Although Outlook 2007 and Outlook 2010's autodiscover feature makes short work of creating profiles, using a PRF to create profiles is still useful, especially if you use a lot of personal folders (*.pst) or have a large number of POP3 and IMAP accounts and are testing Windows betas.
Most users will be happy just to use a PRF to create and recreate email accounts. You'll need to add the Outlook Address Book service, or remember to remember to add it from Outlook later, otherwise Outlook uses the default services and file locations. If you want your PSTs in different locations, create a PRF.
Sample PRF with PSTs configured This is from an automatically generated PRF file from the Microsoft Office Customization and Installation Wizard (CIW). You can view the contents of this file with Notepad If you accidentally run it and create a profile in Outlook, go to Control Panel, Mail and click the Show Profiles button. Delete My Outlook Profile from the list.
This page explains the sections that you can edit and sections you shouldn't edit are not included. Most of the editable fields are self-explanatory, but I'll explain them anyway.
Sections 2 and 4 deal with the Personal Stores and Address book services.
Section 1 - Profile Defaults
[General]
Custom=1
| Value | Description |
|---|---|
| ProfileName=My Outlook Profile | This is the name of your profile. |
| DefaultProfile=Yes | Is the profile going to be set as default? Yes or No are valid |
| OverwriteProfile=Yes | Do you want to replace the profile or append the changes to it? Valid entries are Yes, No, and Append. Use Append to update a profile. |
| ModifyDefaultProfileIfPresent=FALSE | Modifies the default profile if one exists, even if the profile name is different from the one in the PRF. |
| BackupProfile=No | Undocumented property to avoid creating backup copies of a profile. |
| DefaultStore=Service3 | Which PST should be the default message store? Use the Service name that corresponds to the PST |
Section 2 - Services in Profile
This section is pretty straight forward. You'll have one service entry per personal store or address book in your profile. Outlook 2003's Unicode PST is "Unicode Personal Folders" while the Outlook97/2002 (ANSI) format is just "Personal Folders"
[Service List]
;ServiceX=Microsoft Outlook Client
Service1=Personal Folders
Service2=Unicode Personal Folders
Service3=Unicode Personal Folders
Service4=Outlook Address Book
Section 3 - List of Internet Accounts
Each account in your profile is listed in this section, followed by the account type. If you add more accounts in Section 5, be sure to add the accounts here, incrementing the Account#. If you have 6 email accounts, you'll 6 accounts listed, numbered 1 through 6. The account types (POP3, IMAP, HTTP) can be in any order, the examples on this page came from the sample PRF where they were in POP3 and IMAP. Note that HTTP protocol is not longer supported and this PRF does not contain information for Outlook Hotmail Connector.
[Internet Account List]
| Value | Description |
|---|---|
| Account1=I_Mail | I_Mail indicates Account1 is a POP3 (Internet) mail |
| Account2=IMAP_I_Mail | IMAP_I_Mail indicates Account2 is a IMAP account |
Section 4 - Default Values for each Service
| Value | Description |
|---|---|
| [Service1] | Service name, corresponds with the services listed in Section 2. |
| UniqueService=No | Are you limited to one of this service type in a profile? Answer No for PSTs. |
| Name=My Personal Folders | Service name. For PST, this is the display name in the profile. |
| PathToPersonalFolders=%USERPROFILE%\ documents\outlook files\outlook.pst | Where is the pst stored and what is the filename? By default, it's in the user profile. |
| EncryptionType=0x80000000 | Encrpytion type: 0x80000000 = No encryption 0x40000000 = Compressible encryption, the default (ANSI) or 0x50000000 (Unicode) See Note below 0x20000000 = High encryption |
Outlook Address Book service does not need any parameters, it just needs added to the profile:
[Service4]
Section 5 - Values for each Internet Account
Each account needs to be listed here, using the proper format for the account type. The CIW leaves some fields blank, as shown here, unless you selected More options as you added the profiles. To add new accounts, copy the proper account type and paste it following the last account, changing the account information as needed. Don't forget to change the Account# here and add it to Section 3.
