How to Manage Multiple Email Accounts in Outlook 2007

By Kristy Borowik

Many people use Microsoft Office Outlook 2007 to manage multiple email accounts because it is much easier to check email in one place, rather than logging in to multiple accounts. To best manage multiple email accounts in Outlook, set up folders and rules to categorize and organize emails; otherwise they will all go to your inbox by default.

Things You'll Need

  • Microsoft Office Outlook 2007

Initial Use of Outlook 2007

Step 1

Configure your account if this is the first time you have opened Microsoft Office Outlook 2007. Ensure that the "Yes" option button is selected, and click the "Next" button.

Step 2

Enter your name, your primary email address and the password for that email account. Wait while Outlook finds and sets up your account.

Step 3

Follow the prompts on-screen and click "Finish."

Adding Email Accounts

Step 1

Select "Account Settings" from the "Tools" menu.

Step 2

Click the "New" button on the "Email" tab on the "Account Settings" window.

Step 3

Select the "Microsoft Exchange, POP3, IMAP, or HTTP" option button, and click "Next."

Step 4

Enter your name, email address and the password for that email account.

Step 5

Click "Next" and wait for Outlook to set up your account. The message "Your POP3 e-mail account is successfully configured" appears when the configurations is complete. Click "Finish."

Step 6

Repeat these steps to configure any additional email addresses.

Managing Email Accounts

Step 1

Right-click "Inbox" in the "Mail" pane.

Step 2

Click "New Folder."

Step 3

Enter a name for the new folder in the "Name" field. Choose a name that describes the emails you want to store in this folder. For example, you may name it according to the email address associated with the emails you will store in this folder.

Step 4

Select "Mail and Post Items" from the "Folder Contains" drop-down list if it is not selected by default.

Step 5

Select "Inbox" in the "Select where to place the folder" field.

Step 6

Click "OK." Your folder is now under "Inbox" in the Mail pane.

Step 7

Click and drag related emails to move them into this new folder.

Step 8

Create a folder for each email address you configured in Outlook.

Step 9

Create subfolders as necessary to further categorize and manage your emails from multiple accounts in Outlook.

Step 10

Set up rules in Outlook so that emails automatically go into the associated folder.

Tips & Warnings

  • If you do not know your password, Outlook cannot set up your account. Contact the network administrator, or follow the online instructions to reset your password.
  • Outlook cannot set up your account with private email systems, such as a school or work. In this case, you must set up your account manually. Most of the steps are similar, except that you select the "Manually configure server settings or additional server types" radio button on the first screen and enter the incoming and outgoing mail server addresses. Contact the network administrator for those addresses.
  • Do not delete folders or email accounts from Outlook. You may lose all emails that have been downloaded to Outlook. Back up important emails before attempting to delete or move folders or email accounts.