FAQ

  1. Compressing the Outlook data files
  2. Filters and rules are not offered for backup
  3. The filters and rules from Outlook 2000 are not imported correctly
  4. Filters and rules are available but are not applied
  5. Saved email accounts are not selectable when importing
  6. An address list was moved or deleted
  7. The message, that files are not accessible, appears despite Outlook being closed
  8. Windows-Scheduled Tasks does not perform the automated backup
  9. Problems with profile names using special characters
  10. An object was not found
  11. Outlook does not remember the mail account password
  12. Business Contact Manager cannot be backed up

 

Compressing the Outlook data files

Question:
Saved files are not getting smaller even though I delete emails from Outlook on a regular basis.

Answer 1
(starting with Outlook 2003):
1. Start Outlook
2. Select the menu FILES – DATA FILE MANAGEMENT
3. Select the files you want to compress from the list
4. Select OPTIONS
5. With the button COMPRESS NOW you start the compression, which can take some minutes

Answer 2:
Files are not really deleted in MS Outlook, only marked as such. The actual files are still present in the data file. Microsoft offers you the Tool ScanPST, which you can use, to compress files as well as delete them completely. The software can also be used to repair broken files. The problem is that it is not easy to reach the already installed program.

There is a Microsoft knowledge base article about how to locate and use the tool. Please follow the link:
http://support.microsoft.com/kb/287497/en

 

Filters and rules are not offered for backup

Question:
When saving I do not get the options for rules and filters.

Answer:
From Outlook 2002 upwards, rules and filters are not saved separately anymore but are directly integrated into the data file. As a result, when using Outlook 2002 or a later programme, it is enough to save the data file.

 

The filters and rules from Outlook 2000 are not imported correctly

Question:
I selected the filters and rules when importing, but they are not available in Outlook.

Answer:
In Outlook 2000 filters and rules are saved in a separate file. Because of compatibility problems the filter and rule file cannot be automatically imported into Outlook XP/2003/2007/2010.

Solution:
You need to import the filters and rules into Outlook. To do so follow these steps in Outlook:

1. Open Outlook
2. Select the menu: EXTRAS – RULE-ASSISTANT
3. Click on the button “Options”
4. Click on the button “Import Rules”
5. Select the file with the file extension .rwz

The import will then be carried out, and the filters and rules will be available to you in Outlook XP/2003/2007/2010.

 

Filters and rules are available but are not applied

Answer:
The problem in taking over the rules is that Outlook assigns them to established profiles and usernames and restricts them in doing so. That is, the rules are present but, allegedly, not valid.
You can check this by opening the rule assistant and looking at the properties of the rules. You will suddenly see that the addition “only on this computer” (up to Outlook 2003) or “only other computers” (Outlook 2007) appears in the brackets.

Solution:
You can open the rules one at a time and remove the check mark so that they work again or you can use a trick by exporting and then importing all rules manually:

1. Start Outlook
2. Select the menu EXTRAS – RULES AND MESSAGES in Outlook
3. Click the button OPTIONS on the rule assistant
4. Then click the button EXPORT RULES and enter a file name
5. Now delete all listed RULES
6. After another click on OPTIONS and IMPORT RULES select the file you just exported with the extension .rwz and the rules are available again

 

Saved email accounts are not selectable when importing

Question:
I saved the email accounts but they are not available when importing.

Answer:
Again incompatibility is to blame.
Saved E-mail accounts from Outlook 2000 cannot be imported into Outlook XP/2003/2007/2010. You need to set up the information again.
E-mail accounts saved in Outlook XP/2003/2007/2010 can be imported into Outlook XP/2003/2007/2010.

 

An address list was moved or deleted

Question:
I can look up all my contacts. But as soon as I want to send a mail and click “TO” it just shows the error message “The address list cannot be displayed. The address folder associated with the address list was moved or deleted or you do not have accessing rights.”

Answer:
This error is related to the fact, that restored contacts are not yet standard contacts.

Solution:
1. Outlook 2000-2002: Right click the icon CONTACTS on the Outlook bar
(Via menu: using VIEW – OUTLOOKBAR you can blend in the bar)
2. Starting from Outlook 2003: On the lower left area switch into CONTACTS and right click on the contacts entry in MY CONTACTS
3. Select OPTIONS from the menu
4. Switch to the index OUTLOOK-ADDRESS-BOOK
5. Select the option “Display this folder as email address book”
6. Otherwise type a useful name into the area NAME OF THE ADDRESS BOOK, for example My Contacts
7. Accept the settings with OK
8. Open the menu EXTRAS – ADDRESS-BOOK
9. Select EXTRAS – OPTIONS
10. In the option “Show this address list first” select the corresponding contact folder, for example My Contacts
11. Accept the settings with OK
12. Close the address book

When writing e-mails again, the contacts will be shown correctly right away.

