Manage profiles in Outlook 2016 for Mac

If you use Outlook 2016 for Mac in more than one capacity, such as for your personal life and for work, you can set up Outlook to handle these different capacities by using profiles. A profile is associated with and stores a set of email messages, contacts, tasks, calendars, account settings, Scrapbook clips, and more.

Note: In Outlook 2011 for Mac, profiles were called identities.

The Outlook Profile Manager (previously called the Microsoft Database Utility) is installed as part of your Office installation, and it allows you to create new profiles, edit or delete profiles, and set your default profile. When you open Outlook, it always uses the default profile.

Important: If more than one person uses the same computer, Outlook profiles don't offer as much privacy as separate user accounts in the Mac OS. Outlook profiles don't offer password protection, and Spotlight searches from the Finder will locate Outlook items from all the profiles in the current user account. To learn more about how to create user accounts, see Mac Help.

Add, change, or delete a profile

  1. From Finder, open the Applications folder.

  2. Ctrl+click or right-click Microsoft Outlook, and then click Show Package Contents.

  3. Open Contents > SharedSupport, and then double-click Outlook Profile Manager.

  4. Do one of the following:


    Do this

    Create a new profile

    Click the Create a new profile button Add , and then type a name for the new profile.

    Rename a profile

    Double-click the profile, and then type a new name for the profile.

    Delete a profile

    Click the profile that you want to remove, and then click the Delete the selected profile  button Delete .

    Change the default profile

    Click the profile that you want, click Set the default profile  Action pop-up menu , and then click Set as Default. Restart Outlook for this change to take effect.

Note: After importing identities from Outlook for Mac 2011 to Outlook 2016 for Mac for Office 365, if you receive the error message, "Your identity cannot be imported as you do not have sufficient permissions on your 2011 identity.", see the KB article, Outlook for Mac for Office 365 – Permission error while Importing an Outlook 2011 Identity.

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