How to Fix Cannot Copy This Folder Because It May Contain Private Items in Outlook

When trying to copy, move, back up, or export Outlook data, some users encounter the warning “Cannot copy this folder because it may contain private items”. This message usually appears when copying Outlook folders such as Calendar, Contacts, Tasks, or mail folders to another location, PST file, or backup destination.

This can be frustrating—especially when you are simply trying to back up or migrate your Outlook data. The good news is that this is not a bug or data corruption issue. It is typically caused by Outlook permission settings, folder-level privacy flags, or export method limitations. In this guide, we will walk you through all the effective ways to fix the Cannot copy this folder because it may contain private items error in Outlook.

Fix Cannot Copy This Folder Because It May Contain Private Items in Outlook

Follow the troubleshooting methods below in order. In most cases, one of the first few solutions will resolve the issue.

1. Make Sure You Are the Folder Owner

Outlook restricts copying folders that you do not fully own.

1. Open Microsoft Outlook
2. Right-click the affected folder (Calendar, Contacts, or Mail folder)
3. Select Properties
4. Go to the Permissions tab
5. Make sure your account is listed as Owner

If you are not the owner, you will not be able to copy the folder.

2. Check for Private Items Inside the Folder

This error often appears when the folder contains items marked as Private.

1. Open the affected folder
2. Switch to List View
3. Look for items marked as Private
4. Open each private item
5. Go to File > Properties
6. Uncheck Private
7. Save the changes

Once all private flags are removed, try copying the folder again.

3. Copy Items Instead of the Folder

Outlook blocks copying entire folders that might contain private items, but it usually allows copying individual items.

1. Open the folder
2. Press Ctrl + A to select all items
3. Right-click and choose Copy
4. Paste them into a new folder or PST file

This bypasses the folder-level restriction.

4. Use Export Instead of Copy

Exporting Outlook data is often more reliable than copying folders manually.

1. Open Outlook
2. Go to File > Open & Export
3. Click Import/Export
4. Choose Export to a file
5. Select Outlook Data File (.pst)
6. Select the folder you want to export
7. Make sure Include subfolders is checked
8. Complete the export

This method ignores the folder privacy warning in most cases.

5. Turn Off “Private” Default Settings (Calendar & Tasks)

Some Outlook folders automatically mark items as private.

1. Open the folder
2. Click View > View Settings
3. Select Filter
4. Make sure no privacy-based filters are enabled
5. Apply changes and retry the copy

This ensures Outlook is not blocking items automatically.

6. Try Copying from Outlook Safe Mode

Add-ins can sometimes trigger privacy-related restrictions.

1. Press Windows + R
2. Type: outlook /safe
3. Press Enter
4. Try copying the folder again

If this works, an Outlook add-in is likely interfering.

7. Switch from New Outlook to Classic Outlook

The New Outlook interface has stricter limitations when handling folders.

1. Open Outlook
2. Turn off the New Outlook toggle (top-right)
3. Restart Outlook
4. Try copying the folder again

Classic Outlook provides better support for folder-level operations.

8. Repair Outlook or Microsoft 365

Corrupted Outlook components can cause incorrect permission warnings.

1. Open Settings > Apps > Installed apps
2. Locate Microsoft 365 or Microsoft Office
3. Click Modify
4. Choose Quick Repair
5. Restart your PC

If needed, repeat the steps and choose Online Repair.

9. Use a New Outlook Profile

If the issue is limited to one profile, it may be corrupted.

1. Open Control Panel
2. Go to Mail
3. Click Show Profiles
4. Select Add
5. Create a new Outlook profile
6. Set it as default
7. Open Outlook and try copying the folder

Wrapping Up

With that, we wrap up our complete guide on fixing the “Cannot copy this folder because it may contain private items” error in Outlook. While the message can make it seem like your data is restricted or unsafe to move, it is usually caused by private item flags, folder ownership limitations, Outlook interface restrictions, or profile-related issues—not by data loss or corruption.

By removing private flags, exporting data properly, switching to Classic Outlook, or repairing your Office installation, you should be able to copy or back up your Outlook folders successfully.