Category Archives: Uncategorized

Mac Upgrades make Workflow Easier for Dublin Management Consultancy.

iMacs upgraded with the latest SSD technology mean they run significantly faster

RealClear was recently helping a Dublin management consultancy firm with their slow Apple desktop computers. Their 2013 iMacs were running macOS Mojave but were just crawling along and were proving a real productivity killer. For instance, when booting up, the progress bar at the Apple logo screen would take longer to load than the time it took for a kettle to boil. In fact, you could probably have boiled the kettle and have fully imbibed your favourite hot beverage by the time these systems fully booted up. And when they did eventually start, they were molasses slow. Applications ran with the same speed as a traffic jam on Dublin’s M50 on a Friday afternoon of a bank holiday weekend after an accident. Searches in Finder would be glacial, application icons would bounce in the Dock more times than a teenybopper at a Justin Bieber concert. Moreover, their iMacs kept freezing and there were more “spinning wheels” on display than at the Isle of Man TT.  They would frequently have to resort to using the Force Quit command just to get the system back to a half usable state again. These were certainly not systems you wanted to be working on when you had deadlines to meet or had a Ryanair flight to catch but had not yet printed off your boarding card.

Inside the guts of an Apple iMac – new SSD on right hand side

Solution

The roots of this problem go back to the way Apple have designed their latest operating systems. MacOS Sierra, High Sierra and Mojave are simply not optimised to run on spinning hard disks (disks pre-installed by Apple when you first bought your system). Instead, the latest versions of MacOS are optimised to run on solid-state disks. These next-generation SSD disks contain no spinning parts and provide an incredible performance boost with disk access times that are up to ten times faster than spinning hard disks.

We disassembled their iMacs, removed their old Seagate spinning hard disks and installed the latest generation of 3D NAND SSDs. We then deployed the latest version of macOS Mojave (10.14.3) and then migrated their old applications and files.

Result

Their iMacs are now flying along. No more “spinning wheels” and no more freezes. The team can now get their workflow done quicker without the stress and the productivity overhead incurred by slow computers.

iMac of MacBook running slow? RealClear have been repairing and providing support for Apple iMacs and MacBooks in Dublin since 2003. Our Mac upgrade service in Dublin breaths new life into your system. Our service can upgrade the RAM (memory), the OS and the storage (hard disk). Bring the joy back to using your Mac again.  

Why do my emails keep on getting rejected?

We’ve had a couple of inquiries recently from users who informed us that their emails were repeatedly not sending to certain recipients. Remotely, we checked their email applications (Outlook, Mail App etc.) and the status of their email servers. Everything appeared to be fine. The only commonality with all these users was they all used random letters in their email username. In terms of email send-ability this is a big No No.

So, if you own a business and your name is John Ryan –  don’t ever be tempted insert to middle name initials in your email address.

In terms of spam filters – random letters in the middle of an email username are like a red rag to a bull. Spam filters will get triggered and will treat your emails as suspicious. And suspicious emails will get redirected to the recipient’s Spam folder or will get filtered upstream and won’t reach your intended recipient at all. When devising a new email address – keep it simple – don’t use random initials in your email address. While you might get away with one – use two and your emails will probably end up in a Spam folder somewhere.

Set-up of Wireless Network for Busy Dublin Dental Practice.

The ability to quickly and securely share files between employees can lead to enhanced productivity in your business.  Even in 2019, there are still businesses in Dublin where team members email files to each or worse still, using a USB drive for file sharing. Not only is this messy and time consuming, it’s insecure.

Last week RealClear helped a busy North Dublin dental practice overcome a file sharing problem – in this case it was the sharing of x-ray images. They were using a non-networked x-ray machine. Every time their dentists needed to examine patient x-ray images, a dental nurse had to visit the x-ray room, download the image from the machine, put it on a small slide file and bring it into one of the surgery rooms. While this process was only taking around 10-12 minutes per patient, cumulatively it was wasting over 90 minutes a day. Time which could have been spent on more billable work. They needed a better solution.

The Challenge

First of all, they invested in a new TCP/IP network-able Carestream dental X-ray machine which could be attached to a server. This means that, given the right set-up, they could make images directly viewable from all workstations in their 3 surgery rooms. The only problem now was they did not have a) a network infrastructure in place b) a server to attach to their new x-ray system to and c) did not have any workstations in any of their surgeries.

