Tips for using multiple email accounts in Outlook

[@jimmymannings]

Any idea when the ALL Accounts option will be available with the NEW LOOK option?

[@jasonjackson6571]

I have multiple email accounts on outlook. The old outlook would show me how many unread emails I had by displaying a number next to my email address name. So it was easy to tell which accounts had new emails that I hadn't seen yet. However the new outlook does not display that. I have to click on each email address to open it up and only then can I see how many new inbox emails I have. Is there anyway to fix that or make it show new emails without clicking on each one?

[@KeithDuchnicki-i9b]

Jeff, this really helped. I now am able to manage a shared outlook mailbox the way I want to. I can add rules, send emails from the mailbox without having to change the Send From address. This was fantastic!

[@JeffPospisil]

That's awesome! I'm glad this helped.

[@LilConnell]

Thank you. Do you have a video about combining multiple email addresses in new outlook? I've heard that it isn't possible (which is definitely a negative for the new Outlook). Do you have a workaround?

[@ruthwoodman9286]

I have multiple folders with emails from different email accounts e.g some church info comes to my church email address, some to a personal email address and I might store some from both in " church rotas" folders for example. I have just got new laptop and can't figure out how to import the .pst of all the folders of historic emails into outlook. I want the folders to be independent of any current email account but they have got imported to my personal live email account. Any ideas on how to achieve this?

[@Samerjundi]

Hi dear, i have outlook app on my iphone. I have my business email and my showroom email. Now my daughter’s school gave me the email for communication, does the app allows 3rd email to be added?

[@mospeada1152]

I've just migrated to the 'New Outlook'. I am able to click and drag my inboxes, but not my email accounts. Any suggestions?

[@JeffPospisil]

For me, the email accounts are collapsed first (clicking the little triangle thing). Then I can click on the email account name and drag them easier.

[@wasatchpowder]

Good tips. I want to access my templates from all of my email accounts. I can't figure out how to get my secondary accounts to display a "View Templates" button on the ribbon bar. Any suggestions?

[@JeffPospisil]

I have the same kind of issues. I end up keeping the templates in one account. After I open the template, I change "From" to the correct account. The downside is when you forget to change the From.

[@CanadaGateway]

I want to make multiple mails of outlook whenever i make the second email in outlook it looked by the microsoft can you please help

[@JeffPospisil]

I'm not sure I understand the question. I have had troubles with Office 365 sometimes not allowing me to add multiple email accounts to my Outlook if the email account wasn't setup correctly. I'm not sure how to fix this though.

[@alejocazu6]

What happens if I use 2 computers (desktop and laptop) and need to delete the message from the SMTP server once it's "read" because I have almost no space in the SMTP server? Will my 3rd-party emails synchronize between the Outlooks of my 2 computers?

[@JeffPospisil]

It depends on your setup. If you go to File >> Account Settings >> Account Settings, select the email address and click "Change...". If it's a POP?SMTP, you need to check "Remove from server when deleted..." For IMAP/SMTP, I have "Purge items when switching folders." Another thing I do is have my Deleted folder empty when I exit Outlook. This is under File >> Options >> Advanced. The check box is near the top. For me, these settings seem to work to keep everything synced between two computers, a tablet, and my phone.

[@alejocazu6]

@@JeffPospisil My question is, if I am downloading AND deleting a message from the SMTP server upon 'checking new mail', I basically cannot use two computers because the messages will only download to the first to check

[@JeffPospisil]

​@@alejocazu6 On my setup, the emails download but are not deleted from the server until I delete them on one of the computers. For a POP/SMTP, I had to check "Leave a copy of messages on the server."

[@alejocazu6]

@@JeffPospisil So back to my original question - if my SMTP has limited space and I must delete messages from it upon checking, I am screwed, right? :( It was so easy with Outlook online downloading these messages.........

[@JeffPospisil]

@@alejocazu6 Yep, I don't think I have a solution. Besides emptying the Trash, the other I think I do to free up space is to delete my old Sent emails...those older than 3 or 6 months.

[@sophialuypaert-vediclife4ever]

Jan5, 2024 - looking at your video BUT my outlook/hotmail webpage doesn't look like yours at all... I don't have all these options that you have Did I miss something ?

[@JeffPospisil]

I am using the Outlook Desktop App. That's probably the big thing. Also...just a week or two ago, Microsoft released a brand new version of Outlook that looks way different. You have to go through the Gear on the top left if you have the new version. The icon for that App is the Outlook logo with the word New on it.

[@akeemyakubu5239]

Hi, please how can I add a new mail account from the main screen? PS: I'm using the new Outlook macOS app

[@JeffPospisil]

Sorry, Akeem. I'm a Windows guy so not able to help you with macOS.

