Transferring your Outlook autocomplete list is essential when setting up a new computer or migrating your Outlook profile. This guide provides clear, actionable steps to ensure your frequently used contacts are available without manual re-entry.
- Understanding Outlook Autocomplete
- What is Outlook Autocomplete?
- Why Transfer Autocomplete Data?
- Before You Begin: Important Considerations
- Method 1: Using the Outlook .DAT File (for Outlook 2010 and Later)
- Method 2: Transferring Autocomplete via Microsoft Exchange/Office 365
- Synchronization Steps
- Transfer Outlook Autocomplete to a New Computer Using Remo Outlook Backup & Migrate Tool
- Maintaining Your Autocomplete List
- Troubleshooting Common Issues
- Permissions Issues
Understanding Outlook Autocomplete
Understanding what Outlook autocomplete is and why it is beneficial clarifies the importance of its transfer.
What is Outlook Autocomplete?
Outlook autocomplete, also known as the Nickname Cache or Auto-Suggest List, is a feature that suggests email addresses as you type in the “To,” “Cc,” or “Bcc” fields. This list is automatically generated and updated based on the email addresses you frequently use. It is a convenience feature, not a complete address book.
Why Transfer Autocomplete Data?
Transferring Outlook Autocomplete to a new computer saves significant time and effort. Without it, you would need to manually type out full email addresses for every recipient until Outlook rebuilds the list. This is particularly crucial for users who correspond with a large number of unique contacts regularly.
Before You Begin: Important Considerations
Prioritize these considerations before starting the transfer process to avoid potential complications.
A. Outlook Version Compatibility
Outlook versions handle autocomplete data differently.
- Outlook 2007 and earlier: Use .nk2 files.
- Outlook 2010, 2013, 2016, 2019, and Microsoft 365: Use .dat files (specifically Stream_Autocomplete_*.dat).
Confirm your Outlook version on both the old and new computers to select the correct transfer method.
B. Backup Your Data
Always back up your existing Outlook data before performing any transfer operations. This includes your Personal Storage Table (.pst) files, Offline Outlook Data File (.ost), and any other critical configuration files. This precaution safeguards your information against unforeseen issues.
Method 1: Using the Outlook .DAT File (for Outlook 2010 and Later)
This method applies to Outlook 2010, 2013, 2016, 2019, and Microsoft 365.
Step 1: Locate the StreamAutocomplete*.dat File
The autocomplete data for newer Outlook versions is stored in a .dat file. The file name will typically follow the pattern Stream_Autocomplete_A9E1BF5467F54B0B9D8B4D445D106B33.dat (the alphanumeric string will be unique to your profile).
This file is located in:
C:\Users\\AppData\Local\Microsoft\Outlook\RoamCache
Note: The AppData folder is hidden. Ensure “Show hidden files, folders, and drives” is enabled in Folder Options.
Step 2: Copy the .DAT File
1. Close Outlook on your old computer. This is critical to ensure the .dat file is not in use and that you copy the most current version.
2. Navigate to the RoamCache folder.
3. Identify the largest .dat file that begins with Stream_Autocomplete_. This is typically your active autocomplete file.
4. Copy this .dat file to a temporary location (e.g., your desktop or a USB drive).
Step 3: Transfer to the New Computer
Paste the copied .dat file to an accessible location on your new computer (e.g., the new computer’s desktop).
Step 4: Rename and Replace the .DAT File
1. Install Outlook on the new computer and set up your email account.
2. Open Outlook briefly, then close it immediately. This action creates a new, empty Stream_Autocomplete_*.dat file in the RoamCache folder for your new profile.
3. Navigate to the RoamCache folder on the new computer: C:\Users\\AppData\Local\Microsoft\Outlook\RoamCache
4. Identify the newly created Stream_Autocomplete_*.dat file. Make a note of its exact name, including the alphanumeric string.
5. Delete this newly created, empty .dat file.
6. Rename the .dat file you transferred from your old computer to match the exact name of the file you just deleted on the new computer (e.g., if the new file was Stream_Autocomplete_NEWID.dat, rename your transferred file to Stream_Autocomplete_NEWID.dat).
