📬 How to Add or Change an Email Account in Outlook (and Sync Two Accounts!)

As an educator, keeping your inbox organized is key to staying on top of messages from students, staff, and parents. Here’s how to add, update, or sync two Outlook accounts so everything stays in one place. 🎓📧

Important: Microsoft removed the ability to add new accounts to the Outlook web view. You must first download the Outlook Desktop App

✏️ Part 1: Add a New Email Account in Outlook

1. 🧭 Open Outlook

   • Launch the Outlook desktop app (Windows or Mac).

2. ⚙️ Go to File

   • In the top-left corner, click File.

3. 📥 Click ‘Add Account’

   • Under the Info tab, click the Add Account button.
     

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4. 📧 Enter Your Email Address

   • Type in the email you want to add (e.g., your school or district email).

   • Click Connect.

5. 🔐 Enter Password

   • Type your password when prompted.

   • If you use two-factor authentication, you might need to approve the login or enter an app-specific password.

6. ✅ Done!

   • If the information is correct, the process will advance and you will see these screens
     

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   • Click Done and restart Outlook if needed.
     

   • In Outlook, the email account will be listed in Favorites.
     

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How to add email account in new Outlook

Like the classic Outlook, the new app allows you to add multiple email accounts. Adding a new account is quick and straightforward:

1. Access settings. In the top right corner of Outlook, click the Settings icon. In the window that pops up, under Email accounts, click Add account. 

1. Alternatively, you can click Add account under your list of folders in the left pane.

2. Verification and setup. Follow the on-screen instructions to verify and set up your account.

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🔁 Part 2: Change or Remove an Existing Email Account

1. ⚙️ File > Account Settings

   • In Outlook, go to File > Account Settings > Account Settings again.

2. 📝 Select the Account to Edit

   • Choose the account you want to change.

   • Click Change to update the settings or Remove if you want to delete it.

3. ✏️ Update Info

   • You can change your name, server settings, or login credentials here.

4. 💾 Save and Close

   • Click Next, then Finish, and close the settings window.

🔄 Part 3: Sync Two Outlook Accounts

Want to manage two email accounts in Outlook at the same time? Here’s how to sync them into one Outlook profile:

1. 🔁 Repeat the Add Account Steps

   • Add the second email account using the same steps from Part 1.

2. 📂 View Both Inboxes

   • After setup, Outlook will display both accounts in the left-hand pane, each with its own folders (Inbox, Sent, Drafts, etc.).

3. 📨 Send From Either Account

   • When composing a new email, click the "From" dropdown to select which account to send from.

4. ⚡ Quick Tip: Set Default Account

   • Go to File > Account Settings > Account Settings.

   • Under the Email tab, select the account you want as default.

   • Click Set as Default ✅.

🧑‍🏫 Pro Tips for Educators

• 🗃️ Keep organized by creating folders for different classes or student groups.

• ✉️ Use Rules to auto-sort emails from students, parents, or administrators.

• 📱 Install the Outlook mobile app to stay in touch even when away from your desk.

• 🧠 Don’t forget: Outlook syncs both accounts separately, so double-check which one you're using before replying.