POP3 Account Settings
| Value | Description |
|---|---|
| [Account1] | Account number. It needs entered here and in Section 3. Use a different number for each account. |
| UniqueService=No | Can you add the account type more than once? Because you can have more than one POP3, IMAP, or HTTP, you'll use No. |
| AccountName=Outlook Tips POP3 | The name displayed in the Accounts dropdown and on the Send/Receive list. |
| POP3Server=mail.outlook-tips.net | POP3 server name |
| SMTPServer=mail.outlook-tips.net | SMTP server name |
| POP3UserName=outlookt | The username you use to log on to your account |
| EmailAddress=tips@outlook-tips.net | Your email address. |
| POP3UseSPA=0 | Do you use SPA? In most cases, the answer is No, or 0. Enter 1 if you do use SPA. |
| DisplayName=Diane Poremsky | Enter the display name to be used when you send messages. |
| ReplyEMailAddress= | If you use a different reply to address, enter it here. |
| SMTPUseAuth=1 | Are you required to authenticate before sending email? 1 = Yes, 0 = No. |
| SMTPAuthMethod=0 | What authentication method do you use? 0= use same as POP3 logon. 1= Use different credentials. 2= POP before SMTP |
| SMTPUserName=dianep | Username to use when you use different credentials to send mail. |
| ConnectionType=0 | How do you connect to the internet? 0 = LAN. 1 = Use IE's dialer 2 = Use Phone line 3 = Use modem if LAN unavailable. |
| LeaveOnServer=0x0 | Leave mail on the server? 0x0 = No. 0x50001 = Yes, days option unchecked, never delete. 0x90003 = Yes, 9 days, don't delete. 0x50007 = Yes, 5 days, Delete from server when emptying Deleted items |
| ConnectionOID=MyConnection | Dial up connection (DUN) to use. |
| POP3Port=110 | The POP3 port. Leave it on the default of 110 unless you are told to change it. |
| POP3UseSSL=0 | Do you use SSL? In most cases, it's No, which is 0. |
| ServerTimeOut=60 | What is your server time out? 60 seconds is default. |
| SMTPPort=25 | SMTP port number. 25 is default but some servers use 2525 or 587. Leave it at 25 unless you need a different port. |
| SMTPUseSSL=0 | Does your SMTP server use SSL? Leave it on 0 (No) unless told otherwise. |
IMAP Account
| Value | Description |
|---|---|
| [Account2] | Account number. It needs entered here and in Section 3 |
| UniqueService=No | Can you add the account type more than once? Use No for HTTP, POP#, or IMAP accounts. |
| AccountName=AOL-IMAP | The name displayed in the Accounts dropdown and on the Send/Receive list. |
| IMAPServer=imap.aol.com | IMAP server |
| SMTPServer=smtp.aol.com | SMTP server |
| IMAPUserName=poremsky | Your username, used to logon when you check email. |
| EmailAddress=poremsky@aol.com | Email address |
| IMAPUseSPA=0 | Use SPA? 0 = No, only change it if you do need to use SPA. |
| DisplayName=Diane Poremsky | The display name you want to use when you send messages |
| ReplyEMailAddress= | Reply to email address, if different than your sending email address. |
| SMTPUseAuth=1 | Do you need to authenticate to send email? 1= Yes. |
| SMTPAuthMethod=0 | What authentication method do you use? 0= use same as POP3 logon. 1= Use different credentials. 2= POP before SMTP |
| SMTPUserName=dianep | Username to use when you use different credentials to send mail. |
| ConnectionType=0 | How do you connect to the internet? 0 = LAN. 1 = Use IE's dialer 2= Use Phone line 3 = Use modem if LAN unavailable. |
| RootFolder= | Do you use a root folder? If so, enter the path here. |
| ConnectionOID=MyConnection | Dial up networking connection to use. |
| IMAPPort=143 | The port you use to collect email. Default is 143, don't change it unless told to. |
| IMAPUseSSL=0 | Do you use SSL? 0= No. |
| ServerTimeOut=60 | Server timeout. |
| SMTPPort=587 | The SMTP port to use. Default is 25, change it only if your server uses a different port, as AOL does. |
| SMTPUseSSL=0 | Do you use SSL to send mail? 0=No. |
More Information
***Note: The CIW uses the wrong encryption code for Unicode psts and you'll need to change it from 0x40000000 to 0x50000000.
