How to add a new account in Outlook

Outlook is one of the most popular e-mail clients. Once Outlook has been set up, the Microsoft program provides the perfect basis for sending, receiving and managing e-mails. The package is rounded off by an integrated calendar that reminds you of appointments, and also makes it easy to organise meetings and events. In addition, users can add any number of e-mail accounts to Outlook and merge them into a single client – which makes sense, for example, if a person uses different e-mail addresses for personal and business communications.

What you need to know about adding accounts to Outlook

If you want to use Outlook to manage your e-mail accounts, the first step is always to set up an account. The basic steps you need to take are no different from the steps you need to take to add another account in Outlook. The only differences are the protocol and address settings for the incoming and outgoing mail servers used by the Internet service provider as the basis for the e-mail service. Some third-party providers, such as Gmail or Yahoo, may also require you to change certain settings on the provider’s website before adding the account to Outlook, otherwise the link will be blocked.

Some of the different account types that you can add to Outlook include:

  • Yahoo
  • Gmail
  • iCloud
  • Office 365
  • Exchange
  • IONOS
Note

To add a new account to Outlook, you usually need the e-mail account’s password. If you have set up a login procedure like two-factor authentication with a provider, you must also have the respective secondary device ready and generate a special app password through the account’s settings to be linked in order to complete the account setup.

Tutorial: How to add a new account in Outlook

As mentioned earlier, the steps required to successfully set up new accounts in Outlook depend on your Internet service provider or mail provider. Since many mail providers block integration into Outlook or require additional app password entry, they often require additional steps. In addition, the procedure for adding a new account in Outlook also depends on which version of the Microsoft program you are using (desktop clients such as versions 2019, 2016, or 2013 vs. Outlook on the web). You can also choose between automatic setup (not available for all e-mail accounts) and manual setup.

In the following sections you will find detailed instructions for the different Outlook versions, explaining both the manual and the automatic setups.

How to add an account to the Outlook desktop client using the automatic method

The ability to automatically set up e-mail accounts has been available since Outlook 2010. If you are using an older version of the desktop client, this option will not be available. The necessary steps for automatic configuration differ only minimally in the individual versions, which we have taken into account in the following instructions:

For all versions, start the account setup by going to the “File” tab. On the “Account Information” menu page that then opens, click the “Add Account” button:

In the newer versions (Microsoft 365), the dialogue box that appears has been slightly modified so that you only have to enter the accounts’ address to be linked and then click “Connect”. In earlier versions up to 2013 (but sometimes also in 2016 editions), you must also enter the password associated with the account and a freely selectable name before proceeding with the setup to “Next”.

If prompted, enter your password (again). If the automatic account setup was successful, you will receive confirmation of success. Finally click “Finish”.

Note

If  the e-mail account’s automatic configuration fails, you should check the account settings. The account may have additional protection, like the two-factor authentication mentioned above, a security e-mail that you must answer first, or a feature that blocks third-party applications, like the Outlook client. For some accounts, automatically adding to Outlook will never work, so you will always have to use the manual option.

How to add an account to the Outlook desktop client using the manual method

For manual account setup, you need not only your login data, but also the data for the incoming and outgoing mail server of the respective mail service. The procedure is basically very similar for all versions – but there are some differences in the buttons and dialogue boxes. As with the automatic account setup, however, first open the “File” tab and click the “Add Account” button under “Account Information”.

In newer versions, select “Advanced options” and check the box “Let me set up my account manually” before clicking “Connect”.

In the classic dialogue box, however, simply change the selection to “Manual setup or additional server types” or “Manually configure server settings or additional server types” (Outlook 2010) and then click “Next”:

Under “Choose E-Mail Service” click “POP or IMAP” or “Internet E-mail” and then “Next” again. At this point, the address and server information that you receive or have already received from your Internet service provider or mail provider will be requested. You must make the following entries to configure it:

Information Significance Example
Name Freely selectable display name Name
E-mail address Full address of the e-mail account that you want to add to Outlook ld@diggi-heroes.com
Account Type Selection of the transmission protocol – IMAP or POP3 IMAP
Incoming mail server Address of the incoming mail server imap.ionos.com
Outgoing mail server (SMTP) Address of the outgoing mail server smtp.ionos.com
Username Username of the e-mail account (often address itself) ld@diggi-heroes.com
Password E-mail account password (chosen when setting up the account) pAssw0rt1;-

Only select the option “Require login using Secure Password Authentication (SPA)” if it is supported by the provider’s mail servers or explicitly requested by the provider.

