How to Manage Multiple Mailboxes in Outlook? – Everything You Need to Know

Author | March 23rd, 2020 | Informative, Outlook

We all know the benefits of Microsoft Outlook. The currently best desktop-based email client application that allows the user to create and log in multiple accounts in one place. Outlook can also manage email accounts from multiple email service providers such as Microsoft, Gmail, Yahoo, etc. In this blog, we show you how to set up and manage multiple mailboxes in Outlook 2019, 2016, 2013, 2010.

Users have created multiple accounts without thinking about how to handle them. This can lead to corruption, accidental deletion of data and misdirected data. Therefore, we need to know how to manage multiple email accounts in Outlook to avoid such problems.

Free Tips: If you’re having trouble with multiple email accounts and mailboxes in Outlook, use the PST Merge software free instantly. This way, you can merge multiple PST files into one, so you can easily manage Outlook 2019, 2016, 2013, and 2010 data in one place without worrying about data loss.

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How to Setup Multiple Email Accounts

As explained above, the user can add multiple email accounts in Outlook and easily access them in one place. Follow these steps to set up multiple email accounts:

  • Open Outlook and click the File menu
  • Go to the Info tab and click Add Account
Manage Multiple Mailboxes in Outlook
  • Now enter your email address and click on Connect
  • Then follow the Outlook instructions step by step. You can now view the account in Outlook.

Read More- How to Merge Outlook Inboxes

How to Manage Multiple Mailboxes in Outlook?

In order to manage multiple email accounts in Outlook, you need to do the following:

  • Switch between email accounts
  • Find emails from multiple accounts
  • Add folders to each account
  • Send mail from different accounts
  • Remove an account from Outlook

Switch Between Email Accounts

Once you’ve added another email account, you can view it in the navigation bar under your original account. To switch from the first to the second account, all you have to do is select the inbox.

Manage Multiple Email Accounts in Outlook

Tip: You can add the inbox of the second account to the favorites area of ​​the navigation pane. This is useful for finding the inbox quickly.

Find Emails from Multiple Accounts

Unfortunately, Outlook does not allow the user to view all emails in one folder. Because emails from different accounts are stored in different folders and you get a lot of folders if you have multiple email accounts.

To search or check emails from multiple accounts at once, you can click the search box at the top of the main window in Email View and change the location to “All Mailboxes”.

Manage Multiple Mailboxes in Outlook 2019

After that, you can easily search for something in mailboxes such as emails, notes, calendar entries, and more.

Add Folders to Each Account

You can add folders to an account. To do this, simply right-click on your account and click on “New Folder”.

Add Folder

This new folder will appear as a child of your email account that you right-clicked on. For example, if you right-click the Inbox, the new folder is a subfolder of the Inbox.

Send Mail From Different Accounts

If you add multiple email accounts in Outlook, the “New Email” line automatically turns on the From line so you can choose which account you want to send email from.

Manage Multiple Email Accounts in Outlook

If you need to send the email from one of your accounts, just click New Email. Then click the arrow next to “From” and choose an account you have in Outlook.

Remove an Account from Outlook

To remove an account from Microsoft Outlook, right-click on the account and select “Remove [Account Name]”.

Remove Account from Outlook

A confirmation message will appear. If you are sure to remove the account, click Yes.

Remove Account

What’s More You Can Do to Manage Multiple Mailboxes in Outlook?

However, if you still don’t know how to manage multiple mailboxes in one place, you need to merge them into one. Multiple email accounts and mailboxes are too difficult to use and lead to data corruption and deletion issues. To fix such problems, use the best PST merge software to merge multiple email accounts in Outlook. This utility allows you to merge Outlook data files from multiple accounts, including email, notes, calendar data, contacts, and others.

Download PST Merge

The software offers several useful functions, some of which are listed here.

  • User-friendly interface with excellent functionality
  • Merge several PST files with all elements into one
  • Supports archive, network, active and password protected PST files
  • Ability to merge both UNICODE and ANSI files
  • Options to merge into new PST, existing PST or Outlook profile
  • Compatibility with MS Outlook 2019 and Windows 10
  • Remove duplicates from emails, contacts, tasks, notes, calendars, etc.
  • No problems with file size, version, file types and data loss issues

Final Words

In this blog, we have explained some functions to manage multiple mailboxes in Outlook. All the discussed methods or ways are useful for handling several accounts in one place. In the end, we have also discussed the automated tool i.e. PST Merge to manage multiple email accounts in Outlook. Now, It’s over to you choose any of the method and manage your email accounts.