Office for Mac Issues

How to Remove Unused Microsoft Office Identities on Mac

Maira Mehtab Sep 22, 2026 869 views

Question details

The user wants to safely delete old Microsoft Office 2008 and 2011 identities on a Mac to reclaim storage space after upgrading to Microsoft 365.

Product: Microsoft Office for Mac
Device & OS: Mac
Scenario: Upgrading to a newer version of Microsoft Office (Microsoft 365) and dealing with legacy application data consuming system storage.
Observed behavior: Old Outlook and Office identity folders from previous installations are occupying substantial storage space and are no longer actively used.

Before you start

Verify your currently active Outlook profile and create a complete backup of the 'Documents/Microsoft User Data' folder before deleting any files to ensure you do not lose important emails or settings.

Solution 1Recommended

Identify and Remove Obsolete Outlook Profiles

Use the Outlook Preferences and Profile Manager to distinguish your active profile from old ones, then manually delete the unused identity folders.

Upgrading to Microsoft 365 often leaves behind old Office 2008 or 2011 identity folders. Because the new version utilizes a different data structure, these legacy files can be safely removed once you confirm they are no longer tied to your active account.

Identify the active profile

Open Microsoft Outlook, click on 'Outlook' in the top menu bar, and select 'Preferences'. Click on 'Accounts' to verify which email accounts and profiles are currently active.

Use Outlook Profile Manager

If available, open the Outlook Profile Manager (often located by right-clicking the Outlook application, selecting 'Show Package Contents', and navigating to Contents > SharedSupport). Check which profile is set as the default.

Locate old identity folders

Open Finder on your Mac and navigate to 'Documents/Microsoft User Data'. Look for folders labeled with 'Office 2008 Identities' or 'Office 2011 Identities'.

Delete obsolete folders

Drag the unused legacy identity folders to the Trash. Be careful not to delete any folders associated with your currently active Microsoft 365 profile.

Empty the Trash

Right-click the Trash icon in your Dock and select 'Empty Trash' to permanently delete the files and free up your Mac's storage space.

Caution on Deleting Files: Do not empty the Trash immediately if you are unsure. Keep the files in the Trash for a few days, open Outlook to ensure everything works perfectly, and only then empty the Trash.

Free Microsoft Office alternative

Switch to WPS Office for a Lightweight Mac Experience

If Microsoft Office applications and legacy profiles are consuming too much storage space on your Mac, consider switching to WPS Office. It provides a powerful, lightweight, and free alternative that won't clutter your hard drive with massive background files and duplicate identities.

1. Download WPS Office: Visit the official WPS Office website and download the installation package designed for macOS.
2. Install on Your Mac: Open the downloaded file and drag the WPS Office icon into your Applications folder.
3. Open Your Files Seamlessly: Launch WPS Office and directly open your existing Microsoft Office files without worrying about format conversion or heavy profile generation.

Extremely lightweight installer saves gigabytes of precious Mac storage spaceFully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx)All-in-one tabbed interface eliminates the need to open multiple heavy applicationsFree to use with essential office features available right out of the box

Frequently Asked Questions

Where are Microsoft Office identities stored on a Mac?

Older identities (from Office 2008 and 2011) are typically stored in 'Documents/Microsoft User Data'. Newer profiles for Microsoft 365 and Office 2016 or later are stored in the hidden Library folder under '~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/'.

Will deleting old Office identities delete my current Microsoft 365 emails?

No, as long as you only delete the obsolete 2008 or 2011 identity folders. Microsoft 365 uses a different storage location. However, it is crucial to verify your active profile and back up your data before removing anything.

How do I access the Outlook Profile Manager on a Mac?

Go to the Applications folder, right-click on the Microsoft Outlook app, and select 'Show Package Contents'. Then navigate to Contents > SharedSupport and double-click the Outlook Profile Manager application.

Why does Microsoft Office consume so much storage on my Mac?

Over time, Office applications accumulate large cache files, offline email attachments, and legacy identity folders from older versions. Upgrading to newer software like Microsoft 365 doesn't automatically delete the data from previous installations.

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