Solution

After discussing their objectives and workflows in more detail,RealClear recommended a suitable Windows 10 Lenovo server and three Lenovo workstations running Windows 10 Pro. They were happy to procure this hardware themselves using one of our recommended suppliers. We then set them up with a hybrid network (wired and wireless). Because their x-ray room was lead-lined, the wireless connection between it and their router was severely attenuated with data packet loss rates of up to 25%.  So, we ran a CAT 6 LAN cable from their x-ray room to the reception area where their router was located. (This reduced packet loss to zero) The rest of their network was configured to work wirelessly employing WPA2-Enterprise encryption. (For additional security, their “Guest Wi-Fi” was isolated from their main production network). On their new server, we mapped the folder containing x-ray images making the patient images accessible from each workstation with just one click.  

Result

The team at the surgery cannot believe how they put up with the old setup for so long! Their process for taking patient x-rays has been completely transformed. Without the file sharing network, it was a time-consuming ritual, now it can be done in a snap.  Moreover, staff can easily reference old x-ray images more quickly. The new network has made their workflows smoother with their staff having more time to serve their patients in a more efficient and time-effective way.

Best Website Hosting Provider in Ireland

Your website is your shop window. It is often the first touchpoint that potential customers make with your business. While good website design and content is needed, your choice of hosting provider is equally important. It impacts on website performance, security, search engine ranking and email reliability.

All hosting providers are the same, right?

It would be easy to view hosting providers as being all the same, but in reality, the choice is a little bit more nuanced. While it might be tempting to subscribe to a yellow pack hosting package, a bad choice of web hosting provider can result in untold problems and frustrations for your business further down the line.  

Some factors to consider when choosing a hosting provider

There are a couple of factors to bear in mind before choosing a hosting provider.

What is their uptime like?

  • A website which continually goes offline website does not project a good image of your business, can result in lost business and may even lead some customers to think you’ve gone out of business. You should be looking for a hosting provider with at least an uptime guarantee of 99.90%.

Where are their servers located?

If the server hosting your website is located on the East Coast of the USA and your customers are primarily in Ireland – your website is at a distinct disadvantage for ranking well in local search results (e.g. search results from google.ie). This is because Google ranking algorithms take into account hosting location when deciding where to rank a website in the local search results. So, if your customers are Irish, having your website hosted in Ireland is always a good idea.

How security conscious is the hosting provider?

  • For most standard hosting packages, your website will be hosted on the same server as hundreds of other websites. For hosting providers this is a more efficient use of resources, in the same way that an appartment block can house more people than a housing estate This is a wholly standard practice followed by some of the most reputable hosting providers. However, if neighbouring websites are involved in nefarious activities such as sending out spam, porn, hate sites, illegal gambling, etc., the IP address of the whole server can get blacklisted by so called “spam-authorities” (These act as a kind of automated police force for the world wide web). This can result in your business emails getting treated as spam and not reaching intended recipients. Unfortunately, this is a common problem faced by businesses who’ve gone with “cheap” hosting providers. Quality hosting providers normally prevent such nefarious tenants from residing on their servers in the first place or will take swift action if they detect that one of their servers is a candidate for spam authority blacklisting.
  • And because shared hosting is such a common practice among hosting providers, using a security conscious hosting provider is important. Some hosting companies employ weak inter-customer boundaries on their servers. This means that if a hacker does infiltrate a server, they can move laterally across the server “directory trees” of other customers’ websites more easily. It is not unknown for Irish businesses have their website compromised, defaced or totally wiped out by such a hack over the space of a week-end.    

Do they employ fast and optimised servers for hosting?

  • A good hosting provider uses servers which load web sites quickly. In fact, a recent study from Akamai has revealed that you could be losing nearly half of your visitors if your website loads slow. Customers like fast loading websites. Slow websites repel customers like DDT to mosquitoes…  

What is their customer support like?

  • No matter how good your hosting provider, there might be a time where you might need to contact them for technical support. Do they answer their phones or emails within a reasonable amount of time? Are their staff knowledgeable? Do they treat their customers honestly and fairly?

And our award for the best hosting provider in Ireland goes to…

RealClear has been liaising with different website hosting companies since 2003. We can wholeheartedly recommend Blacknight hosting based in Co. Carlow. Their secure Irish-based servers have the same reliability as an expensive Swiss watch. Their support team has been consistently responsive, knowledgeable, friendly and a pleasure to deal with. We make this endorsement without having any affiliation to them, we just want to save people the hassle and frustration that can ensue by signing up with a bad hosting provider.

