Citrix Profile Management: VHDX-based Outlook cache and Outlook search index on a user basis.


Behaviour prior to Profile Management 7.18

There have been two Outlook-related performance challenges with Citrix Profile Management.

To best explain, we’ll take a user that has an existing Profile Management 7.17 profile and launches published Outlook (or opens Outlook in a desktop session). Outlook has been configured to use the Outlook .OST cache. The location of the file is typically:

C:Users<user>AppDataLocalMicrosoftOutlook<email address>.OST

In Outlook cached mode, the OST file can be very large, so there is a significant overhead if the OST file is part of Profile Management logon/logoff synchronization.

Actions in Outlook, such as sending/receiving mail result in changes to the Outlook search index database. This data is stored in the Windows search index database: Windows.edb.

This is a machine-based file, which means it holds search index data for all users logging onto the machine. If a user launches an Outlook session (or opens Outlook in a desktop session) on a VDA machine that they haven’t access previously or haven’t accessed for a while, the Outlook search index has to be rebuilt in Windows.edb. Outlook searches have to wait until re-indexing finishes. The location of the Windows search index database is typically: C:ProgramDataMicrosoftSearchDataApplicationsWindowsWindows.edb

We can see this design in the image below:

User-added image

Behavior using VHDX-based Outlook cache and Outlook search index on a user basis

The Profile Management 7.18 release introduced a feature to address these Outlook-related performance challenges.

To explain we’ll use the same user as above, but logging on to a 7.18 version VDA for the first time.

During the Profile Management logon, the user’s Outlook-related search index is split out of the Windows search index database (Windows.edb) and written to a VHDX file created at:

PathToUserStore<User_information>VHD<Platform>OutlookSearchIndex.vhdx

The remote VHDX file is then mounted locally in the user’s local profile at:

C:Users<user>AppDataRoamingCitrixSearch.vhdx

From this point, the user has their own profile-based version of the Outlook search index database. Within the Search.vhdx mount-point folder, the Outlook search index database is named < userSID>.edb

The Outlook .OST file is converted into a VHDX file and stored at:

PathToUserStore<User_information>VHD<Platform> OutlookOST.vhdx

The remote VHDX file is then mounted locally in the user’s local profile at (default):

C:Users<user>AppDataLocalMicrosoftOutlook.vhdx

During the Outlook session, changes to the Outlook search index and Outlook .OST are made directly to their respective VHDX files over SMB.

The feature also requires additional registry settings to be created. Read the Registry Changes section for further information.

When the user logs off the session, both VHDX files are unmounted from the local profile. Because the VHDX files had been mounted over SMB, no synchronization is required at Profile Management logoff. The additional registry settings are synchronized to the user’s profile store (or before if the Active Writeback Registry feature has been enabled).

Feature Enhancements introduced in Citrix Virtual Apps and Desktops 1808

The Profile Management 1808 release Outlook search index feature supports groups explicitly excluded through the Profile Management Excluded Groups policy as well and groups implicitly excluded through the Profile Management Processed Groups policy (see Feature Limitations for further information).

This release also introduced support for Windows 10 1803.

Feature Limitations

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How to recall a message sent in Microsoft Outlook

Shocked stressed woman looking at laptop reading negative surprise online

Image: fizkes, Getty Images/iStockphoto

It’s inevitable. You send someone an email in Microsoft Outlook. And then you realize for one reason or another that the message has a mistake or that it shouldn’t have been sent at all. You can fix your error after the fact by recalling a message. Using the recall feature under the right conditions, your previous email is deleted without the recipient ever seeing it. You can also send a replacement message with the correct information.

SEE: How to add a drop-down list to an Excel cell (TechRepublic)

There are some requirements if the recall feature is to work properly. For your recalled message to be deleted, both you and the recipient must have a Microsoft 365 Business account or Microsoft Exchange email account in the same organization, meaning the same Exchange system on the backend. The email must have been delivered to the recipient’s mail server but it must not have been read yet.

