How to Set Up Multiple Accounts in Outlook 2010

When you first set up Outlook, it takes you through a little wizard that walks you through the setup of your first email account. (At least that’s how I remember it – it’s been ages!) What’s not so clear is that you can easily use Outlook to organize multiple email accounts – to download, reply, and send emails without having to manually log on to several different webmail services.

I tend to forget to do that. Which is why, until recently, if someone sent mail to my personal domain, it might as well have fallen into a big, black hole.

But, as I mentioned in How to Create Signatures in Outlook 2010, I have found a reason to pull all this mess together and have all my email delivered to one spot. The Internet is very obliging, that way, provided you set up an external email client like Microsoft Outlook. Here’s how.

Get the POP3 and/or IMAP Settings for Your Email Provider

Search the provider’s documentation for any of the following:

  • POP, POP3, IMAP
  • email configuation settings
  • Outlook

For private domain emails hosted by HostGator, POP and IMAP protocols are already enabled; you’ll find email client configuration settings and instructions under Outlook / Eudora / Thunderbird / Mac / iPad / Phone Client Settings. For other web hosting companies, you should find similar information in their documentation or help files.

For GMail, go to Getting Started with IMAP and POP. GMail users must also enable POP and/or IMAP first (from Settings > Forwarding and POP/IMAP) in order to use these protocols.

outlook-gmail-enable-protocols

Decide whether to use POP or IMAP. For large volumes of email, I’d suggest IMAP, since you are basically accessing your email on the server – not storing it all, permanently, to your hard drive – and it synchronizes with the server better. Most mobile apps use IMAP. If reading your emails offline, when you’re not connected to a server is important to you, consider using POP instead.

Next, you will need to know the following:

  • Your username/account name and password: [usually youremailaddress@yourdomain.com]
  • Incoming mail server: [usually something like mail.yourdomain.com]
  • Incoming mail port: [e.g., 110 for POP3; 143 or 993 for IMAP – these are just examples, so¬† you’ll need to get these from your email provider]
  • Outgoing mail server: [usually something like mail.yourdomain.com]
  • Outgoing mail port: [e.g., 25 though many providers block port 25, so you might need to use an alternate, such as 26 (for AT&T and others) or 587 (Comcast/Xfinity) or 465 (listed as an alternate for GMail)]
  • Does outgoing mail server require authentication – yes or no?
  • Should you check any SSL boxes? – usually not, but maybe
  • Use Secure Password Authentication? – probably NO

Record or print the information, when you find it. Repeat for each email address you want to add to Outlook. You may see settings marked “Secure” and “Not Secure.” In general, you don’t need to use the “secure” or “recommended” settings, and they may not work. Try them, if you like, but don’t be frustrated when you have to use the less “secure” option. The Internet provider and the NSA can read your emails, either way, if they want to – but they probably have better things to do.

IMPORTANT NOTE: If you have enabled additional security on your GMail account (i.e., your account requires a separate authorization code, sent to your cell phone, whenever you log on) you may need to set up an application-specific password to use in your offline email client. This is a single-use, application-specific password – you’ll need to generate it and copy it, stick it in Notepad, and use it instead of your regular GMail password when configuring Outlook. If you lose it or forget it, you’ll have to repeat this step – you cannot retrieve this password and it will not be displayed twice.

Click File. Then, from the Account Information page, click +Add Account.

outlook-file-add-account

The Add New Account dialog is displayed:

outlook-add-manual-config

Click Manually configure server settings or additional server types.

outlook-add-choose-service

Click Internet E-mail. You will need your email provider’s settings, now.

POP3 Settings

If you chose POP for your preferred email protocol, continue with the instructions below; if you chose IMAP, skip to the section “IMAP Settings.”

outlook-settings-bettyboop-1

  • For POP3, enter your name (as you want it to display in the From: field on emails) and your email address.
  • From the Account Type drop-down, select POP3.
  • Enter the incoming and outgoing mail server information (usually, mail.yourdomain.com).
  • Enter the username and password you normally use to log on to your webmail interface.
  • Click Remember password (assuming you’re on a non-shared, sufficiently secured PC) so that you won’t have to. Remember: If you have enabled additional security on your GMail account (i.e., your account requires a separate authorization code, sent to your cell phone, whenever you log on) you may need to set up an application-specific password to use in your offline email client. This is one of the places where you would enter it – you may also need to enter it when you click Test Account Settings.

You can choose where you want new messages to be stored on your hard drive. By default, Outlook will create a .pst file that corresponds to the email address.

Click More Settings… Glance at each tab to see that they match the settings shown below.

outlook-more-general-tab

outlook-more-outgoing-server-tab

outlook-more-connection-tab

outlook-more-advance-tab

On the Advanced tab, enter the incoming server port and the outgoing server port for you email provider (the defaults are shown below, but your Internet Service Provider may block the default ports and you may need to use the alternative ports specified. If in doubt, contact your email provider for details.

UNcheck Remove from server after and Remove from server when deleted from ‘Deleted Items.’ This is especially important if you want to keep a backup copy, or if you are using a shared email inbox. The default is to let the server remove downloaded emails after 14 days, and that may be good housekeeping practice, but be absolutely sure that’s what you want to do, before you do it.

Click OK.

Click Test Settings. If you get an error message, carefully check every setting again. Only click Next when you have successfully sent and received a test email using the Test Settings button. If you get an error message, carefully check every setting again. If everything works, click Next.

IMAP Settings

outlook-imap-and-outgoing-server-tab

  • For IMAP, enter your name (as you want it to display in the From: field on emails) and your email address.
  • From the Account Type drop-down, select IMAP.
  • Enter the incoming and outgoing mail server information (settings shown above are for GMail).
  • Enter the username and password you normally use to log on to your webmail interface.
  • Click Remember password (assuming you’re on a non-shared, sufficiently secured PC) so that you won’t have to. Remember: If you have enabled additional security on your GMail account (i.e., your account requires a separate authorization code, sent to your cell phone, whenever you log on) you may need to set up an application-specific password to use in your offline email client. This is one of the places where you would enter it – you may also need to enter it when you click Test Account Settings.

Click More Settings… Glance at each tab to see that they match the settings shown below. Note that there are more tabs for IMAP than there are for POP3.

outlook-more-imap-general-tab

outlook-imap-advance-tab

On the Advanced tab, enter the incoming server port and the outgoing server port for you email provider (the GMail ports are shown in the example above, but your Internet Service Provider may block the default ports and you may need to use the alternative ports specified). If in doubt, contact your email provider for details.

Click OK.

Click Test Settings. If you get an error message, carefully check every setting again. Only click Next when you have successfully sent and received a test email using the Test Settings button. If you get an error message, carefully check every setting again. If everything works, click Next.

outlook-yay-youre-done

Repeat as needed. Each new account will appear in the navigation pane on the left side of the main screen in Outlook.

HollyJahangiri

Holly Jahangiri is the author of Trockle; A Puppy, Not a Guppy; Innocents & Demons; and A New Leaf for Lyle. You can find her books on Amazon at http://amazon.com/author/hollyjahangiri. For more information on her children's books, please visit http://jahangiri.us/books.
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