Important Caveat:

A favourite ploy of some hosting providers is to use words like “free” and “unlimited” extensively in their marketing. Unfortunately, these are the very same hosting companies that use mountains of small print in their terms and conditions.  Those too-good-to-be-true offers are often just that. It’s always nice to deal with a hosting provider who is upfront and honest about pricing from the start.

Moving over to Gmail for Business (GSuite)

Since its inception in 2004 Gmail has to be proved an extremely popular email service in Ireland and across the world. Following the massive success of the platform, in 2009 Google rolled out their Gmail for Business service (now integrated into the GSuite platform).

The problem with bundled email services from hosting providers

For the most part, the email service that accompanies with your website hosting package from providers such as Register365, Lets Host or Blacknight can only be described as adequate. Hosting companies typically give you a bare-bones email service without any frills. (Most users fail to remember they are primarily buying a hosting package not an email service) Ten years ago, these bare bone email services met the needs for most SMEs. But with the proliferation of spam, email-borne security threats and mobile computing these basic email services have proved insufficient for most Irish SMEs.

Let’s take the spam issue first. Wading through emails can be a time-consuming affair but add spam to the equation and the email checking process transforms into a time-devouring ritual. Using the email service from your web-hosting company, you quickly discover that the level of spam filtering they provide is minimal.

Then there are the security threats. Email has become a rich pipeline for phishing scams, malware propagation and crypto viruses. And in recent years these phishing scams have become highly sophisticated. They’re no longer just about Nigerian princes who have landed an inheritance and want to bequeath some of it to you. They’re now tailored to target specific industries and are sometimes even localised as to appear to be emanating from an Irish sender. With such threats in circulation you need some robust filtering.  While your hosting company will probably provide a level of security filtering – it probably won’t be enough to mitigate all but the most basic of threats. If you’re reading this thinking “well that is the job of my anti-virus” that assumption is unfortunately misguided! From an IT security perspective, you want threats processed further upstream by your email service provider rather than getting threats filtered by your endpoint security software. This should really be acting as the defense of last resort.

So aside from the spam and security threats, there is also the issue of mobility. Let’s face it, in today’s environment you need to the ability to send and receive email when you’re out and about. Again, the email service provided by your hosting company for this purpose is probably not sufficient as most hosting companies provide email services which are still heavily geared towards POP3 and SMTP not IMAP (the latter being the mobile-friendly email protocol).

Gmail (GSuite) to the Rescue

To overcome all these deficiencies, you can use a service such as GSuite. This is Google’s version of hosted Outlook 365. It means you can still use “yourbusiness.ie” domain and access it through the Gmail interface. Your email address (e.g. info@yourbusiness.ie) will remain the exact same, but the user interface and backend infrastructure will be powered by Gmail.

Benefits

  • Spam-filtering – Gmail possibly uses one of the worlds smartest and most powerful spam-filters. Cumulatively, this has the potential annually save you and your team hours of productivity.
  • Phishing-filtering – Thanks to Gmail’s huge user-base and smart phishing algorithms, phishing attacks can be detected fairly quickly.
  • Mobile-friendly – Gmail performs equally well on a Windows or Apple computer as it does on Android or iOS (iPhone or iPad).
  • Powerful search functionality – Not surprisingly, as an offshoot of Google, Gmail has a powerful email search facility. Trying to find an invoice from 3 years ago, but only remember the name or location of the customer? Just enter it into Gmail’s search facility and you should be able to retrieve it with within seconds. Again, this can be a real time-saver for a busy office or very handy if trying to find an old email while on the DART.
  • Reliability – With Gmail, you no longer any need to worry about a PST (email store folder) getting too big or becoming corrupt. Your emails are stored on Google’s servers and are mirrored on your devices.
  • Data Privacy – Gmail uses STARTTLS for encryption. You can benefit from enhanced security by downloading the FlowCrypt plugin for your Chrome browser. This encrypts your email using PGP end-to-end encryption.
  • Desktop or Browser– For those who don’t like accessing email through a web-browser you can still set up Gmail using Outlook, Mail App or Thunderbird.
  • Integration with GSuite Calendar – Using GSuite you get to access to a powerful and reliable shared calendar feature. This makes team scheduling and planning easy. (This calendar is relatively free of the annoying quirks and flakiness you would find on iCloud’s calendar).
  • Teamwork and Email assignment – There are some excellent third-party tools on the market to truly make Gmail a part of your team. For example, if you’re using  info@yourbusinesss.ie as your primary email address but have 5 team members you can assign messages to certain team members. You can also find out if a particular email enquiry was already handled by one of your colleagues.

