Backup and restore your messages, address book, settings, accounts, rules,
signatures, and even your Internet favorites.
Outlook Backup
Discount code: ABF-HT2GL

Password protect startup of an Outlook mail profile

I want to prevent unauthorized access to my emails.

Is there any way I can password protect the entire Outlook mail profile?

No, you can’t password protect a mail profile but to some extend, you can password protect your pst-file storage or Exchange mailbox.

Both methods have their limitations though and alternative protection methods are recommended.

Password on pst-file

To set a password on your pst-file, you must bring up the properties of the pst-file in Outlook.

  • Outlook 2003 and Outlook 2007
    File-> Data File Management…-> double click on your data file-> button: Change Password…
  • Outlook 2010 and Outlook 2013
    File-> Account Settings-> Account Settings…-> tab Data Files-> double click on your data file-> button: Change Password…

Password protect a pst-file
Leave the “Old password” field empty when no password has been set yet.

This password feature however shouldn’t be regarded as a sturdy protection mechanism though and it was never intended as such either. The passwords are easy to crack via various tools such as Atomic Pst Password Recovery and the encryption of the pst-file isn’t based on the password either.

Password protect Exchange mailbox

There is no way to protect the data store of an Exchange account as your can for pst-file. The Exchange data store is an ost-file and doesn’t hold the ability to password protect it.

While you can configure your Exchange account to always prompt for a password, it only applies to the connection to the Exchange server. When you would cancel the password prompt, Outlook will still grant you access to the already cached data on your computer.

The only way to fully password protect your Exchange mailbox would be to set the option to always prompt for the password and to disable Cached Exchange Mode.

Disabling Cached Exchange Mode will however impact your user experience with Outlook as several features of Outlook will only work when Cached Exchange Mode is enabled.

To switch the option “Use Cached Exchange Mode” on or off use:

  • Outlook 2003
    Tools-> E-mail Accounts…-> View or change existing e-mail accounts->  Next-> double click on your Exchange account
  • Outlook 2007
    Tools-> Account Settings…-> double click on your Exchange account
  • Outlook 2010 and Outlook 2013
    File-> Account Settings-> Account Settings…-> double click on your Exchange account

To set the option to always prompt for logon credentials, click on the More Settings… button in while still in your Exchange account settings and select the Security tab.

Exchange - Always prompt for logon credentials
Setting the option: Always prompt for logon credentials.

Alternatives

Encrypt your entire disk with BitLockerAs mentioned previously, the protection methods for pst-files and Exchange mailboxes have their limitations. You also can’t password protect data stored in IMAP, Outlook Hotmail Connector and Exchange Active Sync accounts.

Therefore, if you really want to protect your data, consider the following methods or a combination thereof instead.

  • Password protect Windows.
  • Lock your computer or log off when you are away (keyboard shortcut: Windows Logo Key + L).
  • Encrypt your entire disk via BitLocker or a 3rd party tool.

These methods will also protect all your locally stored data and not just Outlook.



ABF Outlook Backup
Use "ABF-HT2GL" to get a discount when ordering!