However, even if you and the recipient use different email clients or backend systems, or you fail to recall the message before it’s been read, the recall feature can still serve a purpose. Though the initial email won’t be deleted, the recipient receives a follow-up message indicating that you want to recall the previous email. That tells them that your initial email is incorrect or invalid for some reason. You should then follow up your initial email and recall message with another email that contains the right information or corrects the initial one.

SEE: 50 time-saving tips to speed your work in Microsoft Office (free PDF) (TechRepublic)

How to recall a message in Microsoft Outlook

To try this, open Outlook. Start a new email and address it to the recipient. Send the email (Figure A).

Figure A

figure-a.jpgfigure-a.jpg

Now, let’s say you notice an error in your email and want to recall it. Open the email from your Sent Items folder. Select the Actions icon and click the option to Recall This Message (Figure B).

Figure B

figure-b.jpgfigure-b.jpg

The Recall This Message window offers two options. Choosing to “Delete unread copies of this message” tries to remove the message with no follow up. Choosing to “Delete unread copies and replace with a new message” gives you an opportunity to immediately send a follow-up message with the correct information. To learn if the recall succeeds, keep the box checked for “Tell me if recall succeeds or fails for each recipient.” Click OK (Figure C).

Figure C

figure-c.jpgfigure-c.jpg

If you chose the option to replace with a new message, a new email appears with the text from the original message so you can fix the problem and send the corrected version (Figure D).

Figure D

figure-d.jpgfigure-d.jpg

If you and the recipient use the same Microsoft 365 Business or Exchange backend environment, then the email should be deleted from the recipient’s inbox automatically. If so, you’ll receive an email indicating that the recall was successful for that particular user.

If you and the recipient use different email clients or backend mail services, the initial email remains in that person’s inbox. A follow-up email then arrives that tells the recipient that you would like to recall the message. You then have to rely on your recipient to ignore or delete the original message in favor of the corrected one (Figure E).

Figure E

figure-e.jpgfigure-e.jpg

For more information on the different recall scenarios, check out Microsoft’s support page on “Recall or replace an email message that you sent.”

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Related:

Top 6 Ways to Fix Cannot Expand Folder Error in Outlook

5. Create a New Outlook Profile

It is recommended that you follow point 4 above before moving on to create a new profile. Rename the folder that you can’t expand in Outlook. Right-click on the folder and select the Rename option to do so. Take a backup, if you must. If you have taken a backup on the server or in the cloud, delete the profile the below mentioned:

C:UsersUSERNAMEAppDataLocalMicrosoftOutloook

Of course, the Username above and the drive letter should be your corresponding user name and Windows installation drive. Reboot your computer.

Open Outlook and under the Files menu, click on Account Settings > Manage Profiles.

Click on Show Profiles.

Click on Add to begin creating a new profile.

You can now add email accounts to this newly created profile and check if you still get the Cannot expand folder error.

6. Repair PST and OST File

The Outlook email account data is stored in a .PST file if you are using IMAP or POP account. The same is stored in a .OST file if you are using Office 365 or Exchange account. Depending on the email account throwing the Cannot expand folder error in Outlook app, choose one method.

Repair OST File

Open Control Panel and go to User Account > Mail > Show Profiles. Select the profile you are having trouble with and click on Properties below. Now select Data Files in the pop-up that follows.

Select the email account data file and click on Open File Location.

A new window will open with a file name with .OST extension. Delete the file and reboot your computer. Launch Outlook and it will recreate the file automatically.

Repair PST File

The same steps won’t work for .PST file. Press Windows key+R to open the Run prompt. Enter the below file path in case of Office 2016, Office 2019, and Office 365.

C:Program Files (x86)Microsoft OfficerootOffice16

For Outlook 2013:

C:Program Files (x86)Microsoft OfficeOffice15

Double-click the SCANPST.EXE file, which will launch the Microsoft Outlook Inbox Repair experience. I wish there was a direct way of launching it.

Click on Browse on the pop-up that follows.

A new File Explorer window will open. You need to locate the .PST file here and when you find it, click on the Start button.

