Category: Outlook SupportAnd many times, they are using Gmail as their server. These clients are either using the free Gmail account or are paying for Google Apps, but not using the whole program (installing the Google Apps synch tool).
When it comes down to it, Outlook is a great program for email management, but it has limitations. Gmail really doesn’t have limitations.
In my opinion, Gmail was never intended for Outlook use, meant to be a browser based platform (and, in the past few years, an Android based email platform). Gmail and its big sister Google Apps were not made for Outlook, so this is exactly why people have problems if they use Outlook. Although Google does offer apps for syncing (for a fee), many of my clients still just use the IMAP settings and this is the cause of their problems.
Before you go farther into this blog, I have found it becoming very popular on the internet and on LinkedIn. I am starting to receive requests from people who want to ask me questions and want free answers. I do not give free answers over email, only book appointments. I’m a nice person and all, but there are so many issues that I can’t help until I am remoted in and recommend getting on my calendar.
Update May 14, 2017
Before you read further, please take note of one important thing. If you use Gmail in Outlook and are on IMAP, it’s possible that your contacts and calendar entries in Outlook are in a “cached” OST file in your computer. Most backup programs do not back up this file by default, you must select the directory it’s being stored. As well, an OST file cannot be imported into Outlook. OST files need to be converted to PST files to be opened in Outlook again. I have found many clients with years of data in these very unsafe OST files. If you want my help moving your entries to a safe PST file, we can schedule an appointment.
I’ll review with you here the most common issues I get calls to fix. You will see a pattern here: I move a lot of email out of Outlook to a local PST file. That is the common fix to most issues. Be sure to read my “Basic rules” at the bottom of this blog.
Even though you are supposed to have a limit of email with Gmail…well, sometimes it works, sometimes it doesn’t. Clients tend to call me when it doesn’t, and what I find is that their local copy of their Gmail in the Outlook profile is very large and corrupted. What that means is that the profile in Outlook doesn’t match what Gmail says on the server, and I have to fix that to make it match up. What I do is create a new Outlook profile, bring down a good copy off the server, and let it sync and then match up. Then the corrupted emails are gone and the client is fresh. Still, most of the time we have to move mail off the new profile as, of course, Gmail hoards email. (See #3 below.)
After you start having email overload, the folders in your Outlook stop synchronizing nice and easy. You may see the “synchronizing” at the bottom right of Outlook, a sure sign of problems starting. Gmail uses a platform called “IMAP” (you can use POP if you want, the platform that does not synchronize) and IMAP is really a great way to have your email sync, but the issue most people have is that the more email you have and the larger your attachments are, the longer synchronizing takes for Outlook to sync with the Gmail server. I can fix this, but how I fix it is by moving out all large emails to a local PST file and remove some IMAP folders from being subscribed by Outlook. This helps immensely!
If you are using the free Gmail version, your browser may never show you problems with email size as it’s intended to just not have problems. But with Outlook, it can download folders in a sub folder of your Gmail account. You have to go look for this as it might appear collapsed. Click on the + sign next to Gmail and you should see a set of folders.
The All Mail is a duplicate copy of all of your emails/sent and received. The important folders are emails that Gmail deems as important. I have tried to figure out how this works and I have never really figured it out other than it’s probably people you have emailed often and Gmail has it trained.
NEW! This is a new video I created for those with a lot (and I mean a lot!) of Gmail email in their Outlook. This nifty trick will help you remove the All Mail and Important folders.
https://www.youtube.com/watch?v=9PQlQZxMpxc
In this section, I will also add that Gmail and IMAP add on a “Filters Applied” and it can hide your email in folders. Check out this video to fix that asap!
If you cap out with your email limits, your Outlook Gmail will stop sending, or receiving, or both. To solve this problem, you have to move a lot of email. I usually start with sent items, as those are usually the easiest to move off the server. I move them to a local PST file. Then I move old “All Mail” and “Important” to a local PST file. These 3 folders cleaned up puts Outlook back in running shape again.
If you are using Gmail as a server and Outlook as the platform to read the email, the Google Apps sync tool can be downloaded and installed on your computer. This will then synchronize your email, contacts and calendar within the Google Apps system. You will have fewer issues using this tool with email, but if you have issues synchronizing with the Google Apps tools, it’s because of conflicts. (Yeah, a whole new story.) Many of my Google Apps clients just move to Microsoft Exchange as it works perfectly with Outlook and no sync tools.
If you try to setup a Gmail account in Outlook, you may have to setup your email account manually. Many times you also need to lift a security measure Gmail has: turn on or off Less Secured Apps. You can click on this link to help: https://www.google.com/settings/security/lesssecureapps
If you are using a free Gmail account for your business, upgrade to business class email! Not only does it add a level of professionalism, but you will be on a good Microsoft server with almost no problems. Outlook and Microsoft Exchange are meant to be together, like ice cream and cake. Gmail and Outlook are like ice cream and salsa. But never fear: I can help you set that up, so contact me with the form below
If you are using Google Apps and Outlook and are having sync issues, you probably have too many conflicts. Be sure to use the details button to find those conflicts and delete them or fix them. If it’s set up right and with no conflicts, Google Apps Sync Tool does work, but it’s dang annoying for the end users as it constantly pops up and syncs.
