How to Remove an Account from Microsoft Outlook: A Definitive Guide

Removing an account from Microsoft Outlook is a straightforward process, but the specific steps vary slightly depending on the version of Outlook you’re using. Fundamentally, you need to navigate to the Account Settings section, select the account you wish to remove, and then click the “Remove” button. This action will sever the connection between Outlook and that particular email account. It’s crucial to remember that removing an account from Outlook does not delete the email account itself; it merely removes its access from the Outlook application. Your emails and data will still reside on the mail server (e.g., Gmail, Microsoft Exchange).

Understanding the Implications of Removing an Account

Before diving into the ‘how-to,’ let’s address the ‘why’ and the ‘what happens next.’ Removing an account from Outlook disconnects the application from that email source. This means:

• You will no longer receive new emails from that account in Outlook.
• You will no longer be able to send emails from that account through Outlook.
• Your locally stored emails, contacts, calendar entries, and tasks associated with that account (if applicable) will likely become inaccessible within Outlook. This depends on whether you’re using an IMAP, POP3, or Exchange account.
• The email account itself remains active. You can still access it through the webmail interface or another email client.

With that understanding in mind, here’s how to remove an account from different versions of Outlook:

Removing an Account from Outlook: Step-by-Step

The exact wording and menu locations can vary, but the general process remains consistent.

Outlook for Microsoft 365 (formerly Office 365) and Outlook 2019/2021:

1. Open Microsoft Outlook.
2. Click on File in the top-left corner of the Outlook window.
3. Select Info from the left-hand menu.
4. Click on Account Settings, and then select Account Settings from the dropdown menu.
5. In the Account Settings dialog box, click on the Email tab.
6. Select the email account you want to remove.
7. Click the Remove button.
8. Outlook will prompt you to confirm the removal. Click Yes to confirm.
9. Click Close to exit the Account Settings dialog box.

Outlook 2016:

The process is virtually identical to the Outlook for Microsoft 365/2019/2021 versions described above. The core difference is often just a visual cosmetic change.

1. Open Microsoft Outlook 2016.
2. Click on File.
3. Select Info.
4. Click on Account Settings, then Account Settings.
5. In the Account Settings dialog, select the Email tab.
6. Choose the account to remove.
7. Click Remove.
8. Confirm your decision by clicking Yes.
9. Click Close.

Outlook 2013:

1. Open Microsoft Outlook 2013.
2. Click on File.
3. Select Info.
4. Click on Account Settings, then Account Settings.
5. In the Account Settings window, select the Email tab.
6. Select the email account you want to remove.
7. Click the Remove button.
8. Confirm the removal by clicking Yes.
9. Click Close.

Outlook 2010:

1. Open Microsoft Outlook 2010.
2. Click on File.
3. Select Info.
4. Click on Account Settings, then Account Settings.
5. In the Account Settings window, select the Email tab.
6. Select the email account you want to remove.
7. Click the Remove button.
8. Confirm the removal by clicking Yes.
9. Click Close.

Potential Issues and Troubleshooting

While the process is generally smooth, sometimes hiccups occur. Here are a few potential issues and their solutions:

• “You cannot remove this account because it is the default account”: You must first set another account as the default account before you can remove the current default. To do this, select another account in the Account Settings dialog, and click the “Set as Default” button.
• Outlook is unresponsive: Restart Outlook. If the problem persists, try restarting your computer.
• Error message during removal: Note the error message. It may indicate a problem with your profile or a conflict with another application. Try creating a new Outlook profile.
• Local data still visible after removal (POP3 accounts): POP3 accounts download emails locally. Removing the account from Outlook typically doesn’t delete these downloaded emails from your hard drive. You might need to manually delete the Outlook data file (.pst) if you want to remove the local data. Be extremely careful when deleting .pst files, as this is a permanent action.
• Calendar and Contacts disappear: If your calendar and contacts were stored only within the removed account, they will no longer be visible in Outlook. Consider exporting them to a separate file before removing the account, especially for POP3 or IMAP accounts.

Important Considerations for Different Account Types

The experience of removing an account can differ depending on the account type:

• Microsoft Exchange: Removing an Exchange account will remove all data associated with it from Outlook (emails, calendar, contacts, tasks). Because Exchange syncs directly with the server, it will not delete the information from the Exchange server itself; it simply removes access from this particular installation of Outlook.
• IMAP (Internet Message Access Protocol): IMAP accounts generally sync with the mail server. Removing the account will remove data from Outlook, but the emails typically remain on the server.
• POP3 (Post Office Protocol version 3): POP3 accounts often download emails to your computer. Removing the account may leave the downloaded emails on your hard drive (within the .pst file). It is crucial to back up the .pst file if you wish to retain these emails before removing the account or deleting the file.

Frequently Asked Questions (FAQs)

Here are answers to commonly asked questions about removing accounts from Outlook:

1. Does removing an account from Outlook delete the email account itself?

No. Removing an account from Outlook only removes it from the Outlook application. The actual email account remains active and accessible through webmail or other email clients.

2. What happens to my emails after I remove an account from Outlook?

For IMAP and Exchange accounts, your emails remain on the server. For POP3 accounts, emails downloaded to your computer may remain in the Outlook data file (.pst).

3. How do I set a different account as the default account in Outlook?

Go to File > Account Settings > Account Settings. In the Email tab, select the account you want to set as the default and click “Set as Default”.

4. Can I add the account back to Outlook later?

Yes, you can add the account back to Outlook at any time by going to File > Add Account and following the prompts. You will need your email address and password.

5. What is a .pst file, and why is it important when removing a POP3 account?

A .pst file is an Outlook Data File where Outlook stores emails, contacts, calendars, and tasks associated with POP3 accounts. Backing up this file before removing a POP3 account is vital if you want to retain a copy of your downloaded emails.

6. How do I back up my Outlook data (emails, contacts, calendar)?

You can typically export your Outlook data to a .pst file. Go to File > Open & Export > Import/Export. Choose “Export to a file” and follow the wizard to create a backup .pst file.

7. I removed an account, but I’m still receiving emails. Why?

Ensure that the account is completely removed from all devices and applications connected to it (e.g., your smartphone, other email clients). It might also take some time for the changes to propagate through the system.

8. What do I do if I accidentally removed the wrong account?

Simply add the account back using File > Add Account. You’ll need your email address and password. If you deleted the .pst file associated with it, any data only stored locally on that .pst file will be lost unless you have a backup.

9. How do I remove an Outlook.com or Hotmail account from Outlook?

The process is the same as removing any other email account in Outlook. Follow the steps outlined above for your version of Outlook.

10. Is it safe to remove an account while Outlook is still synchronizing?

It’s generally not recommended. Wait for the synchronization to complete before removing the account to avoid potential data loss or corruption.

11. What if the “Remove” button is greyed out?

This usually indicates that the account is managed by a group policy or organizational setting. You might need to contact your IT administrator for assistance.

12. Does removing an account from Outlook delete the associated OneDrive or SharePoint data?

No. Removing an email account from Outlook does not affect your OneDrive or SharePoint data. These services are managed separately, even if you use the same Microsoft account for both.

By following these steps and understanding the implications, you can confidently remove accounts from Microsoft Outlook without losing important data. Remember to always back up your data before making significant changes!