Fastmetrics Knowledge Base

Author: Cody Miller

How To Archive E-mails In Outlook 2010
How To Archive In Outlook 2010 & Improve Performance

Read the many advantages of how to archive in Microsoft Outlook 2010, or scroll down straight away to start your email archiving process. Note: archiving instructions in this article apply to all versions of Microsoft Outlook, except where stated. The only difference is how to access the auto-archiving settings dialog. Otherwise, the instructions are identical across MS Outlook versions 2003, 2007 and 2010.

Advantages Of Auto Archiving Outlook 2010 Email

Archiving email is a very helpful for any type of account – POP, IMAP, or MAPI. It is best if email archiving in Outlook is set up automatically, instead of remembering to do it periodically. In this guide, we show how to archive in MS Outlook 2010 automatically, so you don’t need to revisit the archiving process again. The archiving process is not mandatory, but it is crucial to maintain optimal speeds in Outlook 2010. The larger your Outlook account, the more it slows down. Many of our email customers find it helpful to archive for very large accounts, and when they have many emails that are months, or years old, that are no longer needed.

It is important to keep in mind that when you archive emails, you are removing them from your email server. Archiving creates a compressed file in your computer’s hard drive. For this reason, it is STRONGLY recommended that you create a back up copy of these emails periodically. They can be burned to a CD, placed on a flash stick, or any type of memory device that can accommodate the size of the file.

How To Auto Archive Outlook 2010 Email

Step 1: Access the Auto-Archiving Settings (specific to Outlook 2010). Select the File tab from the main menu bar and click Options.

Step 2: Select the Advanced tab from the left column. Then click the button AutoArchive Settings… (the 5th button from the top, on the right side).

Step 3: Applying the Auto-Archiving Settings.

Run Auto Archive every (x) days: This is where you tell Auto Archiving how often to run. Our example shows every 14 days. Choose whatever value is most appropriate for the size of your email account.

Prompt before Auto Archive runs: This feature is useful because it gives you the option to cancel this particular Auto Archiving process.

Delete Expired Items: This feature only applies to emails that are defined to expire on a specific date. See the end of this article for an explanation of the difference between expired and older emails.

Archive or delete old items: If this check box is selected, then emails older than the time specified in Clean out items older than will be archived or deleted.

More Outlook 2010 Archiving Options

The remaining options are useful. You can choose to permanently delete older Outlook emails or add them to the archive on your hard disk. Once an email is deleted, it is removed from both the server and your local machine, and can not be read again. However, if an email is archived, it is still accessible through the archive folder.

Show archive folder in folder list: Be sure to place a check / tick next to this option in order to be able to access your archived emails easily.

Permanently delete old items: Selecting this option will permanently remove your older emails from both the server and your local hard drive.

Move old items to: Selecting this option will archive your emails locally on your hard drive. You can use the default archiving folder, or press the Browse button to choose another location.

What Is The difference Between ‘Expired’ & ‘Older’ emails?

An expired email is an email that specified a date expiry time when it was created or sent. This might be useful for emails sent concerning a discount or offer that is only valid for a limited time. An older email is an sent past the number of days specified in the setting ‘Clean out items older than’.

How To Automatically Archive Outlook 2010 Emails & More FAQs: Answering Your Most Immediate Questions Now

How To Recover Deleted Email in Microsoft Outlook 2010

To recover deleted emails in Outlook 2010, select the folder, then click on the Folder tab on the Ribbon and click Recover Deleted Items. You’ll then have the option to select the emails or email folder you want to recover. When you have selected the emails, click the Recover icon. Keep in mind that if you are viewing non-mail folders, the Recover Deleted Items icon won’t be visible. To enable it, follow these steps:
1. Click File > Options in the file menu on the Ribbon tab.
2. Choose the Customize Ribbon option.
3. Make sure you’re in the Customize the Ribbon list and then select the Folder main tab.
4. Click the New Group button.
5. In the Choose commands menu, select All Commands.
6. Scroll down and press the Recover Deleted Items option.
7. Click the Add >> button to add this option to your newly created custom group.
8. Hit the OK button. Your new group, along with the Recover Deleted Items icon, will be visible in the Folder tab on all folders.
How To Backup Outlook 2010 Emails

