How to Keep Outlook Data Safe When Replacing Microsoft 365
Question details
The user wants to know if their Outlook data, emails, and contacts will remain intact when uninstalling Microsoft 365 to install a different Office version like Office 2019.
- Product
- Microsoft Outlook
- Device & OS
- not provided
- Scenario
- Replacing an existing Microsoft 365 installation with a standalone version of Office, such as Office 2019.
- Observed behavior
- Ensuring that the Outlook profile, emails, contacts, and calendar events are safely preserved without data loss during the transition between Office suites.
Before uninstalling Microsoft 365, verify whether your email accounts in Outlook are configured as Exchange, POP3, or IMAP, as this determines how your local data is stored and whether a manual backup is strictly required.
Export and Back Up Outlook Data to a PST File
Manually backing up your Outlook data to a PST file guarantees that no local contacts, calendar events, or emails are lost if the Outlook profile gets reset during the Office transition.
While Outlook profiles usually remain intact when switching Office versions, local data in IMAP accounts is at high risk of deletion if the profile must be recreated. It is always safer to export your data before uninstalling any Office software.
Launch Microsoft Outlook, click on the 'File' tab in the top-left corner, select 'Open & Export', and then click 'Import/Export'.
In the wizard, select 'Export to a file' from the list and click 'Next'.
Choose 'Outlook Data File (.pst)' as the file type and click 'Next'.
Select your email account at the top of the hierarchy, ensure the 'Include subfolders' box is checked so you capture all emails, contacts, and calendars, then click 'Next'.
Click 'Browse' to choose a secure location on your local drive to save the PST file, name the file, and click 'Finish'.
Reinstall Office and Restore the Outlook Profile
After safely backing up your data, you can proceed with the uninstallation of Microsoft 365, install your new Office version, and restore your information if needed.
Looking for a Lighter Alternative to Microsoft 365?
If you are replacing Microsoft 365 because of high subscription costs or heavy system resource usage, consider switching to WPS Office. It provides powerful word processing, spreadsheet, and presentation tools that are fully compatible with Microsoft Office formats, all in a lightweight and free package.
- 1. Download WPS Office: Visit the official WPS website and click the free download button for your operating system.
- 2. Install the Software: Run the downloaded installer file and follow the on-screen prompts to complete the quick setup.
- 3. Open Your Documents: Launch WPS Office and instantly open any of your existing Microsoft Office files without formatting loss.
Frequently Asked Questions
Do I need to uninstall Microsoft 365 before installing Office 2019?
Yes, it is highly recommended to uninstall Microsoft 365 first. Having two different versions of Microsoft Office installed simultaneously can cause software conflicts, licensing errors, and default application issues.
What happens to 'This Computer Only' folders if I don't back them up?
For IMAP accounts, folders marked 'This Computer Only' store your local contacts, calendars, and tasks. If your Outlook profile is reset or corrupted during the transition, these items will be permanently deleted unless you have exported them to a PST file beforehand.
Will my email settings transfer to the new Outlook automatically?
In most cases, yes. Your Outlook profile and email settings are stored in the Windows registry, so the newly installed version of Outlook will typically detect and load your existing profile automatically. However, a manual PST backup is always recommended as a fail-safe.
