Microsot Outlook 2000 Tips
Outlook Simple Tips: Working Offline and Saving Email
I just wanna share some simple tips that I found quite useful. Mainly, because these things happened to me .. and I need to do some Googling to find the solution (gosh, my brain just can’t retain so much information).
1) Toggling Working Offline/Online
If you ever have your Microsoft Outlook application openned for such a long time without any internet (intranet) connection to your PC/laptop.. sometime it turns to offline mode. This can be signed by the Offline indicator, found in the lower-right corner of MS-Outlook window.
In offline mode, MS Outlook will no longer retry to send/receive the email (cause it’s no use anyway if there’s no internet connection available). Contrary with online mode, this send/receive process are done automatically in every period of time.
So, how to change it into Online? Simple: click on menu File > Work Offline. If you found this menu with a “mark” in the side of “Working Offline”, then it means currently you’re in offline mode. When you access (click-on) this menu, then the mark should be gone .. as now you’re in online mode.
2) Saving Email to PC
There are several meaning to this term:
– Backup your email to a specific folder.
Since you’d possibly receive abundant of emails, you probably want to back-up those emails somewhere else (not in the server of course). Usually because, your email server can only keep emails in a limited numbers. So when it comes to a number that makes the volume exceed the server capacity, your emails will be deleted one-by-one, probably start from the oldest one.. means you’re losing your emails. MS Outlook has its function to remind the user to make an archive of some of the old emails.. usually you’ll be prompted about the date, since when backwardly you want your emails archived. For example: if you say Dec-31, 2008 then your emails dated from Dec-31, 2008 backward: Dec-30, 29, 28 and so on .. will be archived. Being archived means, in a simple way, you will backup (save) some of your emails to your PC/laptop.. so then, it will no longer be kept in the email server.
By default, these emails are kept in:
C:\Documents and Settings\(user ID)\Local Settings\Application Data\Microsoft\Outlook\archive.pst
The (user ID) is the ID of user that you use when entering the MS Windows. If you used Admin account, then it would be something like “Administrator”.
Actually, you could set it up as where to put this archive file, by using menu: Tools > Options. The Options box will appear, and depends on the version of MS Outlook you’re using .. just find anything related to “AutoArchive”. Then there will be some box appear, where you can make a setting of AutoArchive such as time period and the folder where you wanna put your archive.pst file.
To make a further precaution, you might want to make a copy of this archive.pst file, and put it somewhere else (e.g, in your portable hardisk; burn it into CD/DVD; etc). So, when your PC/laptop hardisk crashed, or get infected by virus and need to be formatted .. your email archive already safe and sound.
– Saving a specific email
Sometime, you received an email .. so important that you want to keep it and would be able to read it immediately without juggling into the abundant of emails both in your server and archive. What would you do?
The answer is, save this super duper important email into a file with alternative formats: text (.txt), HTML (.html) or Outlook message (.msg) file. The last one is my favorit, cause I can still keep the attachments intact (though you still need MS Outlook to open this .msg file).