Downgrade Office: Revert to a Previous Version on Windows 11

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Upgrading Microsoft Office is often seen as a straightforward process, bringing new features and security updates. However, occasionally, users encounter compatibility issues, performance problems, or find that specific functionalities they rely on have changed or been removed in the newer version. When troubleshooting fails to resolve these challenges, reverting to a previously stable or preferred version of Office becomes a necessary course of action. This process, known as downgrading, involves uninstalling the current version and then installing the desired older version.

Downgrading Office requires careful steps to ensure a clean transition and avoid potential conflicts. It’s more than just installing an older version over a newer one; it involves a complete removal of the existing software. This guide will walk you through the comprehensive process of reverting to an older Office version, such as reinstalling Office 2019 after upgrading to Office 2021, on your Windows 11 or Windows 10 system.

Preparing for the Downgrade¶

Before you begin the actual process of uninstalling the newer version and installing the older one, it is crucial to take several preparatory steps. These steps help safeguard your data, ensure you have the necessary resources for reinstallation, and understand the implications of the change. Skipping these preliminary checks can lead to data loss or complications during the downgrade process.

Backup Important Data¶

While uninstalling and reinstalling Office software itself typically does not affect your personal documents, it’s always a good practice to back up any critical files. Documents created or edited with the newer version of Office are generally compatible with older versions, but ensuring you have copies stored separately provides peace of mind. Consider backing up your documents folder, Outlook data files (.PST), and any custom templates or dictionaries you might have created.

Saving your work to cloud storage services like OneDrive, Dropbox, or Google Drive, or backing up to an external hard drive, are simple and effective methods. This step is a general best practice for any significant software changes on your system. It ensures that regardless of what happens during the uninstall or install process, your valuable work is secure and easily recoverable.

Understand Your License¶

Knowing your Office license is vital. Different versions of Office (e.g., perpetual licenses like Office 2019, Office 2021 vs. subscription services like Microsoft 365) have different installation and activation methods. For perpetual licenses, you typically need your product key associated with your Microsoft account. Subscription licenses rely solely on your Microsoft account login.

Ensure you can access the Microsoft account associated with your Office purchase. This is where you will find options to manage installations, download installation files for previous versions, and potentially deactivate existing installations. Understanding your license type will dictate how you access the older version’s installer and how you will activate it after installation.

Ensure You Have the Installer/Key¶

For perpetual licenses (like Office 2019, 2016, etc.), you will need access to the installation files for the specific version you wish to revert to. These installers are usually available through your Microsoft account portal under your purchase history or services and subscriptions. Make sure you can log in and locate the correct version’s download link before uninstalling the current version.

Subscription licenses (Microsoft 365) generally allow you to install the latest available version, but Microsoft sometimes provides access to previous builds for compatibility reasons. You might need to use the Office Deployment Tool (ODT) for more control over specific versions with a Microsoft 365 subscription, which is a more advanced method. Verify how you will obtain the installer for the desired older version based on your specific license type.

Uninstalling the Newer Office Version¶

The first critical step in the downgrade process is completely removing the version of Office you no longer want. Simply installing an older version on top of a newer one is not supported and will likely lead to conflicts and instability. A thorough uninstall is essential for a clean slate.

Using Windows Settings/Control Panel¶

The standard method for uninstalling applications on Windows is through the Settings app or the legacy Control Panel. Open the Windows Settings app by pressing Windows key + I, then navigate to Apps > Apps & features. Alternatively, open the Control Panel and go to Programs > Programs and Features. Find your installed Microsoft Office suite in the list of programs.

The entry might be listed as “Microsoft 365,” “Microsoft Office Standard,” “Microsoft Office Professional Plus,” or the specific version name like “Microsoft Office 2021.” Select the Office entry and click the Uninstall button. Windows will then initiate the uninstallation process, which might require confirming your action and can take some time depending on your system speed and the Office version installed.

Using the Microsoft Support and Recovery Assistant (MSR A)¶

For a more thorough removal, especially if you encounter issues using the standard method, Microsoft provides a dedicated tool called the Microsoft Support and Recovery Assistant (MSR A). This tool can help identify and fix problems with Office installations, including performing a clean uninstall. Downloading and running MSR A is highly recommended if you experience any difficulties during the standard uninstall process.