Setting up Gmail for Business (GSuite)

To setup GSuite, you need to subscribe to the service. Typically for one user, it costs less than €5 a month, which represents excellent value. Once you have subscribed, you will need to change the TXT and MX records at the back-end of your website. Then you’re ready to experience email Nirvana!

Need help moving to Gmail (GSuite)? RealClear (Dublin) offers a complete IT support service for Gmail so you and your team can enjoy a great, reliable and secure email service. Contact us on 01 685 4833.

Windows Password Recovery the Easy Way

In the age of information overload, forgotten login passwords for Windows and Mac is a common problem.

We recently helped a high-end retailer on Dublin’s Grafton Street who were locked out of their Windows 2003 server.

Their creeking server was about to be decommisioned. However, there were still some imporant accounts files (Excel and Sage) which needed to be retrieved. Staff tried to guess every possible permutation of password but to no avail. Their previous IT support company never left any documentation!

Windows Server 2003 uses both an administrator password and a domain controller password to authenticate the login. The passwords for Windows Server are stored in C:\Windows\System32\Config in files called “SAM” (Security Account Manager) and “SYSTEM”. These passwords are not stored in plaintext, they are hashed to thwart any unauthorised users. For end-users this can complicate any password recovery attempts.

Thankfully RealClear technicians carry some industrial-strenght password recovery tools to recover lost Windows login passwords. While there is a plethora of so-called “password recovery tools” available to download from the internet – a lot of these are gimmicky and do not always live up to expectations. Moreover, most of these tools cannot recover a domain controller password as found on many Windows server systems.

Lost or forgotten your Windows or Mac login password? RealClear (Dublin) offers a password recovery service for Windows 10, Windows 7, Windows XP for most major brands including Dell, HP, Asus and Micrsoft Surface. Our password recovery service also covers servers; Windows Server 2003, Windows Server 2008, Windows Server 2012 and Windows Server 2016. Our service also recovers lost passwords from Apple iMacs, Mac Minis and MacBooks (OS X 10.5 to OS X 10.14).

 

 

The Value of Proactive Advice

Proactive advice is what often separates an exceptional service experience from an       average one.

 

A couple of months ago I needed to get my racing bike repaired. There was a problem with the gears. They had developed a rather annoying problem of slipping when transitioning from low-to-high gearing. The first bike shop I took it to implemented a fix but their solution never got to the root of the real problem. But perhaps the most distasteful aspect of this experience was that during the course of their “repair”, they recommended that a new set of front brakes be fitted – not just the brake pads but a whole new braking mechanism. I was flabbergasted, I explained how the brakes worked perfectly for me. I asked them to further elucidate on the “problem” which they found. For a few seconds the technician stumbled for words and then said he would have to call me back. Miraculously, within the space of twenty minutes, the brake problem disappeared with the technician sheepishly declaring “those brakes should be ok”. The next day I collected the bike with the intension of never darkening the doorway of the business again.

Two weeks later the exact same gearing problem had manifested itself. I took it to a second bike shop and the experience could not have been more different. They identified the problem immediately and implemented a solution which is still working perfectly 4 months later. Moreover, the technician fixed (gratis) a problem with the handlebar stem which he said might give problems in the future.  He also gave advice on how to prevent the gearing problem from re-occurring. He also fine-tuned the gears which made gear changes go from being crunchy to silky-smooth. I asked for his professional advice on the front brakes – they were perfect. The repair was completed for a fraction of the price which the first shop charged.

This experience got me thinking about IT support and some of the qualities which make a service-based business not just good but exceptional. First of all, it’s nice to do business with people who are honest and don’t take their customers for mugs.  Secondly, it’s nice to do business with people who are passionate about their craft.  They’re not just going through the motions to generate an invoice at the end of it. These service providers don’t have to do much selling or marketing. A core group of customers already knows there’re good and their marketing is done for them. And the third thing which my bike shop experience highlights is the importance of proactive advice. Whether you’re dealing with a dentist, car mechanic, accountant or any other service provider, proactive advice is what separates an average service experience from an exceptional one. You appreciate the car mechanic who tells you your brakes only have another few months left in them when you instinctively know he isn’t trying to up his bill. You value the dentist who spots a problem with your teeth, which might save you a lot of pain (and money) down the line.