[@akeemyakubu5239]

Thanks okay Jeff. I found a way to. On the title bar at the very top, to the left, you click on 'outlook' and then 'preference' ---> 'Account' --> 'Add account' and that's it. Pretty straightforward from there.@@JeffPospisil

[@tloyou]

how to unified account on outlook like bluemail in the new outlook ?

[@JeffPospisil]

I was just experimenting with this too. I really like the unified account view for the mobile version of Outlook. I don't have an answer yet.

[@NickyCashAntwerp]

Is there a way to export ALL these different accounts to a new pc ? So you do not need to install one by one ? Thanks

[@JeffPospisil]

I wish. I had to do it one by one. Sorry I'm not much help!

[@paulosilva8200]

That was possible before with pop emails. Now Gmail does not support pop. Only imap and I can't do this anymore. Any solutions?. Outlook 2019 I have

[@JeffPospisil]

It feels like Google, Microsoft, and Apple are always trying to sabotage each other. When I go to Gmail in my Chrome browser, I clicked the Gear in the upper right and then See all Settings. The far right tab lets you mess with pop and imap settings for Gmail. I have my imap enabled here while my pop is unchecked. I remember this being a hassle and these settings were the key.

[@paulosilva8200]

@JeffPospisil yes. I agree. Wish that outlook place the same settings on the imap to merge the emails into 1 in a simple way

[@beckysampson9191]

my outlook doesn't allow me to sign into 2 outlook email accounts that I have through godaddy. Is there something I am missing? I am using Microsoft 365 outlook?

[@JeffPospisil]

I have a similar issue. Using the older version of Outlook, everything works fine. Using the new version (says Outlook New), I'm restricted to one account. I'm just going to continue to use the older version for now.

[@peterj554]

Thanks for the tips. What version of Outlook are you using? I'm migrating to Outlook 365 an my Outlook 2013 is playing up. Can i do this for Outlook 365? Also will Outlook 365 handle pst files which i have heaps of.

[@JeffPospisil]

I am using Outlook 365. They have an even newer version that Microsoft is pushing out that seems to be causing me some problems. In my Outlook 365, it does hand pst files although I'm primarily using ost files now.

[@HoldingHBCargo]

Hi Jeff! Can you help me out? How can i add and use the same mail adress on diferent devices?

[@JeffPospisil]

That shouldn't be a problem. In my desktop version of Outlook, I go to File >> Account Settings >> Account Settings. Here you select New on the Email tab. You can do this on multiple devices. I also have Outlook setup on a table (Kindle Fire). There are less options, and I find it more challenging to get to where you need to be. If I click on the mailbox icon in the upper left, I can see the whole menu. In the bottom left is a gear where there is an option to Add Mail Account. I hope this helps!

[@plainspokenpod]

Hey congratulations on passing 1K subs! I'm hoping to publish our conversation this week. I hope all is well with you!

[@JeffPospisil]

Thanks! It was kind of cool after four year. I'm making a dollar per day so now I can retire. ;)

[@tk_1888]

Hello, thank you for your great tutorial. I have a question. I have a small business and i want to create thee email Boxes thee email addresses, like sales@.... and contact @..... and purchasing@.... Not using Alias. Is this possible while you have only one licence for one user? Or you need to buy in my case three licences? Of possible please explain it. Thank you for your reply.

[@JeffPospisil]

I had something similar at work where I have one for personal and a generic one that I share with people for Benefits@ and Finance@. On the Outlook side, you can add as many of these as you want with no licensing issue. The extra cost usually comes from your email service provider. I use WordPress which charges an extra $1.28/month for each mailbox. With Office 365, if I recall correctly, you can buy cheaper licenses for the extra mailboxes.

[@tk_1888]

Hello jeff,thank you for your great tutorial. I have a question. I have a small business and i want to create thee email Boxes thee email addresses, like sales@.... and contact @..... and purchasing@.... Not using Alias. Is this possible while you have only one licence for one user? Or you need to buy in my case three licences? Of possible please explain it. Thank you for your reply.

[@JeffPospisil]

I do something similar. I have an email account with my name and then a generic Finance@ email that I share with a coworker. On the Outlook side, you only need the one license. Each email should have separate logins. For actually setting up the separate email accounts, that depends on who you go through. I think in WordPress, I get up to five accounts with my subscription. In Office 365, you need separate licenses if I remember correctly, but the additional licenses can be the cheap ones because you just need an email account and not the entire Office suite.

[@MegaLokidog]

This is obvious and why you would use Outlook. How do I make a combined inbox that shows all my email from all my accounts?

[@pfishstein]

Your tip on syncing Google and Outlook calendars by using the "secret address in iCal format" sounded like a great solution to a long-standing headache, but it will only sync Google to Outlook, not the other way around. According to the MS support documentation, "Changes you make in Outlook aren’t sent to your Google Calendar." In fact, it appears that syncing this way wipes out calendar entries created in Outlook. More sabotage? 🙄