Thursday, January 27, 2011

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Troubleshooting Tips For Outlook

Microsoft Outlook is a personal information manager from Microsoft, available both as a separate application as well as a part of the Microsoft Office suite. The current version is Microsoft Outlook 2010 for Windows and 2011 for Mac.

Although often used mainly as an e-mail application, it also includes a calendar, task manager, contact manager, note taking, a journal and web browsing.

It can be used as a stand-alone application, or can work with Microsoft Exchange Server and Microsoft SharePoint Server for multiple users in an organization, such as shared mailboxes and calendars, Exchange public folders, SharePoint lists and meeting schedules. There are third-party add-on applications that integrate Outlook with devices such as BlackBerry mobile phones and with other software like Office & Skype internet communication. Developers can also create their own custom software that works with Outlook and Office components using Microsoft Visual Studio.[1] In addition, Windows Mobile devices can synchronize almost all Outlook data to Outlook Mobile.

Here are some of the troubleshooting information for Microsoft Outlook:

What to do if you Can’t see your contacts?

Some contacts might be temporarily hidden if the view you use filters out certain details. To view all contacts in the Contacts folder, click the View menu, point to Current View, and then click Customize Current View. Click Filter, and then click Clear All.

If you look for contacts in a contacts folder you select under Outlook Address Book in the Show names from the box, in the Address Book, only contacts that have an entry in the E-mail field or in a fax phone number field appear in the list. When you enter a name or address, Outlook tries to separate the name or address into logical parts and then copies each part into a separate field such as First Name, Middle Name, Last Name, or Business Address Street, Business Address City, and so on. If Outlook can't separate the name or address into logical parts, the fields that would contain parts of the name or address remain empty. To fill in empty name fields or address fields, open the contact, and click Full Name or Address.

Why your contacts don't sort in the order you expect:

In most views, contacts are sorted by the contents of the File as field. The File as field can contain a contact name, a company name, or a custom name for the contact. To change the way a contact is filed, open the contact, and enter what you want in the File as box. Or you can sort contacts by another field: Close the contact, click the View menu, point to Current View, and then click Customize Current View. Click Sort, and then select the field you want to sort by.

You might have sorted contacts by an entire address instead of by part of the address. For example, if you sort contacts by the Business Address field, Outlook uses the first line of text in the Business Address field to sort the contacts. To see contacts sorted by the city or country of the business address, sort them by the Business Address City or Business Address Country field. On the View menu, point to Current View, and then click Customize Current View. Click Sort, and then click Address fields in the Select available fields from box.

In the Sort items by box, click the field you want to sort by. You might have sorted contacts by a mixture of business and home addresses. If you sorted by the State or Country field, Outlook uses the mailing address to sort contacts. You might have made the mailing address a business address for some contacts and a home address for others. To change the mailing address, open the contact. In the box next to the address, click Business, Home, or Other and then select the This is the mailing address check box.

When you look up a contact, you get an error message:

You might have tried to look up a contact that isn't in your contact list. You can  only look up information about contacts that exist in the contact list. If more than one contact name in the contact list matches the name you want to look up, Outlook opens the first contact in the list that matches the name.

Why you can't find a contact in the Address Book:

The Address Book can contain several address books. The name you want may be in a different address book. In the Address Book window, click another address book in the Show names from the box. To see contacts from the Outlook contact list, click the name of the contacts folder you want under Outlook Address Book, in the Show names from the box. Please note that, a contact must have an entry in the E-mail field or a fax phone number field to appear in the Outlook Address Book.

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Haja Peer Mohamed H, Software Engineer by profession, Author, Founder and CEO of "bench3" you can connect with me on Twitter , Facebook and also onGoogle+

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