I am a Microsoft Outlook Expert and Support Technician. I get calls often about this error: “Outlook cannot log on. Verify you are connected to the network and are using the proper server and mailbox name. The Microsoft Exchange information service in your profile is missing required information. Modify your profile to ensure that you are using the correct Microsoft Exchange information service.”
You need to install the hotfix
To get Anonymous Authentication for Outlook 2007 to use Office 365 hosted exchange you must install KB2768023. To get Anonymous Authentication for Outlook 2010 to use Office 365 hosted exchange you must install KB2687608.
TIP: If this fails, upgrade to Outlook 2013. I had to do that with a client, worked immediately.
To see my video see below
Lisa’s Marketing
Feel free to leave a comment if this blog helped you! I am enjoying reading and replying to them.
If you have Outlook open, once you install it, it should open your current stream_autocomplete and then I will give you step by step instuctions.
First download the NK2Edit tool here http://www.nirsoft.net/utils/outlook_nk2_edit.html
Go to the bottom and find “Download NK2Edit with full install/uninstall support (nk2edit_setup.exe)”
Download, install and then it will open.
Check out this video too
That’s it folks! Call me if you need help! 612-865-4475
Most business employees today do not need basic Outlook training, but more email management training with their Outlook and their mobile devices/smartphones. Since 2010, every year we get more email each year than the year before. We are on lists, get cc’d on everything and just have too must to deal with! Email by far is the main business tool all business use and learning how to keep Outlook managed and efficient helps people work better, perform faster and enjoy their nights and weekend free of email clutter.
FACT! Did you know that people who have their work emails on their work or personal phone check their phones 100-150 times per day? Most of the time, not replying to the emails in their inbox, but letting them sit and continue to read it again and again each time they check it. So the next day at work, they are re-reading emails they read the night before many times over!
The training I teach is an easy to learn 4 point method system. It’s how I manage my email every single day. I learned this because I have over 20 years of working in email and as it’s my main communication tool, it drove me nuts having more than 1 days worth of email in the inbox. It got to the point that I didn’t want more than 10 and now between appointments I have usually 1-3 emails in the inbox.
There are no complicated formulas to learn just easy everyday techniques to keep that inbox clean and managed. Each point has a call to action, a reason, a purpose, a sale or not needed. Once an end user is trained and keeps consistent with the training, they will follow the process and will want to stay with the process because once they realize how overloaded they were with email this will dramatically change their work life. Inbox stress is a concern for many people because they will read an email up to 10 times before deciding to take an action or worse…let it just stay in the inbox untouched, never replied to and the person who sent it will probably email them “did you get my email” thus wasting more time for both parties.
Each user will learn how to deal with each email that comes in their inbox and have a call to action. Goal is to leave work at end of day with no email in the inbox, leaving with a fresh morning of the emails that came in overnight or email that has been moved learning my method system. Using my simple 4 point method system, in minutes the end user will have those emails cleaned up and can focus on their work, not reading emails all day and doing nothing with those, as what most people do. Reading an email with no action is not a benefit to an end users day.
Key points…
I offer this course in 2 hours onsite. I find that any longer than 2 hours, people zone out and lose interest. I keep a fast entertaining steady course during that time.
We schedule a 30 minute remote support aftercare session per person based upon their availability. My training requires them to take what they learned and practice it. My aftercare is the personal touch each person usually needs after training. Many times people have other questions they were too embarrassed to ask in training or might need more work to be done than they are technically able to accomplish on their own.
$50 for 30 minutes, in this session I will help the end user clean out their inbox of old outdated email and move to a searchable folder, create 4 new folders for call to action and help client use the system I trained them on. I find this private one on one invaluable in the learning process. Seeing the process in action helps the end users utilize the training better. More sessions may be scheduled if need be.
People these days have the attention span of approximately 15 seconds before they are moving on to the next thing to read/find on the their phones and internet. 2 hours is about the max anyone can learn my information and retain it. I do not allow any phones, computers or tablets in my training sessions. This is not a hands on computer course. All attendees must participate in the training course and are allowed to bring a notepad and pen as I will ask them to write down notes used in their private aftercare training.
There are 3 ways we can do the training, via webinar, onsite or private remote training
I conduct the first session onsite at a cost of $250 per employee or a minimum of $2000. (8 attendees). The fee includes the 2 hour onsite session. If employees want an aftercare session (highly recommended) then I discount my rates from $89 to just $50 for a 30 minute private session. This ensures that the employees will continue with the training I provided.
Travel expenses are paid by your company including all cabs to and from all airports, hotel expenses, and a per diem of $25 for each meal excluding breakfast.
–These are general prices, a final quote will include loss of work time for travel and possible other expenses.
Fill out the form below to get in contact and get your training scheduled!
