Adding a mailbox to Outlook means connecting a second email account so you can read and send from both places without switching programs

You can add another email account to Outlook on Windows, Mac, or the web version. The process takes about five minutes and works with Gmail, Yahoo, Outlook.com, Exchange accounts, and most other email providers. Outlook stores all your messages in one inbox view, though you can filter by account if you need to.

The steps differ slightly depending on which version of Outlook you use, but the basic idea is the same: you give Outlook your email address and password, and it handles the connection. Some accounts require an app password instead of your regular password for security reasons.

Key Takeaways

  • Outlook on Windows, Mac, and the web all support adding multiple email accounts through the File menu or Settings.
  • Gmail and Yahoo accounts need an app password, not your regular login password, to connect securely to Outlook.
  • After you add an account, Outlook downloads your past messages and syncs new ones automatically.
  • You can send email from either account and set a default account so Outlook uses one by default for new messages.

Adding an account in Outlook on Windows

Open Outlook and go to File in the top left corner. Click Add Account. Type your email address and click Connect. Outlook will try to set up the account automatically — if it succeeds, you are done.

If Outlook asks for your password, enter it and click Next. For Gmail or Yahoo accounts, you will need to create an app password instead of using your regular login password. This is a security feature those companies use. Once you enter the app password, Outlook will finish the setup and start downloading your messages.

If the automatic setup fails, Outlook will ask you to enter server details manually. This is rare with major email providers. If it happens, contact your email provider's support to get the incoming and outgoing server addresses.

Adding an account in Outlook on Mac

Open Outlook and click Outlook in the menu bar at the top. Select Preferences. Click Accounts, then the plus sign at the bottom left. Choose Email Account and enter your email address.

Click Continue. Outlook will attempt automatic setup. If it succeeds, you are finished. If it asks for a password, enter it — again, use an app password for Gmail or Yahoo rather than your regular password.

The rest of the process mirrors Windows: Outlook downloads your past messages and sets up automatic syncing. You can now send and receive from both accounts in the same window.

Adding an account in Outlook on the web

Log into your Outlook.com account at outlook.office.com. Click the gear icon in the top right and select View all Outlook settings. Go to Mail and then Accounts. Click Connected accounts.

Click Connect another account and enter the email address you want to add. Choose whether you want Outlook to import your past messages. Click Next and enter your password — use an app password for Gmail or Yahoo.

Outlook will verify the connection. Once it succeeds, messages from that account will appear in your inbox alongside your main account's mail. You can send from either account when you compose a new message.

Creating an app password for Gmail

Gmail does not allow Outlook to connect using your regular password. Instead, you need to create a one-time app password. Go to myaccount.google.com and click Security on the left side. Scroll down to App passwords (you may need to turn on two-factor authentication first if you have not already).

Select Mail and Windows Computer (or Mac, depending on your device). Google will generate a 16-character password. Copy this password and paste it into Outlook when prompted. Do not use your regular Gmail password.

Creating an app password for Yahoo

Yahoo also requires an app password. Go to account.yahoo.com and click Account security on the left. Scroll to App passwords and select Mail and Outlook from the dropdown menus.

Yahoo will generate a password. Copy it and use it in Outlook instead of your regular Yahoo password. This keeps your main Yahoo account more secure because Outlook never stores your actual password.

Setting a default account for sending mail

When you have multiple accounts in Outlook, you can choose which one sends new messages by default. In Outlook on Windows, go to File > Options > Mail and scroll to Compose messages. Under Default Account, select the account you want to use for new messages.

On Mac, go to Outlook > Preferences > Accounts, select the account you want as default, and click Set as default account. On the web, when you compose a new message, you can click the From field to choose which account to send from — Outlook remembers your choice for future messages.

Removing an account you no longer need

On Windows, go to File > Account Settings > Account Settings. Right-click the account you want to remove and click Delete. Outlook will ask if you want to keep a copy of the messages — choose yes if you want to save them.

On Mac, go to Outlook > Preferences > Accounts, select the account, and click the minus sign. On the web, go to Settings > Mail > Accounts > Connected accounts, find the account, and click Delete.

Frequently Asked Questions

Will adding another account slow down Outlook?

No. Outlook syncs messages from all accounts at the same speed it would for a single account. The only difference is that it downloads more total messages, which takes a bit longer the first time you add an account.

Can I use the same password for multiple accounts in Outlook?

Yes, if those accounts belong to the same email provider and you use the same password for both. However, if you use different passwords or different providers, you must enter each password separately when you add the account.

What happens to messages after I add an account to Outlook?

Outlook downloads your past messages from the server and stores them on your device. New messages arrive automatically. If you delete a message in Outlook, it also deletes from the email provider's server unless you change your sync settings.

Can I add a work email account to Outlook if my company uses Exchange?

Yes. If your company uses Microsoft Exchange, Outlook connects the same way as any other account. Your IT department may require you to use your work password or a special authentication method — ask them if you run into trouble during setup.

Why does Outlook ask for an app password instead of my regular password?

Gmail, Yahoo, and some other providers use app passwords as a security measure. It lets you give Outlook access to your email without sharing your main password, and you can delete the app password later without changing your actual account password.