Office 365 (Outlook 2011) - Manage Identities

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.

Do any of the following:

Create, rename, or delete an identity

  1. Open the Microsoft Database Utility.

    The default location is in /Applications/Microsoft Office 2011/Office/.

     Tip   You can also open the Database Utility if you close Outlook, hold down the OPTION key, and then click the Outlook icon in the Dock.

  2. Do one of the following:

    To Do this
    Create a new identity Click Add add, and then type a name for the new identity.
    Rename an identity Double-click the identity, and then type a new name for the identity.
    Delete an identity Click the identity that you want to remove, and then click Delete delete.

 Notes 

  • The data for each identity is stored in a separate folder in /Users/ username/Documents/Microsoft User Data/Office 2011 Identities/.
  • schedules (schedules: Background processes in Outlook that occur regularly, such as sending and receiving messages. To create or edit schedules, in Outlook preferences, click 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 About the Office database

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.

  1. Close Outlook.
  2. Open the Microsoft Database Utility.

    The default location is in /Applications/Microsoft Office 2011/Office/.

     Tip   You can also open the Database Utility if you close Outlook, hold down the OPTION key, and then click the Outlook icon in the Dock.

  3. Click the identity that you want, click Action Action pop-up menu, and then click Set as Default.
  4. Open Outlook.

 Notes 

  • If you want to switch identities frequently, you can leave the Database Utility open while Outlook is open. However, you must always close Outlook to switch identities.
  • schedules (schedules: Background processes in Outlook that occur regularly, such as sending and receiving messages. To create or edit schedules, in Outlook preferences, click Schedules.) only run for the default identity.

See also

About the Office database

Rebuild the Office database




Keywords:microsoft office 365 o365   Doc ID:31725
Owner:Ara M.Group:Office 365
Created:2013-07-22 11:00 CDTUpdated:2015-02-03 13:10 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
Feedback:  1   1