How to add email to Outlook

Summary

This guide helps you troubleshoot and resolve: How to add email to Outlook. Follow the steps below to fix the issue.

Common Causes

Overview

This guide walks you through adding your Microsoft 365 email account to Outlook desktop or Outlook on the web. It covers Windows and Mac, plus troubleshooting steps for common connection issues.

Important: Modern Authentication and MFA

Warning: Modern Outlook versions use modern authentication to support multi‑factor authentication (MFA). If you are using an older version of Outlook that does not support modern authentication, you may be blocked from signing in when MFA is enforced by your organisation. In this case, you may need to generate an app password in the Microsoft 365 portal and use that app password instead of your regular Microsoft 365 password during setup. If you are unsure which version of Outlook you are using, contact your IT support team before proceeding.

Option 1: Outlook Desktop

Menu paths may differ slightly between Outlook for Windows and Outlook for Mac. Steps for both are provided below.

Windows: If Outlook is already open

1. Click File in the top‑left corner.
2. Under Account Information, click Add Account.
3. Enter your email address (for example, [email protected]).
4. Click Connect.
5. Enter your Microsoft 365 password.
6. Click Sign in.
7. If prompted for two‑factor authentication, complete the verification.
8. Click Done and restart Outlook if prompted.

Mac: If Outlook is already open

1. In the top menu bar, click Outlook > Settings (or Preferences in classic Outlook for Mac).
2. Select Accounts.
3. Click the + (plus) button and choose New Account.
4. Enter your email address and click Continue.
5. Enter your Microsoft 365 password and click Sign in.
6. Complete two‑factor authentication if prompted.
7. Click Done.

Note: If you are using the new Outlook for Mac, the interface may resemble Outlook on the web and the menu paths described above may not apply. Use the settings gear icon within the application to access Accounts.

If Outlook has not been set up yet

1. Open Outlook from the Start menu (Windows) or the Applications folder (Mac).
2. When the welcome screen appears, select Add Account.
3. Follow the steps above for your operating system.

Removing old accounts or managing profiles

If you are adding a second account to Outlook desktop, you do not need to remove your existing account unless you are experiencing profile conflicts. Outlook supports multiple email accounts in the same profile.

If Outlook behaves unexpectedly after adding an account, you may need to remove an old or unused account:

• Windows: Go to File > Account Settings > Account Settings, select the old account, and click Remove.
• Mac: Go to Outlook > Settings > Accounts, select the old account, and click the - (minus) button.

Note: Removing an account from Outlook deletes locally cached data for that account but does not delete your Microsoft 365 mailbox. If you continue to experience issues, you may need to create a new Outlook profile. Contact your IT support team for assistance with profile recreation.

Option 2: Outlook on the Web (Browser)

1. Go to outlook.office.com.
2. Enter your email address.
3. Click Next.
4. Enter your password.
5. Complete two‑factor authentication if prompted.
6. You will be taken to your inbox.

Adding or switching accounts in Outlook on the web

Outlook on the web does not use a “Connected accounts” settings page for adding a second Microsoft 365 mailbox. To access another account:

• Click your profile picture or initials in the top‑right corner.
• Select Sign out, then sign in with the other email address.
• Alternatively, open a private or incognito browser window and sign in to the second account separately.

Troubleshooting

“Something went wrong” error

• Clear your browser cache and try again.
• Use an incognito or private browsing window.
• Ensure you are using a supported browser (Edge, Chrome, Firefox, or Safari).
• If using Outlook desktop, restart the application and try again.

Account not connecting

• Verify your password is correct by logging into office.com.
• Check your internet connection.
• Confirm that Autodiscover is working for your domain. You can test this by entering your email address in the Outlook setup wizard; if Outlook automatically finds your mailbox settings, Autodiscover is functioning.
• If your domain uses custom DNS, ensure that the required MX and Autodiscover CNAME records are present and correct. Small business users without IT staff should contact their IT support team or domain host to verify these records.
• Contact IT support if your account has been disabled or locked.

Multiple accounts needed

• Outlook desktop: Follow the steps in Option 1 above to add an additional account to your existing Outlook profile.
• Outlook on the web: Use the profile switcher in the top‑right corner to sign out and sign in with another account, or open a separate private browsing window for the additional account.

Need More Help?

Open a ticket with your IT support team and include the following information:

• The exact error message you are seeing.
• Your email address.
• Your Outlook version (for example, Outlook 2016, Outlook 2019, Microsoft 365 Apps, or new Outlook for Mac).
• Your operating system (for example, Windows 11, macOS Sonoma).
• What you have already tried.

For related topics, you may also find these articles useful:

• Setting Up an Email Account in Outlook (POP/IMAP/Exchange)
• How to set up out‑of‑office reply
• Email not sending or receiving

Open a Ticket

Still Having Issues?