You can add another email address to Outlook in about two minutes

Open Outlook on your computer or phone, go to File (or tap your profile icon on mobile), then Account Settings > Account Settings again. Click the Email tab, then New. Type the email address you want to add and choose whether Outlook should treat it as a separate account or combine it with your existing one. If you're adding an account from Gmail, Yahoo, or another provider, Outlook will ask for your password — you may need to use an app-specific password instead of your regular one, depending on your email provider's security settings.

The process is different depending on whether you're using Outlook on Windows, Mac, or a phone, and whether the email address belongs to Microsoft (Outlook.com, Hotmail) or another company. This guide walks you through each scenario and explains what to do when Outlook asks for a password you don't recognize.

Key Takeaways

  • Adding an email address takes two to three minutes and requires only the email address and its password.
  • Gmail, Yahoo, and some other providers require you to create an app-specific password instead of using your regular login password.
  • You can choose to keep each email address separate or have Outlook combine them into one inbox.
  • If Outlook cannot connect, the most common cause is an incorrect password or a provider that blocks third-party apps by default.

Adding an email address on Windows Outlook

Click File in the top left corner. Select Account Settings, then click Account Settings again from the dropdown menu. You'll see the Email tab at the top — click it. Click the New button.

Type the email address you want to add. Outlook will ask whether you want to create a new profile or add it to your existing one. Choose Add this account to the current profile to see all your emails in one place, or Create a new profile to keep them completely separate. Most people choose to add it to the current profile. Click Next.

Outlook will attempt to set up the account automatically. If the email address is from Outlook.com, Hotmail, or another Microsoft service, it will ask for your password and usually connect within seconds. If it's from Gmail, Yahoo, AOL, or another provider, it may ask for a password but fail to connect — this is normal and explained in the section below.

Adding an email address on Mac Outlook

Click Outlook in the menu bar at the top. Select Preferences. Under Accounts, click the Email icon. Click the + button at the bottom left.

Choose Add an email account. Type your email address and password, then click Add Account. Outlook will try to connect automatically. If it succeeds, you're done. If it fails, follow the steps in the section "When Outlook cannot connect" below.

Adding an email address on your phone

On iPhone or Android, open Outlook and tap your profile icon (usually in the bottom right corner). Tap Settings, then Add Account. Choose the type of account — Microsoft for Outlook.com or Hotmail, or Other for Gmail, Yahoo, or anything else. Type your email address and password.

The phone app will try to connect. If it succeeds, you're finished. If you see an error message, the steps below will help you fix it. Phone setup is usually faster than desktop setup because many providers have updated their security settings for mobile apps.

When Outlook cannot connect: app-specific passwords

Gmail, Yahoo, AOL, and some other providers block Outlook from using your regular password for security reasons. Instead, they require an app-specific password — a separate, temporary password that works only with Outlook and similar apps.

If Outlook fails to connect and shows an error like "The server rejected the login" or "Authentication failed", you need an app-specific password. The steps depend on your email provider:

  • Gmail: Go to myaccount.google.com, click Security on the left, scroll to App passwords (you may need to turn on 2-Step Verification first), select Mail and Windows Computer (or your device type), and Google will generate a 16-character password. Copy it and paste it into Outlook instead of your regular Gmail password.
  • Yahoo: Go to account.yahoo.com, click Account security on the left, scroll to Generate app password, select Mail and Outlook, and Yahoo will create a password. Use this in Outlook instead of your Yahoo password.
  • AOL: Go to login.aol.com, click Account, then Security, scroll to Generate app password, and follow the same process as Yahoo.
  • Outlook.com or Hotmail: These usually work without an app-specific password, but if you have two-factor authentication turned on, you may need to use an app password. Go to account.microsoft.com, click Security, then App passwords.

After you generate the app-specific password, go back to Outlook, click Account Settings > Account Settings > Email, find the account that failed, click it, then click Change. Delete the old password and paste the new app-specific password. Click Next and Outlook should connect.

Choosing how to organize multiple email addresses

When you add a second email address to Outlook, you have two options: combine them into one inbox or keep them separate. If you choose to combine them, all emails from both addresses will appear in your main inbox, and you can reply from either address. If you keep them separate, each address gets its own folder and inbox.

Most people combine addresses because it's simpler to manage one inbox. However, if the addresses are for different purposes — one for work and one for personal use, for example — keeping them separate can help you stay organized. You can change this setting later by going to Account Settings > Email, clicking the account, and choosing Change.

Troubleshooting: common problems and fixes

Outlook says "The server rejected the login." This almost always means you need an app-specific password. Follow the steps in the section above for your email provider.

Outlook connects but emails don't appear. Wait 10 to 15 minutes — Outlook may still be downloading your message history. If nothing appears after that, go to Account Settings > Email, click the account, click Change, and make sure the folder settings are correct. Some providers require you to enable IMAP or POP access before Outlook can download old emails.

You see "The account you're trying to add is already in use." You've already added this email address to Outlook on this computer. If you want to add it again with different settings, you'll need to remove it first. Go to Account Settings > Email, click the account, click Remove, then add it again.

Outlook keeps asking for your password. This usually means the password is wrong or the app-specific password has expired. Delete the account and add it again, making sure to use the correct password or a fresh app-specific password from your email provider.

Frequently Asked Questions

Can I add more than two email addresses to Outlook?

Yes. You can add as many email addresses as you want. Repeat the steps above for each one. They'll all appear in the same Outlook window, either combined into one inbox or in separate folders depending on how you set them up.

What's the difference between adding an account and creating a new profile?

Adding an account to your current profile means all your emails appear in one Outlook window. Creating a new profile means you have to switch between separate Outlook windows to see each email address. Most people add accounts to the current profile unless they want to keep work and personal email completely separate.

Do I need to remember the app-specific password?

No. Once you enter it into Outlook, you don't need it again. Outlook stores it and uses it automatically. If you lose it, you can generate a new one from your email provider's website.

Will adding an email address to Outlook delete it from my other devices?

No. Adding an email address to Outlook on your computer doesn't affect it on your phone, tablet, or webmail. You can add the same address to multiple devices and they'll all sync with the same inbox.

What if my email provider isn't listed in the app-specific password instructions?

Search your email provider's website for "app password" or "third-party app access". Most providers have a security or account settings page where you can generate one. If they don't offer app passwords, try turning off two-factor authentication temporarily, adding the account to Outlook with your regular password, then turning two-factor authentication back on.