MSR A offers an option to perform an “Advanced uninstall.” This method attempts to remove all traces of Office files, folders, and registry keys from your system. While this is more comprehensive, it’s important to ensure you have backed up any critical data as mentioned earlier. Follow the tool’s on-screen instructions to select the Office version you want to remove and complete the cleanup.

Important Note: Deactivating the License¶

After uninstalling Office, it’s a good practice to deactivate the installation from your Microsoft account page, especially if you have a perpetual license with a limited number of installations. This frees up that installation slot so you can use it for the older version on the same computer. Log in to your Microsoft account associated with Office at account.microsoft.com.

Navigate to the section managing your services and subscriptions. Find your Office product listed there. There should be an option to view your installations and a button or link to “Deactivate” or “Sign out of Office.” Clicking this will unassociate the Office license from your specific computer’s hardware profile, preparing it for the installation of the older version.

Here is a video demonstrating the uninstallation process:

Downloading and Installing the Previous Office Version¶

With the newer version successfully removed, you can now proceed with installing the desired older version of Microsoft Office. This process involves accessing the installation files, selecting the correct options, and running the setup.

Accessing Your Microsoft Account¶

The primary location to download legitimate installers for your purchased Office versions is your Microsoft account dashboard. Go to account.microsoft.com and log in with the account linked to your Office license. Navigate to the section that lists your Services & subscriptions. Here, you should see your purchased Office products, whether it’s a perpetual license (like Office 2019, 2016) or a subscription (Microsoft 365).

Locate the specific Office product you wish to install. There should be an “Install” button or link. Clicking this often presents options before downloading the installer file. Look for links that allow you to download older versions or customize your installation options.

Choosing the Correct Version and Architecture¶

Once you click “Install” from your account page, you will typically be given options regarding the version and architecture (32-bit or 64-bit). Ensure you select the installer for the specific year version you intend to install (e.g., Office 2019, Office 2016). It’s important to match the architecture (32-bit or 64-bit) of the Office installation to your Windows operating system architecture, or ideally, the architecture of other Office add-ins or programs you use.

While 32-bit is generally compatible, 64-bit Office is recommended for most modern systems with 64-bit Windows to handle large files and complex calculations more efficiently. Select the desired version (e.g., Office 2019) and the architecture (most likely 64-bit for Windows 11/10). Download the installer file (.exe or .img).

Initiating the Installation¶

Locate the downloaded installer file and double-click it to begin the setup process. The Office installer will typically run in the background, showing a progress window. You might be asked to accept the license terms before the installation begins. The setup will copy the necessary files to your computer and configure the Office applications.

During the installation, you might see prompts indicating the progress, such as “Getting Office ready” or “Installing Office.” The installation process is largely automated. You’ll know it’s complete when you see a message like “You’re good to go” or “Office is installed now.”

Here is a table summarizing key steps:

Step	Description	Importance
1. Backup Data	Save documents and critical files to external storage or cloud.	High
2. Understand License	Know your Office product key or Microsoft account details.	Critical
3. Obtain Installer	Access your Microsoft account to download the specific older version installer.	Critical
4. Uninstall Newer Version	Remove the current Office version using Settings, Control Panel, or MSR A.	Critical
5. Deactivate License	Remove the license association from the computer via your account page.	High
6. Run Older Installer	Execute the downloaded setup file for the desired Office version.	Critical
7. Activate Office	Sign in with your Microsoft account or enter your product key.	Critical
8. Prevent Updates	Configure settings to prevent automatic updates to newer versions.	High (for staying on old version)

Preventing Future Updates to the Newer Version¶

After successfully installing the older version of Office, it’s important to prevent it from automatically updating to the newer version you just removed. By default, Office updates automatically to provide the latest features and security patches. You need to configure settings to stop this behavior for your specific needs.

Understanding Update Channels¶

Microsoft 365 and modern perpetual versions of Office use different update channels (e.g., Current Channel, Monthly Enterprise Channel, Semi-Annual Enterprise Channel). These channels determine how frequently updates are received. For perpetual licenses like Office 2019 or 2021, updates primarily focus on security and reliability fixes. To prevent upgrading to a newer major version (e.g., from 2019 to 2021), you need to block the upgrade offer itself rather than just pausing standard updates.

Preventing an upgrade (moving from Office 2019 to Office 2021) is different from preventing updates within Office 2019 itself (receiving security patches for 2019). While it’s generally recommended to keep your installed version updated with security patches, you want to block the prompt or automatic installation of a newer, incompatible version.

