How to add another email account in Outlook

Open Outlook and go to File in the top left corner. Click Add Account. Enter the email address you want to add and click Next. Outlook will usually detect your email provider automatically and ask for your password — type it in and click Next again. If Outlook recognizes the account type, it will finish the setup in seconds. If it asks for more details, you may need your email provider's server information, which you can find on their website or by calling their support line.

Once you click Done, the new account appears in your folder list on the left side of Outlook. You can now send and receive mail from both accounts in the same window. The account you use most often is usually set as your default — when you click New Email, it sends from that account unless you change it.

Key Takeaways

  • Go to File > Add Account and enter the email address you want to add, then let Outlook detect your provider automatically.
  • If Outlook cannot detect your provider, you will need the incoming and outgoing server addresses from your email provider's support page.
  • Both accounts will appear in your folder list once setup is complete, and you can switch between them without signing out.
  • You can change which account is your default by going to File > Account Settings and selecting the account you want to use for new messages.

When Outlook cannot detect your provider automatically

Some email providers — particularly smaller services or workplace email systems — do not work with Outlook's automatic detection. When this happens, Outlook will show a screen asking for server settings. You need two pieces of information: your incoming mail server (usually called IMAP or POP3) and your outgoing mail server (called SMTP).

Find these on your email provider's website by searching for "IMAP settings" or "server settings". Most providers list them in a support article. Write down the server addresses exactly as shown, including the port number if one is listed. Go back to Outlook, enter these details, and click Next. If you enter them incorrectly, Outlook will tell you and let you try again.

Changing which account sends your mail by default

When you have two accounts in Outlook, one is set as your default — it is the account that sends mail when you click New Email. If you want to change this, go to File in the top left, then click Account Settings, then Account Settings again from the dropdown menu.

In the window that opens, you will see both your accounts listed. Click the one you want to be your default, then click Set as Default. From now on, new messages will send from that account. You can still send from your other account by clicking the From field in any email and choosing the account you want to use instead.

Switching between accounts in your inbox

Your folder list on the left shows both accounts separately. Click the account name to see only that account's inbox, or click All Inboxes at the very top to see mail from both accounts mixed together. This is useful if you want to search across both accounts at once or see everything in one view.

When you are reading an email, you can see which account it belongs to by looking at the account name just below the subject line. This helps you remember which inbox to check if you are expecting a reply from a specific account.

Removing an account you no longer need

If you want to stop using one of your accounts in Outlook, go to File, then Account Settings, then Account Settings again. Click the account you want to remove, then click Delete. Outlook will ask you to confirm — click Yes. The account is removed from Outlook, but your email is still on the provider's server, so you can add it back later if you change your mind.

If the account you delete was your default, Outlook automatically makes your other account the default instead. You do not need to do anything else.

Troubleshooting when an account will not add

If Outlook keeps rejecting your password, make sure you are typing it correctly — passwords are case-sensitive, so uppercase and lowercase letters matter. If you are still stuck, reset your password through your email provider's website and try adding the account again with the new password.

If Outlook says the server cannot be found, double-check that you typed the server address exactly as your provider listed it, including any dots or dashes. Some providers also require you to turn on "less find app access" or create an app-specific password before Outlook can connect — check your email provider's security settings if the standard password does not work.

Frequently Asked Questions

Can I add more than two email accounts to Outlook?

Yes. Repeat the File > Add Account process for each account you want to add. Outlook can handle many accounts at once, though adding too many can slow down your computer. Each account appears separately in your folder list.

Will adding an account to Outlook delete the mail from the provider's server?

No. Adding an account to Outlook just lets you read and send mail from that account in Outlook. Your mail stays on the provider's server. If you delete an email in Outlook, it is deleted from the server too, but removing the account from Outlook does not affect your mail.

What if my workplace uses a special email system?

Workplace email systems like Microsoft Exchange or Google Workspace often have their own setup steps. Ask your IT department for the server settings or a setup guide specific to your company. They may also have security requirements that Outlook needs to follow.

Can I send mail from either account without changing the default?

Yes. When you are writing an email, click the From field at the top and choose which account to send from. This overrides your default for that one email only. Your default stays the same for future emails.

Why does Outlook ask for my password again when I add an account?

Outlook needs your password to connect to your email provider's server and read your mail. It stores the password securely so you do not have to type it every time you open Outlook. If you change your email password later, Outlook will ask for the new one the next time it tries to connect.