You can backup your Outlook 2010 emails in a .PST file, which is an Outlook Data File that contains all your messages and other Outlook items. To create a backup of your emails, follow these steps:
1. Click on the File tab in the Outlook client.
2. Choose Options > Advanced.
3. In the Export section, click the Export button.
4. Select the option Export to a file > Next.
5. Choose Outlook Data File (.PST) > Next.
6. Select the email account you want to export and check the box next to Include subfolders.
7. Select where you want to save the Outlook Data File (.PST).
8. Enter a file name for your backup and click OK.
9. Press the Finish button.
Once the export process is complete, you’ll have a portable .PST file that you can save to OneDrive, a portable USB, or the cloud. You can use that file to import your email, contacts, and calendar items to Outlook.

How To Backup Contacts in Outlook 2010

Besides emails, Outlook 2010 makes it easy to backup your contacts folder. Here’s how to do it:
1. Click the File tab.
2. Select Options.
3. Select Advanced > Export.
4. Select the Export to a File option and then click Next.
5. Choose Comma Separated Values (Windows) to create a CSV file.
6. On the next screen, under the Select folder to export from: choose the Contacts folder you want to export.
7. Click Next.
8. Select the location where you want to save it.
9. Enter the name for the backup file and hit OK.
10. Click the Next button and then click Finish.
You can then use the exported file to import your contacts into Outlook or another email program.

Need further assistance setting up Microsoft Outlook email?

Well, there you have it. Email archiving in Microsoft Outlook 2010, plus some other tips to improve the organization and efficiency of Outlook email. We hope you now have a more organized inbox and performance has improved. If you’re an existing Fastmetrics email customer and have more questions about email support, see how to setup a remote support session with one of our email techs using Logmein123.com.
June 19, 2014
POP Protocol Information

The POP email protocol maintains the relationship between your email client and the email server.

Emails are stored on the email server. Email clients, such as Microsoft Outlook, download those email messages to the user’s hard drive whenever the email client connects to the email server. The POP email protocol makes your hard drive the only location where you can access your emails.

The majority of email programs are set up to delete emails off the server once they are downloaded. With some email clients you will have the option of changing that and select to keep emails on the server for a specified time frame.

Using the POP email protocol you can be view your email offline, connection to the internet is only needed to send and receive emails. New messages are downloaded at the same time which can sometimes freeze your computer while large emails are bring downloaded.

All email attachments are directly downloaded to your computer. If you are keeping emails on the server for 7 days and using more than one computer to access your email – every time that computer connects to the server it will download all the messages that it has not yet downloaded – this can cause delays.

Calendar and Contacts can only be viewed from the computer you added them from. Items added are not available through web mail, other computers or devices. Because email is removed from the server there is no back up of any emails. If your computer or hard drive dies, all information will be lost unless you have performed a local back up of your hard drive.

Because emails are removed from the server whenever your email client access the email server, your account will never exceed its size limit.

Need further assistance setting up your POP email account?

Existing Fastmetrics customers, setup a remote support session with one of our Email Technicians using logmein123.

June 19, 2014
IMAP Protocol Information

The IMAP email protocol stores your email inbox on our email server instead of the local machine. This makes remote access to the emails possible from different machines, but to access your email that computer ( and email client ) must be using the IMAP or MAPI protocol.

You can access your account through the internet as well. IMAP connects to the server when writing a new email or when reading an email. To access your IMAP account it does take longer because the email client you are using needs to contact the mail server.

IMAP allows you to view messages without downloading to the computer. It also allows you to look at basic information like subject line, name, and attachment size before accessing a particular message. Calendar and Contacts can only be viewed from the computer you added them from.

