Beginning with Outlook 2013, there are changes in how IMAP accounts are handled.
Instead of using two data files, one for IMAP email and one for your calendar and contacts, Outlook 2013 uses an .ost file for IMAP accounts and stores appointments, tasks, contacts, and notes in the IMAP data file, in folders labeled "(This computer only)".
While users with just one email account in their profile may like having only one data file, it's really not in most user's best interest to use the IMAP .ost file for calendars and contacts.
This is problematic for a number of reasons, including the fact that you can't move an IMAP .ost file to another computer or profile. You need to export the contents of the non-mail folders to a .pst file to move them to a new computer (or a new profile). You can't backup the .ost and easily recover the appointments and contacts from it. You need to export the folders on a regular basis to back them up.
In addition to the issues involving backing up or moving your calendars and contacts, you also won't be able to set a range of flags and reminders or use Categories on the items stored in the IMAP .ost file.
New Appointments are saved in the wrong calendar | Set reminders on Tasks in IMAP
Configuring special IMAP folders in Outlook 2013
The solution? Use a .pst file for your calendar and contacts. If you have a POP3 account in your profile, set it as default and move your calendar and contacts to the folders in the pst file. You can remove the (This computer only) folders by closing Outlook, deleting the IMAP .ost file then reopening Outlook. It will create a new .ost file without the special Outlook folders.
Create a local pst file
If you have a pst file in your profile you want to use for Calendar and Contacts, set the data file as the default then move any appointments or contacts in the 'This Computer Only' folders (steps are in Section B)
Follow the steps in Section A if you need to create a pst folder.
A. Create a local pst file:
- Go to File, Account Settings, Data Files tab
- Click Add, type in a name for the pst file
- Set it as Default data file
- Close Outlook and reopen it
B. Move Contents from the '(This Computer only)' folder to the folder in the *.pst file:
- Switch to the Calendar (This Computer only) folder
- Go to the View tab, select Change View
- Switch to a List view
- Select All and move or drag the appointments to the new calendar folder
- Repeat the steps above for Contacts, Tasks, and Notes if you have contents in those folders.
C. Remove the (This Computer only) folders from the IMAP data file
- Close Outlook.
- Open Windows Explorer, type %localappdata%\microsoft\outlook in the address bar
- Delete the IMAP ost file
- Restart Outlook
Create a local pst file video tutorial
Folder order and Start up folder
After adding the pst file for calendar and contacts, you may want to rearrange the navigation pane, putting the IMAP account at the top and the Calendar & Contacts pst at the bottom.
I also recommend choosing a different start up folder if Outlook starts in the pst file's Inbox. Make this change in File, Options, Advanced. The option to choose a start up folder is near the top of the screen.
Tools
Free Outlook backup tool. Using Safe PST Backup, you can back up your Outlook in any situation. Use Safe PST Backup for migration and the whole Outlook data files you have created will be backed up to the last date. Back up Email archive, Contacts, Calendar and other folders automatically. Incremental backup will be done regardless if Microsoft Outlook is running or not. Schedule Outlook backup or back up PST files manually. Perform backup with multiple destination profiles. Create backup to Network drive. Version 2.70 has improved Folder Selection dialog. |
Thank you! Thank you! THANK YOU!!!!!!!!
The .ost files all reappeared in the Explorer folder...\Microsoft\Outlook\..., with all their data(!); but not the Outlook folders '(This computer only)'. Is that normal?
The 'this computer only' folders are only created if you set the imap data file as the default data file, so yes, it is correct.
Brilliant! Many thanks. I am now on my way to understanding and consolidating Outlook 365 Calendars and Contacts. Who knows? I may even find out how to synchronize Outlook 365 data with the Outlook app on my phone, without using Google as an intermediary.
Hi. Thanks for the article. Unfortunately, When I performed the above steps on several of my office computers, the reminders window no longer shows up for the calendar items that were moved. Is there a way to resolve this? I have a few upset people who are not getting the reminders.
Thanks
if the pst is set as default, it should be indexed and triggering reminders. Click in the Instant search field, then Search tools, locations to search. Is the pst selected?
Hi Diane - moved to a new PC which upgraded outlook from 2010 to 2016. Outlook auto configured my comcast account as imap (previously same account was pop3 under . I coped all the calendar entries into the new calendar folder on the new PC using a .pst file to transfer them. Now when i try and sync iPhone with outlook locally via iTunes, calendar entries will not transfer. Contacts do. I notice iTunes says that i am using exchange (which i am not) presumably due to the imap designation of the comcast account.
Is there some reason that iTunes does not sync calendar entries but does sync contacts
I'm not sure why it's syncing one and not the other, i think it should. (Most people use icloud to sync, not itunes, myself included, so i haven't tested itunes sync.)
Is nothing syncing or do a few things sync?
My typical recommendation is to use a pst for calendar and contacts and set it as default, to avoid losing calendar and contacts in the 'this computer only' folders but its not necessary when you sync as copies are available on the phone.
Thank you, Diane for this blog. I will look for my issue in the comments. This week I got MS365 through godaddy. While in the 365, my husband noticed that on Outlook other emails were listed that we don't utilize on outlook. We deleted both. One was my aol.com. I didn't know it would wipe out my entire On this computer only OUTLOOK. I never used outlook to ready my aol mail and thought I was just stopping aol email from going through to outlook. I've recovered my email, but I need my contacts/address book. I've done deep scans with online recovery software...they find email but say my contacts, calendar and notes are corrupted. I had a MS tech support remote into my computer and he said the MS store could get it back. He had me download the file onto thumb drive and store said they needed hard drive. Most people say the address book is in computer and nothing really gets deleted. I hope that's true. Where would I go to find my 2013 OUTLOOK on this computer only file? I have Win10. Any suggestions? Thanks so much.
unfortunately, if you don't have a backup and the mail is not left on the server, you won't be able to recover imap data files when you delete the account from outlook. Outlook cleans up after itself when you delete an account and permanently deletes the data file. The only hope of recovering the data file is using deleted file recovery programs as soon as possible after deleting the account. The longer you wait, the less successful you'll be. Sorry.
What a great post and YouTube summary tutorial! This is the best things I've found for solving IMAP problem for Outlook 2013/2016. Thank you!
Thank you for the information Diane. I have used Outlook for years, maybe decades. When I had to upgrade to a new computer with Windows 10 and Microsoft 2016 I no longer had color coding for my calendar. I finally was able to speak with customer support, after two days of bouncing around all the self help tabs, and was told with IMAP I had to live without color in my calendar. But, with your suggestion above I am able to keep my IMAP email and have my pst calendar with color. It is so much easier to read my calendar now.