How do I create a new Outlook Classic Profile with the correct Data Files?

Question

How do I create a new Outlook Classic Profile with the correct Data Files?

Dan McDermott 155

I have Outlook Classic installed (Office 2021) on my W11 desktop PC.

I have one profile called "Outlook" that has the correct Data Files - and it works just fine.

When I create a 2nd Profile, which I called "Dan 24 April 26", it does not allow me to select the same OutLook Classic Data File I have in the profile that is called "Outlook" (that Data File is located in “C:/Users/Danny\AppData\Local\Microsoft******@hotmail.com.ost”).

Instead, if I try to add a Data File to the 2nd Profile that I called "Dan 24 April 26", it takes me the wrong location. My only choice given is to pick a Data File from the Location “Windows Solid State (C) Users Danny Documents Outlook Files”. At this location, the Data File I want is not there.

What am I doing wrong?

Dan McDermott 155 Reputation points

2026-04-24T15:38:54.0433333+00:00

Can't get step 6 to work properly.

If I Select Browse and Point to the copied .ost location and to let Outlook create a new .ost there - the browsse function does not work and does not let me type a new file name in the desired folder
Dan McDermott 155 Reputation points

2026-05-03T12:17:20.3633333+00:00

I found a video that is the best answer to what I wanted to do. What I wanted to do is make a "backup" of my Outlook Classic" Profile that is called "Outlook" on the same computer. I know this is NOT the same process if you wanted to backup your Profile and use it on another computer. The video below explains how to make a copy of a Profile and give it a New Name. So - I made a copy of my "Outlook" Profile and called it "Outlook - Backup made on 3 May 26"https://www.youtube.com/watch?v=1kO1uyCeyQ0

1 answer

Your answer

Dan McDermott 155 Reputation points

2026-04-24T15:38:54.0433333+00:00

Can't get step 6 to work properly.

If I Select Browse and Point to the copied .ost location and to let Outlook create a new .ost there - the browsse function does not work and does not let me type a new file name in the desired folder
Dan McDermott 155 Reputation points

2026-05-03T12:17:20.3633333+00:00

I found a video that is the best answer to what I wanted to do. What I wanted to do is make a "backup" of my Outlook Classic" Profile that is called "Outlook" on the same computer. I know this is NOT the same process if you wanted to backup your Profile and use it on another computer. The video below explains how to make a copy of a Profile and give it a New Name. So - I made a copy of my "Outlook" Profile and called it "Outlook - Backup made on 3 May 26"https://www.youtube.com/watch?v=1kO1uyCeyQ0

Answer 1

For an Exchange/Outlook.com account, each Outlook profile must use its own .ost cache file; the same .ost cannot be shared between two profiles. That’s why the second profile will not let that existing .ost be selected.

To create a second profile that uses a specific .ost location, use the supported workaround:

Copy or note the existing .ost location if needed.
Open Control Panel → search for Mail → open it → Show Profiles → Add.
Name the new profile and let Outlook find and configure the account.
When the account setup finishes, choose Change account settings → Next.
In Server Settings, select More Settings → Advanced → Outlook Data File Settings.
Select Browse and either:
- Point to the copied .ost location and let Outlook create a new .ost there, or
- Type a new file name in the desired folder and select Open so Outlook creates a new .ost in that location.
Finish the wizard, then in Mail → Show Profiles, choose whether to always use this new profile or be prompted at startup.

The .ost in the original “Outlook” profile remains dedicated to that profile; the new profile must have its own .ost, even if stored in the same folder.

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