Want to know how to prevent Outlook issues before they happen? Need some strategies to stop “email overload?”

Call that Girl’s Lisa Hendrickson has got you covered.

Hendrickson, a longtime AppRiver partner, is the owner of Call That Girl Technology Support. She is an Outlook expert, an Office 365 consultant, and the creator a 4-hour Outlook for Technicians training course  http://outlooktrainingfortechnicians.com.

In this three part series, Hendrickson offers steps on how to get the most out of Outlook and Exchange.

Tip No. 1: Backup

This cannot be stressed enough with your email. Be sure you have it backed up and have your IT department be sure your OST file for IMAP and Exchange also is in your backup files. Many IT departments don’t believe it’s necessary but it really is. Back up everything regardless. Here are a few tips:

  • Be sure your email and all Outlook information are backed up especially – if you’re using POP.
  • If you don’t have an IT department, be sure your online backup program backs up all PST and OST files.
  • Have your IT person verify that your OST files are backed up.

Tip No. 2: OneDrive or Dropbox is not a recommended backup source

OneDrive by default with Windows 10 might be installed and setup for your documents. Double check this and have your IT department double check. Outlook files should not be setup and saved in OneDrive. OneDrive is a continuously synching drive and your Outlook is a program that is constantly talking to the files. Having double syncing is a possible corruption and can be costly.

  • Double check your Windows 10 computer and see if OneDrive is your default save location. (You might not know this or want this.)
  • Be sure your active Outlook files PST are not in OneDrive. If so, have your IT department move them to your C Drive documents.

Tip No. 3: Keep Outlook simple

  • Don’t over complicate your Outlook processes. Keep things simple and use fewer folders for your day to day work.
    • Example: Too many tasks or categories, flags, rules, etc.

Tip No. 4: Keep all your logins and passwords up to date

  • Have all your user accounts, passwords, and software in order in case of emergency.
  • Know who manages your website control panel, as well as your email records.
  • Know your website logins.
  • Be sure to pay all the invoices for email hosting, website hosting and all business tools for your communications and marketing.

Tip No. 5: Updating your software even if it means an additional cost

  • Use up-to-date software, Outlook 2013 or 2016. Outlook 2010 is still a commonly used program, but it’s very out of date and hard to repair. Upgrading is the best option and less costly.
  • Some old versions are no longer supported, harder to repair and won’t work with new Office 365.
  • Newer versions are supported by Microsoft with the licensing, so some repairs will be at no charge. Not all repairs but many are regarding the software itself.

Part 2: Click here

Part 3: Click here

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