Items added are not available through web mail, other computers or devices. IMAP will keep all your inbox email on the mail server the until you delete it. This may cause your accont to run out of space. We will be happy to increase the size of your account as needed.

A back up copy of your inbox is created automatically. If your computer dies you will lose contact and calendar information but not the inbox. However, if you add contact or calendar information using web mail, then that contact and calendar information will be backed up on our server.

Need further assistance setting up your email account?

Setup a remote support session with one of our Email Technicians using logmein123.

June 19, 2014
Programs MS Outlook Leaves Running
List: Programs Microsoft Outlook Leaves Running

Microsoft Outlook email has a tendency to have multiple processes running, most of which are invisible to the user. If there is already a process running for Outlook, the next time you attempt to open MS Outlook, it will not display anything. It is running, you just cannot see it. Click the link below for instructions on how to resolve this problem.

Antivirus programs that support scanning email for viruses: These types of programs will tend to keep Outlook email open. Disable email scanning and Outlook should close correctly. It’s perfectly safe to disable this setting – it gives you advanced warning of viruses but as long as you can control your urge to open every attachment you receive, you’ll be just as safe with it disabled.

The antivirus programs that can affect Outlook include, (but are not limited to), the following programs:
- Kaspersky Antivirus Pro Version 5
- Panda AntiVirus Outlook Plug-In (pavexcli.dll)
- Norton Antivirus with e-mail scanning and script blocking enabled
Need hands-on assistance troubleshooting your Outlook email?

Existing Fastmetrics email customers can setup a remote support session with a Fastmetrics Email Technician, using logmein123.

The following is list of common ‘add-ins’ which are are known to keep Microsoft Outlook running after it’s closed:
- Outlook Change Notifier – Apple iTunes add-in for syncing with iPhones, iPods etc
- WinFax Pro. Disable WinFax or remove the WinFax Fax log from the profile. Remove them by opening Tools, Options, Mail Setup tab, Data Files and delete if present
- ActiveSync (especially when a PDA is cradled)
- Blackberry software
- Stamps.com (when using address from Outlook’s Contacts)
- Outlook Express (when sharing Contacts with the Windows Address Book (WAB)
- Franklin Covey Plan Plus
- Mapilab’s Messenger Journal utility
- Earthlink’s Spamblocker (the installation file is ELSBSetup.exe)
- Outlook Attachment Sniffer
- TechSmith’s SnagIt 7 with Outlook integration enabled
- Cloudmark Spamnet
- OneNote 2003 (with Outlook 2000)
- Fourelle Venturi Client
- Internet Download Manager – uninstall
- iProtectYou
- TMAntispam – the antispam part of Trend Micro’s PCCillin Internet Security 2005 suite
- Infuzer
- FSecure 2005 antispam add-in
- Prophet 2004 (by Avidian) – check for updates
- Intuit Quickbooks
- iTunes calendar sync add-in
- iPhone add-in
- ABBYY FineReader 9.0
- WMPNETWK or sharing files within MS media player 11
Some other possible causes:
- A corrupt *.SRS (send and receive profile file)
- Setting Outlook’s Empty deleted items when closing option can cause Outlook to close slowly
June 19, 2014
Winmail.dat File Causes & How To Open Them

What Is A Winmail.dat File?

Microsoft Outlook automatically generates a winmail.dat file when an Outlook email user composes and sends a message using the Rich Text Format or HTML Format. These formats attach the .dat file to the the end of the email message. But what is a winmail.dat file, really? A winmail.dat file contains email formatting information, in an unreadable form for humans. Microsoft Outlook uses this data on the receiving end to display email messages correctly.

Unfortunately, Outlook is the only email client program that utilizes winmail.dat information. This means anyone not using Outlook, who receives and opens an email in the HTML or Rich Text format, will find a winmail.dat file attached as well.

What Causes Winmail.dat Files?

