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How to Migrate Outlook and Office to a New Mac
Question details
The user needs to move Microsoft 365 applications, Outlook email settings, and local files from an old Mac to a new Mac while ensuring continuous access to all data.
- Product
- Microsoft 365 for Mac
- Device & OS
- macOS
- Scenario
- Migrating software applications, preferences, and local data to a newly purchased Mac computer.
- Observed behavior
- The goal is to seamlessly transfer existing Word, Excel, PowerPoint, and Outlook installations, ensuring that email accounts like Gmail are verified and working on the new system.
Ensure both Macs are connected to a reliable power source and are on the same Wi-Fi network. It is highly recommended to run a recent Time Machine backup on your old Mac before initiating the migration.
Transfer Office and Outlook via Apple Migration Assistant
Use Apple's built-in migration tool to seamlessly move your Microsoft applications, user data, and email profiles to the new computer.
Apple's Migration Assistant is the safest and most comprehensive way to copy all your Microsoft 365 apps and Outlook profiles to a new Mac. It ensures that application files in your Applications folder and hidden profile data in your User Library are brought over intact.
On your new Mac, open Finder, navigate to Applications > Utilities, and launch Migration Assistant. Follow the on-screen instructions and do the same on your old Mac if prompted.
On the new Mac, select the option to transfer 'From a Mac, Time Machine backup, or startup disk' and click Continue.
Select your old Mac as the source. Ensure that both 'Applications' and your user account folder are checked so that Microsoft Office apps and Outlook settings are included in the transfer.
Once the migration is complete and you log in to the new Mac, open Microsoft Outlook. Go to Settings > Accounts and re-enter your credentials for Gmail or other configured email accounts.
Open Word, Excel, or PowerPoint. Go to Help > Check for Updates to install any pending updates, then test opening and saving a document to ensure the software license is properly activated on the new machine.
Experience a Faster, Seamless Office Suite on Your New Mac
If you face licensing restrictions or activation errors when moving Microsoft Office to your new Mac, WPS Office offers a free, lightweight, and incredibly fast alternative that perfectly matches your workflow.
- 1. Download WPS Office: Visit the official WPS website and download the macOS installer for your new Mac.
- 2. Install the Suite: Open the downloaded package and drag the WPS Office icon into your Applications folder.
- 3. Open Your Migrated Files: Launch WPS Office and directly open any Word, Excel, or PowerPoint files you transferred from your old Mac.
Frequently Asked Questions
Do I need to sign out of Microsoft 365 on my old Mac before migrating?
For Microsoft 365 subscriptions, signing out is generally unnecessary because your plan covers multiple devices. However, if you are using a one-time purchase version like Office 2019 or 2021 for Mac, you should sign out to release the license for the new Mac.
Why is Outlook asking for my Gmail password again on the new Mac?
Apple's Migration Assistant transfers the application and local data, but security protocols require you to re-authenticate third-party accounts. Re-entering your password generates a new secure authentication token for your new Mac.
Will my 'On My Computer' local folders in Outlook transfer automatically?
Yes. As long as you select your user account folder during the Migration Assistant setup, the hidden Outlook profile database containing your local 'On My Computer' folders will be fully transferred to the new Mac.
What if Word or Excel crashes when opening them on the new Mac?
This can happen if the migrated app version is outdated or incompatible with the new Mac's operating system. Open the app, immediately go to Help > Check for Updates, and install the latest patch. Alternatively, download a fresh installer from your Microsoft account.