Select ‘Make a backup of scanned file before repairing’ option to create a backup in case something goes wrong.

Now click on Repair to begin the process.

Look Out

There are way too many versions of Outlook that Microsoft has released over the years. That makes troubleshooting a bit more difficult. However, we try our best to offer the best workable solutions. If you have found another way to solve the Cannot open folder error in the Outlook app, let us know in the comments below.

Next up:Using Microsoft Outlook on your smartphone? Here are 9 cool Outlook tips and tricks for Android and iOS.

Last updated on 29 Feb, 2020
Read NextTop 9 Outlook Email Tips and Tricks for iOS and AndroidAlso See#email #Microsoft

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The term spam pre-dates e-mail.

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Gaurav Bidasaria

Gaurav is a tech enthusiast who loves talking about new gadgets and innovations. He dropped out of CA because he found the work life boring and monotonous! He recently started working out but mostly, you will find him on the couch either Netflix-ing or gaming.

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    Installation of ShareFile Outlook Plug-in

    TIP!

    The ShareFile Outlook Plug-in is now Citrix Files for Outlook. The information presented here applies to the latest version of Citrix Files for Outlook and can be referenced for previous versions of ShareFile Outlook Plug-in. To get the latest version of Citrix Files for Outlook, visit https://dl.sharefile.com/CFO.

    Citrix Content Collaboration, the advanced integration layer formerly attributed to ShareFile

    Already installed the plugin and looking for tips on best practices? Click here.

    Known Issues

    NET Framework Incompatible

    For best performance, it is recommended that users download the most recent version of the .NET Framework before using the plugin.

    Multiple Outlook Profiles or Emails

    If you have multiple email addresses connected to the same Outlook client, the ShareFile Outlook Plugin will only send emails with ShareFile attachments via the email address listed as the default under Data Files within the Outlook client Account Settings.

    Outlook Plugin and Trend Micro

    Trend Micro customers may experience crashing, difficulty accessing the ShareFile Plugin, or a “fading” Outlook ribbon that results in an app crash. This may be due to high CPU usage caused by the Trend Micro Security program. Click here for information and troubleshooting steps from Trend Micro.

    3rd Party Services and Add-Ins

    The ShareFile Outlook Plugin is not supported with any 3rd party service or add-in and cannot be guaranteed to function properly when used in conjunction with other add-ins. This includes (but is not limited to) meta-data scrubbers, SmartVault, iTunes, Grammarly, NETDocuments, and other add-ins. If you are using an antivirus program or add-in such as Norton, Kaspersky or McAfee, please take steps to add ShareFile as an exception to your apps. Metadata Scrubbers may interfere with the ShareFile Plugin for Microsoft Outlook. It is recommended that any metadata scrubber add-ons be disabled in order for the ShareFile Plugin to function properly. Likewise, Exchange Alternatives (such as Kerio Connector) are not compatible with the ShareFile Plugin and may block the plugin from functioning correctly. ShareFile recommends disabling these add-ons.

    Blank Reading Pane when reloading a remote desktop with Outlook open

    To avoid this issue, minimize your Outlook before closing your remote desktop session. To fix this issue, click on another folder or adjust the reading pane size and it will display correctly.


    Requirements

    OS Requirements
    • Windows 7 or later
    .NET Requirements
    • ShareFile Plugin for Microsoft Outlook Version 4.4 and later requires Microsoft .NET Framework 4.6, however, it is recommended that users download the most recent version of the .NET Framework.
    • Once the .NET Framework has been installed, you may need to restart Microsoft Outlook and run the installation file.
    Microsoft Outlook Version Requirements
    ShareFile Requirements


    Article Contents

    Basic Install Authenticate Plugin Plugin Missing After Installation
    Admin Installation Deploy via Registry Configure a Proxy Server


    User-added image

    Basic Installation

    To download the plugin, log in to your ShareFile account and click the Apps link in the top navigation bar. Locate Outlook Plugin in the list of apps and click the Download button. Once the installation file has been downloaded, close Microsoft Outlook and run the installation file. This will install the ShareFile Plugin for the currently logged-in user. You must accept the License Agreement to continue installation.

