Items folder is getting empty, a background synchronization happened at the exact time.
If you intentionally leave messages on the mail server, then those messages are downloaded again on the next Send/Receive cycle.
If you have two or more alias accounts pointing at the same POP3 server or other inconsistent occurrences.

3. Re installation and re-configuration of Microsoft Outlook could also Outlook duplicate records:
While installing a fresh installation of Outlook with your email account, you select your old .pst file as the delivery location. Your old emails are already stored in your .pst file but the server will also download them again and create Outlook duplicates.

To prevent this problem follow the below given procedure:

For Outlook 2002/XP and 2003
1.Connect to your original pst-file by File-> Open-> Outlook Data File… and once opened move all the newly received e-mails to that pst-file.
2.Close Outlook and go to Control Panel-> Mail-> button Data Files…-> button E-mail Accounts-> button Next-> at the bottom you can select the original pst-file as the default delivery location and press Finish.
3.Press the button Data File and remove the other pst-file. If you want to keep your computer clean press the Settings button first and write down the location of the pst-file so you can physically delete the file as well and not just the connection to it.

For Outlook 2007
1.Connect to your original pst-file by File-> Open-> Outlook Data File… and once opened move all the newly received e-mails to that pst-file.
2.Close Outlook and go to Control Panel-> Mail-> E-mail Accounts-> tab Data Files. Select the the original pst-file and press Set as Default
3.Select the other pst-file and press Remove. If you want to keep your computer clean press the Settings button first and write down the location of the pst-file so you can physically delete the file as well and not just the connection to it.

For Outlook 2010
After configuring your account in Outlook 2010, you can specify the delivery location to an already existing pst-file instead of letting Outlook create a new one for you.
To change the delivery pst-file for your account after you have configured your account use;
File-> Account Settings-> Account Settings-> select your e-mail account-> button Change Folder-> select New Outlook Data File and browse to your original pst-file.

4. Your firewall and/or anti-virus software can also create Outlook duplicates: Your firewall or anti-virus software may interject itself and cause failure at any point in the mail sending/receiving process.The emails that were downloaded before the point of failure will be downloaded again on the next Send/Receive, thereby creating duplicate emails in your Outlook inbox.

To prevent this problem:
Change your security settings to not interfere with Outlook. You may check the documentation of your firewall software to learn how to configure your firewall for e-mail retrieval with Outlook.

5. Your rules in Microsoft Outlook:
If you have multiple rules set up to deal with incoming email messages, there's a possibility that Outlook could create duplicates in order to satisfy two different rules.

To prevent this problem:
> Add the action "stop processing more rules" to the rule.
This way, if a rule has already been applied to a message, no further action will be taken and duplicates will not be created to satisfy all rules.

It’s a time consuming and difficult process to clean up the duplicates manually. To perform more efficient and easy clean of duplicates, you can choose a duplicate remover tool from the wide range of duplicate remover tools available in market.

6. Synchronization of your Outlook with a PDA: If you have the same Outlook record stored under different terms in Outlook and your PDA, then duplicate emails can occur.

To prevent this from happening, follow the below given procedure:
> Create a new secondary Outlook account (not configured for email)
> Synchronize all of your contacts from your PDA into this account as new.
> Then clean them up to match your original Contacts folder, and synchronize back into your PDA.
> Delete the secondary Outlook account.
Thursday, 14 June 2012
6/14/2012 02:41:00 am 0

Error in Email Folder? It’s time to convert OST File to PST File

Corruption in OST files may lead to several problems for the user. It may also give you error while trying to read, delete, send or receive mails. Increased size of PST files may also lead to system slow down and later on it may result into major corruption of PST file.

A corrupted OST file can be highly troublesome as it restricts sending/receiving, mails, modifying address book etc. This problem can resolve through OST to PST converter tools.

There are several error messages that indicate that your OST file got corrupted:

  • When you are trying to access orphaned or corrupt OST file through MS Outlook you may get a error message:

“Cannot open your default email folders. The file xxxx.ost is not an offline folder file”.

