Outlook Profiles

Once again a technical glitch has led to some significant learning about some of the features of Outlook 2016 I had not used before, mostly because I did think I had a need to do so.

The Technical Issue

The issue that triggered some minor panic was a “phantom” message that Outlook was trying to send from the primary account and producing an error every time a send/receive command was initiated. I may have inadvertently caused the problem when a message was stuck in the outbox and efforts to manually initiate send/receive commands did not work.

Attempted Solutions

I had a similar problem occur a while back and eventually the solution that worked was changing the primary account to another one and deleting the original primary account .pst file. Then installing a new account using that email address and keeping it as a secondary account.

This time, in hopes of not having to do that tedious procedure again, I tried deleting the stuck message (after copy and pasting its contents to a new message) and trying to send the new message. That did not work as it got stuck in the outbox too. I then just closed Outlook and reopened it, hoping it would then send upon startup. It did, but that is when the “phantom message” was trying to be sent and caused send errors every time. I tried taking the deleted message and moving it to the outbox, but that did not work.

I suspected the problem may then be my service provider (same as cable/internet provider) so I called them. They were unable to resolve the problem, kicked it up to a higher-level tech person, but they said their preliminary analysis was the problem was with Outlook.

Then decided I was going to have to go through the change of primary account again, delete the .pst file and start over. Unfortunately, I made the mistake of changing the name of the default .pst file to keep its contents and then Outlook simply would not startup at all. A error message came up and it was clear, after multiple tries, it was not going to work. This is what caused the minor panic.

My first idea to resolve the new issue was to reinstall Outlook, which actually meant reinstalling the whole Office 2016 suite. After doing that, Outlook still did not open.

Eventual Successful Solution

I went online to see if there was any help available through forums, and found one idea – creating a new Outlook profile – that looked promising. After learning how to do that and creating a new profile, I started by installing the email account I wanted as the primary (default) account and was relieved when the send/receive worked fine with no errors (confirming the original problem was an Outlook not an internet provider problem). I then simply added the other account .pst files as additional accounts.

Since I had backed up the various email folders, RSS feeds, tasks, and calendar I was able to restore them quite easily. Unfortunately, I had not yet learned how to export the rules I had set up, so those I had to rebuild from scratch. In the process, I have now learned how to export the rules to an .rwz file, so I have backups should I need to yet again start a new profile.

Ironic Conclusion

I was aware for years of the concept of more than one profile for email because I have used multiple profiles in Thunderbird to make it easier to organize various email accounts, but it never occurred to me the same could be done with Outlook. For some reason, I had never paid attention to the option of multiple profiles in Outlook.

I suspect one reason is my first uses of Outlook were on an Exchange Server of my employer and I was the only user of my one account so never even used multiple accounts in Outlook until probably when I upgraded to Office 2007 on my home computer way back when.

Anyway, this set of technical challenges led me to learn about profiles in Outlook, as well as saving and reloading backups of the rules via export/import. I also re-learned I had an opml file to use to import the RSS feeds. Good lessons learned.

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Email Programs and Providers

When I first thought about this category, I was thinking only of the installed programs we use regularly – Microsoft Outlook and Mozilla Thunderbird. (Opera Mail is another installed program we have tried a couple of different times, but it is too limited for our regular uses, so I have uninstalled it.)

I like both Outlook and Thunderbird quite well, taking advantage of the different options and features they provide. Our desktop has Microsoft Office 2016 (a version that includes Outlook) so that is the default email program on that machine. My laptop has Thunderbird as the default program. When upgrading to Office 2016, I did not want to pay for the full version for the laptop, so got the Home and Student Edition. That meant choosing another email option and Thunderbird is by far my preference over other options I’ve looked at over the years.

After more thought about what to include in this category, I’ve decided to discuss all the myriad other online email providers here also. They could be considered services as well, but since they provide the basic email function, the primary focus of this post, I’ll include them here.

For various reasons I won’t bore you with here, I use numerous different providers and maintain many email accounts, some more than one with a provider. The one attribute I require of a provider – it must be free. Almost all the ones I use also allow POP3 access without charge. A few I rarely use anymore have never allowed POP3 or now charge for that service.

The most heavily used are:

  • Mediacom – my cable/internet/phone provider
  • GMX – an online provider based in Europe
  • Gmail
  • Microsoft Mail (Windows 10)
  • Riseup – a very secure provider focused on support for activists’ email and newsletters. It is located somewhere in the northwest of the United States, but for security reasons, they will not say exactly where. It is free, but to get an account one has to submit a statement of the activist work you are involved in.

The full list of others I still have active:

  • Hotmail
  • Yahoo
  • GishPuppy– no free POP3 access, actually an alias account that auto forwards to your real account without giving the sender that information
  • Hushmail– no free POP3 access in free version, but no tracking
  • Juno – no free POP3 access in the free version (I have had this the longest of all and just use it occasionally as the second email option for other accounts)

I have been using various email options for well over thirty years, so have a little experience with some of the earliest programs. CompuServe was my first private account. Around the same time, the university I worked for began setting up online email for employees only. It was Unix-based and Pine was the program that we used accessed via dial-up.

I never used Prodigy and tried AOL for a while, both competitors then with CompuServe, but never really found them what I liked.

A few years later, I changed institutions and the college I worked for had a similar dial-up system for email. For my private, home email I used NetZero and Juno – both free dial-up servers. Soon after, the college switched to using Pegasus Mail on their network. Because it was free, I installed it at home right away, and that quickly became my favorite for many years. I tried Outlook Express but did not really like it.

Another change of colleges and I had to learn a whole new set of programs. The new college was migrating from a Novell network and software to Microsoft. I was used to using Novell and Corel Word Perfect, Quattro Pro, Presentation, etc. so the learning curve was a bit steep at first. Eventually, I decided it would be easier to have the Microsoft Office at home as well, so bought it with the educator discount – a substantial savings over the retail price. Ever since, Office has been a staple in my computer use. With improvements in later versions, Outlook is now a very powerful program, and probably my preference overall.

In that new location, Cox cable was the provider for my home service, and that was my first experience of having email accounts through a cable provider. It worked well most of the time, so when we moved to our current location, Mediacom became my primary email provider and still is.

For now, that concludes the saga of my email use.

 

Software Overview

In the next series of posts, I intend to discuss some of the software programs (these days called ‘apps’) I have used in the past or continue to use regularly, if not daily. I will group them by type or purpose and write separate posts for each group.

These are the groups I’ve decided upon, at least for now:

  • Security
  • Browsers
  • Mail
  • Productivity
  • Photo Management
  • Utility
  • Communication

Most people use software in each of these groups, but some of what I have encountered and use (or used) for specific purposes might be new to the reader.