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Can you have multiple email addresses in Outlook?



Can you have multiple email addresses in Outlook?


Microsoft Outlook is a powerful tool that's used by millions around the world every day. You'll be surprised at how flexible it really is when it comes to managing your emails -- from viewing them on-screen to sending out mass messages.  It also has plenty of useful features such as calendar management and contact lists. But did you know that you could use it to send out different types of emails to different people using just one account? This article will show you how!

If you're wondering what this feature does exactly, or if you've got more than one email address but want to consolidate all those into one inbox, then read on. The solution we are going to provide gives you everything you need to start setting up multiple email addresses within Outlook 2007 & 2010. It works with both Windows XP (32 bit) and Windows 7 64bit operating systems. If you're running an older version of Office, check our guide here [Broken URL Removed].

How do I set up multiple email addresses in Outlook?

The first thing you should consider before adding another email address to Outlook is whether you'd like to keep things separate between work and private life. For example, would you rather see all your family members' mail sent directly to their own @gmail.coms, or would you prefer to have all your business correspondence directed straight to your @outlook.com? This decision may ultimately depend upon your preferences and habits.

After making the choice above, head over to File " Options " Mail and find the option labelled Account Settings. Clicking on Manage Accounts will open up a new window where you can choose which type of account you wish to create. Choose either POP3 or IMAP4, depending on which method you chose earlier. Then click Next followed by Finish in order to finalise your selection.

Now that you've chosen your preferred protocol, go ahead and give each individual email account its very own name. In the case below, we've named our second email account "Work" so that we can clearly differentiate between our personal and professional accounts. To rename an existing account, follow these instructions:

In the top right hand corner of your screen, hover over My Computer until the pop-up menu appears. From there, select Change.... A new window called Properties will appear. Go down to General Tab and enter whatever other details you require. Once done, hit OK to save changes. Now repeat the process above, only naming your newly renamed account something else entirely. Repeat this step again for any additional accounts you wish to include, remembering not to duplicate account names.

Once they're all ready, proceed onto creating folders for each particular user. Right-click on the folder icon next to your account name. Select Create New Folder and give it a suitable title. Repeat this process for each new folder, ensuring that the titles aren't too similar or duplicated. That way you won't end up having to sort through hundreds of files looking for important documents.

Next, move onto defining rules. Rules allow certain actions to occur automatically based on specific criteria. So let's say you wanted to forward all incoming mail from Work@yourcompanyname.com to your primary mailbox. All you need to do is write a rule that states "Forward As:" and input your secondary account name after that. Hit Save followed by Yes when prompted.

Finally, return back to Home tab and look towards the bottom of your screen. Here you will find options regarding whether to synchronize appointments, contacts, tasks etc. Between the two tabs, make sure Sync Contacts is checked while leaving Tasks unchecked. Otherwise, once synced, Outlook will think that every task belongs to your main account and delete anything assigned elsewhere. Leave Events unchecked unless you specifically wish to sync events across all accounts. Finally, under Forwarding And Return Receipts, check Automatically Send Read receipts and leave Receive Replies On Messages Unchecked. With these settings in place, whenever someone sends you a message via your secondary email, they will receive a reply informing them that you received their mail.

A note about forwarding rules: Whenever you apply a forwarding rule, outlook will stop processing any further rules. Therefore, it is advisable to avoid applying too many rules, especially if you intend on regularly switching between them.

How do I add multiple email addresses to my Outlook list?

When you login to your inbox, it usually displays the labels of your most recent messages. However, if you scroll down past those few lines, you should notice a dropdown box titled Other Folders. By default, this field contains nothing because Outlook doesn't yet recognize the new accounts created. To change this, highlight Other Folders and press F2. Within the popup dialogue box, replace "[None]" with whichever label you gave your new accounts. Press OK and restart Outlook. Your extra email addresses should now be recognised.

Alternatively, you can manually drag and drop your new folders onto the left side of your screen. They will now appear alongside your normal inboxes.


How do I add multiple email accounts to Outlook online?

