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Introduction
This document provides step-by-step instructions on removing or resetting an Outlook profile on a Windows workstation. Please note this document is a work in progress as of 1/20/26.
Requirements
- Microsoft Windows 10 or later.
- An installation of Microsoft Outlook 2016, 2019, 2021, or 2024. It may display as "LTSC" version depending on the workstation.
- This article does not apply to the "New Outlook" that is similar to the web version.
Instructions
1. On the Windows workstation, open the Control Panel, and locate and open the Mail (Microsoft Outlook) control panel. The name in parenthesis may be slightly different depending on version of Microsoft Office installed. Select the Show Profiles button after it opens.
2. Select the Outlook profile that is shown on the screen. This will usually be labeled Outlook, or your username. Please note that for most users, the data stored in this profile is only a temporary cache of what resides on Microsoft 365 servers on the Internet. If you use OST or PST files to archive mail, you should stop here and back them up, and contact the Help Desk for assistance.
For the majority of Microsoft Outlook users at Rhode Island College, data is not stored only on the computer, and you can complete this step. Select Remove, and then select Yes to continue..
3. The Mail control panel will close after removing the profile. Please re-open it. It will now display the Mail control panel with the only option to Add a profile. Select Add to continue.
4. In the new profile window that is displayed, enter a profile name. It can be anything, but the preferred name is the same username you use to login to the workstation. Then select OK to continue.
5. The Mail control panel will detect that your Microsoft 365 account was previously setup on this computer, and pre-populate it and attempt Auto Account Setup. If the e-mail address is detected and pre-populated select Next and continue. If it is not shown, enter your RIC e-mail address and password, and then select Next, and then a similar process to setup the account will be initiated - you will be asked to login with your RIC Microsoft 365 credentials.
6. The window will show configuration and then completion of the e-mail account. Once completed, Congratulations! will be shown on the screen and Finish can be selected to end the mail profile setup process.
7. Outlook can now be re-opened, and it will perform a sync of your mailbox from Microsoft 365. While some items may become immediately available, it may take some time to re-sync all items, including shared mailboxes. Time to completion depends on size of mailbox and number of messages. If you have a larger mailbox, leave Outlook open and it will sync in the background.
Additional Resources
Microsoft - Overview of Outlook E-Mail Profiles
https://support.microsoft.com/en-us/office/overview-of-outlook-email-profiles-9073a8ac-c3d6-421d-b5b9-fcedff7642fc