Technobabble


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Making a new Identity in Outlook 2011 on Mac

This post is for those who are having problems with their Outlook client syncing mail, or the database rebuild did not result in a fix to your problem or if you just want to test out someone else’s exchange account for a while.  I will show you how to build a new Identity in Oultlook.  On a Windows machine this would be call a new Profile.

Here is the Microsoft article on the subject (look for step 5): http://support.microsoft.com/kb/2360509

To summarize:

  • Kill all Microsoft Office applications processes (i.e. close them all, including Word, etc).
  • Press the Option (Alt) key while clicking on Outlook to open it.
  • It will go into the Microsoft Database Utility mode where you can rebuild the Identity (Database).
  • Click the plus [+] sign on the bottum left.
  • Name your new identity.
  • Then select your new identity and click on the configuration icon config icon
  • Choose Set as Default
  • Close this window and open up Outlook.
  • Here you will need to know how to configure your exchange email account.
  • Then you should be in business again.  Please note that it could take more than a day for all your mail to sync if you have a large mailbox (multiple gigs)


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Outlook 2011 on Mac not syncing mail?

I occasionally have the issue of my Outlook either crashing and then it won’t sync my mail in outlook. It is sad when your phone becomes the more reliable email client. So there is a potential fix for most of you out there.

The Database for the Outlook profile can get corrupted over time and may need to be rebuilt on Outlook 2011 on Mac. To do this you can follow these instructions from Microsoft:

http://support.microsoft.com/kb/2360509

To summarize:

  • Kill all Microsoft Office applications processes (i.e. close them all, including Word, etc).
  • Backup (or copy) your Office 2011 identities folder located in “~/Documents/Microsoft User Data/Office 2011 identities/”
  • Press the Option (Alt) key while clicking on Outlook to open it.
  • It will go into the Microsoft Database Utility mode where you can rebuild the Identity (Database).
  • Choose the Identity you want, normally “Main Identity“. The click Rebuild.
  • Go to lunch. This will take a while.

If this doesn’t work, check out how to make a new Identity in Outlook 2011 on Mac.

If however only one folder does not sync but the rest of them do, i.e. your inbox only has yesterdays mail while the rules that send email to other folders are still recieving new mail, then you can try the to “Empty the Cache” which is to say you can re-sync that folder with the Exchange server by doing the following:

  • Right click (Control + Click) the folder in the folder list on the left side panel of Outlook
  • Click Folder Properties
  • Click the “Empty the cache” button on the bottom.

This will take a while, especially if you have a mailbox with of several gigs of data.


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Move the Mac Outlook 2011 Database to another location

Microsoft Outlook 2011 for Mac (and previous versions) likes to put all the data in your Documents folder:

~/Documents/Microsoft User Data

Microsoft User Data folder

This is really annoying if you want to do a search for a document within your Documents folder without having to sort through a lot of irrelevant results.  But there is a simple fix!!!

The “Microsoft User Data” folder can be moved to another location and work perfectly fine.

Warning: You should shutdown Outlook 2011 and all other Microsoft Office applications prior to making a change like this.  In addition backup up your machine using Time Machine or what ever app you prefer.  Please wait until it is done.  Once you feel confident that you have a clean backup then move forward.

Open up a Terminal. [Press (CommandKey) + (SpaceBar), then type: “terminal”]

My-Mac:~ username$ cd ~/Documents
My-Mac:~ username$ mv “Microsoft User Data” ~/Library/Preferences/

And you are done!  Start up Outlook and you should be good to go.