Exchange Messaging Outlook

A weekly newsletter about Microsoft Exchange and Microsoft Outlook
March 31 2011

Volume 16 Issue 13

This week we have an all Outlook issue.

Information on this page is several years old and may be out-of-date; some links may not work.


Outlook 2010: Autocomplete not saving

We're seeing a number of complaints that autocomplete addresses are not being retained when Outlook is closed and restarted: "Outlook 2010 no longer retains autocomplete information. It used to work and nothing we've tried has worked. I really don't want to rebuild the mailbox but I'm out of ideas."

No need to rebuild the mailbox to fix this problem. This is a sign of corruption in the autocomplete cache and you can fix it by clearing the autocomplete list.  In Outlook 2007, you needed to find and delete the NK2 file but Outlook 2010 includes an Empty Auto-Complete List command in Options.

Go to File, Options, Mail and near the bottom of the dialog is a button labeled "Empty Auto-Complete List". This will clear the list and fix the problem. You'll need to rebuild the list either one address at a time as you send mail, or add all addresses in your address book to a message then close the message without sending.

If there were addresses in the cache that you did not save as contacts, they will be in the Suggested Contacts folder. Outlook checks every address you send mail to and if a contact does not exist, it creates one in the Suggested Contacts folder (in addition to adding the address to the autocomplete list).

Changing the +Body style font

We get a lot of questions asking how to change the default fonts in Outlook. That's easy, just go into the Stationery and Fonts dialog and assign new fonts. The font for new mail messages is used when composing HTML email or typing notes in calendar, contacts, and tasks items. The font for composing and reading plain text messages is also used when 'read as plain text' is enabled. You can select a Theme (stationery) to use, if desired, but stationery may have font assignments which override the settings here.

These options won't change the font assigned to +Body style (Outlook 2010/2007). If you want to change the +Body style, you need to change the style, which is also easy if you know where to look. From a new message form, switch to the Format text tab and expand the Change Style button. Change the fonts (and colors & spacing), then click on Set as Default to set this as the +Body style in all new messages. (Paragraph Spacing is not active unless the cursor is in the message body.)

Is there any benefit to changing the body style instead of just assigning a new font in Stationery and Fonts? Not that I've discovered. Theoretically, changing the style will update all items using the generic body style, but I have yet to find any saved items that use the generic body style. You can change the style while composing and it changes font used in the entire message, but i see more questions from people who want to change the style in saved items.

In Outlook 2010, go to File, Options, Mail - Stationery and Fonts button is near the top of the dialog.
In Outlook 2007 and earlier, go to Tools, Options, Mail format tab, Stationery and Fonts button.

Outlook and Windows 7 Jump list

A popular new feature in Windows 7 taskbar is the Jump list. This allows users to do things relating the selected program: open recently used files, or close the application, all from a right click on the shortcut or icon. For example, you can right click on Internet Explorer you can choose from open tabs or close IE. With Outlook 2010, you can choose New items, or close Outlook. The jump list makes it easy to create appointments or new messages while working with other applications - you don't need to bring Outlook into focus (or open it, if closed) to create a new item.

I've had a few questions in recent weeks asking why the jump list in Outlook displayed the list of recently opened files and not the New item list. The jump list is supported by Outlook 2010 only. If you install an older version of Outlook on Windows 7, you'll get a list of recently used files, such as templates (which isn't necessarily bad and heavy users of template might like it with Outlook 2010 too).

If you have Outlook pinned to the taskbar or start menu, the jump list is active when Outlook is closed. You'll need Outlook open if you want the message to leave the Outbox, but can use the jump list to create new items when Outlook is closed.

You can use this trick to open the Jump list with a left click: Click on the taskbar button while you hold the left mouse button and drag towards the center of the screen. The jump list will come up as you move the mouse. Drag the cursor upward if you have the taskbar in the default location on the bottom of the screen, but if you're like me and have that taskbar on the right, swipe the cursor to the left.

Outlook Quick Tip: Email Calendar Printing Assistant Calendars

The problem: How to email a calendar created in the Calendar Printing Assistant. You used the CPAO to create one calendar containing appointments from several different calendars, now how do you send the calendar to other users?

The solution: Print to an electronic format, such as PDF or jpg. There are free PDF printers available if you don't own Acrobat, Snagit (jpg printer) or other utility that installs an electronic printer. Make sure you choose a file format that the recipient will be able to open - for this reason, I recommend PDF.

New & Updated Exchange KB Articles

"Insufficient system resources exist to complete the requested service" error message when you try to extend database files in an Exchange Server 2007 environment
Fixes an issue in which Exchange Server 2007 database files cannot be extended because the NTFS fragmentation reaches the maximum size limit. Additionally, Event ID 482 is logged.

Description of Update Rollup 3 for Exchange Server 2007 Service Pack 3
Describes the release of Update Rollup 3 for Exchange Server 2007 Service Pack 3. The release date is March 30, 2011.

Error -4001 during Transaction Log Replay on CCR or Databse Recovery on Stand Alone server when Exchange 2007 SP3 RU3 is installed

Mailboxes do not receive table notifications after a remote procedure call error occurs in Exchange 2000
Fixes a problem where some user mailboxes do not receive TABLE_ROW_ADDED or TABLE_ROW_MODIFIED table notifications. Requires that you install Exchange 2000 Server Service Pack 3 and a hotfix to resolve the problem.

Outlook Web Access: Service always defaults to the Lite version

New & Updated Outlook KB Articles

“Unable to display the folder” error occurs in Office Outlook 2010 in an Office 365 environment
Describes how to resolve an issue that may occur if Lync did not shut down correctly, and this prevents Outlook from using shared components in an Office 365 environment.

How to delete corrupted and hidden rules from a single mailbox in Outlook 2003

Microsoft Update and Windows Update offer updates for Office programs that you do not have installed
Describes how Microsoft Update or Windows Update may offer updates to programs that you do not have installed on your computer. We provide steps to resolve this issue.

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