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Microsoft Outlook 2010: How to Back-Up & Restore

With lots of email coming in to our mailboxes daily, surely you will need to backup your Outlook files. 

File> Open> Import>Import and Export> Export to a File>Outlook Data File (.pst) 

In the 'Select the folder to export from' list, select the folder to export 
- Inbox, Sent Items, Drafts, Contacts, Conversation History (MOC/Lync), Journal, Notes, Calendar, Tasks. 
- Make sure you select 'Include subfolders' if you want to backup all subfolders. 

How to Restore Outlook Files 

File> Open> Import>Import and Export>Import from another program or file

Outlook Data File (.pst)> Browse for the file to .pst file to be imported and choose the following Options: 

* Replace duplicates with items imported
* Allow duplicates to be created
* Do not import duplicates

Outlook .pst or .ost file and what are they different from each other?
Outlook uses 2 types of Data Files, they are Outlook Data File (.pst) if you are using Microsoft Exchange Account where your items are usually delivered to and saved on the Exchange server and the other is called (.ost) file which enable you to work with your email messages even when you are not connected to the Exchange server. 

(.pst) Outlook Data File - used for POP3, IMAP, web-based email accounts, Exchange accounts to create archives or backup of Outlook Folders and other items. 
- Regular backup of .pst file to a safe place is recommended. 

Location of .pst file

Windows 7 and Windows Vista    drive:\Users\user\AppData\Local\Microsoft\Outlook

Windows XP     drive:\Documents and Settings\user\Local Settings\Application Data\Microsoft\Outlook

(.ost) Offline Outlook Data File - is a copy (replica) of your Outlook items that is already saved on a Mail Server and don't have to be backup like a (.pst) file. 
- for Exchange Account and you want to work Offline or use the default Cached Exchange Mode (which is a copy of your Exchange Server Account Mailbox is saved on your machine in a Offline Outlook Data File and this file provides quick access to data, including when you work offline, and is sync with Exchange Server) . 
- for Outlook Connector for Windows Live Hotmail
- .ost file is automatically created and data downloaded from the mail server. 
- you can re-create this .ost file on your new computer without having to backup the .ost file. 

Location of .ost file

Windows 7 and Windows Vista    drive:\Users\user\AppData\Local\Microsoft\Outlook

Windows XP     drive:\Documents and Settings\user\Local Settings\Application Data\Microsoft\Outlook

What to do when Outlook Mailbox Quota set by Exchange Server?  
This is how we find out what is the current size of our mailbox on the mail server and how to backup the .ost files for safekeeping. 
Account Name <username@companyname.com> - Right click > Data File PropertiesFolder Size (button)> if you see 2 Tabs - Local Data & Server Data, it means you are working in Cached Exchange Mode

When the Exchange server do not allow you to store more than 250MB, you can create a new set of Outlook Data file with Folders for you to copy or move emails from the Exchange Account to your local hard disk drive. 

File>Info>Account Settings>Account Settings>Data Files>Add - By Default, Outlook will save under 'C:\Users\user_name\Documents\Outlook Files' path, give this file a Name, For Ex. 'My Outlook Data File Local HDD Backup.pst'. 
Now, every time when your mailbox is approaching its Quota Limits, just Copy or Move the entire mails from each (Exchange Account) Folder to the New Local Account Folder that you have just setup. All mails & items will reside as a backup copy in your local hard drive that still works as a normal email where you are still able to search, forward, reply and send mail as an attachment. 

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Add a New menu on Mouse right for workbook Navigation

If you want to add a new menu on mouse right click showing you the list of all open workbooks and worksheets in each of these workbooks. So that you can navigate easily. Snapshot below-


The code given below  will add a new menu on right click mouse "Browse Workbook". When you will click on it it will show you the list of all open workbooks and worksheets in each workbook . 

Add this to workbook Module

Private Sub Workbook_Open()
On Error Resume Next
Application.CommandBars("Cell").Controls("Browse Workbooks").Delete
Call CREATE_MENU_my_menu
End Sub

Private Sub Workbook_BeforeClose(Cancel As Boolean)
On Error Resume Next
Application.CommandBars("Cell").Controls("Browse Workbooks").Delete
End Sub

Add this code to module1 or in any new module 

Option Explicit
Sub CREATE_MENU_my_menu()
On Error GoTo abc:
Dim cBut As CommandBarControl
On Error Resume Next
Application.CommandBars("Cell").Controls("Browse Workbooks").Delete
Set cBut = Application.CommandBars("Cell").Controls.Add(Type:=msoControlPopup, Temporary:=True)
cBut.Caption = "Browse Workbooks"
cBut.OnAction = "add_controls_my_menu"
Exit Sub
End Sub

