Outlook For Mac Identity



Outlook 2011for Mac has a special folder within the Mac OS X Finder called Office 2011 Identities. Just like it sounds, this special folder contains everything about your Outlook activities. Inside the Office 2011 Identities folder, Outlook stores one folder for each individual Identity. The name of the folder is the name of the Identity.

Each Identity folder stores your e-mail, account information, calendar events, tasks, and notes in a database for each Identity.

  • An Outlook for Mac 2011 identity can only be imported into an empty Outlook 2016 for Mac profile. An empty profile is one where accounts or other data have yet to be added. We suggest you create a new empty profile in Outlook 2016 for Mac using the Outlook.
  • Outlook 2016 for Mac, Outlook for Mac for Office 365; In this article. Original KB number: 2800895. We do not recommend that you change the default location of your Profile folder for Microsoft Outlook 2016 for Mac, or your Identity folder for Microsoft Outlook for Mac 2011 to an external hard disk or to a network.
  • Outlook 2011for Mac has a special folder within the Mac OS X Finder called Office 2011 Identities. Just like it sounds, this special folder contains everything about your Outlook activities. Inside the Office 2011 Identities folder, Outlook stores one folder for each individual Identity. The name of the folder is the name of the Identity.

Rebuild Complete Mac Outlook Database. Outlook Mac Recovery Software has an inbuilt feature that extensively scans the Mac MS Outlook or Office 365 profile/identity and recovers its data items. The profile can be identified automatically by the software from its respective default location.

For Outlook 2011, the structure of an Identity folder is completely new. Outlook now treats each item within an Identity as a discreet file. Each e-mail, calendar event, or task is stored as its own file. This means Time Machine backups for your Identity can take a fraction of a second instead of several minutes or longer as it sometimes did in Entourage. Spotlight searching is much improved as a beneficial side effect.

By default, Outlook makes an Identity for you called Main Identity, which stores your first e-mail account’s information. It’s a good idea to learn where your Identity folder is located, if for no other reason so that you know not to delete or move it. Use Mac OS X Finder application (on your Dock) to navigate your file system.

Keep in mind that when you upgrade or add an e-mail account, calendar, task, or note, the information is stored within an Identity.

Outlook For Mac Identity

These scenarios illustrate times when having more than one Identity is desirable:

Outlook 2016 for mac identity location
  • Separation of work and private life e-mail accounts: Your work may require you to have an IMAP account, a Gmail account, and an Exchange account, but you want to keep your personal e-mail accounts, contacts, tasks, and notes from mixing in with your business activities. Use one Identity for work and another for your private life.

  • Keeping jobs independent: Perhaps you work two or more jobs and don’t want to intermingle mail, calendars, and so on. Making an Identity for each job can help you keep your jobs from getting crossed.

  • Organization support: If you take care of the e-mail for a club or organization, make a separate Identity to keep that mail segregated.

  • Special event: If you manage a special event, such as a conference, webinar, or colloquium, starting a new Identity and e-mail account for the event is the perfect way to manage things.

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Original KB number: 2741583

Symptoms

When you try to open an email message from the Spotlight search results in macOS X, you receive one of the following error messages depending on the version of the product:

Outlook 2016 for Mac:

Outlook

Outlook cannot open the file because it is not associated with the default profile.

Outlook for Mac 2011:

Outlook cannot open the file because it is not associated with the default identity.

Cause

This issue occurs because the Spotlight search is returning a result from an Outlook profile or identity that is not your default. This behavior may start occurring after you rebuild your Outlook profile or identity, or create a new one.

Resolution - Method 1: Delete other Outlook profiles or identities

Note

Outlook 365 Mac Identity Location

Outlook For Mac Identity

When you delete an Outlook profile or identity, all email messages and data in the database that are associated with that profile or identity are also deleted. Before you use this method, verify that you do not need any of the associated data.

Outlook 2016 for Mac:

  1. Quit Outlook 2016 for Mac.

  2. Select Go > Applications.

  3. Right-Click Microsoft Outlook, and select Show Package Contents.

  4. Expand Contents, SharedSupport, and open Outlook Profile Manager.

    Note

    You can create an alias for the Outlook Profile Manager, and move it to your desktop or another convenient location if you prefer.
    Press and hold the Option key while you select the Outlook icon.

  5. Select the profile that you want to delete, and then select the minus sign (-) at the bottom of the window.

Outlook for Mac 2011:

  1. Quit Outlook for Mac 2011.
  2. Press and hold the Option key while you select the Outlook icon to start the Microsoft Database Utility.
  3. Select the identity that you want to delete, and then select the minus sign (-) at the bottom of the window.

Resolution - Method 2: Exclude other Outlook profiles or identities from Spotlight indexing

  1. On the Apple menu, select System Preferences.

  2. Select Spotlight.

  3. Select Privacy.

  4. Select the plus sign (+) at the bottom of the window.

  5. Locate one of the following directories, depending on your version of Outlook for Mac:

    Outlook 2016 for Mac:

    /Users/<Username>/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/<profile name>

    Outlook for Mac 2011:

    /Users/<username>/Documents/Microsoft User Data/Office 2011 Identities/<Identity Name>

  6. Select the identity or profile folder that you want to exclude from Spotlight indexing, and then select Choose.

    Note

    After you select an identity or profile, it will be displayed in the Privacy section. Directories that are listed in this section are no longer indexed by Spotlight.

  7. Repeat steps 4-6 for any additional profiles or identities that you want to exclude.

Third-party information disclaimer

New Outlook Mac

The third-party products that this article discusses are manufactured by companies that are independent of Microsoft. Microsoft makes no warranty, implied or otherwise, about the performance or reliability of these products.

More information

Outlook For Mac Identity Manager

Outlook 2016 for Mac uses Outlook Profiles while Outlook for Mac 2011 uses Outlook Identities. This article references both Profiles and Identities and it applies for both versions of the product.