Microsoft Office Tutorials and References
In Depth Information
What’s in an Outlook Profile?
What’s in an Outlook Profile?
When you start Outlook for the first time after a clean installation of Office 2010, you’re
prompted to run a startup wizard. The wizard’s job is to configure your Outlook profile,
which contains two crucial types of information:
Settings for one or more e-mail accounts—including server names, logon details,
e-mail address, and the display name that recipients see on messages you send.
Where to store your e-mail, contacts, appointments, and other Outlook items on your
local PC. Just as in previous versions, Outlook 2010 stores most types of data in local
files that use the Outlook Data File format, with the file name extension .pst. If your
profile includes one or more accounts that use the Microsoft Exchange ActiveSync
protocol, Outlook might use an ofline Outlook data file, with the file name
extension .ost.
After you finish that startup wizard, you have a single profile that uses the default name,
Outlook. For most people, that one profile is sufficient, and they never have to manage that
profile or create a new one. If you routinely created multiple profiles with previous Outlook
versions, you might find that architectural changes in Outlook 2010 make those extra steps
unnecessary. The most important change is the ability to include multiple e-mail accounts
from an Exchange server in a single profile—previously, you had to create a new profile
for each Exchange account (although you could add other types of e-mail accounts to the
same profile).
There are still scenarios where maintaining separate Outlook profiles is necessary, despite
the hassle it involves. For example, you might want to maintain a strict separation between
one important work e-mail account and your personal e-mail. If those accounts are
combined in a single profile, you risk inadvertently sending a personal message from your work
account, or vice versa.
To manage existing profiles or create a new one, make sure Outlook is closed, and then
open Mail in Control Panel. (Outlook adds this icon to the User Accounts And Family Safety
group as part of Office setup.) The Mail Setup dialog box is shown in Figure 21-1.
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