Switch my Microsoft 365 account to Exchange in Outlook 2016 (Windows)

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If you’re currently using Microsoft 365 as a POP or IMAP account but want to switch to Exchange, you’ll need to create a new Outlook profile.

Before you begin, export your calendars or contacts so your data stays connected with your email and can be recovered. Your email and folders are already synced to the server and won’t need to be exported.

Export calendar or contacts

  1. Open Outlook.
  2. In the upper-left corner, select File.
File menu to the left of Home menu

3. Select Open & Export > Import/Export.

Open & Export in left panel and Import/Export button

4. Select Export to a file > Next.

Under Choose an action to perform, Export to a file option

5. Select Outlook Data File (.pst) > Next.

6. Under your email account, select if you want to export your Calendar or your Contacts.

Note: You can only export one type at a time, so you’ll need to repeat these steps to export both contacts and calendars.

7. Make sure the check box next to Include subfolders is selected, and then select Next.

Check box next to Include subfolders above next button

8. Select Browse.
9. Choose where you want to save the backup file, change the file name, and then select OK.
10. Select Finish.
11. You have the option to password protect the backup file. If you want to skip this, select OK.

Repeat these steps so that you’ve backed up both your contacts and your calendar. You’ll then be ready to create a new Outlook profile.

Create a new Outlook profile

  1. Open Outlook.
  2. In the upper-left corner, select File.
File menu to the left of Home menu

3. Select Account Settings > Manage Profiles.

Under Account Settings, Manage Profiles option

4. Select Show Profiles.

Under Date Files, Show Profiles button

5. Select Add.

Add button

6. In Profile Name, enter a name for your profile, and select OK.
7. Enter your name and email address, and then select Next. (The name you enter is the what people will see in their inbox when they receive an email from this account.)
8. You may be redirected to the ELITE WEB Co. Microsoft 365 sign-in page. Enter your email password and continue through the setup.
9. Once your account has completed configuration, select Finish.
10. Now you’ll need to switch to the new profile. In the Mail window, under Always use this profile, choose your new profile, and then select OK.

Always use this profile button above drop-down menu

11. Close Outlook and reopen it. You should now see your newly created profile with your email address.
The final step is to import any backed up data.

Import calendar or contacts

  1. Open Outlook.
  2. In the upper-left corner, go to File.
File menu to the left of Home menu

3. Select Open & Export > Import/Export.

Open & Export in left panel and Import/Export button

4. Select Import from another program or file > Next.

Under Choose an action to perform, Import from another program or file option

5. Select Outlook Data File (.pst) > Next.
6. Select Browse, find and select your backup file, and then select Open.
7.Select Next.
8. Select Import items into the same folder in, choose your email account from the list, and then select Finish.
Repeat these steps until you’ve imported both your contacts and your calendar. Your data is now on the Exchange server!

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