    (Please note that the ShareFile Plugin for Microsoft Outlook Versions 3.0 and later installs only for the current logged-in user. If you wish to install the plugin for all users on the PC, please refer to the Administrative Installation section below.)

    Once installation is complete, open Microsoft Outlook.


    Installation Location

    When installing a per-user version of the OLP, the app will be installed in C:UsersUSERNAMEAppDataLocalShareFile

    When installing a per-machine version of the OLP, the app will be installed in C:Program Files (or x86)ShareFile


    Authenticate Your Account

    You will be prompted to enter the Email Address and Password associated with your ShareFile account.

    User-added image

    If your email address and password are associated with more than one ShareFile account, you will be prompted to select the account you wish to link from a list. If your account is set up to accept company credentials, you will be prompted to enter them at this time.

    If your company has deployed ShareFile Restricted Zones and your default zone is a Restricted Zone, then you will be prompted to authenticate with your company credentials into that zone during the configuration of the plugin. If your default zone is not a ShareFile Restricted Zone but you attempt to share a file from a Restricted Zone using the Outlook Plugin, you will also be prompted to authenticate into that zone with your company credentials.

    Administrative Installation

    Click here to download the MSI installer for the ShareFile Plugin for Microsoft Outlook.

    There are two versions of the MSI available:

    • ShareFile_Outlook_Plug-in_AllUsers.msi (per-machine install)
    • ShareFile_Outlook_Plug-in_User.msi (per-user install)

    In order to install the ShareFile plugin for all users on the PC, the appropriate version of the Installation file must be used.

    If upgrading from a per-user MSI to an all-user MSI, you must first uninstall the per-user MSI. Click here for instructions on how to perform a per-machine upgrade of the ShareFile Plugin.

    The all-users MSI installer does not support the Auto-Update option.

    Setting Defaults

    Administrators can automatically default and lock in preferences for the plugin in the Admin section of their ShareFile account, under Power Tools. Click here for information on how to configure defaults.


    Deployment with custom registry keys

    In an enterprise environment, the IT department can configure the plug-in for deployment through the following registry settings: HKEY_CURRENT_USERSoftwareCitrixShareFileSSO

    Note: User will not be required to sign-in to the plugin at first launch if using ADFS, SAML-Integrated, and UserConfigurable0 (refer to the table below).

    The following options are available:

    Method (string)
    • ‘standard’: Authentication will be done with username/password entered into the plug-in options menu
    • ‘saml-basic’: Uses SAML provider to authenticate users to ShareFile using their domain (not ShareFile) username/password in the options menu.
    • ‘saml-integrated’: Uses SAML provider to authenticate users to ShareFile using their Windows credentials
    • ‘saml-forms’: Uses SAML provider to authenticate users through forms authentication to ShareFile using their domain (not ShareFile) username/password in the options menu.
    • ‘receiver’: Uses the Receiver/ FollowMeData authentication to sign a user into ShareFile
    UserConfigurable (DWORD)
    • value of ‘0’ would be not configurable = no setup wizard and all options will be greyed out
    • value of ‘1’ would allow the user to configure their own settings under the options

    * If UserConfigurable = 0 and Method = saml-integrated, Subdomain and ApiCP are required.

    Subdomain (string): ex. ‘widgetco’ Example for if you log into ShareFile at http://widgetco.sharefile.com
    ApiCP (string): ex. ‘sf-api.com’ If configuring the plugin for use with a ShareFile account on the EU control plane (e.g. https://widgetco.sharefile.eu), please specify “sf-api.eu”
    AppCP (string): ex. ‘sharefile.com’ If configuring the plugin for use with a ShareFile account on the EU control plane (e.g. https://widgetco.sharefile.eu), please specify “sharefile.eu”

    User-added image

    Plugin Missing After Installation

    If you log in to Microsoft Outlook and your ShareFile Plugin appears to be missing, there is a chance your plugin was not installed properly.

