Rename email accounts and data files in the folder list

Last reviewed on March 20, 2014

Newer versions of Outlook use the email address as the account display name (in Account Settings and in the From drop down) and also for the folder names in the folder list. not everyone likes this "feature" and they want to change the data file display name.

folder-list-namesemail account names

In older versions of Outlook you can change the Account name in Account Settings, double click on the account then click More Settings, Internet E-Mail Settings dialog.

Exchange server accounts cannot be renamed easily in Outlook 2013.

The data file name was changed by right-clicking on it and choosing Properties, then Advanced. Very simple.

The old method works only with POP3 accounts and Personal Folder files when you use Outlook 2013.

If you are using an IMAP or EAS account in Outlook 2013, you'll need to open "Account Properties", which is the More Settings dialog, accessed from a different path. You'll also use this method with Outlook Connector accounts in Outlook 2003, 2007, 2010. Specific instructions and screenshots for IMAP and EAS accounts are below.

Note that once you edit an IMAP account name, the General tab is displayed when you access it from More Settings.

Rename: PST files | POP3 accounts | EAS, IMAP, Outlook Connector | Exchange server accounts

Rename Personal Folders (.pst)

friendly pst namesTo change the name of the pst files that show in the folder list, right click on the top of the folder name that you want to change and choose Data File Properties (it's just Properties in older versions of Outlook).

right-click-open-properties

Click the Advanced button on the Properties dialog and change the names in the in the Data File Dialog.

Data file properties

POP3 Account names

Account namesIf you want to change the name of the account in the From drop down or Account Settings dialog, follow these steps. The steps are the same for Outlook 2010. In Outlook 2007 and older, Email Accounts are on the Tools menu.

If you are using a POP3 account, you can change the name that displays in the folder list and navigation pane using this method:

  1. File, Account Settings
  2. Double click on the email account
  3. Click More Settings
  4. Change the Mail Account name on the General Tab

These steps also work for IMAP accounts, if the account name was previously edited.

Change the POP3 account name

ActiveSync (EAS) and IMAP accounts

Use this method to change the account name for EAS and IMAP accounts.

  1. Open the Send/Receive Groups dialog using Ctrl+Alt+S.
  2. Click Edit...
  3. Select the account you want to change
  4. Click the Account Properties button
  5. Send and Receive dialog

  6. Change the Mail Account name on the General Tab
  7. Send and receive properties

Hotmail/Outlook.com account dialog is below. The name change in the folder list is shown in the insert.
change an EAS account name

Outlook Connector

Use this method to change the account name on Outlook Hotmail Connector accounts.

  1. Open the Send/Receive Groups dialog using Ctrl+Alt+S.
  2. Click Edit...
  3. Select the Outlook Connector account you want to change
  4. Click the Account Properties button

The Outlook Connector dialog is shown below. Change the Mail Account name to change both the account name and the data file name.
Friendly server names

Rename accounts Video Tutorial

Rename Exchange display name in Outlook 2013

If you know what you are doing, you can edit the registry to change the display name of an Exchange data file in the Folder list. This will not change the name in the From field, only the name in the folder list.

Before editing the key, export it so you can easily fix it if the display name is messed up. (As it likely will be the first time you try editing it.)

Find your profile in the registry.

HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Profiles\profile-name\[big number]
DWORD: 001f3001

Many of the profile keys will contain this DWORD. The Exchange accounts will include the Exchange organization in readable format on the right, as seen in this screenshot.
original registry key value

Rather than deleting the account name and reentering it, I replaced the letters, using spaces it fill in if the email address was longer than the desired display name. You need to use the same number of binary data as the original entry.

Restart Outlook to apply the name change.

Result of correct edit

Note that my successful entry has the exact same number of binary values as the original:
Edit registry value

If the editing was not correct, the data file name displays with Chinese characters:
Edit registry to change account name

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

10 responses to “Rename email accounts and data files in the folder list”

  1. testing2

    The General tab is no longer displayed in Outlook 2013 when using an Exchange account, hence these instructions are no longer valid.

  2. Jim

    I have an outlook.com account that I'd like to sync to my Outlook 365/2013HomePremium desktop software. I've followed the instructions above but cannot get it to sync. I also don't understand why you added the same email address first as a POP and then as an EAS. My outlook.com account is a Microsoft account, isn't that just a duplicate step? That plus renaming and registry editing made this tutorial confusing. Sync Outlook to Outlook.com, shouldn't that be simple and user-friendly?

  3. Jim

    Sorry, posted comment on wrong FAQ. Still have same question, though!

  4. Curt

    thanks for this, Diane. every time i set up a new outlook profile with my Hotmail account, i never remember that they've tucked away the account displayname in the send/receive groups instead of having it on the file/account settings page. and i wind up here. i won't pretend to understand why they did that. especially since I can change my gmail IMAP account name in file/account settings...the same place where I created the accounts.

  5. Jesse

    This is very well done. I have found bits and pieces of this procedure around the net. I am able to change the registry value of my exchange account and it displays correctly the first time I launch it. However, if I close and re-launch Outlook the name reverts. Any suggestions for my situation?

  6. Jesse

    Yes just closing outlook with no reboot reverts the name. No CC Cleaner or any other scripts running with outlook. The user is running outlook from a Windows Server 2008 R2 Terminal Server.

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