How to add another email account in Outlook

You can add a second email account to Outlook on Windows, Mac, or the web version. The process takes about five minutes and lets you manage multiple inboxes from one window. You'll need the email address and password for the account you want to add, plus the incoming and outgoing mail server addresses if Outlook doesn't recognize your email provider automatically.

The steps differ slightly depending on which version of Outlook you use, but the basic flow is the same: open settings, select the option to add an account, enter your email credentials, and let Outlook configure the connection.

Key Takeaways

  • Outlook can store and display multiple email accounts in the same application window, with separate inboxes for each one.
  • You need the password for the account you're adding, and sometimes the mail server addresses if your email provider isn't in Outlook's database.
  • The process is different for Outlook on Windows, Outlook on Mac, and Outlook on the web — each has its own settings menu.
  • Some email providers require you to generate an app-specific password instead of using your regular account password.

Adding an account in Outlook on Windows

Open Outlook and go to File in the top left corner. Click Add Account. Enter the email address you want to add and select Connect. Outlook will try to detect your email provider and configure the connection automatically.

If Outlook recognizes your provider, you'll be asked to enter your password. Type it in and select OK. If Outlook doesn't recognize the provider, you'll need to enter the incoming mail server (IMAP or POP3), outgoing mail server (SMTP), and port numbers. Your email provider's support page usually lists these details. Once you've entered them, select Next and then Finish.

The new account will appear in your folder list on the left side of Outlook. You can switch between accounts by clicking on each one, or view all inboxes together by selecting Show in Favorite Folders for each account's inbox.

Adding an account in Outlook on Mac

Open Outlook and go to Outlook in the menu bar at the top. Select Preferences. Click Accounts and then the + button at the bottom left. Choose Other Email from the list.

Enter your email address and password, then select Continue. Outlook will attempt to configure the account automatically. If it succeeds, you're done. If it fails, you'll need to enter your mail server details manually. Once the account is added, it will appear in your account list in Preferences, and you can access it from the folder list in your main Outlook window.

Adding an account in Outlook on the web

Log in to your Outlook account at outlook.com or outlook.office.com. Click the gear icon in the top right corner and select View all Outlook settings. Go to Mail and then Accounts. Click Add another account.

Enter the email address and password for the account you want to add. Select Add account. Outlook will try to configure it automatically. If the connection succeeds, the account will appear in your folder list. If it fails, you may need to check your password or contact your email provider's support team to confirm the mail server settings.

When your email provider requires an app password

Some email providers, including Gmail and Microsoft accounts with two-factor authentication enabled, don't allow Outlook to connect using your regular password. Instead, you need to generate an app-specific password — a separate password that works only with Outlook and similar applications.

For Gmail, go to your Google Account settings, select Security, and look for App passwords near the bottom. You'll need to have two-factor authentication turned on first. Select your device type and Gmail, and Google will generate a 16-character password. Copy this password and use it in Outlook instead of your regular Gmail password.

For Microsoft accounts, go to account.microsoft.com, select Security, and look for App passwords. Select your device and app type, and Microsoft will generate a password for you. Use this password when adding the account to Outlook.

Troubleshooting connection problems

If Outlook can't connect to your account, the most common causes are an incorrect password, wrong mail server settings, or security settings on your email provider's side. Start by confirming your password is correct — type it carefully, paying attention to uppercase and lowercase letters.

Next, check whether your email provider requires an app-specific password (see the section above). If you're using the correct password and an app password isn't required, contact your email provider's support team and ask for the incoming mail server (IMAP or POP3), outgoing mail server (SMTP), and the correct port numbers. Some providers also require you to enable "less secure app access" or add Outlook to a list of trusted applications before it can connect.

If you've entered the server settings and Outlook still won't connect, try removing the account and adding it again from scratch. Sometimes a fresh connection attempt will work when a previous one failed.

Managing multiple accounts in Outlook

Once you've added a second account, you can organize your inboxes in several ways. In Outlook on Windows and Mac, you can create a Favorite Folders section that shows the inboxes from all your accounts in one place, so you don't have to click between them. Right-click on each inbox and select Add to Favorites.

You can also set up rules to automatically sort incoming mail from each account into different folders, or use search to find messages across all accounts at once. When composing a new email, you can choose which account to send from by clicking the From field and selecting the account you want to use.

Frequently Asked Questions

Can I add more than two email accounts to Outlook?

Yes. Outlook supports as many accounts as you want to add. Repeat the steps above for each additional account. All of them will appear in your folder list, and you can manage them from the same window.

Will adding another account delete my first account?

No. Adding a second account doesn't affect your first one. Both accounts remain active and separate, with their own inboxes, sent folders, and settings.

What's the difference between IMAP and POP3?

IMAP keeps your emails on the server and syncs them across devices, so you see the same messages on your phone, computer, and web browser. POP3 downloads emails to your computer and removes them from the server, so they only appear on the device where you downloaded them. Most people should choose IMAP unless your email provider only offers POP3.

Can I send emails from both accounts without switching between them?

Yes. When you compose a new email, click the From field and select which account you want to send from. The email will be sent from that account and saved in that account's sent folder.

What should I do if I forgot the password for the account I'm trying to add?

Go to your email provider's login page and use the "Forgot password" option to reset it. Once you've set a new password, use that password when adding the account to Outlook. If your email provider requires an app-specific password, generate one after you've reset your main password.