Also see Tips for using Outlook .prf files to configure profiles
Customizing Outlook Profiles by Using PRF Files.
Create an Outlook Profile File (*.PRF) Step-by-step using Outlook 2003's CIW
Hi Diane,
I am looking to delete a mailbox within a default Outlook 2010/2013 profile that contains a particular domain name for users via their logon script. I was thinking using PRF has the potential to do this. In your experience, is this a possible way to go? Best Regards
Hi There. I found a way to put any information you want using %???%. This is done using a script to put environment variables.
This is a Script that I created.
Dim oShell
Set oShell = WScript.CreateObject ("WScript.Shell")
oShell.run "xcopy G:\Scripts\????.prf c:\ /c/h/r/k/y"
' This likes to run from C Drive so this Is a simple copy command to put it there
Set oShell = Nothing
Set objShell = CreateObject("WScript.Shell")
Set objUserEnv = objShell.Environment("USER")
Set objADSysInfo = CreateObject("ADSystemInfo")
Set objUser = GetObject("LDAP://" & objADSysInfo.UserName)
' This will create the variable %first.last% for the first.lastname
'objUserEnv("first.last") = objUser.givenName & "." & objUser.sn
' This will create the variable %first% for the first name
objUserEnv("first") = objUser.givenName
' This will create the variable %last% for the surname
objUserEnv("last") = objUser.sn
' This will create the variable %mail% for the primary mail address
'objUserEnv("cn") = objUser.mail
'objUserEnv("ExPro") = strValue
msgbox "Please Exit Outlook and press ok."
Set oShell = WScript.CreateObject ("WScript.Shell")
oShell.run "outlook.exe /importprf c:\rangitoto.prf"
Set oShell = Nothing
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You can use objUserEnv to put anything in the prf file.
Eg Like %first% %last% in the name field. I have setup exchange and google this way.
I will continue to peruse prf files for this, but this may not be the solution for my question. I want to use "Windows Authentication" for Outlook. I have an AD/DC server, but am using an IMAP mail server, not Exchange. Is it possible to configure Outlook to use AD authentication (and not have to configure ID/PW in Outlook) in the absence of Exchange?
I don't think you can do that, at least not natively. There might be 3rd party utilities that can do it.
Hi! ms Diane sorry to bother you again but is it somehow possible to tell the prf to get the information it needs from the computer itself? something like this "DisplayName=%username%".
You can use variables in the prf - that one should work.
thanks s lot for the reply ms. diane :)
Diane - I am upgrading a user from Outlook 2010 to Outlook 2013. This user is extremely detailed and I need to carry over all of his Outlook settings. Do you know of a reputable Microsoft Outlook software that I can use the carry over every setting??
There are there places where settings are stored - the data file, the registry, and under the microsoft\outlook folders in local appdata and roaming appdata. If you are upgrading on the same computer, everything should transfer to the new version. I have a list of backup utilities at https://www.slipstick.com/outlook/config/how-to-backup-your-outlook-account-settings/#tools
Thanks for the quick reply your a life saver :) i have another question is there a way to set the prf file to configure the account to check message automatically at startup?
If this: configure the account to check message automatically at startup is the option to automatically check mail, that is set via group policy or the registry, not a prf.
Hi After i set UniqueService=Yes i cannot deploy to new pc's?
if i set to NO backup copy is creating?
Unique service means you can only have one of the item in the profile - like exchange accounts (older outlook) and outlook address book.
BackupProfile controls whether a backup is created.