Tip

If you are uncertain about the choice of transmission protocol, we recommend you take a look at our article about IMAP and POP3.

Since the connection to the mail servers is still unencrypted up to this point, click the “More Settings” button at the bottom right before completing the setup.

Go to the “Outgoing Server” tab and select the “My outgoing server (SMTP) requires authentication” box. Keep the default option “Use same settings as my incoming mail server” and switch to the “Advanced” tab. Depending on whether you have previously entered IMAP or POP3 as the transmission protocol, make the following settings to set up encryption via SSL or TLS for the connections to the mail servers:

  Port Connection type
Incoming mail server (IMAP) 993 SSL
Incoming mail server (IMAP) 143 TLS
Incoming mail server (POP3) 995 SSL
Outgoing mail server (SMTP) 465 SSL
Outgoing mail server (SMTP) 25 or 587 TLS or Automatic

Save the changes with “OK” and finish adding the account to Outlook using the “Next” and “Finish” buttons.

How to add an account to Outlook on the web

You can also integrate several e-mail accounts (up to 20) in the web version of Outlook. Like the desktop client, Outlook on the web offers you the choice between automatic and manual configuration. Both variants can be started via the “Sync email” menu, which you call up as follows:

  1. Click the gear icon in the top right corner of the web application toolbar to open the quick settings.
  2. In the quick settings, select the menu item “Show all Outlook settings”, which can be found at the bottom.
  3. Switch to the “Mail” section and open the “Sync email” target menu.

Under “Add a connected account”, Outlook now offers you two buttons to start the setup: If you want to link the web client with a Gmail account, select the button of the same name – otherwise click “Other email accounts”:

Like with the Outlook desktop client, a dialogue box now opens that allows you to choose between automatic and manual account setup. You start the former by typing in the address and password of the account to be linked – and optionally a freely selectable display name – and clicking “OK”.

Outlook then automatically creates a new folder on the web for the emails from this new account. You can also select the second option under “You can choose where the imported email will be stored”, so that imported and future e-mails will end up in a folder that already exists.

If you want to set up the account yourself, leave the fields for address and password blank for the time being and check the box “Manually configure account settings (POP, IMAP or send-only account)”. If you then click “OK”, the window will be reloaded and you can store the individual data for incoming and outgoing mail servers like we have already explained.

How to activate accounts in mail services for Outlook – example: Gmail

At the beginning of this article it was already mentioned that you usually cannot easily integrate your e-mail account into Outlook or other e-mail clients with services such as Gmail, Yahoo or GMX. In most cases, these services block access by other applications for security reasons. We will show you below how to disable this security feature in Gmail so you then add your Gmail account to Outlook.

Note

Since the procedure for removing this block varies from service to service, the following instructions for the Google mail service, Gmail, are provided as an example only. Generally, you will find the necessary information on the respective providers’ support forms.

Gmail has not one but two security settings that prevent the account from being linked to Outlook: First and foremost is preventing “access by less secure apps”, which is configured centrally in the Google account. The first step is to open your Google account and remove the lock, which is done as follows:

  1. Sign into your Google account and click the small profile picture (top right).
  2. Click the “Google Account” button.
  3. Switch to the “Security” section.
  4. Scroll down until you see the entry “Less secure app access” and select “Turn on access (not recommended)”.
  5. Slide the slider to the right to permit apps that Google considers less secure in the future.

As soon as you have permitted access by apps classified as less secure, you will receive a notification e-mail to your Gmail account. However, this is still not completely ready to be linked: To be able to add the account in Outlook, you must also activate mail transfer via POP or IMAP, both of which are switched off by default. To do this, log onto Gmail and open the settings by clicking on the small gear symbol and selecting the menu item of the same name:

In the settings, switch to the “Forwarding & POP/IMAP” tab, where you can activate the desired protocol under “POP download” or “IMAP access”. You also have some additional options – for example, to specify what to do with the message copies in the Gmail account. Finally, click “Save Changes”:

Please note the legal disclaimer relating to this article


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