Data Backup Problems

How to Back Up Microsoft 365 Settings and Templates on a Mac

Khadija Khan Sep 28, 2026 869 views

Question details

The user needs to locate and back up important Microsoft 365 configuration files, templates, and profile data on a Mac.

How to Back Up Microsoft 365 Settings and Templates on a Mac

Product: Microsoft 365 for Mac
Device & OS: macOS
Scenario: Preparing to reinstall macOS or migrate to a new Mac and wanting to preserve Office customizations and local data.
Observed behavior: To ensure no loss of customizations, the user must manually locate specific Library folders or use comprehensive backup solutions to secure settings and templates.

Before you start

Ensure all Microsoft Office applications (Word, Excel, PowerPoint, Outlook, OneNote) are completely closed before copying any data to prevent file corruption or incomplete backups.

Solution 1Recommended

Manually Back Up Office Templates, Preferences, and Profiles

Locate the specific Library folders on your Mac to manually copy your Microsoft 365 customizations to an external drive.

Microsoft 365 stores its user data, preferences, and custom templates in hidden Library folders on macOS. To back these up manually, you will need to navigate to these specific directories.

Access the Hidden Library Folder

Open Finder, click on "Go" in the top menu bar, press and hold the "Option" key on your keyboard, and select the "Library" folder that appears in the list.

Copy Office Templates

Navigate to ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates/ and copy the contents to your secure backup drive.

Back Up Preference Files

Go to ~/Library/Preferences/ and copy files starting with com.microsoft, such as com.microsoft.Word.plist, com.microsoft.Excel.plist, and com.microsoft.Outlook.plist.

Secure Outlook and OneNote Data

Head to ~/Library/Group Containers/UBF8T346G9.Office/. From here, copy the entire "OneNote" folder, and locate your Outlook profile under Outlook/Outlook 15 Profiles/Main Profile/ to back it up.

Manually Back Up Office Templates, Preferences, and Profiles

Version Differences: File paths and data formats may vary slightly depending on your exact version of Microsoft 365 or Office for Mac. Always verify restoration on a test system if possible.

Solution 2

Use Time Machine for a Complete System Backup

Because Microsoft 365 paths can change, backing up your entire Mac with Time Machine ensures no settings or files are left behind.

Free Microsoft Office alternative

Switch to WPS Office for a Simpler, Lightweight Mac Experience

Tired of managing complex, hidden Library files for your settings and templates? WPS Office provides a streamlined, lightweight alternative for Mac users. With built-in cloud synchronization, your preferences and templates are automatically saved, avoiding the hassle of manual folder backups.

1. Download for Mac: Visit the official WPS Office website and download the macOS version.
2. Sign In to Sync: Create or log into your free WPS account to automatically sync your settings and custom templates to the cloud.
3. Open Your Files: Seamlessly open, edit, and save your existing Word, Excel, and PowerPoint files without any formatting loss.

Fully compatible with Microsoft Office formats (.docx, .xlsx, .pptx).Lightweight application that saves local storage and system resources on your Mac.Built-in cloud sync backs up your templates and settings automatically across devices.All-in-one workspace for documents, spreadsheets, presentations, and PDFs.

microsoft office alternative - wps office

Frequently Asked Questions

How do I find the hidden Library folder on macOS?

Open Finder, click "Go" in the top menu bar, press and hold the "Option" key, and click "Library" when it appears in the dropdown list. This folder is hidden by default to prevent accidental modification of system and app files.

Can I back up Microsoft 365 settings on Mac using a script?

Yes, you can create a shell script utilizing the 'cp' command in Terminal to copy specific Office folders from the Library to your backup destination, and schedule it to run automatically using macOS's 'launchd' utility.

Does Microsoft Outlook for Mac have a built-in backup tool?

Outlook for Mac does not have a single dedicated settings backup tool. However, you can manually copy your Main Profile folder located in the Group Containers directory, or export your emails, contacts, and calendar items to an archive file (.olm).

Will restoring my macOS backup automatically restore my Microsoft 365 settings?

If you use a complete system backup utility like Time Machine or the macOS Migration Assistant, your Microsoft 365 preferences, custom templates, and Outlook profiles will be restored automatically to their exact original locations.

Migration & Recovery