Methods to Block Upgrades¶

For perpetual licenses like Office 2019 installed via Click-to-Run technology, you might receive notifications within Office applications prompting you to upgrade to Office 2021 or Microsoft 365. You should dismiss these notifications. To more permanently prevent the upgrade offers, you can use administrative templates for Group Policy or make modifications to the Windows Registry. These methods are more advanced and are typically used in corporate environments, but they can be applied to individual machines.

Using Group Policy Editor (available in Pro, Enterprise, and Education editions of Windows) or manually editing the Registry allows you to configure Office update behavior, including disabling upgrade notifications. For example, you might configure Office not to check for newer versions or to suppress upgrade prompts. Caution: Modifying the Windows Registry incorrectly can cause serious system problems, so proceed with caution or seek assistance if you are not comfortable with this process.

Post-Installation Steps and Verification¶

Once the older version of Office is installed, there are a few final steps to ensure everything is working correctly and that your applications are properly licensed.

Activating the Older Version¶

After the installation completes, open any Office application like Word or Excel. You will likely be prompted to activate the software. If you have a perpetual license (Office 2019, 2016), you may be asked to enter your product key or sign in with the Microsoft account associated with that key. Sign in using the same Microsoft account you used to manage your licenses online. The application should then verify your license and become fully activated.

If you are using a subscription (Microsoft 365) and used the ODT to install a specific build, you will activate by signing in with your Microsoft account linked to the active subscription. Activation confirms that your copy of Office is genuine and licensed for use on your computer.

Verifying Installation and Functionality¶

After activation, take some time to open various Office applications (Word, Excel, PowerPoint, Outlook, etc.) to ensure they launch without errors. Test core functionalities like creating new documents, opening existing ones, saving files, and using familiar features. Check if any add-ins you previously used are compatible with this older version and install or update them if necessary.

Confirm that the version number displayed in the application’s “Account” or “About” section is indeed the older version you intended to install (e.g., “Office 2019”). This verification step is important to ensure the downgrade was successful and that you are running the desired software version.

Compatibility Considerations¶

When using an older version of Office, especially if you interact with users who have newer versions, compatibility becomes a key factor. While Microsoft strives for backward and forward compatibility, there are limitations.

File Format Compatibility (.docx, .xlsx, .pptx)¶

Since Office 2007, Microsoft has used Open XML formats (files ending in .docx, .xlsx, .pptx). These formats are generally compatible across different Office versions. This means a document created in Office 2021 can usually be opened in Office 2019, 2016, or even 2013 without major issues.

However, older versions might not support features or formatting introduced in newer versions. For example, if a PowerPoint 2021 presentation uses a transition effect not present in PowerPoint 2019, the older version might substitute it with a different effect or ignore it. Text and basic formatting usually remain intact, but advanced features could be affected.

Feature Compatibility¶

New features introduced in later Office versions will not be available in older versions. If you rely on a specific function, chart type, formula, or design element that was added in Office 2021, it will simply not exist in Office 2019. Users with older versions also won’t be able to utilize or even see content created using these newer features if they are fundamental to the document’s structure or content.

When collaborating with others, be mindful of the version differences. If you create a document using a feature exclusive to your older Office version, users with newer versions might still be able to open it, but the feature might behave differently or be flagged as a compatibility issue. Conversely, opening files created with newer versions might trigger compatibility mode in your older Office applications, potentially limiting editing capabilities to maintain compatibility with the older format structure.

Troubleshooting Common Downgrade Issues¶

The downgrade process, while generally straightforward, can sometimes hit bumps. Knowing how to troubleshoot common issues can save you time and frustration.

Uninstall Issues¶

One of the most common problems is the newer Office version failing to uninstall completely. This can happen due to corrupted installation files, conflicts with other software, or permission issues. If the standard uninstall through Settings or Control Panel fails, the Microsoft Support and Recovery Assistant (MSR A) is your best tool. It’s designed to fix or completely remove Office installations, often resolving issues that manual methods cannot. Running MSR A with the “Advanced uninstall” option is the most effective way to ensure a clean removal before attempting to install an older version.

Another issue might be Office not appearing in the list of installed programs. In this case, using MSR A and selecting the option to remove “all versions of Office” can help clean up any hidden or partial installations.

