What Happens to Office 2016 Settings When Installing Microsoft 365
Question details
The user wants to know if their existing Office 2016 settings, customizations, and user data will be preserved or transferred when installing Microsoft 365.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Upgrading from Office 2016 to Microsoft 365 or installing the two versions side-by-side.
- Observed behavior
- Most customizations, Outlook profiles, and Word settings are successfully preserved, though some interface items like pinned or recent files might not transfer perfectly.
Before proceeding with the installation, manually back up your important documents, Outlook data files (.pst/.ost), custom dictionaries, and Word templates (such as Normal.dotm) to a separate folder.
Migrate Office 2016 Settings to Microsoft 365 Smoothly
Follow these steps to ensure your personalized settings, templates, and Outlook accounts are preserved during the Microsoft 365 installation.
When you install a newer version of Office, the installation process is designed to automatically detect and import your existing customizations. You can generally install Microsoft 365 alongside Office 2016, though certain administrator policies might require the older version to be removed first.
While major configurations like Outlook profiles and default Word settings (saved in Normal.dotm) will transfer seamlessly, be aware that minor UI preferences like pinned document lists may need to be reconfigured.
Navigate to 'C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates' in File Explorer and copy 'Normal.dotm' to a safe backup location on your desktop.
Open Outlook 2016, go to 'File' > 'Open & Export' > 'Import/Export', select 'Export to a file', and choose 'Outlook Data File (.pst)' to secure your emails and contacts.
Download the Microsoft 365 setup file from your Microsoft account portal and run it. Allow the installer to automatically detect and integrate your previous Office customizations.
After installation, open Microsoft 365 Word. If new documents display a 'Compatibility Mode' warning, open your 'Normal.dotm' file via 'File' > 'Open', go to 'File' > 'Info', and click 'Convert' to update it to the newest file format.
Upgrade Your Productivity with WPS Office
If you are concerned about losing settings during a complex Microsoft 365 upgrade or prefer a simpler setup, WPS Office is an excellent choice. It offers a lightweight installation, familiar user interface, and zero hassle when transitioning your existing files.
- 1. Download the installer: Visit the official WPS Office website and click the free download button.
- 2. Install the software: Run the downloaded executable file and follow the straightforward on-screen instructions.
- 3. Open existing documents: Launch WPS Office and directly open your older Office 2016 files with formatting fully preserved.
Frequently Asked Questions
Can I install Microsoft 365 alongside Office 2016?
Yes, Microsoft 365 can generally be installed alongside Office 2016 without issues. However, if your Office 2016 was installed via MSI (Windows Installer) and Microsoft 365 uses Click-to-Run, you may be prompted to uninstall the older version to prevent conflicts.
Will I lose my pinned and recent files after upgrading?
While major user data and custom dictionaries are preserved, interface-specific lists such as your pinned files and recent documents history may not transfer exactly to the new Microsoft 365 interface and might need to be re-pinned.
Why do my new Word documents show 'Compatibility Mode' in Microsoft 365?
This occurs because Microsoft 365 imported your older 'Normal.dotm' template from Office 2016, which uses an older file architecture. To fix this, open the Normal.dotm file directly in Microsoft 365, convert it to the newest format via the 'File' menu, and save it.
Do I need to manually move my Outlook profiles to Microsoft 365?
No. When you install Microsoft 365 Apps, it automatically reads your existing Windows registry and AppData folders to locate and import your Office 2016 Outlook profiles, accounts, and data files without requiring manual intervention.