Sub add_controls_my_menu()
Dim wk As Workbook
Dim wks As Worksheet
Dim cmda As CommandBarControl
Dim cbut2 As CommandBarControl, CBT3 As CommandBarControl
For Each cmda In Application.CommandBars("Cell").Controls("Browse Workbooks").Controls
On Error Resume Next
For Each wk In Application.Workbooks
Set cbut2 = Application.CommandBars("Cell").Controls("Browse Workbooks").Controls.Add(Type:=msoControlPopup)
With cbut2
.Caption = wk.Name
.OnAction = "my_menu_activate_workbook"
End With
For Each wks In wk.Sheets
If wks.Visible = xlSheetVisible Then
Set CBT3 = cbut2.Controls.Add(Type:=msoControlButton)
With CBT3
.Caption = wks.Name
.OnAction = "my_menu_activate_WORKSHEET"
End With
End If
End Sub

Sub my_menu_activate_workbook()
On Error Resume Next
End Sub

Sub my_menu_activate_WORKSHEET()
On Error Resume Next
End Sub

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Names of all the files in a folder Excluding Sub folder

If you want to get the names of all the files stored in a folder and excluding the files stored in a sub folder.Try below code-

Option Explicit
Sub file_names_in_folder_without_including_files_in_subfolder()
Application.ScreenUpdating = False
Application.DisplayAlerts = False
Dim fldpath
Dim fld As Object, fil As Object, fso As Object, j As Long
    With Application.FileDialog(msoFileDialogFolderPicker)
    .Title = "Choose the folder"
    End With
    On Error Resume Next
    fldpath = Application.FileDialog(msoFileDialogFolderPicker).SelectedItems(1) & "\"
    If fldpath = False Then
        MsgBox "Folder Not Selected"
    Cells(1, 1).Value = fldpath
    Cells(3, 1).Value = "Path"
    Cells(3, 2).Value = "Dir"
    Cells(3, 3).Value = "Name"
    Cells(3, 4).Value = "Size"
    Cells(3, 5).Value = "Type"
    Cells(3, 6).Value = "Date Created"
    Cells(3, 7).Value = "Date Last Access"
    Cells(3, 8).Value = "Date Last Modified"
    j = 4
    Set fso = CreateObject("scripting.filesystemobject")
    Set fld = fso.getfolder(fldpath)
    For Each fil In fld.Files
        Cells(j, 1).Value = fil.Path
        Cells(j, 2).Value = Left(fil.Path, InStrRev(fil.Path, "\"))
        Cells(j, 3).Value = fil.Name
        Cells(j, 4).Value = fil.Size
        Cells(j, 5).Value = fil.Type
        Cells(j, 6).Value = fil.DateCreated
        Cells(j, 7).Value = fil.DateLastAccessed
        Cells(j, 8).Value = fil.DateLastModified
        j = j + 1
    End If
    Range("a1").Font.Size = 9
    ActiveWindow.DisplayGridlines = False
    Range("a4:h" & Range("a4").End(xlDown).Row).Font.Size = 9
    Range("a3:h3").Interior.Color = vbCyan
Application.ScreenUpdating = True
Application.DisplayAlerts = True
End Sub

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How to make changes to the default users hive as a post deployment task

We have had to make a change to default user's registry to about 15 images to save recapturing them.  Office 2012 was trying to re-register itself for every user on the deployed images.  This is the task I created to do this

start /wait reg load HKU\temphive c:\users\default\ntuser.dat

start /wait reg add "HKU\temphive\Software\MicroSoft\Office\14.0\Excel\Options" /v NoReReg /t REG_DWORD /d 1 /f

start /wait reg add "HKU\temphive\Software\MicroSoft\Office\14.0\Word\Options" /v NoReReg /t REG_DWORD /d 1 /f

start /wait reg unload HKU\temphive

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Configure a silent installation of Office 2010

Updated: December 6, 2011

You can configure a silent installation of Microsoft Office 2010 by using the Config.xml file.

The Config.xml file is used to configure installation tasks and is used only when you run Setup. It is not installed or cached on users' computers. You can edit the Config.xml file to customize an installation.

By default, the Config.xml file that is stored in the core product folder, core_product_folder_name.WW, directs Setup to install that product. For example, if ProPlus.WW is the folder name, the Config.xml file in the ProPlus.WW folder installs Microsoft Office Professional Plus 2010.

If you are using Key Management Service (KMS) activation to activate Office 2010 for an enterprise deployment, a product key entry is not required because all Volume License editions of Office 2010 have a KMS client key pre-installed. KMS is one of the methods that are provided by Office Activation Technologies for activating products that are licensed under Microsoft Volume Licensing programs. When you install a Volume License edition of Office 2010, Office seeks a KMS host to activate against.

A Multiple Activation Key (MAK) key is another method that Office Activation Technologies provides for activating products that are licensed under Microsoft Volume Licensing programs. If you use MAK activation, you can add a MAK key by using the PIDKEY element in the Config.xml file. Note that the PIDKEY element is only used for volume license editions of Office 2010. It does not apply to Office Professional Plus for Office 365.

You can also use the AUTO_ACTIVATE property of the Setting element in Config.xml to specify that product activation occur automatically during Office 2010 deployment.


When the AUTO_ACTIVATE property is added to an installation, it triggers an attempt to activate Office 2010 only one time. If that activation attempt fails (for example because of proxy issues, user rights, or Internet connectivity issues), another attempt will not be made and users will later be prompted to activate Office 2010.