Otherwise we suggest visiting the Microsoft Help and Support website:

If you use Outlook 2000 please follow this link:
http://support.microsoft.com/kb/251416/en

If you use Outlook 2002(XP) or Outlook 2003 this website will be of use to you:
http://support.microsoft.com/kb/319901/en

 

The message, that files are not accessible, appears despite Outlook being closed

Question:
The message, that the files can’t be saved, because another program has exclusive access to them, keeps showing up.

Answer:
Some other programs and add-ons besides Outlook also access the files and, in doing so, lock the file, preventing further use. These files are properly saved when these programs are disabled during backup.

The following programs are known to do this, but are only a small part of a complete list:
» Microsoft ActiveSync
» Palm HotSync
» various synchronization programs, like Syncing.NET, Easy2Sync …
» Desktop search programs, for example Copernic Desktop Search …
» and many others…

Even when Outlook is closed, not all add-ons will allow full access to the files. To solve this, there is a program available which closes Outlook safely and, by doing so, performs the backup properly. You are then directed to another website:

http://www.daveswebsite.com/software/olshutdown/default.shtml

 

Windows-Scheduled Tasks does not perform the automated backup

Problem: (only applicable up to Windows XP)

You created a new task for automated backup in Windows’ Task Scheduler, but the backup was never created.

Test:
1. Open the planned tasks window
Windows 9x/ME:
START – PROGRAMS – ACCESSORIES – SYSTEM TOOLS – SCHEDULED TASKS
Windows 2000/XP/2003:
START – ALL PROGRAMS – ACCESSORIES – SYSTEM TOOLS – SCHEDULED TASKS
2. Right click on the task
3. Select the item RUN in the context menu
4. The error for why the backup could not be started is shown in the column status, which you can enlarge

Solution:
Error message: “The planned task could not be performed because the user password was not entered.”
The planned tasks will only be performed if the user account password is entered. It is impossible to enter the password for the task if you have no password for your user account to begin with (only users of a PC without a password). This means, unfortunately, that the tasks will not start. The planned task will only start at the specified time when you establish a password for your user account and enter it for the planned task.

For this check the following article on the internet:

http://support.microsoft.com/default.aspx?scid=kb;en;310715

 

Problems with profile names using special characters

Problem:
Profile names can include special characters in MS Outlook. These special characters will however be stored in the windows registry in a converted form. This conversion does not follow a true rule (probably using intern Microsoft lookup tables instead) which causes the problem, that the Lookeen Backup Manager cannot import and export the related files with 100% success.

Solution:
The Solution would be to simply rename the profile. A direct renaming is not possible however, which means that the existing profile has to be copied and the old one deleted. Follow these steps (this takes about 2 minutes):

1. Close Outlook
2. Select START – control panel and double click on MAIL
3. Click DISPLAY PROFILES
4. Select the profile with the special characters
5. Click on COPY and enter a new name, for example change Müller to Mueller
6. Choose the option “verify account”
7. Finish the settings and click on OK until all windows are closed
8. Start Outlook and select the re-named Profile. All information contained in the profile is automatically copied into the new profile
9. Select START – control panel again double click on MAIL
10. Display the existing profiles
11. Delete the old profile containing the special characters

 

An object was not found

Problem:
When opening a backup in Outlook 2003 the following error message appears when sending or receiving or when opening the transfer options: “The action could not be executed. An object was not found!”

Solution:
Microsoft knows about this problem. On http://support.microsoft.com/kb/312354/en, there are step by step instructions that tell you how to create a new profile. After this is done, open the backup with the new profile.

 

Outlook does not remember the mail account password

Problem:
I entered the password in Outlook and said that it should be saved. But I need to enter it again whenever I want to retrieve my e-mails. Why does Outlook not remember my password?

Solution:
On the website http://email.about.com/od/outlooktips/qt/et_remember_pwd.htm you can find step by step instructions on how to solve this problem.

If that doesn’t work there is also a Microsoft knowledge base article, but this requires editing the registry.
http://support.microsoft.com/kb/290684/en

Important! It is assumed that you have a good grasp of how Windows registry works.

Microsoft knows about this problem. On http://support.microsoft.com/kb/312354/en, there are step by step instructions that tell you how to create a new profile. After this is done, open the backup with the new profile.

 

Business Contact Manager cannot be backed up

Question:
Although I closed every associated program, I cannot backup my Business Contact Manager – why?

Answer:
In order to backup the Business Contact Manager, the SQL server has to be shut down first. As Lookeen Backup Manager is by default not running with administrator rights, it cannot command the server to shut down.

Solution:
Lookeen Backup Manager has to be run with administrator rights. To do so, when starting the software choose: right-click à run as administrator.