In the context of IT support, it’s nice to be warned that your backup disk is running out of space or to be told your security software is not doing its job properly. This is much better than trying to resolve an IT problem in midst of preparing for a tender deadline or completing a job for an important client. Service professionals who dispense proactive advice not only show their passion for their job, but they also garner the trust of their clients. In a city like Dublin, which is really just a big village inhabited by people who love to talk, these qualities are more important than ever.

RealClear IT have been dispensing proactive advice to their clients since 2003. We provide IT solutions for Windows, Apple, networking, Office 365 and offer a complete range of IT security solutions. You can contact us on 01- 686 4833.

Embracing the Strategic-IT Mindset for your Business

The relegation of the IT function as a back-office function as depicted in the sitcom The IT Crowd

The IT function of your business shouldn’t be seen as a cost – indeed it could be one of your most profitable investments.

Here’s a question. How do you view your IT function of your business? Is it like something out of the IT Crowd, stuffed down in a basement to do whatever it is they do without bothering the rest of the company, or is it at the heart of your business strategy? In many cases the answer is the former, but it really should be the latter. Indeed, the health of your business could depend on it.

Technology is already transforming businesses, but that’s nothing compared to what’s to come. Digital technology, data management, cloud software all have enormous potential to reduce costs and make businesses more efficient.

Paddy Power and Micks Garage

Paddy Power and Micks Garage provide two great examples of how two Irish companies have embraced IT as a source of competitive advantage. The latter, a company selling car parts and accessories now generates most of its revenues outside Ireland shipping to 50 countries every month. All thanks to a digital-first strategy. IT is now the bedrock for their inventory control, e-commerce platform and marketing. Or, take Paddy Power a business which 20 years ago was operating in a business sector which was mature and stagnant. However, thanks to the strategic use of IT, the company metamorphosed from a chain of betting shops into a global betting giant. In 2017 alone, it generated £330 million in profits.

APIs, CMS, DNS, CDN, DMZs and Cold Sweats

Even so, many SME owners don’t feel comfortable dealing with IT, and that’s perfectly understandable. Plenty of people come out in a cold sweat at the thought of dealing with APIs, CMS, DNS, CDN or DMZs. They don’t understand it and so don’t have the confidence to take control of how the department operates.

That attitude encourages a limited view of the IT function – one which views the entire role as an area of cost.

SME owners should embrace IT as the engine room of business growth

There is another way. Rather than viewing the IT function as a necessary evil, SME owners should embrace it as the engine room of business growth. Doing so can have dramatic results.

A study by the Harvard Business Review found two things. Most companies were not making full use of their IT function and those that were scored a 40% bonus for their returns.

Almost every function of your business can benefit from IT

In a digital world in which technology governs almost every part of our lives, the IT function should be central to operations. Almost every department can benefit. Effective use of an advanced customer relationship management (CRM) tool, for example, can streamline administration and deepen the engagement between sales agents and potential customers. Enhanced knowledge of a customer’s buying history can help companies to up sell and increase their revenue per customer.

The benefits grow even more with the transition to cloud CRM. Employees can log into the central system and update information as they go ensuring up to date sales information can be viewed instantly in real-time.

Indeed, the cloud is taking on an increasingly significant role in businesses of all kinds. After years of viewing cloud computing with a mixture of fascination and trepidation, businesses are now beginning to make the move. A study from Gartner predicts the cloud computing market to grow at more than 20% year on year to surpass $300 billion by 2021.

Financial reports in minutes as opposed to weeks

This could have a dramatic impact on the way in which businesses handle data. The cloud helps an organisation to significantly boost its data management capacity. It can store and analyse structured and unstructured data to deliver enhanced analytics of the current state of the company.

For example, this could be crucial in fiscal management. Using the latest technology, firms can compile financial reports in minutes as apposed to weeks. The data is accurate in real-time rather than being days or weeks out of date.

Better IT leads to happier more productive employees

Perhaps the most significant change, though, could be the impact on the happiness and wellbeing of your staff. Across the board, technology is reducing workload and freeing up employees to work on more profitable areas.

This firstly has a benefit to business performance. Your accountancy team can spend less time on administrative jobs which have to be done, but add little to the business, and more on strategic visions which help drive you forward.

It will also make staff happier in their roles, encourage them to stay and develop with the company and will also enable you to boost recruitment. Multiple studies show that happier staff are more productive such as a University of Warwick study which revealed people were up to 12% more productive when they were content. Ever wondered why so many cutting-edge businesses and corporations embraced the iPad and Mac with such haste – primarily it was to attract and retain the best staff. They realised the important role a good IT strategy plays in having satisfied employees.

