How Add an Identity in Outlook for Mac

Use multiple identities in Outlook 2011 for Mac.

There are a lot of reasons why you might want another email identity …

  • Maybe you work for more than one company.
  • Maybe you want one for work and one for your friends.
  • Maybe you’re a superhero.

Whatever the reason, using identities in Outlook 2011 for the Mac is pretty simple to set up if you follow the steps below.

How to Add Identities

First, make sure that Outlook is completely closed. The easiest way to do this is to select the Outlook 2011 window and hit the Command + Q keys. This will quit the application completely.

If you keep Outlook in your Dock, the light under it should be out. If you don’t keep Outlook in your Dock, the icon should disappear.

Once this is done, open up the Microsoft Office Database Utility (Applications > Microsoft Office 2011 > Office > Microsoft Office Database Utility).

Microsoft Database Utility dialogue box.

Click the + sign at the bottom of the Window and give your new identity a name.

Microsoft Database Utility dialogue box with the new identity.

To use the new identity immediately, just set it as the default by selecting the new identity, then clicking the gear icon at the bottom of the window.

Close the database utility and re-open Outlook. You’ll have a fresh identity to set up in Outlook now that will be independent of the original.

How to Display the Identity Dialogue

With a new identity added, there’s a quicker way of getting to this screen for switching.

  • With Outlook closed, hold down the Option key on your keyboard and load Outlook from the Applications folder. This will load the Microsoft Database Utility.
  • Chose the identity you want to work with and set it as default using the gear icon.Microsoft Database Utility dialogue box -- setting the default.
  • When you do this you’ll get a warning telling you that you must close all Office applications before completing the switch. Click Quit > All once you’re sure that all your work is saved.The quit applications message.
  • Close the database utility and open up Outlook. If you chose a new identity your window should be empty like this:
    Outlook window.
  • Now you can add accounts to this as you see fit. Note that any accounts or data you have in the other identity will not be accessible here.

While this can be somewhat of a pain, if you focus on two primary jobs that are separate from one another, or if you use the same machine for work and home activities, this can help you separate out different accounts far better than adding them to the same identity.

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