To add multiple Exchange accounts to your browser, simply logon to outlook.live.com and navigate to Tools - Add User(s). Enter your username and password when asked, and you will be brought to the same page as described previously. Simply fill out the fields for any new users you wish to add, including their full email address, their domain, and description. When finished, click Submit. You will now be able to access your various accounts simultaneously.

Note: Some users reported problems logging into Outlook Online. If you experience difficulties doing so, try opening outlook.office365.com instead.

How many email addresses can you put in Outlook?

There's no hard and fast limit on how many email addresses you can put into Outlook, though we recommend keeping them no more than five. Remember, if you ever decide to remove a single email address, you must remember to take off ALL associated rules. Without them, the remaining email addresses will become inactive. Keep this in mind when planning future additions! Also, bear in mind that Outlook limits the number of recipients per message to 250. Any greater numbers must be split up into smaller groups.

That said, if you're still interested in giving it a shot and you don't care about maintaining strict separation guidelines, feel free to continue reading without fear of being judged. Just please understand that Outlook isn't built to handle a large amount of email accounts. There are ways to overcome this limitation, however. One suggestion is to use Gmail's unique spam filter system, which allows for more robust filtering capabilities than Outlook offers. Another idea is to utilise Google Groups. These forums have been designed to accommodate thousands of simultaneous discussions, meaning that you shouldn't run into any issues related to size limitations.

What do you guys think? Are you intrigued by this functionality? Or are you already well aware of it? Share your thoughts and opinions with us in the comments section below!

If you're the type who uses more than one email account at once (for example, both your business and private emails), it may be that you've never had to juggle between them like this before. Fortunately, Outlook has made things easier by letting users add as many mailboxes as they want to their main profile. However, if you need more space or plan on having several different types of messages sent through separate inboxes, we'll explore how you can set up additional mailbox profiles within Outlook.

We also take a look at whether there's an upper limit on the amount of email addresses you can add to Outlook.

How many email addresses does Outlook allow?

Outlook allows each user to store unlimited email boxes under one primary mailbox. You can create new ones from the Mail section inside "Mail Setup" — just click New & Email Account and follow the wizard. The only thing you should consider is making sure your computer can handle all those incoming messages without crashing!

Note: If you are using Windows 10 Pro edition, you will find that you cannot open two instances of Outlook simultaneously. This restriction applies specifically to desktop versions of Office 2013 and 2016 when running on 64-bit systems with 4GB RAM or higher. On 32-bit systems, however, opening dual copies of Office works fine regardless of memory size. For further information about this issue, please see this support article.

As such, setting up extra email addresses is not possible. In addition, you won't receive any error message saying so. Instead, you just won't be able to view your old emails while composing new ones. It would appear that Microsoft decided against allowing simultaneous use of Outlook 2013 and 2016, but left the option open for future updates.

In case you'd rather keep using your current version of Outlook, check out these ways to get rid of junk e-mails.

Can you have multiple email addresses on Outlook?

This question appears to depend on what kind of account you created. If you went through the default steps during installation, then you probably don't have too much trouble adding another account. Just go back into "Mail Setup", select Add Another E-mail Address, and enter its details. Make sure to save changes after entering the password.

However, if you didn't choose a default address during setup, you will need to contact your administrator first. Some companies block the ability to add external email providers to Outlook, especially since most people now prefer third party services over Exchange servers. As such, you could end up being locked out unless you speak directly to someone in IT.

If your company blocks Outlook, or doesn't offer an external connection point, you should try our guide to creating your own VPN tunnel instead.

It's worth noting here that you aren't technically supposed to send mail using an external provider—only read it. But if you still have problems, try temporarily disabling security settings that prevent sending outgoing mails via SMTP. To do this, head to File & Options, switch to Advanced tab, change Delivery method field from Use Simple text messaging protocol to Send Using Other Protocols, and tick Enable other delivery methods. After doing so, restart Outlook and test whether you can actually send emails.

Also note that Outlook isn't capable of receiving email messages sent to non-existent domains. When you attempt to connect to such an address, you'll see the following pop-up window:

For instance, connecting to mail.yahoo.com will result in the same response.