Microsoft Outlook has many options, one of which is the ability to send emails using different text formats. As useful as these extra formats might be, this is the ultimate cause of winmail.dat files which might require additional programs to open. Winmail.dat files are created and can cause problems for users of webmail and email clients such as Eudora, Gmail, Yahoo, etc.

How To Fix Winmail.dat File Problems

If you know your regular email recipients do not use Outlook, or to eliminate winmail.dat problems for your recipients completely, there are a couple of options within your Outlook program.

Option A: Every time you send an email message within Outlook. Compose a new email message as per normal. Before sending it, select Format > Plain Text from the menu bar, then send your message.

Option B: Change your DEFAULT sending mode in Outlook, thereby sending all email messages as plain text.

Outlook 2007 & older: Select Tools > Options > Email Format > Internet Options.

Select Plain Text from the drop down menu. Press OK.

Outlook 2010 and 2013: Click File > Options > Mail. Scroll towards the bottom of the dialog box.

Under the Message Format section, where it says; “When sending messages in Rich Text format to Internet recipients:” select Plain Text from the drop down menu.

Press OK.

Both Options A and B will prevent winmail.dat problems for non Outlook email recipients. It’s completely up to you as a user which option you select.

How To Open Winmail.dat Files

Do you need access to Winmail.dat files? Check out Winmaildat.com for a handy tool. It looks like this and is very simple to use;

Video: How to Fix Winmail.dat Attachments in Outlook

As a further more updated resource, check out this June 11th 2019 video from Gordon of Gimmio. The video provides a step by step guide on what winmail is and how to stop winmail.dat files being sent with Outlook, on the latest version of Windows.

Video transcript: Hi. My name is Gordon from Gimmio and today we’re going to talk about how to fix the Winmail.dat attachments being sent out from Outlook. Now Winmail.dat attachments are sent out from Outlook when you compose your email in Rich Text format because this is the way that it sends to the recipient information about how your text is formatted in your email. So I will show you what I mean by that. If you click on “File” and then go to “Options,” in your Outlook and then click on “Mail,” you will notice here where it says “Compose messages in this format”. I’ve got three options, your HTML, Rich Text, and Plain Text.

In HTML format, the formatting of the text is actually inside the HTML code itself and with Plain Text, there is no formatting of the text at all. It’s just plain text whereas with Rich Text, you can actually format a text to have bolding and italics and other features in there. The only way that you can send that information to your recipient is in a Winmail.dat file which is like an Outlook proprietary way of sending information over to your recipient if you use Rich Text. So basically the way to fix – if you’re sending Winmail.dat attachments to your recipients, the way to fix it and most common and easiest way to fix it is just to click here and select “HTML”. Most of the time if you’re sending Winmail.dat attachments, you will find that it’s most likely selected under “Rich Text”.

Now you want to select “HTML” and another thing you want to do as well is you want to actually scroll down until you see this part here under “Message Format” where it’s sending messages and rechecks format to internet recipients. You will want to convert it to HTML format. So most likely if you’re sending Winmail.dat attachments, you’ve got this option selected, which says “Send using Outlook Rich Text format”.

Now you always want to convert it to HTML format. So basically that should be set to “Convert to HTML Format” and the top part should be set to HTML Once you’ve done that, you hit “OK”. You should be able to compose a new email and you should no longer get Winmail.dat attachments coming through. Now there is actually an exception to that though, which is that if you’re still getting Winmail.dat attachments coming – sending through when you send to your recipients, what you will need to do is you will need to clear your auto complete cache.

Now auto complete cache is when you simply start typing an email and you can see the email address is here coming up for suggestions. Now what happens here is if you’ve typed an email before, if you sent an email before to someone, the format that you’ve sent them an email to in the past is actually stored in this auto complete file.

