Outlook issues

October 28, 2009

I thought I would document this one in the interests of others as it took several man hours (IT help, colleagues and me) to resolve.

We frequently scan bits of paper and email the PDFs to ourselves and others.

Suddenly about a week ago I suddenly wasn’t able to receive the scans from the MFD (multi function device- or big machine that copies, prints and scans) that is in the library. I could receive from any other machine but it was a pain to walk up to the other end of the building to do it. I logged a call with our IT people for help.

After a bit of testing it arose that I was the only one with the issue. My colleague in the desk next to me could get scans emailed from the same machine just fine. It was getting very weird. the first thing I thought of was the junk email folder but that was empty.

A bit more testing from IT at the exchange resolved that it wasn’t an MS exchange issue either but somehow the emails were getting auto permanently deleted. (Thanks Jeremy). If a scan was sent to me while I was shut down the email went to the web mail just fine so the issue was my local setup.

Then I  got worried.  Around the time the problem started there were several updates to key bits of software. I started looking at what I could uninstall and also looked around at any Outlook add-ons that I had.

All this testing was a pain to my colleague (thanks Aimee) – I had to change sites and was ringing her every 5 minutes to ask her to try sending me another scan from the questionable machine.

I don’t know what made me look but I found it.

junk

In the “Junk email options” I had ticked ON “permanently delete suspected junk e-mail instead on moving it to the junk email folder”. Now I remember turning that on several months ago after seeing nothing but true junk in the folder and getting sick of deleting it. Clicking it off and getting yet another test sent proved it. The test went straight to the Junk folder.

The mystery is why Outlook suddenly decided that the MFD address was junk. Adding it to the exceptions has, hopefully, now solved it. But I am also now worried that there has been other emails that I have missed in the intervening months.

So this is a warning. However well you think Outlook is handling your junk email DO NOT be tempted to select the “permanent delete” option as “permanently” in this case does NOT mean “move to the delete folder” and you can’t see and monitor what Outlook is deciding is junk.

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