Microsoft Outlook

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I think I'll have to say goodbye to Pegasus Mail. I've used this program for years and now they are shutting it down. Oh well, so goes progress. My dependence on my Windows PDA, its dependence on Outlook and Activesync and my need to simplify, forces a change anyway.

So, last night I spent hours messing around with Outlook 2007, ActiveSync and planning for protecting my precious mail data.

Here's what I'm doing and why.

Leave my Outlook data files where they are wont to be. - Reason: I'd like to have the mail data located on my data drive, not on the OS drive. When I tried to move them to the data drive, my Windows PDA stopped syncing. I will have to leave them in C:\Documents and Settings\user\Local Settings\Application Data\Microsoft\Outlook. After doing some more research, it is unwise to move your Outlook mail file off of the local machine. Here's why. An abriged copy of this dialog is here.

Use the Windows Backup tool to backup my Outlook files to my data folder every night. - Reason: Because it does shadow backups and it’s automatic. Xcopy and other raw copy backup programs won’t backup .pst files because they’re locked when the program is running. This doesn’t cause a big problem unless you also run ActiveSync. ActiveSync keeps your default “Personal Folder” locked all the time. And have you ever tried closing ActiveSync? Have I told you how much I hate ActiveSync?
http://www.netcrafting.com/computer/pda/SyncIssues.html

However, if you change your Windows password, be sure to change it in your Task Scheduler event as well or the backup won’t run. It doesn’t tell you this, you have to remember. Have I told you how much I hate Windows Task Scheduler? That’s a whole different story. That hatred led me to the discovery of Kirby Alarm, which has been an oasis in a desert of disappointments. Try Kirby Alarm, magnificent program. And you don’t have to worry about your password!!

http://www.kirbyfooty.com/html/kirby_alarm.html
- Note: Microsoft advertises in their Help file for Outlook 2007 that there is a small backup add-in for Outlook and they provide a link to it. After installing the add-in, it didn't work and it didn't appear in the File menu like they said it would. It did eventually show up though. I don't know why it didn't appear right away. It will also launch when you close Outlook asking if you want to backup or not. There is no automatic backup feature, it’s all manual. There are options you can set like which “Personal Folders” do you want to backup, where would you like them placed and how often would you like to be reminded. If you use the "Where would you like the backup located?" option, double check everything and make sure it’s working. The first time I set the location for the backups, it reverted back to the c:\documents and settings\users\yada\yada folder. I had to go back in a set the option again. Arghhhh... Anyway, it seems to be working now. The process does not instill confidence. You should check up on the process until you get that confidence. I like my Windows backup option better because it's automatic.
Here's another backup option for you that I started using recently.

Have you ever wanted to backup your Outlook data file? If you use Wiindows Task Scheduler to do this, have you ever wished Kirby would do it instead? I sure have. The one reason I sought for and found Kirby Alarm (Thank you Lord) was because I was so frustrated with Task Scheduler and the need to have its password synchronized with your Windows password. Ugly memories...
Anyway, I've figured out how to get Kirby to run ntbackup.exe without using Task Scheduler and it's sweet.

If you didn't know it, Outlook data files are always locked when Outlook is open. If you run ActiveSync (Windows Mobile users), then those files are always locked, even if Outlook is closed. This means you can't use Kirby or any other simple backup program to do a raw copy of your Outlook data file. ntbackup does what is called a shadow copy which gets around this.

Here's an example of using Kirby using Task Scheduler to run ntbackup to backup my Outlook data file. I tested these instructions and they worked for me. If I missed something, let me know.

1. If you don't have a password on your computer, create one now. It will be needed later.

2. Start Windows Backup. Click Start > All Programs > Accessories > System Tools > Backup.

3. Click the backup tab.

4. Browse to your Outlook Mail Data file. In my case it's located here -> C:\Documents and Settings\user\Local Settings\Application Data\Microsoft\Outlook

5. Put a checkmark on your data file/files.

6. In the lower left corner, select the destination of your backup file.

7. Click Start Backup.

8. Change the description of the backup if you wish, > Select append or replace > If want to change the "If media is overwritten..." text, do so.

9. Click Advanced and choose Verify Data. Change other options as desired. Don't select Disable volume shadow copy. Click OK.

10. Click Schedule and save your backup file. You'll be asked for your password. Enter it and click OK.

11. You'll now get a Scheduled Job Options window. Enter a job name. Click Properties and set your schedule options. Click OK. You can close the Backup Utility program now. You've created and saved your backup job and that's all that is needed. You don't need to run the backup.

12. Open the Control Panel > open Schedule Tasks > Open the job you just created > Copy everything in the Run field to your clipboard.

13. Open Notepad > Paste the text from your clipboard > Click File > Save As > Save as Type All files > Save it in your data folder as mybackup.bat.

14. Create a Kirby Alarm to Run a Program and point it to this bat file you created.

15. Run the Kirby Alarm and make sure it works. You should also test your backup to make sure you can restore from it reliably. I did a test restore on mine and it worked wonderfully.

16. Open the Control Panel > open Schedule Tasks > delete the backup job.

17. You're done. Now Kirby will execute ntbackup.exe automatically and create your backup for you. No need to mess with Task Scheduler any more. It would be really cool if Ian could control ntbackup from within Kirby just like Windows Backup does.

One caveat for you. If you rebuild your system, this Kirby Alarm won't work for you unless you have a backup of the Windows Backup file created in steps 2 - 11. This .bks file is created in the C:\Documents and Settings\user\Local Settings\Application Data\Microsoft\Windows NT\NTBackup\data folder. It would be a good idea to make a backup of this file so that you can restore it in the future. Otherwise you'll need to repeat the above steps after a system rebuild. The other option is to move this .bks file to your data folder and change the pathing in the batch file created in step 13. An example of that pathing change would be:

Original path "@C:\Documents and Settings\username\Local Settings\Application Data\Microsoft\Windows NT\NTBackup\data\Outlook Backup.bks"

New Path "@D:\data\Backups\Outlook Backup.bks"

There's a zero byte file in the data folder with the same name as your backup file, but it has no extension. I don't know what this is, but it doesn't seem to be required for the backup to run. I moved my backup file to my data folder and changed the pathing as mentioned above and the backup runs fine. If you find that the file is needed, let me know.

I hope folks find this useful, I use it all the time for myself and my clients who use Outlook.

I get the error: "The add-in "Motorola Phone Tools" (C:\Program Files\motorola phone tools\outl97.dll) cannot be loaded and has been disabled by Outlook. Please contact the Add-in manufacturer for an update. If no update is available, please reinstall the add-in.

Start Outlook

Tools > Trust Center > Add-ins

At the bottom of the window you'll find a "Manage" tool. Click the drop down menu and select "Exchage Client Extension".

Click Go.

Uncheck Motorla Phone Tool and click OK.

Should be fine now.
Outlook Resources Outlook not exiting correctly 1 2 3 4.