Configuring Outlook 2003 to Check a Gmail Account
Microsoft Office Outlook can be configured to download email from
a Gmail account by following these steps.
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Now that you've saved the Comma Separated Value (CSV) file on your system, you can import it into Microsoft Outlook. To do so in Outlook 2003, take the following steps:
Replace duplicates with items imported
Allow duplicates to be created
Do not import duplicate items
If you are seeing a lot of unexpected symbols when you are composing an email message in Outlook 2003, such as the ones shown below, then you may have accidentally turned on the display of nonprinting characters.
You may be seeing ¶ symbols at the end of each paragraph. Those
are called "para symbols" or "pilcrow signs". You may also see
symbols.
Those downwards arrows that turn a 90-degree corner leftwards indicate
line breaks or carriage returns in your text. These
carriage return arrows should appear wherever you've hit the return key when
composing a message. You will also see small raised dots between words,
i.e. "He 
took
his
vorpal
sword". The character simply means that
there is a space there.
If Outlook is configured to use Microsoft Word to edit your email messages, those characters are embedded in your documents, but are normally invisible to you. Displaying them can help some users when formatting their documents.
You can toggle their display on or off by clicking on the ¶ symbol that you should see in the toolbar menu at the top of your message composition window. You can also toggle the display of these characters on or off by hitting the Ctrl, Shift, and "8" keys, i.e. Ctrl then asterisk, simultaneously. And, if those characters have suddenly appeared in your documents when you don't want them there, it is likely because you inadvertently hit the Ctrl key while hitting Shift+8 to get an asterisk symbol.
References:
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An Outlook 2003 user reported that she received the message "The command is not available. See the program documentation about how to use this extension" when trying to change her out-of-office message to reflect the fact that she was no longer out of the office. I found that by going to "Tools", "About Microsoft Office", and then re-enabling the disabled outex.dll add-in, I was able to correct the problem.
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If you go on travel, but need to leave Outlook open on your desktop system or, perhaps, need to have someone else open Outlook on the system at your office to check old email while you are on travel, then you may need to configure Outlook to leave email on your POP server while you are on travel.
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If you receive a spam message or anti-virus software on your system reports it detected a virus or worm in an incoming message, you can't rely on the "from" address to reveal the true orgination point of the message. It is highly unlikely that such messages actually came from the user listed in the "from" address. Most spammers and mass-mailing worms use spoofed "from" addresses, i.e. addresses that are fictitious, real addresses that were found by a worm scanning an infected system for email addresses, addresses found by spam spiders, which are programs that search the web for valid email addresses posted on websites, or addresses that are likely to be valid on a domain, such as info, information, admin, administrator, root, etc.
Sending a reply message to the "from" address warning the user at that address that his or her system is infected with a virus or to complain about spam will likely be fruitless, since that user never sent you the spam or virus. So how can you determine where the message actually orginated? By looking at the message headers. Most email clients commonly used on Windows systems hide the message headers from users by default, but, commonly, there are ways to still view the message headers.
In Outlook 2002, the procedure is as follows:
If you want to copy those headers to an email message or file, click inside the "Internet headers" section, hit the Ctrl and A keys simultaneously to select the entire contents of that section or just click and drag with the mouse to highlight all of the information. Then hit the Ctrl and C keys simultaneously to copy the information into the Windows clipboard. Then inside an email message you are composing or a file you've opened, hit the Ctrl and V keys simultaneously to paste the information into the message or file.
Scrolling through the message headers will reveal the origination point of a message. Don't expect to find an email address associated with the true sender, but the headers will show the Internet Protocol (IP) address of the sending system and path the message took from that system to your system.
Outlook 2000 and earlier versions put all messages, attachments, contact lists, the calendar, etc. in one file. There are advantages and disadvantages to that approach. But Microsoft's Outlook developers coded the software in such a way that when that file size nears 2 GigaBytes (GB), the file becomes corrupt. And Outlook provides no forewarning that one is nearing the 2 GB limit. Once you reach about 1.96 GB the file becomes corrupted and you may not even be able to start Outlook.
Microsoft's Inbox Repair Tool, scanpst.exe, can't repair the damage. The only repair mechanism Microsoft provides is the Oversize PST Recovery Tool, PST2GB. That tool will arbitrarily truncate the PST file to less than 2 GB, which then allows it to be repaired with the Inbox Recovery Tool. However, you have no control over what data is removed by the truncation process, so some messages will be lost.
For instructions on how to repair a file that has reached the limit, see Repairing Outlook PST File Corruption at 2 GB Limit
To change the "From" address of a message in Outlook, create a new account using the address you wish to use as an alternative "From" address. You can create a new account by the following steps:
If this isn't an email account you will be checking regularly, but just an alias, i.e. an alternative address that points to the same account as one you are already checking, select the account by clicking on it and then click on Properties. Then uncheck "Include this account when receiving mail or synchronizing". Then click on Ok. Then click on Close to close the Internet Accounts window. You might want to send a message with information@somewhere.com as the "From" address, rather than jsmith@somewhere.com, so in the case that information@somewhere.com is just an alias pointing to the jsmith@somewhere.com mailbox, you would uncheck the "Include this account when receiving mail or synchronizing", since it isn't a separate account.
Once you've gone through the above procedure, you won't need to repeat it again and can use the alternate address you specified as the "From" address in messages by the following procedure:
