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Using the Database Utility

From: Outlook for Mac 2011 Essential Training

Video: Using the Database Utility

Outlook has a database utility program that you can use to rebuild the database if it gets corrupted, and it allows you to switch back-and-forth between multiple Outlook identities. If you ever suspect that there's a problem with your database, all is not lost. If the program quits unexpectedly, items won't open or don't display properly, you can't find items you know are there or your Office Reminders are blank, it means your database maybe corrupted. In that case, the solution is to rebuild it. If you have a Microsoft Exchange account, rebuilding the database deletes any information that's not synchronized with the Exchange Server, including your contacts' Digital ID Certificates.

Using the Database Utility

Outlook has a database utility program that you can use to rebuild the database if it gets corrupted, and it allows you to switch back-and-forth between multiple Outlook identities. If you ever suspect that there's a problem with your database, all is not lost. If the program quits unexpectedly, items won't open or don't display properly, you can't find items you know are there or your Office Reminders are blank, it means your database maybe corrupted. In that case, the solution is to rebuild it. If you have a Microsoft Exchange account, rebuilding the database deletes any information that's not synchronized with the Exchange Server, including your contacts' Digital ID Certificates.

Before you rebuild the database, you should use the techniques we learned in the backing up video to backup all your Outlook data that's stored only on your local computer. When you're ready to rebuild, go up to the Outlook menu and quit the program. You'll also need to quit any other open Microsoft Office programs. Open up the Finder window, and go to the Applications folder, and then to Microsoft Office 2011, and the Office folder, and then look for Microsoft Database Utility, and double-click it to open.

You can also open up the Database Utility program by closing and reopening Outlook while holding down the Option key. In the bottom right-hand corner of the window is a Rebuild button. Click on it and Outlook will create a backup in the Office 2011 Identities folder inside your Documents folder, then do the repair. Note that you need to have double the room available on your hard-drive. In other words, if your Outlook file is 500 megabytes, you need 1 gigabyte of space available to rebuild and compact the file.

After the rebuild is finished, your Outlook should be repaired. I'll click Done. The Database Utility also allows you to run more than one Outlook Identity at a time, if you need two completely separate Outlook environments. For example, maybe you're self- employed and you have two different independent businesses. Click on the Plus sign in the lower-left corner of the window. A second line will appear. Give this new identity, a descriptive name, and press Return.

Then click on the gear, and set up this new identity file as the default. When you close the Database Utility program and open Outlook again, you'll have a brand-new file and when you want to go back to your original identity, come back into this Database Utility and set the first file as the default again. I'm going to leave Hansel and Petal as the default and let's see how this works. I'll quit the Database Utility. When my Outlook reopens, it's completely blank.

This is my new Hansel and Petal identity. The Microsoft Database Utility is an indispensable tool if you're having problems with Outlook and when you have a need for multiple Outlook identities.

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This video is part of

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Outlook for Mac 2011 Essential Training

68 video lessons · 10530 viewers

Alicia Katz Pollock
Author

 
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  1. 54s
    1. Welcome
      54s
  2. 26m 12s
    1. Introducing Outlook 2011
      2m 1s
    2. Setting up Exchange accounts
      3m 8s
    3. Setting up IMAP accounts
      2m 19s
    4. Setting up POP accounts manually
      3m 31s
    5. Importing email from other applications
      2m 49s
    6. Importing and exporting contacts
      3m 47s
    7. Exploring the user interface
      2m 30s
    8. Customizing the view
      3m 7s
    9. Creating categories
      3m 0s
  3. 13m 29s
    1. Exploring the Inbox
      1m 51s
    2. Checking for new mail
      3m 42s
    3. Reading email
      3m 0s
    4. Deleting email
      1m 15s
    5. Previewing and saving attachments
      1m 46s
    6. Printing emails
      1m 55s
  4. 27m 31s
    1. Creating a new message
      4m 10s
    2. Formatting messages
      5m 18s
    3. Adding attachments
      1m 43s
    4. Adding pictures with the Media Browser
      2m 22s
    5. Information Rights Management
      3m 15s
    6. Replying and forwarding
      3m 5s
    7. Working with signatures
      4m 11s
    8. Working with priorities
      1m 9s
    9. Setting up Out of Office auto-replies
      2m 18s
  5. 20m 46s
    1. Arranging your Inbox
      3m 40s
    2. Using the Conversation view
      2m 47s
    3. Organizing messages with folders
      3m 48s
    4. Creating message rules
      7m 23s
    5. The Mailing List Manager
      2m 12s
    6. Filtering messages
      56s
  6. 9m 1s
    1. Setting junk mail protection levels
      3m 41s
    2. Managing your Junk folder
      3m 17s
    3. Recognizing spam
      2m 3s
  7. 19m 9s
    1. Viewing contacts
      2m 42s
    2. Creating contacts
      6m 14s
    3. Creating contact groups
      2m 40s
    4. Sending email to your contacts
      1m 0s
    5. Printing your contact list
      1m 50s
    6. Syncing contacts
      1m 58s
    7. Working with vCards and exporting
      2m 45s
  8. 25m 42s
    1. Viewing the Calendar
      5m 25s
    2. Creating appointments
      7m 12s
    3. Creating recurring appointments
      3m 34s
    4. Creating meetings and inviting attendees
      5m 29s
    5. Adding holidays
      2m 23s
    6. Printing your calendar
      1m 39s
  9. 7m 8s
    1. Creating new tasks and completing them
      2m 28s
    2. Managing your tasks
      4m 40s
  10. 9m 28s
    1. Creating new notes
      4m 50s
    2. Managing your notes
      3m 44s
    3. Printing notes
      54s
  11. 20m 8s
    1. Using categories
      6m 14s
    2. Flagging items
      4m 15s
    3. Searching and smart folders
      4m 49s
    4. Using folders
      1m 36s
    5. Right-clicking
      3m 14s
  12. 37m 57s
    1. Delegating and sharing public folders
      5m 12s
    2. Syncing Exchange and IMAP
      1m 9s
    3. Setting preferences
      7m 1s
    4. Using AutoCorrect
      2m 9s
    5. Using My Day
      5m 16s
    6. Using the Scrapbook
      5m 38s
    7. Using the reference tools
      2m 58s
    8. Getting help
      2m 34s
    9. Backing up
      3m 6s
    10. Using the Database Utility
      2m 54s
  13. 32s
    1. Final thoughts
      32s

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