How to Password Protect Your Outlook Data File

By standss Thursday, April 28th, 2011

Here is a simple tip on how to password protect your Outlook emails from other users of the same computer.

I was recently asked (via Facebook)… How can I secure my Outlook account and let no one see my mail?

The best way to do this is to actually have a separate WINDOWS account on your computer where you login to do your work. If every user on your computer has a different Windows login then there is no need to protect your emails separately. Just remember to log out or lock your computer whenever you are away.

But… if you will be sharing the same Windows login with more than one person (or if you have setup Windows so that there is no login screen at all) then here is what you can do.

WARNING: Do NOT lose your password as there is no free way of getting it back if you forget.

To create the Password:

  1. Do one of the following:
    If you have a POP3 e-mail account, right-click the Personal Folders folder, and then click Properties For “Personal Folders”. In Oulook 2010, it will be Data File Properties…
    If you have an HTTP e-mail account (not supported in Outlook 2000), such as MSN Hotmail, right-click the Hotmail folder, and then click Properties For “Hotmail”. In Oulook 2010, it will be Data File Properties…
  2. On the General tab, click Advanced.
  3. Click Change Password.
  4. In the Change Password dialog box, type your new password and verify it by typing it a second time. The password can be up to 15 characters.Change Password Dialog box
  5. Ensure that the Save this password in your password list check box is cleared. This prevents the password from being cached, and you need to type the password each time you run Outlook. Most importantly Don’t forget the password.
  6. Click OK.

When you click the e-mail account folder, you will be prompted for your password. After you gain access, you won’t have to enter the password again for that session. If you exit and then restart Outlook, you will be prompted for the password as shown below:

Datafile Password Prompt

To Remove the Password (You will be required to remember the current password)

  1. Follow the same steps above
  2. When you are at the Change Password dialog box, enter the current password in the Old Password field
  3. Leave the New Password and Verify Password fields empty
  4. Click OK
  5. Restart Outlook

This will remove the password that you create for the Data file.

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Categories : Outlook Installation/Setup

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