  • Sometimes when you are trying to open MS Outlook but it fails to open or synchronize the offline storage file and reflects following error message:

"Unable to expand the folder. The set of folders could not be opened”.

  • When you start MS Outlook or try to open an offline folders .OST file; instead of opening of file you may receive the following error message:

“Errors have been detected in the file_path”.

First of all try to recover data using 2 GB truncation inbuilt utility. If still problem remains the same, then try OST to PST converter tool.

  • In MS Outlook when you are unable to add contact you receive the following error message:

"The file_name has reached its maximum size. To reduce the amount of data in this file,
Select some items that you no longer need, and then permanently (shift + Del) delete them."

Benefits of OST to PST conversion:
  • Converted OST file can be easily imported and used in Microsoft Outlook email client.
  • Conversion of OST to PST is useful to get back all data of not accessible or corrupted OST files.While converting an unusable OST file to PST file the existing data is not altered.

Therefore, by using OST to PST converter tools, corrupted or unusable OST file can be repaired and then converted into PST file that can be conveniently accessed from MS Outlook client and thus, you can easily rescue your crucial mailbox items and messages.
6/14/2012 02:32:00 am 0

What is OST file?

OST file is known as offline storage table. It is the local copy of your Exchange mailbox. It contains your all mailbox items including emails, folders, posts, appointments, meeting requests, contacts, distribution lists, tasks, task requests, journals and notes etc.

While working offline, you can send emails which are actually stored in the offline Outbox, you can also receive new messages from the other online mailboxes.To reflect these changes to your mailbox on the Exchange server you need to synchronize the offline folders with the Exchange server. MS Outlook provides you an option to synchronize only a specific folder, a group of folders, or all the folders.

The Default location of OST file is:
  • For Windows 95, 98 and ME, the folder is:
C:\Windows\Application Data\Microsoft\Outlook
C:\Windows\Profiles\user name\Local Settings\Application Data\Microsoft\Outlook
  • For Windows NT, 2000, XP and 2003 server, the folder is:
C:\Documents and Settings\user name\Local Settings\Application Data\Microsoft\Outlook
C:\Documents and Settings\user name\Application Data\Microsoft\Outlook
  • For Windows XP, the folder is:
C:\Users\user name\AppData\Local\Microsoft\Outlook

You can change the default path of your OST file by using following steps:
If you want to set a different location for ost-files, then you’ll need to add another registry key;
Key: HKEY_CURRENT_USER\Software\Microsoft\Office\<version>\Outlook
Value name: ForceOSTPath
Value type: REG_EXPAND_SZ
Value: path to your storage folder

Size limit for MS Outlook OST file:
Microsoft has set a default size limit for MS Outlook OST files as 2 GB for MS Outlook 2000 and 2002. When the Outlook .ost file exceeds this pre-defined size limit, it may lead to corruption. OST file corruption makes it difficult to recover user data from it as it becomes inaccessible. A corrupt OST file will fail to synchronize with the Exchange Server leading to cardinal data loss.

How to configure OST file size limit?
You can configure OST file size limit as required using Outlook registries. MS Office Outlook versions 2010, 2007 and 2003 support American National Standards Institute (ANSI) and UNICODE personal folders (.pst) and offline folder (.ost) files. So you can configure size limit for both OST and PST files. The MaxFileSize registry entry will help you in doing so.

MaxFileSize registry entry -
It determines the absolute maximum size that OST file can grow to. After this maximum size is reached, Outlook does not permit the size of the file to grow beyond this size.

Thus, OST file is a very important file in MS Outlook as it lets us  perform offline updates to the exchange server mailbox. These changes are reflected to the exchange server mailbox when synchronization with the exchange server is done.If the data on Exchange server gets corrupted or the server crashes, still you can retrieve your data from the offline folder file on the local computer that contains a copy of Exchange mailbox.