Strategic-Fit and Implementation

Unfortunately, all these benefits only come if new systems are implemented properly and this doesn’t always happen. Moreover, many IT firms over-sell solutions to their clients or sell solutions that are not a good strategic-fit for your business.

On a less dramatic scale new tech implementations often fail to deliver the expected results because businesses aren’t getting the best out of them. A shiny new CRM tool could increase revenue, but only if there is a strategic-fit there and employees know how to use it.

Adapt or Die

To harness technology to its fullest extent, therefore, you should ditch your pre-conceptions that IT is a cost. It’s understandable that SME owners have a phobia of technology. Everyone has their own strengths and specialisations. But if your company isn’t getting involved, it creates an opportunity for your competitors. Embracing technology, therefore could be a case of ‘adapt or die’.

 

 

How to Archive Old Apple Mail Emails

 

 

Many Mac users have been contacting us lately experiencing a problem with Apple Mail being slow. In all of these cases, the problem could be attributed to their mailstore folder being too big. Most of these users have been using Apple Mail for the past four or five years, their mail folders were bursting to the seams with old emails. But here is the rub. They cannot just delete these old emails because all of these clients (bar one) is obliged to keep them under new GDPR regulations.

Manual Solution

You can manually backup Apple Mail by right-(control)-clicking your Inbox and wait for the Archive Mailbox option to pop-up. It will ask you for a location and your mails will be backed up in .mbox format. This works but is a process most users might not remember or have the time to perform frequently enough.

Automated Solution

Thankfully, you can download Mail Backup X from InventPure software which will do the donkey work for you. This application will archive your emails as soon as they arrive.

Result

Apple Mail, when not choked with emails, will work much faster and smoother. Moreover, with a smaller size mail store foler the risk of .mbox database is also reduced.

Fix Outlook’s IMAP “subscribed folder” synchronisation problem

We recently helped a Dublin architectural firm resolve an issue with their slow email. They had 5 Dell Optiplex computers in their office all running Windows 10 Pro. These systems were using Outlook 2016 as their email application which synced with their Blacknight email server. However, all of these systems were exhibiting the exact same problem: namely Outlook 2016 would hang after pressing “send and receive”. So, instead of emails flying into their inbox and emails flying out of their outbox – users would get a message about “synchronizing subscribed folders”. This would pop up on their screens and stubbornly linger there for around 90 seconds (sometimes longer) until the IMAP sync had completed. In a busy architectural practice this problem was, quite understandably, beginning to irritate some users. One user described the problem like rushing for an appointment only to have traffic lights continuously turn red along the route. A solution had to be found and quickly!

We performed some diagnostics. Their Virgin Media broadband speed was good both downstream (62.1 Mbps) and upstream (4.1 Mbps). The Blacknight domain, on which their website and emails were hosted, also showed no issues. Communication between client PCs and their IMAP server was stable with all ICMP requests being responded to quickly. Our suspicions were now turning to Outlook 2016. As a whole, this is a fairly reliable application, but it does have its foibles (like corrupt store folders and other quirks). In this case, we could safely rule out PST file (personal storage) corruption or Outlook user profile corruption because, while it was possible the store folders or the application itself was corrupt, it would be unlikely that all 5 users would have this problem simultaneously. Something else was at play here and we were determined to pinpoint it.

We pressed “send and receive” a few more times and each time we could see the same sequence of events happening. The blue progress bar would laboriously travel across the screen as their IMAP folders synced. Some configuration issue was causing the sync process to be extremely slow. After 1.5 hours of troubleshooting, we found the issue.

  1. Go to the Send/Receive tab in Outlook 2016
  2. Click on Send/Receive Groups dropdown arrow.
  3. Now click on Define Send/Receive groups followed by Edit.
  4. Untick box with “Get folder unread count for subscribed folders”
  5. Under Received Mail Items – tick the option for “use the custom behavior defined below”
  6. In the next dialogue box, only select “inbox” and “sent” items folders.
  7. Click “ok” and exit.

This solution was applied to every system in their office and now their Outlook is performing optimally again. To avoid this problem happening again in the future, we also configured Outlook’s “autoarchive” feature in their systems to keep their “inbox” and “sent item” folders nice and slim without being bogged down with old emails. This also helps them keep compliant with GDPR guidelines on email archiving.