Understanding Outlook Identities

[Maddanj]

Hi,

I want to get my Outlook configuration and files into a good shape before upgrading to Office 2021 or 365.
I have 2 hotmail accounts setup on Outlook 2011 and keep copies of email on the server for both accounts and sync changes between Outlook and the Servers. I have multiple folders under each accounts - not under the Inbox though.
I've experienced multiple Outlook crashes and rebuilt databases over the last year and found multiple identity files. Which I've deleted apart from 4 of the more recent ones. I'm running Office 2011 on a Mac currently.
I don't really understand the use of Identities in Outlook 2011. MS documentation mentions scenarios for working in different capacities, such as for personal life and for work, where this can be handled by using identities but do I really need one?
I have a few questions below on this and would really appreciate someone's expertise:

1) As I keep copies of all mail for both accounts on the servers, does Outlook still create an Identity?
2) If so, does it create an identify for each account?
3) How are identities / profiles linked to the Outlook database which was crashing?
4) As I keep copies of emails on the server for both accounts, will it be an issue if I delete all identities?
5) See 4 above - Will Outlook create a new identity when I next Open Outlook after deleting identities?
6) If I remove my email accounts then reinstate and synch folders, will this create a new .pst files for each account?
7) If so, can I find the old ones and delete them?

Many thanks, Angie

 

[Diane Poremsky]

I don't really understand the use of Identities in Outlook 2011. MS documentation mentions scenarios for working in different capacities, such as for personal life and for work, where this can be handled by using identities but do I really need one?

You will have one identity - its the equivalent of a profile in Outlook on windows. You don't need more than one, but can have more than one if you want.


1) As I keep copies of all mail for both accounts on the servers, does Outlook still create an Identity?
Yes.

2) If so, does it create an identify for each account?
No. Identities are separate from the accounts.

3) How are identities / profiles linked to the Outlook database which was crashing?
Each db will be linked to an identity. Whether the identity is the cause of the crash is another matter... if it is, the identity is corrupt and a new identity might help.

4) As I keep copies of emails on the server for both accounts, will it be an issue if I delete all identities?
No, but you need one identity.

5) See 4 above - Will Outlook create a new identity when I next Open Outlook after deleting identities?
Yes.

6) If I remove my email accounts then reinstate and synch folders, will this create a new .pst files for each account?
On mac, no on the pst (mac doesn't use pst or ost - those are windows files)- but each account will have its own set of folders. Mac version stores all of the mail in a sqllite database, not in separate data files.

7) If so, can I find the old ones and delete them?
The cached mail should be deleted when you delete the identity.