How to Add Multiple Email Addresses in Outlook? Simple Methods

  

Rollins Duke   
Published: August 22nd, 2025 • 6 Min Read

Recently, many users in the Microsoft community have been searching for ways to add multiple email addresses in Outlook, but clear and accurate instructions are often missing. To address this, we’ve created this blog to share all the valuable information and the correct step-by-step approaches to help you easily add and manage multiple email accounts in Outlook.
Managing multiple email accounts can quickly become overwhelming especially if you’re switching between browsers, apps or devices. The good news is that Microsoft Outlook makes it easy to bring all your inboxes into one. After knowing the process you can easily Add Multiple Email Addresses in Outlook to save time, stay organized, and streamline your communication whether-you are using Gmail, Microsoft 365, Exchange or IMAP/POP Account.

Why You Might Want to Add Multiple Email Addresses in Outlook?

• Keep your both personal and business email separate in one application.
• View, reply and organize messages from multiple accounts without switching platforms.
• Avoid missing crucial emails by having all accounts synced in one inbox.
• Outlook allows you to set signatures, rules, and default accounts for sending emails.
• Outlook supports Microsoft 365, Exchange, IMAP, and POP email accounts.

How to Add Multiple Email Addresses in Outlook?

Outlook lets you add different types of accounts, including Gmail, Microsoft 365, Exchange and IMAP/POP. The process is straightforward and once set up all your emails appear in one dashboard. Here’s how to add multiple email addresses in Outlook step by step:

Adding a Gmail Account in Outlook

1. Open Outlook and navigate to file option as appear in the upper left corner.
   
2. Click on Add Account and enter your Gmail email address and click Connect.
   
3. A Google login window will appear and fill your Gmail credentials and allow permissions.

Configure Microsoft 365 or Exchange Account in Outlook

1. In Outlook and click on file then press on Add Account.
   
2. Enter your Microsoft 365 or Exchange Email Address.
3. Outlook will automatically detect the server settings.
4. Enter your password(and authentication code if prompted).
5. Tap on finish to successfully Add Microsoft 365 or Exchange Account in Outlook.

Adding an IMAP or POP Account in Outlook

1. Launch Outlook and click on file and press on Add Account.
   
2. Enter email address and choose IMAP or POP.
   
3. Enter your incoming mail address or external email address(provided by email host).
4. Add your username and password.
5. Click on More Settings if you need to adjust ports or SSL options.
6. Test the account settings and tap finish.

How to Switch Between Multiple Email Addresses in Outlook?

Once you have learned how to add multiple email addresses in Outlook, the next step is knowing how to switch between them efficiently. Outlook makes it simple to choose the right account to setup when sending, replying or organizing emails:
Open a New Email in Outlook

1. In the message Window, click from the field.
2. Select the email address as you want to send from.
3. If you don’t see the account list, check Other Email Addresses and select the correct one.

Switching Between Inboxes

1. In the Navigation pane, you’ll see separate inboxes for each account as you have added.
2. Simply, click on Account Name to view inbox, calendar, contacts or sent items.
3. You can merge or expand accounts to keep your sidebar organized.

Set A Default Email Address in Outlook

1. Click on file and press on Account Settings then hit on Account Settings.
   
2. Under the email tab, select the account as you wish to default.
3. Click on Set As Default.

Notable Attributes of Recommended Software

• This software supports dual mode to merge multiple PST files into one.
• It offers a preview folder feature to select as you want to consolidate in resultant Outlook files.
• You can also use filter options such as date range, from, to, subject, saving folder naming, exclude empty folders, change language, split PST file, export only selected Outlook items.
• With this wizard, you can also remove duplicates from Outlook to make a healthy and maintained PST file.
• This software offers you to select Merge Multiple PST files into a single PST file or Join Multiple PST files into a single PST with separate folder.

How to Manage Multiple Email Addresses in Outlook?

Once you have added multiple email addresses in Outlook then manage them properly to maintain inbox. Outlook offers inbuilt functionality to maintain your productivity.

Organizing Folders and Inboxes

1. Each Email Account in Outlook has its own inbox.
2. You can create custom folders with each account to maintain email as per needed.
3. Use Rules as found in Manage Rules and Alerts to automatically move messages to the right folders.
4. Consider using Focused Inbox to separate important messages from less urgent ones.

Setting Default Email Address

1. Click on file and tap on Account Settings and again click on Account Settings in the dropdown menu.
2. Under the Email tab and highlight the account as you want.
3. Click on Set As Default and press Close.
4. Outlook will now use this account automatically when creating new emails, unless you select another from the field.

Customizing Signatures for Different Accounts

1. Navigate to file and click on Options.
2. Choose Mail and select Signatures to create unique email signatures.
3. Assign each signature to its respective email account and select default signature.

Conclusion

Adding Multiple Email Addresses in Outlook becomes crucial in several situations. As users want to merge their previous and new Outlook account data. If you want to configure multiple email addresses then you can go manually. If you have a previous account PST file then you can use Automated Solution as it is completely tried and tested and specifically designed to add multiple email account data in Outlook.