The way round this is to create a new Profile in Office 2016 for Mac instead (previously called an “Identity” in Office 2011). Note that if you use Microsoft Exchange, creating a new profile will delete any data that has not yet been synchronized with Exchange including contacts so it’s advisable to backup any local data in Outlook on. 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 • From Finder, open the Applications folder. • Ctrl+click or right-click Microsoft Outlook, and then select Show Package Contents. ![]() • Open Contents > SharedSupport, and then launch Outlook Profile Manager. • Do one of the following: To Do this Create a new profile Select the Create a new profile button, and then enter a name for the new profile. Rename a profile Double-click the profile, and then enter a new name for the profile. Delete a profile Select the profile that you want to remove, and then choose the Delete the selected profile button. Change the default profile Highlight the profile that you want, access Set the default profile, and choose Set as Default. Restart Outlook for this change to take effect. If you use Outlook in more than one capacity, such as for your personal life and for work, Outlook can be set up to handle these different capacities by using identities. An identity is associated with and stores a set of e-mail messages, contacts, tasks, calendars, account settings, Scrapbook clips, and more. To manage identities, you must use the Microsoft Database Utility, which is installed as part of your Office installation. With this utility, you perform tasks such as creating a new identity, setting the default identity, and rebuilding an identity. When you open an Office application, it always uses the default identity. Important: If more than one person uses the same computer, Outlook identities don't offer as much privacy as separate user accounts in the Mac OS. Outlook identities don't offer password protection, and Spotlight searches from the Finder will locate Outlook items from all the identities in the current user account. To learn more about how to create user accounts, see Mac OS Help. Create, rename, or delete an identity • Open the Microsoft Database Utility. The default location is in /Applications/Microsoft Office 2011/Office/. Notes: • The data for each identity is stored in a separate folder in /Users/ username/Documents/Microsoft User Data/Office 2011 Identities/. • schedules only run for the default identity. • For a list of problems that may indicate that the database of an identity database is damaged, see Switch the identity used by Outlook In Entourage (available in previous versions of Office for Mac), it is possible to switch identities while Entourage is open. However, with Outlook, you must close Outlook and switch identities by using the Database Utility. • Close Outlook. • Open the Microsoft Database Utility. The default location is in /Applications/Microsoft Office 2011/Office/. I've discovered that if too much accretion has occurred for an identity, the rebuild process may not be successful. That's a very broad statement, so I'll try to explain. Inside the Office 2011 Identities folder of the Microsoft User Data folder in your Documents folder, at least one identity folder typically exists, normally called Main Identity. There may be several items in that Main Identity folder, although for the latest versions of Outlook for Mac, there may be only two, the Data Records folder and the Database file. If the Database file grows too large, it may prevent the Database Utility from listing its containing identity as a candidate for rebuilding. If that happens, your ability to rescue that identity is compromised and you may be forced to take more drastic actions than are described in in order to salvage any data. However, here's one possible way to recover at least a part of your existing identity's data, hopefully the lion's share. Anytime you are dealing with issues with your identity, you should make sure no Microsoft processes are running before taking any actions that involve the file system, such as copying the identity hierarchy using the Finder. The easiest way I've found to do that is to quit all running Microsoft applications, then open the Activity Monitor app in the Utilities folder of the Applications folder. When Activity Monitor's main window is in front, click the search field, enter ' microsoft', select items that now appear in the list and press command-option-q, then click quit. You shouldn't need to force quit any Microsoft application process, even the background Database Daemon or AU Daemon processes. Then copy the entire Main Identity folder (or any folder named differently that contains either or both the Data Records folder and the Database file) to another location, such as the desktop.
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March 2019
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