Tuesday, 12 June 2012
6/12/2012 12:12:00 am 0

How to Repair corrupted Outlook PST File?

PST (Personal Storage Table) files stores emails, tasks, contacts, calendars, notes, journals and other items of MS Outlook. PST files are more vulnerable to corruption than normal data files. A small corruption can damage the file header and other data objects, leaving the PST practically unusable.

There can be several reasons for corruption of a PST file such as unexpected or improper shutting down of Outlook, improper/interrupted compaction of PST, virus/malware infection, contradiction with newly installed hardware/software, file system corruption, operating system malfunction etc.

How would you know that your PST file got corrupted?

You may get some error messages while trying to read, delete, send or receive mails. These error messages are the clear indication that your PST file got corrupted and need to be repaired.

Below mentioned are common error messages that render PST file corruption:
  • Xxx.pst cannot be accessed – 0x80040116.
  • The file xxx.pst is not a personal folders file.
  • The file xxx.pst could not be found.
  • Unable to display the folder. The file xxx.pst could not be accessed.
  • Microsoft Outlook has encountered a problem and needs to close. We are sorry for the inconvenience.
  • File could not be accessed. Data error. Cyclic redundancy check.
  • Errors have been detected in the file xxxx.pst. Quit Outlook and all mail-enabled applications, and then use the Inbox repair tool (Scanpst.exe) to diagnose and repair errors in the file. For more information about the Inbox repair tool, see Help.

PST files are the basic storage units of Outlook and store various email components locally. Therefore, if any problem occurs with PST file then all your mailboxes and other information in Outlook become completely inaccessible.

Here, comes the need to rebuild damaged PST files with the PST repair tool. You can use inbuilt Microsoft inbox repair utility (scanpst.exe) for repairing your PST.

 What if inbox repair utility fails to repair the PST file?

Here are some situations when Scanpst.exe does not work:
  • It fails to resolve oversize PST issues
  • Fails to resolves major corruption issues of outlook
  • Takes a long time in repairing corrupted PST
Scanpst.exe is useful only in case of minor outlook corruption issues. It deletes all contents that are difficult to process, resulting in serious data loss. Thus scanpst utility cannot be used in that case. To prevent data loss during PST repairing, you can use third party PST Repair Tools to repair corrupted outlook PST files in an easy and safe manner. You can also enhance the overall performance of outlook application.
Monday, 11 June 2012
6/11/2012 11:46:00 pm 0

General Issues related to Outlook PST file

PST file is used in Microsoft Outlook to store email messages, calendar items and other mailbox items. As we have read in previous post that the PST files are stored on individual work stations rather than on a centralized server so, they can lead to many risks and issues for you.

PST File General Issues:
  • While using PST file you may have to deal with various issues, such as:

  • When you are unable to access your PST file using remote access applications like OWA (Outlook Web Access) or Mobile phones because you have removed and it is no longer be available on the server.

  • Storage of PST files can take up a lot of space on your local Computer or a shared server depending on where you store them. Thus, leading to wastage of storage space.

  • There is no built-in tool in Exchange Server and Microsoft Outlook that may help you to centrally manage the storage and use of PST file. Additionally, .PST files reside on a workstation's local hard drive. You can configure MS Outlook to store a .PST file on a network drive but in this case network problems can result in .PST file corruption. Storing .PST files in local hard drive means lost data if a hard drive failed.

  • PST files provide the perfect mechanism for users to transfer sensitive information out of an organization. Exposing sensitive data out of the organization can be a larger threat than data loss. Even if you prohibit the use of .PST files, a user could still leak information out of the organization. Thus, it creates a threat for organization.

  • When a .pst file approaches its maximum limit, there is a significant drop in Outlook’s performance. In some cases, Outlook may freeze up when you click on any message or folder. As your PST file approaches the limit or suggested maximum size, you can move old messages to a separate archive PST file or delete them. There are many software tools available in market that help to deal with the problems caused by increased size of PST file.

