Sometimes, for some odd reasons, Outlook Express (OE) seems to lose track of the message stores (dbx files) or just plain loses them. It seems that sometimes its an installation problem and then sometimes because the dbx files got a bit large and OE couldn't keep track of them.
When Outlook Express 4 came out, it's message store (an IDX and MBX combination of files) would store the message stores in one of several locations. It could be in the Program Files\Outlook Express folder or it could be in the Windows\Application Data\Microsoft\Outlook Express folder. It uses two folders, one for mail and one for news.
When the user installs Outlook Express 5.0 or up, it migrates the messages to the newer dbx file structure. Rather I should say sometimes it doesn't. Its this sometimes it doesn't that no one really does not know why. Its just not there where it should be. So we need to try to hunt for this information and hopefully it is not lost.
When OE 5.0 and up starts up for the first time, it migrates the OE4 message stores if they exist. It also creates a new folder to store this information. It is generally in the Windows\Application Data\Identities\{GUID}\Microsoft\Outlook Express folder. The Identity has a Globally Unique IDentifier or {GUID}. The folder name is enclosed in braces and is a long hexadecimal number which as it's name states, unique to each computer and message store. No one else will have it and unless it was intentionally copied, be the only one on the computer or computers.
Upgrading OE4 to OE 5.x and OE6.0
Should you not see any messages after you install OE 5.x or up, don't fret, the messages are still on the hard drive. OE for some reason couldn't find them to migrate them. Using the information of where they could be stored and the file type they are, we can search the computer using Find and use that information to import them into OE.
START | Find | Files or Folders is what we can use and we will search for Inbox.mbx. On Windows 9x and Me, we should find it in the Windows\Application Data\Microsoft\Outlook Express\Mail folder or possibly the Program Files\Outlook Express\Mail folder. No matter which location we find it, we should find it in a Mail folder somewhere on the hard drive.
Note: Since I have not installed Windows NT in quite some time, I am not certain of the location for it. A search would be best suited to find the files. Search for Inbox.mbx. Windows 2000 and XP will not have OE 4 on it.
Now, we want to import the messages. Using File | Import | Messages we select Outlook Express 4 and press NEXT.
We are prompted for a folder location that we can type in if we know it or press the Browse button to navigate to the folder.
Here is where a lot of users get and can't get the messages imported even though they know they should be getting them imported. The problem is when they navigate to the folder structure of Windows to the IDX and MBX files, they select the Mail folder that contains them. Actually, they should navigate to the folder that contains the Mail folder instead. Outlook Express 5.x and 6 expects to find a Mail folder somewhere so we need to stop at the location that contains the Mail folder.
Lets say it was in the Windows\Application Data\Microsoft\Outlook Express\Mail folder is where the IDX and MBX files are located. Instead of selecting that folder (Mail), we select the Outlook Express folder because OE5.x and 6 is going to look for a Mail folder.
Ok, so we've selected the folder now, click on the folder and then on the OK button. Press NEXT and finish out the import wizard. When finished, you should be seeing the old messages once again but now in the newer version of Outlook Express.
Outlook Express Versions 5.0 and Up
During the installation, OE 5.x and up should use the same Identity key as was previously used. However, sometimes apparently it does not. Don't know why, it would be interesting to know if it involves the large file sizes of the .dbx files. My theory is that it may well and since it errors it creates either a new dbx file with a number in parenthesis or a total new Identity {GUID}. Whatever it it, we need to hunt for the messages stores (dbx files) to find out where they are and if more than one set of them exist, and which which goes to what Identity.
There are two possibilities of where the messages are located (not including a total wipeout of the message stores). One exists that OE, during installation, creates a whole new Identity for use. Personally I would like to know that in these situations, does the old Identity exist in the registry. Something I have asked about but never received any reply.
The second possibility of the old messages location is they are still in the Inbox.dbx file (using this one file as an example) that may create an Inbox(x).dbx where x is a number from one on up. It starts with Inbox(1).dbx and if you look at the date on the file, it will be the most recent one. People have lost the Inbox several times may find an Inbox(5).dbx file and never knew what was going on, just shrugged it off as lost messages.
Dr. Steve Cochran has written a few programs that can help recover some if not all of these old message stores. While at times it may be they are too damaged to make any recovery, at least there are tools available to try to help.
DBXtract is the freeware message extractor. DBXtend adds many features and the cost I believe is $30. There is also a couple of other tools for Outlook Express 4, one called MBXtract. Look at http://chattanooga.net/~scochran/oe5faq.htm for more information on these tools.
With DBXtract, you can extract the messages into a regular Windows folder then drag and drop back into an OE Mail folder. Real nice utility to keep handy.
In Outlook Express., the Folders.dbx file keeps track of the the mail folders, the news group list and the subscribed newsgroups. If a DBX file does not exist in the Folders.dbx or is replaced, Outlook Express does not know about it.
Open Outlook Express and select the Tools menu. Next select Options then the Maintenance tab sheet. Press the Store Folders button and you will see the location of the current message stores. Open Windows Explorer to that folder.
If you happen to get an Inbox(1).dbx that means that the original Inbox.dbx file is no longer being used. We can do two (actually a couple of more) different things.
1) We need to isolate this file by moving it to another temporary folder and use DBXtract on it. A good idea if you have multiple dbx files with the (x) in them already or if you have a lot of message in a single Inbox(1).dbx file. You would move the Inbox.dbx file and any others with a lower number to the temporary folder then start DBXtract.
2) If this has just happened and you have only a very few messages in the Inbox(1).dbx file, you can drag them to another folder or out of Outlook Express and close OE, move the Inbox.dbx file to a temporary folder, then delete the Inbox(1).dbx file and restart OE. Once OE has restarted, a new Inbox.dbx file will be created. No (x) added to it. Now, close OE, delete the new Inbox.dbx file, then move the old Inbox.dbx file back to the original folder. Restart OE and your message should be back.
Total Loss of Messages
Now let's have another scenario. You've lost the whole message store. You see no messages what so ever.
First, select the Tools menu. Next select Options then the Maintenance tab sheet. Press the Store Folders button Write down this new location. Also make note of the {GUID} showing.
Next, you can do a search for Inbox.dbx or look in the same general folder area as the new one for the old one. Just make sure the two folder locations are not the same.
Now, you can do an import of the mail messages.
File | Import | Messages
Select Microsoft Outlook Express 5.0 or 5.5 or 6.0 depending upon which version you have and if you have upgraded to OE 6.0 from OE 5.x, just select the Microsoft Outlook Express 6.0. All versions of the message stores are the same. Press NEXT after you have made the selection.
On the next dialog box, select "Import message from an OE 5.x (5.5 or 6.0 store directory. Press the NEXT button and you will see a new dialog box open with the Browse button. Here you can either copy and paste the old message store folder or press Browse and navigate to the old message store folder. Once there, click on it to highlight it, the OK button will appear and then press it.
Now you can press the NEXT button and you will see a list of Mail folders that exists for that old Identity. CTRL Click on the ones you want or Select All (default option) to import all the folders.
Press NEXT and the import begins. Finish out the Import Wizard and you should be back in business.