So let’s say for example this top one here. Let’s say in the past I’ve sent them an email in Rich Text format. What will happen is even after I’ve changed it to HTML format, if I don’t clear this auto complete entry, the email itself will be sent using Rich Text format because that is the way the email was sent the last time I sent the email to this person here. So basically you’ve got to clear this list of people in order for that setting to take effect which I will show you how to do that right now.

If you click on “File” and then just go to “Options” and then go to “Mail” and then just scroll down and there’s a button there that says “Empty Auto Complete List”. You just click on that one and then that will get rid of your auto complete and then again click “OK” and then once you send a new email, you should no longer be sending Winmail.dat attachments. Now if you are for some reason not able to set your Outlook settings the way I’ve just shown you, you can actually do this whole step using the Windows Registry.

Now I will just warn you, before you start editing the Windows Registry, it’s quite important to know what you’re doing there because if you don’t edit it correctly, you can actually cause some irreparable damage to your computer. The Windows Registry is basically where all the important settings on your PC are kept and if you don’t edit it correctly, you could cause some serious damage. So yeah, before you go ahead, just make sure you know what you’re doing. So I will show you how to do it now. If you just right click there out on your Start menu and click “Run” and then you just type in “regedit” like that and then click “OK” or press “Enter”.

You might get a warning pop-up saying, “Do you want to open the program?” and you just hit “Yes” for that. Now what you will want to do is you will want to navigate to this path here. So if you have a look here at the top, I’ve gone to “HKEY CURREN USER” and then “Software” and then “Microsoft” and so on and so on. So you want to get to here. So you can see the different Office versions here. You will find the Office versions if you’re interested. Most of the time, you will pick out the latest one, which is 16 in this case for me.

But the Office versions actually correspond with the different Office versions that have been released by Microsoft. So if you want to have a look at that, just check it out on our blog post, which I will link to in the description of the video. Now what you would want to do here is if you just go to “Preferences” here and then just right click on it and click “New” and then “DWORD 32 Bit Value”.

Now for the name of it, we want to call it “Disable TNEF” and then hit “Enter” for that and then just right click on that new key that we’ve made and then click “Modify” and then what you will want to do for the value data, you want to make it 1 and you will want to make it hexadecimal for the base there and then click “OK”.

Now what you will want to do is just close your “regedit” editor and close your Outlook and reopen it again and this should achieve the exact same thing that we just showed you earlier in your Outlook options. If you haven’t already, give our email signature generator a try. It’s free to use. You get a seven-day free trial and you can create some really amazing email signatures for your whole team.

There’s a few free layouts you can choose from. Quite a few premium ones that you can choose from. When you create email signatures in Gimmio, you can easily apply a whole bunch of settings to your staff or just to your email signature. So what I mean by that is for example, for the address, you could apply it to all signatures in the group or you can apply it just at this signature.

That makes it really, really easy to standardize your email signatures throughout your whole company and makes it easy to duplicate signatures as well. Hope this has been helpful to you and thanks very much for watching. See you next time.

June 19, 2014
Microsoft Outlook Will Not Open

MS Outlook Does Not Open?

MS Outlook is not opening? If your Microsoft Outlook will not open, there could a few reasons why. Outlook has a tendency to leave multiple processes running in the background, most of which are invisible to a computer user. If one of these processes is already running, attempting to open Outlook again will not display anything. Outlook is actually running already, you just can not see it. If you’re experiencing a problem with Outlook not opening, the following guidance will help you troubleshoot Outlook not starting.

Programs Which Keep Microsoft Outlook Email Open

If your Microsoft Outlook is actually already open, but you just can’t see it, click here to see a list of possible programs and software that might be causing Outlook to remain open.

Troubleshooting MS Outlook When It Will Not Open

Step 1: If your Microsoft Outlook will not open, the first step is to open Windows Task Manager. There are a couple of options to do this, but the most efficient way to open Task Manager is to press the Ctrl, Alt & Delete buttons at the same time.

Step 2: When the Windows Task Manager window appears, select the Processes tab – the second tab on the left at the top of the window.