To resolve this problem, ensure that the domain name used matches exactly what was registered with MX Records. Also make sure your server supports it.

Another potential solution lies in configuring Gmail as your client's preferred service, which lets you bypass restrictions imposed by your organization's network administrators. Here's how to configure Gmail as your outlook.com IMAP Client.

Finally, if you really must forward messages onto a secondary address, you can always install Thunderbird and route them manually. Head to Tools & Accounts and doubleclick on the desired account. Select Forwarding and POP3 Settings, hit Relay Server, and fill in the required fields. Then copy and paste the resulting URL into your browser's address bar, log in to the destination account, and delete the original forwarded message.



Is there a limit on the number of email recipients?

No. There is no hard and fast rule stating where the maximum number of email addresses allowed per person comes from, though there are some guidelines. According to Microsoft Support, the total number of email recipients should remain below 1,000. That said, individual folders shouldn't exceed 100,000 items apiece. Lastly, while Outlook makes it easy to move messages around, the recipient list itself cannot grow larger than 50 MB, nor can attachments reach beyond 5 GB.

The latter limitation means that even though you can attach large files like videos or audio clips, you can't simply drag and drop them from outside programs. Thus, if you regularly share links containing media content across emails, it might prove useful to upload them to cloud storage sites like Dropbox or Google Drive beforehand.

How do I access multiple email accounts in Outlook?

Once you've added an account, Outlook automatically creates a folder for it and places relevant shortcuts in Quick Links. Click on it to jump right into the corresponding account. Alternatively, press Ctrl + O to bring up the Folder pane, where you'll spot a shortcut to the chosen mailbox. Right-click on the icon and select Properties. From there, highlight your newly added account and click Change Type. Choose either Personal Folders (if you haven't customized anything) or All Items (to show everything). Finally, repeat the process for every other account you'd like to link with Outlook, including Hotmail.

While some users claim that linking multiple accounts causes certain features to malfunction, others say otherwise. Of course, you should experiment yourself to verify this.

Have you ever tried adding extra email addresses to Outlook? Do you know of anyone else who did? Share your thoughts and experiences with us down in the comments!

Originally written by Matt Smith on July 21st, 2012. Updated by Tina Sieber on December 12th, 2017.

Microsoft Office 2016 introduced an exciting new feature called Mail Merge that allows users to create personalized messages with their own unique information such as names and signatures on letters or cards, invitations, newsletters, etc.  Mail merge has been around since the early days of computerized printing but it's never quite been easy until now. It used to be very time consuming. With Mail Merge, however, your data doesn't get converted into text. Instead, it gets merged directly into the document itself. The process can take hours if using templates. But once completed, the message will look exactly like yours!

We've covered several ways to use Mail Merge so let's focus on how to set up multiple mailbox(es) in Outlook 2010 and later versions (i.e., 2007-2016). You'll need Excel, Word, Access or Publisher installed for this procedure. And we assume you already know how to connect to your Exchange server. If not, see our article How To Add A New Email Account In Windows 7 & 8 [Broken URL Removed]. Our example uses two different inboxes -- one for work emails and another for personal emails. This should give you enough flexibility to try out all types of scenarios where you may want to combine more than one account in Outlook. For instance, you could also include separate folders for each type of account. That would allow you to sort them separately by folder instead of having everything mixed together.

Before getting started, ensure that both mail clients are running at least version 2003 of Internet Explorer. As long as they're working properly, there shouldn't be any compatibility issues. Also, make sure that you have access to the following files:

"C:\Program Files\Common File Dialog\Libs\MSMerge_Core.dll"

"C:\Program Files\Common File Dialog\libcmt.DLL"

Now, here comes the part where things start to get tricky. First step is to open Outlook. Then go to Tools " Accounts " Manage Your Subscriptions and Contacts. Here, click on Advanced Settings under Send/receive area and scroll down to Multiple Recipients. Select Create Separate Address Pairs from the dropdown menu. Click OK. Now, go back to Accounts and select Other Folders (if available). Under Send/Receive Area, right click on All Items and select Properties. Scroll down to Message tab, choose Home Field 1 from the list of fields and double click on it. In the popup window, change the field label according to what you'd usually call your primary work email address. Keep the rest of the same settings intact including the default reply-to address which should remain blank because we won't be sending replies to anything other than your main work email.