    To confirm this in Microsoft Outlook: click File, then select Options and navigate to the Add-Ins list. If the ShareFile Plugin is listed as “Inactive”, you may need to enable the plugin manually.

    User-added image


    Proxy configuration

    The ShareFile Plugin for Microsoft Outlook must be configured to work with your proxy setup. To do so, close Microsoft Outlook and run ShareFileProxyConfig.exe from C:UsersUSERNAMEAppDataLocalShareFileOutlookPlugin.

    If using an outdated version of the plugin, proxy config is located at C:Program Files (x86)ShareFileOutlookPlugin or C:Program FilesShareFileOutlookPlugin.

    Adjust your proxy settings, then restart Microsoft Outlook.

    User-added image

    Related:

    ShareConnect Access Apps

    How to create a Share link in ShareFile Sync

    You can create a link to a file in the local syncing location in just a few clicks. This link can be provided to others to grant them access to this file. To create this link, right-click any file and select the ShareFile option. You can choose to have the link copied to your clipboard or to have it placed in a new Microsoft Outlook message using the Email ShareFile link option.

    A link created by this method will not require the recipient to log in or enter their name and email address. Recipient access will appear in reporting as “Anonymous.”

    You can customize the Expiration Policy of links created using this method in the Preferences section of the Sync app.

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    ShareFile Inbox and Sent Messages

    The files that will appear in your Inbox are ones that were sent through the web application of this account, selecting the option to Send email using ShareFile. Additionally, files sent through the ShareFile Plugin for Microsoft Outlook will automatically be stored in your Inbox if you were required to log in before downloading the files.

    Access the Inbox

    The Inbox can be found in the sidebar of your account.

    If you do not have an Inbox link, please contact your ShareFile Administrator.

    Click the Subject line of a message to access the original message and the download link. The content of the original message will not be available for files sent through the ShareFile Plugin for Microsoft Outlook. If the message has not expired, you may click the Click here to download… link to download the file.

    Sent Messages

    The Sent Messages section in ShareFile only displays messages sent using the Share a File and Request a File functionality. This folder does not display records of messages sent such as new user welcome emails or upload/download notifications. If you would like to view all sent messages for your account, click on the Sent Messages link in the upper left corner of the web application. You can review the details of a specific message by clicking the Subject of the message. Use the checkbox if you want to resend, expire, or edit message options.

    Note: If you wish to un-expire a link, please contact ShareFile Support. If the file associated with the link is no longer present in your account (or the file itself has expired from the File Box), then the link cannot be unexpired.

    To archive an item, first locate the item in your Inbox and check the box to the left of the message. Then, click the Archive button to send it to your Archived section. You may Unarchive messages to return them to your Inbox. To do so, select the Archived section and check the message you wish to unarchive. Then, click the Unarchive button and the message will return to your Inbox.


    Resend a File

    After sending a file, you can resend the message later.

    1. Click the Inbox link in the sidebar.
    2. Select the Sent Messages link
    3. Check the box beside the message you wish to resend, then click the Resend button.
    4. You will be given an opportunity to revise your email options before sending the file.

    Expire a Link

    After sending a file, you can expire the link later.

    1. Click the Inbox link in the sidebar.
    2. Select the Sent Messages link
    3. Check the box beside the message you wish to resend, then click the Expire button.

    Change a Link Expiration Date

    After sending a file, you can expire the link later.

    1. Click the Inbox link in the sidebar.
    2. Select the Sent Messages link.
    3. Check the box beside the message you wish to resend, then click the Edit Message Options button.
    4. Use the Download Access Expires menu to adjust the date.
    5. Save.

    Related:

    Outlook Today is blank and does not display content


    Contact your IT department to remove the “outlook.exe” value in registry key “HKEY_CURRENT_USERSoftwareMicrosoftInternet ExplorerMainFeatureControlFEATURE_BROWSER_EMULATION”

    Please note – removing this value in the Registry will cause the Browser Out of Date error when logging in to the Outlook Plug-in – See more information here – https://support.citrix.com/article/CTX232021

    If you would like additional assistance,contact ShareFile Customer Support.

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