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Webucator's Free Advanced Microsoft Outlook Tutorial

Lesson: Working with Multiple Email Accounts

Welcome to our free Advanced Microsoft Outlook tutorial. This tutorial is based on Webucator's Advanced Microsoft Outlook 2019 course.

Microsoft Outlook allows you the ability to set up multiple email accounts, enabling you to send emails from the different accounts.

Lesson Goals

  • Learn how to set up multiple accounts in Outlook.
  • Learn how to send emails from different accounts.
  • Learn about the differences between POP and IMAP email programs.

Setting Up Multiple Accounts in Outlook

You can link multiple email accounts to Outlook, thereby accessing them in one location.

To set up multiple accounts in Outlook:

  1. Go to the Backstage view by selecting the File menu.
  2. From the Info tab, under Account Information, click Add Account. Add Account Command
  3. In the dialog box, enter your email address to add. Add New Account Dialog Box
  4. Click Connect.
  5. Follow the Outlook prompts to configure the account.
  6. You will now see this account listed in the Navigation Pane. Click Connect

Send Emails from Different Accounts

Now that you have multiple email accounts set up in Outlook, you can send emails from the different accounts.

To send email from different accounts:

  1. In the Navigation Pane, if necessary, click the triangle to expand the account from which you want to send the email. Select Account
  2. Once expanded, click Inbox in the selected account.
  3. From the Home tab on the Ribbon, in the New group, select New E-mail. New E-mail Command
  4. The new, blank email that launches is from the selected account. New Blank Email

POP vs. IMAP Email Programs

Both POP and IMAP are email protocols, and Outlook supports both types of accounts. Some things to know about POP and IMAP protocols are as follows:

  1. POP stands for Post-Office Protocol, while IMAP stands for Internet message access protocol.
  2. POP is a one-way communication protocol, while IMAP is two-way. The advantage of a two-way communication protocol is that it allows you to work with your email from multiple computers, and the changes you make on one computer will be reflected on the other. For example:
    1. If you create a folder in your Gmail account while in Outlook, this folder will also appear when you log into Gmail.
    2. If you are in Gmail and delete an email, that email will also be deleted from your Outlook account.
  3. Most email services, such as Gmail, Hotmail, and AOL, use IMAP.
  4. If your email accounts supports IMAP, you can configure your account in Outlook automatically, as demonstrated in this course.

Working with Multiple Email Accounts

Duration: 10 to 15 minutes.

In this exercise, you will review what you have learned about working with multiple email accounts in Outlook.

  1. What does IMAP stand for?
  2. Is POP a one- or two-way communication protocol?
  3. How would you specify which account from which to send an email message, if you had multiple accounts configured in Outlook?
  4. If using an IMAP protocol in Outlook, what will happen when you delete an email?
  5. When in the Navigation Pane in Outlook, how do you expand an account?

Solution:

  1. What does IMAP stand for? Internet message access protocol
  2. Is POP a one- or two-way communication protocol? POP is a one-way communication protocol.
  3. How would you specify which account from which to send an email message, if you had multiple accounts configured in Outlook? Select that account in the Navigation Pane, click the Inbox, and create the new message.
  4. If using an IMAP protocol in Outlook, what will happen when you delete an email? The email will also be deleted from your email account (such as Gmail).
  5. When in the Navigation Pane in Outlook, how do you expand an account? Click the triangle next to the account name.