How to manage Outlook profiles

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The Outlook title bar shows the primary email address that your current profile is using in the middle, for example Inbox - your.name@unit.ox.ac.uk - Outlook. If you have moved department and this has not updated then you can follow the guidance on this page to remove your old profile and set up a new one.

Outlook will prompt you to setup your email account if one does not exist when it starts.  A new profile can be created if you are encountering issues with your current profile or have email accounts that need to be kept strictly separate.

  1. Select Start  > type control panel > select Control Panel
  2. Ensure View by is set to Small Icons
  3. Select Mail or Mail (32-bit) > Show profiles > Add
  4. Provide a name for the profile, such as Outlook date (where 'date' is today's date)
  5. Setup your email account in the normal way

You can change the profile used by Outlook when is starts. 

  1. Select Start  > type control panel > select Control Panel
  2. Ensure View by is set to Small Icons
  3. Select Mail or Mail (32-bit) > Show profile
  4. Select Always use this profile and select the profile from the dropdown list, or Prompt for a profile to be used to choose one each time Outlook starts

Adding a profile for a shared or secondary account is almost the same as adding a new profile, incorporating the following changes:

  • When configuring your email, provide the username and email address of the shared account (you do not initially need to provide a password).
  • If you are a delegate for the mailbox, when presented with a Windows security or sign in box, the displayed email address must be replaced with your own username details (for example abcd1234@OX.AC.UK), then your own Single Sign-On (SSO) password.
  1. Select Start  > type control panel > select Control Panel
  2. Ensure View by is set to Small Icons
  3. Select Mail or Mail (32-bit) > Show profiles
  4. Select the profile you want to remove
  5. Select Remove

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