How to Add an Outlook Mailbox to Your Computer or Phone

The fastest way depends on which Outlook you're using

Adding a mailbox to Outlook takes about five minutes, but the exact steps change depending on whether you're using Outlook on Windows, Mac, or your phone. The most common route — adding an account to Outlook on Windows — requires only your email address and password. Outlook on Mac and mobile devices follow the same basic pattern but with slightly different menu locations.

Before you start, have your email address and password ready. If your email provider uses two-factor authentication (like Gmail or Microsoft accounts), you may need to generate a one-time password or approve the connection from another device. Some workplace email systems require additional setup steps, which we'll cover separately.

Key Takeaways

On Windows Outlook, go to File > Add Account, enter your email address, and let Outlook detect your settings automatically in most cases.
If automatic setup fails, you may need to enter your mail server details manually — your email provider's support page lists these.
Gmail and Microsoft accounts often require you to generate a one-time app password rather than using your regular login password.
On Mac and mobile Outlook, the Add Account option is in Settings, not the File menu.
Once added, your mailbox appears in the folder list on the left side of Outlook, and you can switch between accounts by clicking the account name.

Adding a mailbox in Outlook on Windows

Open Outlook and go to File in the top-left corner. Click Add Account. A window will open asking for your email address — type it in and click Next. Outlook will attempt to find your mail server settings automatically. If it succeeds, you'll see a password field. Enter your password and click Next again.

Outlook will verify the connection and add your mailbox. You should see your account name appear in the folder list on the left side of the window. If automatic detection fails, Outlook will ask whether you want to configure the account manually. Click Yes and you'll need to enter your mail server details — your email provider's support page will have these (usually labeled IMAP or POP3 settings for incoming mail, and SMTP for outgoing).

Gmail and Microsoft accounts need an app password

Gmail and Microsoft accounts have extra security that blocks Outlook from signing in with your regular password. Instead, you need to create a one-time app password — a 16-character code that Outlook can use without exposing your main account password.

For a Gmail account, go to myaccount.google.com, click Security in the left menu, scroll down to App passwords, and select Mail and Windows Computer (or whichever device you're using). Google will generate a 16-character password. Copy it, return to Outlook, and paste it into the password field instead of your Gmail password.

For a Microsoft account (Outlook.com, Hotmail, or a work email ending in @company.onmicrosoft.com), go to account.microsoft.com, click Security, find App passwords, and generate one for Outlook. Use that code in Outlook instead of your regular password.

Adding a mailbox on Mac

Open Outlook and click Outlook in the top menu bar. Select Preferences (or Settings in newer versions). Click Accounts, then click the + button at the bottom left. Choose New Account.

Enter your email address and click Continue. Outlook will try to detect your settings. If it succeeds, enter your password and you're done. If it fails, you'll need to enter your mail server details manually — these are the same IMAP, POP3, and SMTP settings you'd use on Windows. Once added, close the Preferences window and your mailbox will appear in the folder list.

Adding a mailbox on iPhone or Android

Open Outlook and tap the menu icon (three horizontal lines) in the bottom-right corner. Tap your profile picture or initials at the top, then tap Add Account. Enter your email address and tap Continue. Outlook will attempt automatic setup; if it works, enter your password and you're finished.

If automatic setup fails, you'll see an option to configure manually. Tap it and enter your mail server details. Once the account is added, you can switch between mailboxes by tapping the menu icon again and selecting the account name from the list at the top.

What to do if Outlook can't find your mail server settings

Some email providers don't work with Outlook's automatic detection. When this happens, you need to find your mail server address and port number manually. Your email provider's support page usually has a section called "IMAP settings" or "Mail client settings" — this page lists the incoming mail server (IMAP or POP3), outgoing mail server (SMTP), and the port numbers for each.

Common mail server addresses include imap.gmail.com (Gmail), imap-mail.outlook.com (Microsoft), and mail.company.com (workplace email). Port numbers are usually 993 for IMAP, 995 for POP3, and 587 for SMTP, but your provider may use different ones. Enter these details exactly as listed — a single character wrong will prevent the connection.

If you still can't connect after entering the correct settings, contact your email provider's support team. They can confirm whether your account is set up to allow third-party mail clients, and some providers require you to turn on this permission in your account settings before Outlook can connect.

Switching between multiple mailboxes in Outlook

Once you've added more than one mailbox, you can see all of them in the folder list on the left side of Outlook. Click any account name to view that mailbox's folders. On mobile, tap the menu icon and select the account name at the top to switch between them.

If you want to send an email from a specific mailbox, open a new message and look for a From field. Click or tap it to choose which account to send from. By default, Outlook sends from whichever mailbox you're currently viewing, but you can change this for each message.

Frequently Asked Questions

Why does Outlook say my password is wrong when I know it's correct?

If you're using Gmail or a Microsoft account, you need an app password instead of your regular password. These accounts block regular passwords for security reasons. Generate an app password through your email provider's security settings and use that 16-character code in Outlook instead.

Can I add a work email that my company manages?

Yes, but your company may require additional setup. Some workplace email systems use special authentication methods or require you to turn on "less secure app access" in your account settings. Contact your company's IT support team — they can tell you the exact steps and any settings you need to change first.

What's the difference between IMAP and POP3?

IMAP keeps your emails on the mail server and syncs them across devices, so you see the same folders and messages everywhere. POP3 downloads emails to your computer and removes them from the server, so each device sees different messages. IMAP is usually better if you check email from multiple devices.

Do I need to remove the old mailbox before adding a new one?

No. You can add as many mailboxes as you want to the same Outlook installation. They'll all appear in your folder list, and you can switch between them by clicking the account name. You only need to remove a mailbox if you no longer want to see it in Outlook.

Will adding a mailbox to Outlook delete my emails from the original account?

No. Adding a mailbox to Outlook only connects it for reading and sending — it doesn't change anything on the mail server or in your original email account. Your emails stay exactly where they are.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.