For more information about volume activation, see Plan volume activation of Office 2010 and Deploy volume activation of Office 2010. For information about Config.xml elements and syntax, see Config.xml file in Office 2010.

Modify the Config.xml file to configure a silent installation and automatic activation (using a MAK key)

To configure a silent installation (unattended installation) of an Office 2010 product that requires no user interaction, modify the Config.xml file for the product that you are installing and set the Display element's Level attribute to "none" (Display Level="none"), and then save the Config.xml file, as shown in the following procedure. The Display element specifies the level of user interface that Setup displays to users. The following procedure also provides instructions for adding a MAK key and the automatic activation option.

To specify silent installation options in Config.xml

  1. Open the Config.xml file for the Office product (such as Office Professional Plus 2010) that you are installing by using a text editor tool, such as Notepad.

  2. Locate the line that contains the Display element, as shown in the following example:

    <!-- <Display Level="full" CompletionNotice="yes" SuppressModal="no" AcceptEula="no" /> -->

  3. Modify the Display element entry with the silent options that you want to use. Make sure that you remove the comment delimiters, "<!--" and "-->". For example, use the following syntax:

    <Display Level="none" CompletionNotice="no" SuppressModal="yes" AcceptEula="yes" />

    These options will direct Setup to run silently, prevent prompting users to enter information, and prevent the installation from waiting for any user interaction. For more information about the syntax and Config.xml, see Display element in Config.xml file in Office 2010.

  4. To add a MAK key, use the PIDKEY element to enter the 25 character volume license key. Add the following line to the Config.xml file:


    AAAAABBBBBCCCCCDDDDDEEEEE represents the product key. Use your organization's specific MAK product key for Office 2010.

  5. To set the automatic activation option, add the following line to the Config.xml file:

    <Setting Id="AUTO_ACTIVATE" Value="1" />

    Not setting AUTO_ACTIVATE is the same as setting AUTO_ACTIVATE to a value of 0. The result is that product activation does not occur during Office 2010 deployment.

  6. Save the Config.xml file.


Make sure that no Office applications are running when you install Office 2010.


For example, to install Office Professional Plus 2010 after you modify the Config.xml file to specify silent installation options, use the following command:

\\server\share\setup.exe /config \\server\share\ProPlus.WW\config.xml


\\server\share is the path of the Office Professional Plus 2010 source files.

/config is a Setup command-line option that specifies the location of the Config.xml file. See Setup command-line options for Office 2010.

\\server\share\ProPlus.WW\config.xml is the location of your modified Config.xml file for Office Professional Plus 2010.


If you use the Config.xml file to set silent installation options as in the previous example, you will also want to use the Office Customization Tool (OCT) to create a Setup customization file (.msp file) to configure additional installation customizations. For example, you can use the OCT to specify earlier versions of Microsoft Office applications to keep or remove. You can also set feature installation states by using the OCT to change the default way in which Office features are installed. For a complete description of the areas that you can configure by using the OCT, see Office Customization Tool in Office 2010. The OCT is available with Volume Licensing editions of Office 2010 (and the 2007 Office system). To determine whether your Office 2010 installation is a Volume Licensing edition, check the Office 2010 installation disk to see whether it contains a folder named Admin. If the Admin folder exists, the disk is a Volume Licensing edition. If the Admin folder does not exist, the disk is a retail edition.

You can also set silent installation options by using the OCT. For more information, see the Licensing and user interface section in Office Customization Tool in Office 2010. The Level attribute of the Display element in the Config.xml file is equivalent to the Display Level option in the OCT. In enterprise deployments, we recommend that you set the Display Level to None if you use the OCT to ensure that Setup runs silently. This prevents prompts to users to enter information, and prevents the installation from waiting for any user interaction, even when files are in use. You should also ensure that the Suppress modal and Completion notice options are silenced and that the I accept the terms in the License Agreement check box is selected. As noted previously, administrators must also make sure that no Office applications are running during an installation of Office 2010.


The following example shows how to use the OCT to set silent installation options, enter a MAK product key, and specify the AUTO_ACTIVATE property value for automatic activation.

To configure silent installation and automatic activation options in the OCT

  1. Run the OCT by typing setup.exe /admin at the command line from the root of the network installation point that contains the Office 2010 source files. For example, use \\server\share\Office14\setup.exe /admin.

  2. To set silent installation options, select Licensing and user interface in the left pane, select None in the Display level drop-down box, select Suppress modal, clear the Completion notice check box, and then select I accept the terms in the License Agreement.

  3. To enter a MAK key, select Licensing and user interface in the left pane, and in the right pane select Enter another product key, add your organization's MAK product key for Office 2010 in the Product key text box.

  4. To set automatic activation options, select Modify Setup properties on the left pane, and then click Add in the right pane.

  5. In the Add Property Value dialog box, in the Name box, type AUTO_ACTIVATE. Note that property names must be uppercase.

  6. In the Value box, type 1, and then click OK.

  7. When you complete your customizations in the OCT, click Save as on the File menu to save the Setup customization .msp file.

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