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.

Productivity Software

In the last post, I alluded to using Microsoft Office. For years, that has been the primary software suite for word processing, spreadsheets and databases, etc.

As a higher education administrator, Word, Excel, and Power Point were essential tools for my work. At home, I have no need for Power Point, but do use Access for management of various things, especially mailing address lists for easy production of mailing labels.

The only other Microsoft tool I use somewhat infrequently is Notepad. I have never used OneNote or other office tools, and probably never will now that I’m retired.

In the “office” grouping, I recently installed LibreOffice primarily to re-learn it so I can help my daughter, who is in early stages of developing her blog. She does not want to invest in Microsoft Office, so this was the best option. I also am looking ahead to the day when I abandon Office because I simply do not want to buy into Office 365.

Several years ago, I used OpenOffice quite a bit on my laptop because I did not want to buy a second copy of Office. It worked well for me than, so I anticipate Write and Calc (the equivalents for Word and Excel) will be quite adequate for our current purposes. One very nice feature is to save files in Word and Excel formats so they can be easily transferred to Office when necessary. The other components are less portable. Most disappointing is the Base Database being so different from Access, that whenever I give up on Office, I’ll have to rebuild the databases from scratch.

Even though browsers now have PDF reader capability, we use Adobe Reader DC on the desktop. Since I’m trying to not load the laptop with too much software, I use a browser for viewing PDFs.

One other very useful program for PDF is PDFsam 3. The “sam” stands for split, add, merge. The free version works fine for me, so I have resisted buying any pro versions. The times I use it most are when scanning lengthy documents printed on both sides of the paper. The merge function makes it easy to create a single PDF document out of two scans.

For many years, I have used Quicken to keep track of bank accounts and credit card purchases. The latest version I have used is 2015, but earlier this year they discontinued support for it and I can no longer download data from banks. My practice had been to upgrade only when my older version was no longer supported. This year, I’ve managed alright without it, but checking manually is more complicated and tedious, so I decided to breakdown and buy the Quicken 2019 license, knowing I will be investing in a new version now every year.

One final productivity program I have come to like and use daily, is Wunderlist. It is a to-do list app, I use in both PC and Android versions so works very well for keeping grocery lists that can be created or added to on any device. I then use my cellphone when shopping to check things off the list as I put them in the cart. Obviously, it can be used for all kinds of lists. One feature I like, is lists can be shared with other users, so my wife and I can work from the same shopping list. This is one of the rare exceptions of my use of the cloud technology. Privacy and security are not such a big deal for grocery lists. 😊

As I did with email, I’ll mention some of the older programs I’ve used in the past. One college I worked for used the Novell networking system and we all used Corel software – Word Perfect, Quattro Pro, Presentation.  I liked them all just fine, but had to change to Microsoft at the next college, so they have gone by the wayside.

Before that I was an Apple IIe user exclusively, so AppleWorks (later ClarisWorks) – word processor, spreadsheet, database was what I used at home. The earliest word processor I remember, but not likely the first one I used, was Word Juggler. I also was an early user of Visicalc. I remember the spreadsheet program Lotus 1-2-3, but do not recall ever using it. As I recall back in the 1980’s dBase was the program most DOS based computers used, but I never had one of those at that time.