7. Copy the renamed .dat file into the RoamCache folder, replacing the deleted one.
8. Open Outlook. Your autocomplete list should now be restored.
Method 2: Transferring Autocomplete via Microsoft Exchange/Office 365
If you use Outlook with an Exchange Server or Microsoft 365 account, autocomplete data is typically synchronized automatically.
How Exchange/Office 365 Handles Autocomplete
For Exchange and Microsoft 365 accounts, the autocomplete cache is stored on the server as a hidden message in your mailbox. This means it syncs across all devices connected to that account.
How Exchange/Office 365 Handles Autocomplete
For Exchange and Microsoft 365 accounts, the autocomplete cache is stored on the server as a hidden message in your mailbox. This means it syncs across all devices connected to that account.
Synchronization Steps
1. Configure your Exchange/Microsoft 365 account in Outlook on your new computer.
2. Ensure Outlook is connected to the internet.
3. Allow sufficient time for synchronization. The autocomplete list will download automatically as part of your mailbox data.
4. Start typing in the “To,” “Cc,” or “Bcc” fields. Your autocomplete suggestions should appear. If not immediately, send a few test emails and allow a short period for the server to sync the data.
Also Read: How To Transfer Outlook To New Computer?
Transfer Outlook Autocomplete to a New Computer Using Remo Outlook Backup & Migrate Tool
For a more comprehensive solution that handles various Outlook data, consider third-party tools.
Why Remo Outlook Backup and Migrate?
Remo Outlook Backup & Migrate is a specialized utility designed to back up and transfer entire Outlook profiles, including emails, contacts, calendars, and critically, the autocomplete list. It simplifies the process, reducing manual effort and potential errors.
Maintaining Your Autocomplete List
Regular maintenance ensures your autocomplete list remains efficient and accurate.
Regular Backups
Periodically back up your autocomplete file. This is especially important if you do not use an Exchange/Microsoft 365 account. Treat your autocomplete .dat or .nk2 file as an important configuration file.
Clearing Unwanted Entries
Over time, your autocomplete list can accumulate outdated or incorrect entries.
1. Start typing an address in the “To” field.
2. When the unwanted entry appears in the suggestion list, hover over it with your mouse.
3. Press the “Delete” key on your keyboard. This removes the specific entry from your cache.
Troubleshooting Common Issues
Address these common problems if your autocomplete list does not transfer correctly.
Autocomplete Not Appearing
Restart Outlook: A simple restart can often resolve minor glitches.
Verify file path: Double-check that the .dat or .nk2 file was placed in the exact correct directory.
Permissions: Ensure your user account has full read/write permissions to the AppData folder and its subfolders.
Outlook Profile Corruption: Create a new Outlook profile and attempt the transfer again.
Corrupted Autocomplete Cache
A corrupted cache might prevent entries from appearing or cause Outlook to crash.
1. For .dat files (Outlook 2010+): Delete the Stream_Autocomplete_*.dat file from C:\Users\\AppData\Local\Microsoft\Outlook\RoamCache. Restart Outlook; it will create a new, empty cache. You will then need to re-transfer your autocomplete data using Method 2.
2. For .nk2 files (Outlook 2007-): Delete the .nk2 file from C:\Users\\AppData\Roaming\Microsoft\Outlook. Restart Outlook; it will create a new, empty cache. Then re-import your data using NK2Edit.
Permissions Issues
If you cannot access or modify the AppData folders, check your user account permissions.
1. Right-click on the AppData folder (or the specific RoamCache or Outlook subfolder).
2. Go to Properties > Security tab.
3. Ensure your user account has “Full control” or at least “Modify” permissions. Adjust permissions if necessary, but exercise caution when changing system folder permissions.
The storage location depends on your Outlook version. Outlook 2010 and later store autocomplete data in a Stream_Autocomplete_*.dat file inside the RoamCache folder, while Outlook 2007 and earlier use .NK2 files located in the Outlook directory.
Yes, you can manually transfer the autocomplete list by copying the .DAT or .NK2 file from the old computer and placing it in the correct folder on the new system. However, this requires careful file handling and renaming.
Yes, if you are using a Microsoft 365 or Exchange account, the autocomplete list is stored on the server and usually syncs automatically when you configure your account on a new device.
