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Backup and Restore Outlook Customisations

We all organize and set up our Outlook in a variety of ways.  If you would like to save any, Category colours, Outlook customisations and email signatures.  Please follow these guides.  If you need help saving any of these items, please contact the Help Desk.

Categories

Outlook stores the Master Category list in the mailbox.  This of course doesn’t allow you to easily share your Categories or use them in another mail profile. To allow for this you can use the following method;

Backup Categories (Before your email is moved)

  1. In Outlook.  Create a new Note item (keyboard shortcut: CTRL+SHIFT+N).
  2. Write “Categories” in it to give it a name.
  3. Close the Note item.
  4. Switch to your Notes folder (keyboard shortcut: CTRL+5).
  5. Right click on it and choose Categorize-> All Categories…
  6. Select all the Categories which you want to backup.
  7. Save the Note outside of Outlook as an msg-file Outlook via File-> Save as… or by dragging it out of Outlook and into an Explorer folder or onto your Desktop. By default, it will be called Categories.msg

Restore Categories (After your email is moved)

  1. In Outlook.  Open your Notes folder (keyboard shortcut: Ctrl+5).
  2. Drag & drop the Categories.msg file from Explorer into the Notes folder.
  3. Switch back to the Mail Navigation (keyboard shortcut: CTRL+1).
  4. Right click on the top of your mailbox folder set and choose Properties.
  5. Click the button “Upgrade to Color Categories…”.

Outlook will scan your mailbox for items with Categories which aren’t in the Master Category List yet and will add them.

Outlook Ribbon Customisations

For Ribbon/Quick access toolbar customisations, you can export/import a .exportUI file using the steps below:

To export a file that contains you customisations (Before your email is moved)

  1. Open Outlook
  2. File tab > Options > choose Customise Ribbon OR Quick Access Toolbar (you can also right-click Ribbon & choose Customise Ribbon)
  3. Bottom right corner next to “Customisations:” choose Import/Export button
  4. Choose Export all customisations > click Save to save the file to your desktop

To import a file that contains you customisations (After your email is moved)

  1. Open Outlook
  2. File tab > Options > choose Customise Ribbon OR Quick Access Toolbar (you can also right-click Ribbon & choose Customize Ribbon)
  3. Bottom right corner next to “Customisations:” choose Import/Export button
  4. Choose Import Customisation file > find the file & click Open

Backup and Restore email signatures

If you have created email signatures that you add to outgoing messages, these signatures can be copied to another account. You can then use the signatures with Outlook on another account.

Step 1: Backup email signatures (Before your account is moved)

  1. Exit Outlook.
  2. Open the folder where signatures are saved.
    1. Click the Windows Start button.
    2. Next to the Shutdown button, in the Search programs and files box, type “%APPDATA%\Microsoft” and then press Enter.
  3. Copy the signature folder (Right click and select copy)
  4. Paste the signature folder on your desktop (Right click and select paste)

Step 2: Restore signatures (After your account is moved)

  1. Exit Outlook.
  2. Open the folder where signatures are saved.
  3. Click Start. Next to the Shutdown button, in the Search programs and files box, type %APPDATA%\Microsoft and then press Enter.
  4. Copy the signature folder on your desktop (Right click and select copy)
  5. Paste the signature folder into the folder opened in step 2 (Right click and select paste).  Click yes to replace the existing folder

Import \ Export of Outlook Rules

If you have created any rules in Outlook, these can be exported and then imported into Outlook.

Step 1: Export Rules (Before your account is moved)

  1. Open Outlook.
  2. Click the file tab.
  3. Click Manage Rules & Alerts.
  4. Click Options.
  5. Click Export Rules.
  6. Select the folder where you want to save the rules file, and then in the File name box, type a name for the set of rules.
  7. Click Save.

Step 2: Import Rules (After your account is moved)

  1. Open Outlook
  2. Click the file tab.
  3. Click Manage Rules & Alerts.
  4. Click Options.
  5. Click Import Rules.
  6. Select the rules file that you want to import.
  7. Click Open.