Without a doubt, Microsoft Outlook is right up there in the echelon of the most popular email applications in the world. Whether you use it for personal correspondence at home or business communication, there are many significant benefits of using the Microsoft Outlook desktop email client over webmail. Some of the top ones include:
Efficient Message Organization
The folder system used by Outlook enables the efficient organization of messages. Message access is very convenient, and you have all the attachments in one place. When you send messages, you will find it simple to compose them and attach files before sending them. You can organize your emails as per your preference. You can sort the folders alphabetically, look for emails in specific folders, or search the inbox. This convenience scores very high over Gmail, where the only way you can organize mail is by using labels. Users of Outlook Express can assign categories to various functions like tasks, calendar, message, etc., and assign multiple categories to each item for better and more organized classification. People who function better with visual clues can use color-coding to organize their work.
Perform Tasks Quickly With Keyboard Commands
Outlook allows you to use keyboard commands for sending, replying to, and forwarding messages in addition to navigating through various folders. You don’t have to search painfully through links to find something when it is easy to get the same results with a keystroke.
Manage Contacts Efficiently
You can manage contacts on the Outlook desktop email client with simple keyboard commands and intuitive navigation. You can send messages or requests for meetings quickly because access to the address book is simple. Users can use Outlook’s contact cards to find rich information about various users. These include job titles, departments, and location information. You can also add a photograph to each contact that can help to associate names with persons better. You can also find out if they are online, offline, or busy. It allows you to call or initiate an online meeting.
An Insight into Outlook Inbox Repair Tool
Because Microsoft Outlook has been around for many years now and its users number several million, it is extremely robust. According to Litmus, Microsoft Outlook is the leader in desktop email clients, accounting for over 9 percent of all emails opened. However, it is susceptible to PST errors. Outlook stores mailbox data in the Personal Storage Table (PST) file format. Configuring a POP account in MS Outlook creates the PST file by default. You can use the Outlook options to access and open emails in a backup PST file. However, sometimes you cannot access the PST file, and you get an error message like “Outlook PST is in use and cannot be opened”.
Because Outlook is susceptible to PST errors, Microsoft provides an Inbox Repair Tool in the MS Office Suite. Even though the tool can resolve issues involving ordinary PST corruption, its success is mixed. The built-in inbox repair program in Outlook, Scanpst.exe, first inspects the PST files for damage and then restores them to enable access. The tool addresses header corruption, and if it is corrupted, it reconstructs the file structure of the file and corrects the errors. The process is automatic, and there is nothing much you have to do apart from locating the tool and selecting the corrupt PST file needing repair. Though you can generally find the tool in the Outlook installation directory, the location is different from one version of Outlook to another.
Why Do PST Files Get Corrupted?
The PST file follows a complex binary file format. It can easily get corrupted due to a variety of reasons, including an interruption in the processing of a file while it is being created or updated. The file may also get corrupted if it uncharacteristically terminates when it is open in Outlook. Typically, such incidents happen if you switch off the computer without following the shutdown procedure of Outlook or Windows, which can cause them to crash. It may also happen due to an interruption in network connectivity or simultaneous access by multiple users on the same network. Large PST files are more susceptible to corruption, especially if they are close to the limit for the file type of various Outlook versions. Generally, two types of file corruption can happen. In one type, you cannot open the file with Outlook at all, and the other is when you cannot open particular messages or folders in the file because of selective corruption. When PST file corruption happens, Outlook will become unstable and may hang. You could also experience issues in sending or receiving emails.
Whenever any PST file corruption happens, you should first run ScanPST.exe. It can help fix the issues if they are minor and also generates a log report containing information on the repaired errors. However, the tool is not useful in fixing serious errors or file corruption due to a system crash or a virus attack. You may consider using a third-party PST recovery utility with better capabilities than ScanPST.exe.