Step 3: Now you can start to end those invisible background processes that Outlook has left running on your computer, which are causing your Outlook to not open.

Step 4: Look for a process named OUTLOOK.EXE

Step 5: Click on that process in the list.

Step 6: Click on the End Process button, at the bottom right of the Task Manager window.

Repeat steps 3 to 6 for each process Outlook has left running. Remember to check this list of programs that may keep Outlook running.

Step 7: When you see the below warning dialog after completing Step 6, it is normal. Press the Yes button.

MS Outlook Still Doesn’t Open?

Still can’t open MS Outlook? After ending all the above possible processes, if Outlook will still does not open, try uninstalling and reinstalling the program. If a business, contact your IT help desk or email provider. For Fastmetrics email customers only, please contact Fastmetrics support. One of our techs can investigate further why Outlook wont open, or can start a www logmein123 com remote support session on your desktop if required.

June 19, 2014
Set up Exchange on Android with Lollipop

Select Settings.

Under the general tab select Accounts and Sync.

Select Add Account.

Select Microsoft Exchange.

Enter your email address and select Manual Setup.

Enter you email address and the rest of the required information.

Select Next and it will begin to connect to the server.

Select what you want to sync and click Next.

Enter the name of the account WORK and your full name then select DONE.

June 19, 2014
Eudora POP set up for Mac

How to configure your email client on Mac

Step 1: Open Eudora and select Personalities, click New, enter your name and click Enter. Make sure that the personality name is still selected and click Edit.

Step 2: Under Checking Mail enter your full email address as your username and mail.fastmetrics.com as your mail server and SMTP server. Enter a real name and your full email address again.

Step 3: Select Sending Mail and enter mail.fastmetrics.com as the SMTP server and click Ok.

Step 4: After the account has been configured, select the personality and select SSL. Select Require TLS for all except alternate port and click Ok to save.

June 19, 2014
Set up POP email account on Mac

Step 1: locate the mail icon at the bottom of your desktop.

Step 2: click on the mail icon.

Step 3: select Preferences from the Mail menu.

Step 4: you will see the accounts window, click on the plus sign located at the bottom left.

Step 5: enter your account information and your password. Then press Continue.

Step 6: you will see this error message. Click Connect.

Step 7: select POP. Enter any Description you wish. Incoming Mail Server must be mail.fastmetrics.com. For User Name enter your full email address. Enter your Password, then press Continue.

Step 8: enter any Description you wish. This will be handy when you have multiple accounts set up. Outgoing Mail Server must be mail.fastmetrics.com. For User Name enter your full email address. Enter your email Password. Then press Continue.

Step 9: you will now be shown your account settings. If you want to keep a copy of emails on the server unselect Take Account Online. To finish adding the account click Create.

Step 10: OPTIONAL but recomended to unselect Remove copy from server after retrieving a message.

Step 11: to bring your account online you must open Mac Mail and select the tools icon located on the bottom left corner. Click Take All Accounts Online. Now you will begin to see all your incoming emails.

June 19, 2014
Set up IMAP email account on Mac

Step 1: locate the mail icon at the bottom of your desktop.

Step 2: click on the mail icon.

Step 3: select Preferences from the Mail menu.

Step 4: you will see the accounts window, click on the plus sign located at the bottom left.

Step 5: enter your account information and your password. Then press Continue.

Step 6: when this error message appears, just press Connect. This is normal.

Step 7: for Account Type select IMAP. Enter whatever Description you prefer. The Incoming Mail Server must be mail.fastmetrics.com. For User Name enter your full email address. Enter your email Password. Then click Continue.

Step 8: enter whatever Description you prefer. The Outgoing Mail Servermust bemail.fastmetrics.com. Place a check mark by Use Authentication. For User Name enter your full email address. Enter your email Password. Then click Continue.

Step 9: you will see a window with your account settings. Make sure there is a check mark by Take Account Online. Click Create.

June 19, 2014