How to: Sync multiple email accounts with Outlook

Posted by Pramod On June - 5 - 2010
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For all the Outlook users out there who have more than one email account, this is your solution for seamlessly integrating all your mailboxes! Grouping and ‘Syncing’ your accounts have long existed but lacked open publicity from Microsoft. With this article, we hope to get you acquainted with the process of merging multiple accounts and having it all come to the same Outlook profile.

We’ll be working with the assumption that you already have at least one account set up and know your way around Outlook.

Before we begin, keep in mind that all the mails will be saved to a single Outlook Data file. If the mails need to be sorted by ID, separate folders with mail delivery Rules can be created. Furthermore, when composing a mail, make sure the appropriate mail ID to send from is chosen.

To set up your additional account:

  1. Click Tools -> Account Settings

  2. In the next window, click New.

  3. In the next window, choose Microsoft Exchange, POP3, IMAP, or HTTP and click Next.
  4. Enter your details – Name, email address and password.

  5. Outlook will now try to connect and send a test mail. If your details were entered correct, it should give you the option to close the window. Click Finish.

Given the simplicity of this process, any errors encountered would probably stem from the user name/password section.

With this, your accounts should all be sending their mails into a single Outlook account and the sync should be established both ways (sending and receiving). In case you wish to separate the mails into designated folders, follow these steps:

  1. Open Tools -> Account Settings

  2. In the new window, click Change Folder at the bottom of the window.

  3. In the next window, select Personal Folders and click New folder. Give the new folder a name.

  4. Click OK. Your new folder has been created. You can assign a folder to each account as necessary.

This should help you store your mails based on the address it arrives at. With all this done, there is no more need to log in and out of multiple accounts to check your mail.

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One Response to “How to: Sync multiple email accounts with Outlook”

  1. Anonymous says:

    Excellent, thank you, a much awaited solution!

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