Understanding the Need of Creating a New Outlook Profile

Understanding Profiles

The first thing you must do, if you want to use the Outlook to send and Receive emails is to set up your account or email account. You can use more than one email account at the same time as it supports different types of accounts. Once you set up the email account it automatically starts working to send and receive mails in that account. If you need to set multiple profiles, then Outlook will allow you to create multiple accounts. Whenever you may need to modify the account setting Outlook provides for that, too.

How to Create Profile in Outlook?

In this section we will discuss about how to set up your email accounts. The users never need for multiple profiles, but sometimes there are circumstances where they can be beneficial:

• If you want to separate out two or more types of information such as related to work and personal information, so you can create a profile for each.
• If you want to keep your IMAP and POP accounts separate from an Exchange account.
• If more than one person uses the same computer, each person can have their own profile. 

As we discuss about the third point which is usually doubtful point because in modern versions of Windows provide a different user account for logging on to Windows, which automatically gives each user their own Outlook profile. Profile helps you to separate out individual email accounts so that the email does not mess up with any other email account, in which more than one user can use the same Windows logon but still have separate Outlook data.

Remember: Creating an Outlook profile is not sound as creating a separate personal folder file as each profile’s folder are kept in the separate profile which may contain one or more personal folders.

Steps for Creating a New Profile:

When you set up Outlook onto your machine, then wizard takes you over complete steps for creating a profile. For creating a new profile in Outlook you do not make direct use of Outlook for creating a new profile. You must create a new profile by using the Window Control Panel of your system, as follows:

• First, you select the “Control Panel” from the Start menu.
• Click on Mail to open the Mail Setup Outlook dialog box.
• Click on “Show Profiles” button, then a Mail dialog box will appear on the screen. This box displays the list of existing profiles, in which by default it displays its name as Outlook.

• Now, Click on the Add button to open the New Profile dialog box.

• Enter a name for your new profile and Click on OK.

The mail dialog box provides other actions which are as follows:

• Remove: If you want to remove a profile from the system, then select the profile which you want to remove and click on the Remove button.
• Properties: This option allows to view and edit the profile properties, including the email account setting and data files.
• Copy: This option gives you the copy of selected profile with a new name. This option helps you, if you want to keep the same setting for a new profile as an existing one. Create a copy by using this option then edit it as needed.
• Prompt for a Profile: This option is helpful, when you have more than one profile. When you start a new program each time Outlook will prompt you to select the profile. 
• Always use the Profile: Select a profile from the list that you want to use Outlook.

Switching Profiles

If you want to Switch from one profile to another profile when Outlook is in running mode, then Outlook will not allow you to switch at that time. If you selected the option “Prompt for a File”, then you need to quit the Outlook and restart it, then choose the desired profile when prompted.

If you selected the option “Always Use this Profile”, so you must need to follow the given below steps for switching one profile to another.:

1. Close Outlook application.
2. Select Control Panel from the Start menu.
3. Then Open Mail
4. Click on the Show Profile button.
5. Select the Prompt for a Profile option.
6. Then Exit from all dialog boxes by closing them and start the Outlook.