Installation Errors¶

Errors during the installation of the older Office version can occur for various reasons, including corrupted installer files, insufficient disk space, conflicts with remaining files from the previous installation, or interference from antivirus software. Ensure you download the installer again if you suspect it’s corrupted. Free up disk space if needed.

Temporarily disabling your antivirus software (remembering to re-enable it afterward) can sometimes resolve installation blocks. If conflicts from the previous version are suspected despite using standard uninstall, run MSR A for a thorough cleanup. Installation logs can also provide clues about specific error codes, which can be searched online for targeted solutions.

Activation Problems¶

Activation issues typically arise from incorrect product keys, using the wrong Microsoft account, or issues with the activation servers. Double-check that you are using the correct Microsoft account associated with your perpetual license or active subscription. If using a product key, ensure it is entered exactly as written.

If activation still fails, running the Office Activation Troubleshooter (often part of MSR A or available as a separate download) can help diagnose the problem. Ensure your internet connection is stable, as activation requires contacting Microsoft servers. If you recently made significant hardware changes to your computer, you might need to contact Microsoft Support for help reactivating your perpetual license.

Frequently Asked Questions (FAQs)¶

Here are answers to some common questions about reinstalling and using different versions of Microsoft Office.

Can You Reinstall Microsoft Office on the Same Computer?¶

Yes, absolutely. You can uninstall and then reinstall Microsoft Office on the same computer as long as your license permits it. Perpetual licenses (like Office 2019, 2021) usually allow installation on one or a limited number of computers, and uninstalling frees up that license for use elsewhere or for reinstallation on the same machine. Microsoft 365 subscriptions allow installation on multiple devices (PCs, Macs, tablets, phones), and you can manage which devices are using your license through your Microsoft account page.

If you are experiencing issues with your current Office installation, reinstalling it is often a recommended troubleshooting step. You can choose to uninstall completely and then perform a fresh installation, or for minor issues, you might try the “Repair” option available in Windows Settings or Control Panel under the Apps or Programs and Features section, which attempts to fix installation problems without a full removal and reinstallation.

Can I Have Office 365 and Office 2021 at the Same Time?¶

Generally, no, you cannot have two different major versions of Office installed using the Click-to-Run installation technology on the same computer. This includes trying to install a perpetual license version (like Office 2021, 2019, 2016) alongside a Microsoft 365 subscription installation. Attempting to install a different version will typically result in an error message stating that a newer or conflicting version is already installed.

Microsoft recommends having only one Office installation suite on a single device to prevent software conflicts and ensure stability. If you need to switch from Microsoft 365 to a perpetual license of Office 2021 (or vice versa), you must first completely uninstall the existing version before installing the new one. While there are some specific scenarios where certain Office applications might coexist (e.g., installing Visio or Project alongside the main Office suite), installing two core Office suites (like Microsoft 365 and Office 2021) is not supported.

What Happens to My Documents?¶

Your personal documents (Word files, Excel spreadsheets, etc.) are separate from the Office applications themselves. Uninstalling and reinstalling Office software does not delete your documents. Your files are stored in locations like your Documents folder, OneDrive, or other directories on your computer.

As mentioned earlier, it is still a good practice to back up important documents before any major software change, but the process of uninstalling and reinstalling Office specifically targets the application files, not your user data files. You will be able to open your existing documents with the newly installed older version of Office, subject to the compatibility considerations discussed previously.

Will My Settings Be Saved?¶

Some Office settings might be saved, but many application-specific preferences, recent file lists, and customizations might be reset during the uninstall and reinstall process. Settings that are tied to your Microsoft account (like installed add-ins synced via the store or some personalization options) might restore upon signing back in. However, local settings stored in the Windows Registry or user profile folders might be removed during a clean uninstall.

If you have specific, important customizations (like complex ribbon modifications, quick access toolbar setups, or specific proofing options), it’s wise to export these settings if the Office version supports it, or simply be prepared to reconfigure them after the older version is installed. Recent document lists are almost always cleared.

Share Your Experience¶

Downgrading Office can be a necessary step to address compatibility issues or maintain a preferred workflow. By following these steps, you can successfully revert to an older, more suitable version of the software on your Windows 11 or Windows 10 PC.

Have you ever needed to downgrade your Office installation? Did you encounter any specific challenges or find solutions that worked well for you? Share your experiences, tips, or any questions you might have about downgrading Office in the comments section below.