Problem

Once a message goes into your outbox, Outlook tries to send it. While it’s trying, there’s little you can do. If you try to delete it, move it or even open it you will get an error message that says Outlook is sending the message.

The problem is trying to send an email larger than your Internet Service Provider (ISP) will allow. ISP’s put a limit on the size for a single email that it will accept. Currently it varies depending on your provider. Comcast indicates a 10MB limit while AOL lists a 16MB limit and some ISP’s may be as high as 50MB.

When an email gets rejected by the ISP because it exceeds the limit, it returns an error that Outlook doesn’t interpret as a fatal error. Outlook then tries to resend the message. This loop will continue until the message is removed from the outbox, either deleted or moved to a different folder. But this con not be done while Outlook is stuck in the loop of trying to send the email.

Solutions

Two techniques to stop Outlook from continually trying to send the oversized email.

• Use Outlook in offline mode. To change Outlook to offline, click File, then click Work Offline. This should put a check next to Work Offline and put Outlook in offline mode. Now you should be able to delete or move the email out of the outbox where it can be dealt with. This method does not work 100%. If you still are unable to work with the email use the next method.
• Froce Outlook offline. Disconnect your internet/network cable from the back of your computer or router if your using a router. It looks like a phone jack but a little larger. Or you may be connected via USB. In which case unplug the USB cable that connects your computer to the internet. Once the computer recognizes the the connection is lost, you will be able to work with the oversized email.

Options for sending large files

• I recommend Skydrive. Free from Microsoft as part of their Windows Live services.
  • 5 GB of free online storage, available from any computer with Internet access.
  • Create personal, shared, and public folders — you decide who has access to each folder.
  • Windows Live SkyDrive works well on any Windows or Macintosh computer with Firefox 1.5 or higher, or Internet Explorer 6 or higher.
• Most instant messengers also have a built in file transfer, but both parties need to have the same or compatible messengers. I recommend Skype here. It not only has an unlimited file transfer size, but it’s also a Great phone, chat and communications tool.
• Another option is to upload the file to a free file hosting service like RapidShare. I’m not a big fan of these. They may be slow, have file restrictions or other barriers.
• My Last option is to split the file into smaller pieces and compress it. Then send each smaller peice in an email. For this I suggest 7-Zip. A free open source project.

While encrypting sensitive data on your computer is always a good idea it’s still falls on the user for the best protection.

Encryption is good enough in most situations, but it’s always good to know where potential vulnerabilities lie.

From: http://citp.princeton.edu/memory/

Backing up your data is more important than ever. With larger storage devices and more personal data stored on them it’s more likely that you will lose important data at some point. Hard disk drives are mechanical devices and will not last forever.

It’s not if, but when, your hard drive will fail. (video of a working hard disk drive)

We have found that about 90% of our clients do not do regular backups. In the past this was somewhat excusable for the average computer user. The backup utilities were confusing, slow and the media to put it on was an additional expense. Today however, the backup process has gotten much easier. Many external hard drive backup solutions now have a one touch backup system. You push a single button, and let it do it’s job.

Many home users think, what do I have that is so important on my computer to back up?

• Family photos
• Emails
• Address’s and Contact information
• Music (eg. Apple will not let you re-download songs)
• Personal documents (resumes, account information, etc.)

How can I back up my data?

The easiest is probably as I mentioned above. An external hard disk drive. Typically you would purchase an external drive as big or bigger than your current internal hard drive. Plug it into a power source. Connect it to your computer, usually via USB of Firewire. Follow the setup guide, and you should now have an easy affordable backup solution.

Here are the Maxtor One Touch options. There are many more options, just search online or visit a computer retailer near you for more brands and options.

Software for backing up.

Another option for backing up your data, specially if you have more than one hard drive in your computer, is to acquire software designed for backing up.

Windows™ has a built in backup utility. Here is a good article about using the Windows™ backup utility.

Personally at my home I use a program call Handy Backup. It allows for more backup options. Including saving to CD, DVD, FTP, it also can protect your backup with encryption and  has a easy sycronizing tool built in.

Don’t procrastinate.

Putting off a backup solution is too easy when things are running smooth. So while your thinking of it, start implementing a backup solution that fits your needs.

It’s not if your hard drive will fail, it’s when will it fail?

What is hard disk fragmentation?

When a file is saved to the hard drive, it tries to keep everything in the same location (or cluster) Over the course of time files will be deleted, leaving blank areas between files. If you install another large program, the hard drive tries to fill the holes, thus breaking up the program storage block. This effects your system performance by as much as 200% since programs have to access more areas of the hard drive, just to run.

How do I cure this?

Windows™ comes with it’s own disk defragmenter program. The Microsoft® site has an instruction guide on its use. Microsoft® recommends that you perform defragmentation regularly (I defrag monthly and sometimes more often depending on what I’m doing).

The disk defragmentation program uses a lot of system resources and should run by itself, don’t try to run other programs as a noticeable slowdown will occur. I let the program run while I sleep or go out.

Do I have to use the Windows™ defragmentation program?

No, there are many vendors that sell programs that run faster or optimize better than the version that comes with Windows™.