Some of the problems encountered in the operation of Office 2010

Q. Windows keeps giving me a message about an error in my Outlook file and that I should use an “Inbox Repair Tool” to fix it. Is this for real, and if so, what do I do?

A. Microsoft office 2010 stores your messages and other information in the Personal Folders file (.pst) on your computer, so if the file becomes damaged or corrupted, the program usually pops up an error message. Problems with the .pst file are not uncommon, and Microsoft actually includes a piece of software called the Inbox Repair Tool with Outlook to scan and fix problems.

The Inbox Repair tool, also known as scanpst.exe, comes with most recent versions of Outlook when you install the software on your computer. (Before you get started, be sure to quit the Outlook program before attempting repairs to its data files.)

To find the scanpst.exe file in its default location in Outlook 2010, go to the Program Files folder, then into the Microsoft office 2007 download folder and look in the OFFICE14 folder. Microsoft has instructions for finding the scanpst.exe program in earlier versions of Outlook on its site.

Once you find it, double-click on the scanpst.exe file and point it to the location of the Personal Folder file. In most cases, the file can be found at C:\Users\[Windows Username]\AppData\Local\Microsoft\Outlook\[YourName].pst. Once you have located and selected the .pst file, click the Start button in the Inbox Repair Tool box to begin scanning the file for errors.

If the Inbox Repair Tool finds problems, it presents an alert after it finishes scanning. Click the Repair button in the box to fix the errors. The box also includes an option for making a backup copy of the .pst file before you start repairs, so make sure that checkbox is turned on.

When the program finishes the repair job, start Outlook and see of it behaves normally — and displays your mailboxes and other information properly. Microsoft’s site has more on repairing Outlook 2010 data files, as well as information for people having crashing problems with Outlook 2011 for the Mac.