In many organizations, Outlook is one of the most common and core programs that are used from day to day. Many businesses depend on it to keep their operations running, and having it break is a nightmare that usually ends up costing lots of money and causing a lot of frustration. Fortunately, many of the most common Outlook problems are quite straightforward to resolve. Below, you will see some of the most common issues that users will run into, and what the most efficient way to fix them is.
By default, most mailboxes in Outlook come with a 50GB max mailbox size. With the right license, this can be increased to 100GB. However, if the size of the mailbox reaches the limit set by the administrator, Outlook and all mail related functions will slow and eventually stop working. If you see an error like this when checking the user’s mailbox usage, you’ll know this is the issue:
The most effective way to fix this issue is to do 2 things: clean up the mailbox, then rebuild the profile. Here is how to do them:
There are a few ways to clean up the mailbox, however the most efficient thing to do first is to manually delete all emails that are unneeded, then empty the trash can. Keep in mind the emails are not actually deleted until it is emptied from the trash as well.
To empty the trash can, simply right click on it and click on "Empty Folder"
After manually sorting through the mail, it is best to run an archive. An archive will take all emails older than a date that you select, and move them into their own file, where it will not count towards the mailbox maximum. You are still able to access these emails, but it will just be a separate file. This will take care of any leftover items that you don’t want to delete but aren’t needed immediately.
After completing this step, you might notice that the mailbox size is not going down. In some configurations, the size won’t change until you rebuild the profile and force it to re-sync.
Sometimes you’ll open Outlook and then for no apparent reason, it will freeze or shut itself down. There are quite a few different causes for this, but one of the most common is a defective add-in. Here’s how to disable add-ins in Outlook even when it keeps crashing.
Sometimes you’ll delete something that you didn’t mean to, and now you’re scrambling to find it. With Outlook, you might be in luck. Even if you delete something, and then empty your deleted items folder, you still have up to 30 days (depending on your organization’s configuration) to get it back. Here’s how:
Sometimes when a user tries to search in Outlook, it either returns incomplete results, or returns nothing at all, even if you can see the email normally. Most times, this is caused by a corrupted search index, which you can rebuild. Keep in mind this does take a while, and it’s usually best done after the user has left for the day.
A lot of times, a user will click on something by accident and change their view and be unsure of how to get it back. Here are some of the most common.
View > Layout pane – This is the feature that displays what an email will look like before you open the actual email. You can make changes in this area here:
A big part of our mission at TTT is to keep our customers informed. Join us in our next video meetup in the All About Email Security series to gain deeper insight on email security – we will cover myths, tips, & PMBDs (post-mortem break downs) of the highest profile cybersecurity breaches of the past year.