Next, head over to Computer Management and navigate to System Configuration " Administrative Templates. Expand the section labeled Desktop Section and double click on Prevent Sending Messages From Another Address While Using Single Sign On. Open the resulting dialog box and select Enabled. Next, find the entry titled Set Default Reply-To Address and double click on it. Again, enter your primary work email address. Finally, return to the Accounts screen in Outlook and repeat the above steps again except pick Work Smartfield 2 instead of Home Field 1. Make sure to replace home field labels accordingly.

Finally, head over to Control Panel " Ease of Access Center " Display Options and check Enable Rich Text Formatting for Emails. Once done, close Outlook. Go ahead and launch Outlook Express or whatever webmail client you normally use. Connect to your exchange server just like before. Head over to Tools " Add Contact or Start Conversation and fill in the necessary details including first name, last name, company, job title, phone number and email address. When finished, hit Save Changes. Depending on whether you chose to save changes locally or online, outlook should automatically update your contacts' profiles.

If you did everything correctly, when you open Outlook Express, your profile picture and your email signature should show your secondary email address in addition to your regular work email. If something went wrong, don't panic. Launch Outlook and reconnect to your exchange server. Ensure that your secondary email address isn't grayed out. If it is, then perhaps you didn't follow instructions carefully. Try again and hopefully you won't run into problems anymore.

Here are few additional tips to consider while setting up multiple mailboxes in Outlook.

1.) Don't forget about security features. Some companies require you to sign off on outgoing messages. Therefore, you'll probably want to enable signing off functionality. See below for instructions on enabling this option.

2.) Check your spam filter rules. Sometimes you might receive junk mail even though you haven't opted in. Spam filters delete these unwanted mails without further review. So, make sure to whitelist those important accounts so you don't miss out on crucial news updates or important documents sent via e-mails.

3.) Use aliases. Aliases are short nicknames people commonly use online. They help us keep track of many different identities across various platforms. For instance, my real life name is Brian Smith but I often use brian smith due to space limitations. Similarly, you can assign a nickname to your secondary email address. This way, whenever someone sees your full name they'll think of the associated alias rather than your actual email address.

4.) Configure your browser to always display email addresses differently. There are plenty of extensions for doing this. One popular extension is called BetterAddressBar [No Longer Available] which lets you configure the format and location of email addresses displayed in your Firefox toolbar.

5.) Disable spellchecker suggestions. Having incorrect spelling in your email header makes it harder for recipients to recognize your email. Although most modern browsers come with built-in spellchecking system, it still pays to deactivate this function. Just remember to re-enable it after completing this task.

6.) Hide email addresses in headers. By default, anyone viewing your email headers can easily identify your secondary email. However, it is possible to hide this information. Simply adjust the width of certain columns in the header.

7.) Be careful with HTML formatting. Avoid bolding too much content inside your body. Otherwise, it may become difficult for others who aren't familiar with HTML code to read your message.

8.) Double check for typos. Typos happen to everyone sometimes. Take extra care to avoid mistakes when typing email addresses.

9.) Turn off preview pane. Preview panes provide quick previews of attached files like images or videos. Many people feel uneasy receiving attachments from unknown sources. It's better to disable this option altogether.

10.) Do NOT manually copy email addresses. Doing so defeats the purpose of creating aliases.

11.) Do NOT forward emails to your secondary address unless absolutely necessary. Forwarding means forwarding the entire contents of your original message to your second address. This can lead to confusion for recipients especially if there was sensitive material included in your original message.

12.) Never share passwords. Sharing login credentials with unauthorized parties puts your privacy at risk. Not only does this compromise your identity but it gives hackers free reign to wreak havoc on your digital assets.

13.) Always logout. Leaving your laptop unattended with logged in session poses grave risks to your private information. Hackers can steal cached password information and gain complete control over your device.