In this article I have discussed the general issues associated with the use of PST file. While using PST file, you need to take care about PST file size limit to prevent it from corruption. Besides it, there can be other physical and logical reasons for PST file corruption. You may need a third party tool to deal with such situations and to recover your corrupted PST file. In my next article I will share the causes of PST corruption and ways to recover your corrupted PST file.
6/11/2012 01:46:00 am 0

Do you know Importance of PST files in MS Outlook?

In my previous post I have shared ‘what is PST file?’ In this post I am sharing the importance of PST file. As we are aware that PST file is a local Archive / Storage file to store emails, folders, posts, appointments, meeting requests, contacts, distribution lists, tasks, task requests, journals, notes, etc. When you setup your account in Microsoft Outlook it will automatically create a PST file and associate it with your created account.

Let us know how Microsoft Outlook Came into Existence?
Outlook Express is a basic Internet email and news client that is included with Internet Explorer versions 4.0 through 6.0. Later on MS outlook came into existence with more added features. MS Outlook was developed as part of Microsoft Office with the corporate user in mind. Outlook is a full-featured personal email-client.

Importance of PST files in MS Outlook:
  • Mailbox size gets reduced because of PST file. It works just like a normal mailbox folder in Outlook.

  • It is very easy to create mailbox backup just by copying PST file to a local system and save it to a desired location to ensure that your mailbox is recoverable in any disastrous scenario.

  • It is very easy to access Outlook emails on another system because PST file gives mailbox portability because you can copy PST file to USB or any other storage device and later on save it on another system and import PST file to access your mails.

  • It’s easy to secure the saved data in PST file to prevent unauthorized access. If you want to add security to the stored data in PST file then, there is an option to make PST file password protected. It may be possible that PST file is containing “Sensitive” or “Confidential” data, in such situation, you can move your mailbox off the Email / Exchange Server to a local .PST file and can make it secure by applying password.

  • You can access the data from the mailbox even when MS outlook is not connected to exchange server.
Thus, in this article I have covered the importance of PST file in MS outlook. PST files are more vulnerable to corruption than normal data files. There can be several reasons for corruption of a PST file such as unexpected or improper shutting down of Outlook, improper/interrupted compaction of PST, virus/malware infection, contradiction with newly installed hardware/software, file system corruption, operating system malfunction etc. Later on, I will discuss various issues and how you can recover corrupted PST file with an important PST Recovery Software in my next post.
Wednesday, 6 June 2012
6/06/2012 01:46:00 am 0

What is PST?

Microsoft Outlook PST (Personal storage table) is also known as personal folder files. It stores email, contacts, calendar, attachments files, folders, posts, appointments, meeting requests, distribution lists, task requests, journals, notes etc. in one PST file. Outlook PST file provides a centralized storage of all mailbox items stored in a binary format.
You can find PST File at this default location:
Default location: C:\Documents and Settings\User Profile\Local Settings\Application Data\Microsoft\Outlook\Archive.pst

PST File Location

The Local Settings folder is hidden by default, to make it visible you can follow these steps:
Go to Control Panel > Folder Options > View tab > and show hidden files and folders.
To search for it, you can click Start / Search / and search for *.pst.
You can also find it within Outlook 2003 and 2007 under the Tools menu / Options / Mail Setup, and click the Data Files button.

To Search Remote Data Backups programs follow these steps:
  1. Click the Backup View or Retrieve tab, then wait for the drive to scan;
  2. Click the magnifying glass icon in the top right.
  3. Enter *.pst and click Find Next.
File Sizes and corruption Issues associated with PST files: PST files are susceptible to corruption issues as they become larger than the predefined size. It can also lead to an error while trying to read, delete, send or receive mails.
So, PST file is a very important file of MS outlook which stores all data of the user account. Whenever, this PST file get corrupted or damaged due to improper shut down or malware attack then, accessing the emails and other information on MS outlook becomes very difficult. I am sure now you are aware about the role of PST file in MS Outlook.