How to Set Up Separate Email Accounts in Microsoft Outlook

Setting up multiple email accounts in Microsoft Outlook 2010 allows one person to monitor several email addresses in one place. These accounts can all be merged into one folder or each can have its own folder, and rules applied to any account can be used to place important messages in their own folders even if they are from different email accounts. Outlook works with many online email providers using POP3 mail services.

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Access multiple email accounts from one location.

Setting Up Email in Outlook 2010

Step

Start Microsoft Outlook 2010. Cancel the wizard that runs the first time Outlook starts.

Step

Click on "File" and "Info." Click the "Add Account" button. Select "Manually Configure Server Settings or Additional Server Types" and click "Next."

Step

Select "Internet Email" and click "Next." Enter the name that will appear on outgoing messages. Enter the full email address for this account. Enter the exact name of the incoming and outgoing mail server as given by the email provider. Enter the username and password.

Step

Choose "New Outlook Data File" to have all incoming email from this account go to its own folder, all mail sent from this account go to its own Sent Items folder, and all deleted email from this account go to its own Deleted Items folder. Choose "Existing Outlook Data File" to have the email from this account mixed in with email from other accounts. Browse and find the Outlook data file for every account to have the email from every account go to the same folder.

Step

Click on "Test Account Settings" to allow Outlook to send and receive a small test email and ensure that the account settings are properly configured.

Using Rules to Organize Outlook 2010 Email

Step

Right-click on an existing message to select it. Click on "Rules," then on "Always Move Messages From" to bring up the Rules and Alerts Choose a Folder dialog box. Click on an existing folder or create a new folder and select it. Click "OK" to use this folder to store all future and current messages from this particular sender in the selected folder.

Step

Click on "File," "Info," then "Manage Rules & Alerts" to open up the Rules and Alerts dialog and create new rules for messages that have not been received.

Step

Click on "New Rule" to open the Rules Wizard. Click on the desired type of rule in Step 1. Click on the underlined values in Step 2 to configure the relevant values for each rule.