Connect email accounts in Outlook on the web (Office 365)

You can connect up to 5 other email accounts, such as Gmail, Outlook.com/Hotmail.com, Yahoo! Mail, and QQMail accounts, to Outlook on the web, or Outlook Web App. By connecting accounts to Outlook, you can send and read email all in one place but keep your email accounts separate.

This article applies to users of Outlook on the web and Outlook Web App. If you're using Outlook.com or Hotmail.com, see Add your other email accounts to Outlook.com for instructions.

Important: Gmail customers: First do the steps in Prepare your Gmail account for connecting to Outlook and Office 365 and then do the steps below.

  1. Sign in to Office 365, choose the app launcher Select the app launcher in the upper left corner, and then choose Mail.

  2. On the Outlook navigation bar, select Settings Settings: update your profile, install software and connect it to the cloud > Options.

    Click Settings > Options

  3. In the left pane, choose Mail, and under Accounts, choose Connected accounts.

    Connected Accounts

    Not all features are available in every region. If you don't see the Connected accounts option, this feature may not be available for your account.

  4. Under Connected accounts, choose + to connect an account.

    Choose + to connect an account.

  5. On the Connect your email account page, enter your full email address, such as rob@contoso.com, and the password of the email account you want to connect to Outlook.

    Enter the email address and password of the account you want to connect.

  6. Choose OK.

    IMPORTANT: If you get a message that Outlook couldn't connect to the server for your other account, choose Back and make sure you entered the correct email address and password for your account. Typos are really common!

    If that doesn't work, you might be connecting a POP account. For instructions, see "Connect an email account from an Internet service provider (POP account)," below in this article.

    If you get this page, choose Back to doublecheck your email address and password.

  7. When a connection is established, you'll see that Outlook is downloading your email. Choose Close. Refresh your page after a few minutes to see if the download is complete. Go to your Inbox. Or, you can close your browser and turn off your computer if you want to. Your account is connecting to Outlook in the cloud, not on your computer.

  8. You can choose which email address appears in the From line when you reply to an email.

    Note: If your default reply address is set to Automatic, when you reply to an email, the "From" address will be your Office 365 email address, such as jakob@onmicrosoft.com.

    For example, let's say you sign in to Office 365 as rob@contoso.com. You connect an account called rob@gmail.com. When someone sends an email to rob@gmail.com and you reply, the From address will be rob@contoso.com. The idea behind this design is that it will help people learn your new Office 365 address.

    If you don't want Outlook to work this way, go back to the page where you connected your email accounts (step 4, above) and choose Change default reply address. Then choose the address you want to appear in the From box. Also, consider signing out of Office 365 and then back in.

    To change your default "From" address, choose Change default reply address.

  9. To see the email from your connected account, go to your Outlook Inbox. Choose All to set the filters on your email. Or, see Inbox and sweep rules to organize the incoming email by the address it's sent to or other criteria. This is especially useful if you connect more than one email address.

    Use the All menu to sort your email for all of your connected accounts.

Congratulations! You've connected your account. Now you're ready to start using Outlook on the web.

A lot of people have email accounts from their Internet service providers. These email accounts often use the POP method of accessing email. What are IMAP and POP?

Here's how to connect a email account that uses POP.

  1. Go to the web site for your email provider and search for the name of their Incoming POP server and outgoing SMTP server. Usually these are something like "POP3.<name of company>.com" and "SMTP.<name of company>.com." They'll have this information available on their web site. Write down this information because you'll need to enter it in Outlook few steps later.

  2. Sign in to Office 365, choose the app launcher Select the app launcher in the upper left corner, and then choose Mail.

  3. On the Outlook navigation bar, select Settings Settings: update your profile, install software and connect it to the cloud > Options.

    Click Settings > Options

  4. In the left pane, choose Mail, and under Accounts, choose Connected accounts.

    Connected Accounts

    Not all features are available in every region. If you don't see the Connected accounts option, this feature may not be available for your account.

  5. Under Connected accounts, choose Other email accounts. Or, if you're using Office 365, choose the + to connect an account.

    Connected Accounts

  6. On the Connect your email account page, enter your full email address, such as jakob@contosoISP.com, and the password of the email account you want to connect to Outlook, and choose OK.

    Enter the email address and password of the account you want to connect.

  7. At Choose your connection type, choose POP > OK.

    Choose POP and then OK.

  8. At the New POP account connection page, enter the email address of the account you're connecting. In the User Name box, enter the email address again, and then enter your email password.

    Type the name and password of the email account you want to connect.

  9. If you want a copy of your email to only arrive to Outlook, and not have a copy saved in your other email service, clear Leave a copy of messages on the server. If you don't clear this box, when you delete an email in Outlook, it will still exist in your email service. You'll need to sign in to your email service to delete it there.

    Clear "Leave a copy of a message on the server."

  10. In the Server Information section, here's where you need to enter the information you got from your email provider:

    Enter the outgoing and incoming values you got from your email provider.

    • Incoming (POP) server: enter the name of the POP server that you found on your email provider's web site. It should be something like POP3.<name of company>.com.

    • Incoming server port: this usually 995.

    • Outgoing (SMTP) server: enter the name of the outgoing server that you found on your email provider's web site. It should be something like SMTP.<name of company>.com.

    • Outgoing server port: this is usually 587.

    • Authentication: this is usually Basic. If your email provider specifically says to use SPA, choose that.

    • Encryption: this is usually SSL. Change only if your email provider specifically says to use TLS.

  11. Choose OK. If you get a message that a connection could not be made, check and then check again for typos. That's most likely the problem.

If Outlook can't set up a connection by using your email address and password, check these answers to common problems.

  • Is there a typo in the password or email name? Double-check both of these. This is a really common problem!

  • Are you trying to connect an email account that's a POP account? See the instructions "Connect an email account from an Internet service provider (POP account)" above in this article.

  • Is two-step verification is turned on your email? Go to your email account and turn off two-step verification.

  • Either your email provider or Office 365 is experiencing service issues so the two can't connect. Try connecting again in an hour. If you can't ever connect even after trying two or three different times of the day, it's not a service issue.

  • Are you trying to connect a Gmail account? Make sure you've followed the steps in Prepare your Gmail account for connecting to Outlook and Office 365. If it's a corporate Gmail account, check whether it's a POP account.

  • Does your Outlook look different from the steps in this article? Look at the picture below:

    A picture of what the ribbon looks like in Outlook on the web.

    Now look at Outlook on your computer: If your ribbon looks different from the one above, you might not be using Outlook on the web. See What version of Outlook do I have? to find setup instructions for your version of Outlook.

See Also

Send email from an alias or different address

Add your other email accounts to Outlook.com

Using email in Outlook on the web

Create, reply to, or forward email in Outlook on the web

Forward emails to another account in Outlook on the web

Delete an email account from Outlook on the web

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