When it comes to using a personal information manager like Microsoft Outlook it becomes very easy to accumulate too much data. In turn, this build up of information which includes emails, contacts, reminders, or personal notes can often become too much for the system to handle.
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As we use Outlook more and more files and folders are created leading to a decrease in the speed of our Microsoft Outlook Center. Stand alone Outlook uses a PST file name extension, also known as a Personal Storage Table file, which is locally stored on your computer. When these files begin to grow they cause Outlook to exert extra effort in order to refresh and open older archived files.
There are several things a user can do in an effort to re-capture the speed of Outlook. Among the options to ensure that Outlook continues to work properly and efficiently is clearing away unused files, disabling add-ins, and removing the RSS feed.
Taking out the garbage:
First it is best to start by going through all of your emails or messages to see which ones you no longer need. Once you are finished deleting the unnecessary files you might already recognize an increase in performance.
Spread out the data:
Once you are finished clearing out the old files it is important to further thin out your folders. In Outlook 2003/2007 you can create a new folder or subfolder by clicking File, New, and New Folder. (In Outlook 2010 Support new folders can be created by going to Home, New Items, More Items, and Outlook Data File.) After establishing new folders reorganize your emails, messages, or reminders so that the information is not all located within the same folder.
Manage your inbox:
Similar to the previous tip, managing your Inbox means that once you are finished reading new messages you should move them to a different folder or delete them. The Inbox folder is the most commonly used folder in Outlook and continuously receives more data. Due to the constant feed of incoming messages the Inbox folder populates the fastest and can bog down the program if left unmanaged.
Consider reducing the security:
Who would have thought too much security would be a bad thing. Your anti-spam preferences take time to sort through emails and slow down your Outlook operations. Although it is not advised to remove your security entirely, it may be possible to lessen your security precautions to provide a faster response time.
Remove the RSS Feed:
If you do not use the RSS Feed, disable it. In order to remove it, access the Tools menu, select Account Settings, RSS Feed, and click Remove.
Disable the Add-ins:
Similar to the RSS Feed you can disable any unused Add-ins by accessing the Trust center found under the Tools drop down menu. Add-ins are good only if you are getting use out of them, to increase Outlook’s performance, disable any of your Add-ins that are dormant.
Backup or Archive your information:
If these options don’t offer much help and you still have way too much data slowing down your Outlook, you may want to consider transferring your files to an external hard drive or setting up an Archive folder for email older than 6 months (click Tools, Options, Other, Auto Archive). Backing up your files is a good idea and could prevent data loss or corruption. In this situation using a backup will not only protect important files it will increase the speed and performance of Microsoft Outlook.
Check out more information on Microsoft Outlook at the Microsoft Outlook Resource Center!
Have a Great Day!
Dustin