14.) Choose strong passwords. Passwords must contain numbers, capitalization, special characters, uppercase, lowercase alphabets and symbols. The longer the better. At minimum, passwords should consist of eight digits. Additionally, they should vary between upper and lower case alphabetical characters and numerical values.

15.) Update software regularly. Malicious software lurks everywhere waiting for its next victim. Staying updated with the latest patches fixes vulnerabilities found in older editions.

16.) Protect yourself against phishing scams. Phishing refers to malicious attempts to acquire confidential information through fraudulent websites designed to resemble trustworthy ones. Common examples include fake PayPal sites and bank pages asking for user IDs and passwords.

17.) Beware of common sense. Whenever you encounter a suspicious link or website, exercise caution before clicking on links. Most importantly, stick to official websites. Links leading to suspect domains or sites should immediately raise alarm bells.

18.) Secure your Wi-Fi network. Securing your wireless router helps protect your devices from intruders. Setting up your router requires technical knowledge. Fortunately, there are lots of great tutorials online showing you how to secure your router.

19.) Share your passwords securely. Encrypting your password protects it from prying eyes. Password encryption prevents unauthorized individuals from accessing your accounts and stealing your precious information.

20.) Report unsafe activities. Unsafe activity includes phishing attacks, viruses or malware infections, hacking attempts and other threats. Reporting these incidents alerts authorities and provides valuable feedback for improving services.

21.) Get antivirus protection. Antivirus works wonders in protecting your PC from harmful programs. Plus, it keeps tabs on incoming traffic allowing you block known bad websites and prevent downloads.

22.) Back up your data frequently. Data backups are essential for storing copies of your critical files in case anything goes wrong. Keeping regular backups ensures peace of mind knowing that no matter what happens, you'll always have copies of vital documents stored elsewhere.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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Anyleads
Enrichment data software to find emails

The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
  • Find company domains from names.
  • Get all employees emails from a list of domains.
  • Send all the data to your CRM via Zapier.
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Anyleads
Email, phone & social media extractor

Extract emails, phones on the page of websites and download it to Excel or CSV.

  • Upload a list of websites to extract emails.
  • Export phone numbers from landing page.
  • Export social media urls (Facebook, Instagram ..) from pages.
  • Export to CSV or Excel in one click.
  • Send the data to your CRM or other software.
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Discover emails from a CSV from 3 columns (first name, last name, and company name).

  • Upload big batch of CSV online to find emails.
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  • Find valid emails from 3 data points.
  • Export to CSV or Excel in one click.
  • Send the data collected to your CRM or any software.
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  • Install unlimited chatbot to capture unlimited leads.
  • Customize the scenario of your chatbot.
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  • Send directly the leads captured to your CRM or any software.
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Discover each day thousands of new companies registered on Internet.

  • Prospect new businesses registered on Internet.
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  • Thousands of new leads uploaded each day.
  • Export all the leads into Excel or CSV.
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Capture reviews from visitors, and increase your reviews on Google and Facebook pages.

  • Install and customize the widget on your website.
  • Collect more reviews, increase your SEO position.
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  • Export reviews into Excel or CSV.
  • Send reviews directly to your CRM.
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Sequence (cadence) / newsletter campaigns tool

Send newsletter or sales emails with automatic follow ups.

  • Create unlimited campaigns and connect unlimited senders.
  • Warm up feature to increase your deliverability.
  • Send personalized images with our image personalization tool.
  • Send events to your CRM such as opens, clicks and replies.
  • Generate more sales meeting with automatic follow ups.
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  • Send collected data to your CRM or other software.
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  • Create geo-targeted notifications.
  • Display random fake notifications.
  • Send collected data to your CRM or other software.
illustration
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Extract B2B emails from B2B social media

Extract emails and contact from B2B social media. Find new leads in one click and create targeted lists.

  • Create unlimted lists, filter by country, industry, size and job title.
  • Hyper targeted lead generation.
  • Generate B2B and B2C lists in one click.
  • Super fast emails generation.
  • Send leads to your CRM or other software.