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Password protect Outlook 2016


A client using Outlook 2016 with IMAP accounts can't apply passwords anymore to the account data files :

Is there another way to protect a users emails without resorting to a separate Windows user profile ?

Yann Shukor
Yann Shukor
1 Solution
Bill PrewCommented:
Outlook doesn't provide a lot of options in this area, I always thought it would be useful to be able to password protect an Outlook "profile" but that can't be done.  PST files can be protected, but with IMAP an OST is used.  You can prevent any data being stored locally by turning off "cached" / "offline" mode for that account, and not storing the email account password in Outlook.  This will force them to enter the password when they open Outlook, bun unfortunately I think they will be prompted for it frequently.  And if they have a lot of emails in the account typically that may be slow to access each time they open Outlook.

Is this a personal machine, or a shared machine?  If it's a personal machine then I'm not sure what you are trying to protect against?  As long as the user leaves the machine locked when they are not using it then no one else can access their email?  If it is a shared machine, then everyone should use their own Windows / Network login to access it, so the email user involved just needs to make sure they log out when done with the machine.

And depending on the situation, if this is very sensitive and you don't want to chance anyone accessing email via Outlook on the Windows computer, is not to use it.  Let the user access their email via Outlook Web and work in a browser.  It will require their password one time when they start a session, and as long as they log out when done no one else should have access.

Just some thoughts, hope this helps.

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