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Setting Up Separate Accounts, Multiple Profiles In Outlook

Setting Up Separate Accounts, Multiple Profiles In Outlook

Reader Question: “I have 2 companies that I work for and I do not want to share outlook. Is there a way to have 2 outlook accounts that I can log into to make sure they stay separate?”

Yes indeed and it’s fairly simple! Here is how to configure Outlook so that it opens a specific profile and how to configure it so that it prompts you for a specific e-mail profile when you start the program.

  1. Go to your CONTROL PANEL
  2. Click on MAIL
  3. Click SHOW PROFILES
  4. Click ADD

You will get the “New Email Account” Wizard asking you for the email settings of this new profile. You can fill it all in or just cancel and get back to it later inside Outlook.

You should now see the following Profiles, your original Outlook and the new one you created – I used the name Test in this example:

Note that you have two options:

  • Prompt for a profile to be used
  • Always use this profile.

Choose the one that fits your need! Fire up Outlook and you will see your default profile or be prompted to choose the one you want to use for that session.

32 Comments

  • Therese

    January 30, 2009 at 7:16 am

    Thanks for this simple but brilliant post. I've been searching everywhere on how to set up multiple email accounts in Outlook 2007. Every one of them was very lengthy in explanations. Finally stumbled on your post, and was able to do it easily. Thanks again!

  • Peggy Ann

    March 8, 2009 at 4:39 am

    I freaked out and a friend sent me this site. Thank you for the quick and easy explantion my 3 companies thank you.

    Elaine Betts

    April 30, 2009 at 9:32 pm

    Fantastic instructions thank you so much you have saved me several hours.

    Alan

    May 15, 2009 at 1:30 pm

    i've got 2 home computers. 1 running office 2007 (upstairs)the other running office 2003( downstairs). I would like to have both pc's running outlook at the same time and the ability to receive emails using the same account on both and share calendar and contacts. How can I do this? Thanks in advance ….

      Rob

      December 31, 2009 at 6:22 pm

      Sign up for Funambol.com and sync both computers to one server. It's free!!

    Anita

    June 24, 2009 at 4:35 pm

    Help! I love your instructions, but I have a new laptop with Vista… no "mail" option in the control panel??

      Ryan

      October 23, 2009 at 2:11 am

      Control Panel – Additional Options – 32 bit Control Panel items – Mail

    patrice

    May 3, 2010 at 6:32 am

    i've got windows 7 and i don't see a mail option or additional options under control panels
    any suggestions? thank you!

      Lindsay

      April 25, 2013 at 9:50 am

      It will show under the User Accounts- or you can switch your control mail from Category or Large Icons and it should show. Also, you will not have a Mail option in the control panel if you dont have Outlook installed.

    Rob Rogers

    May 9, 2010 at 4:35 am

    Mate, you are a star, thank you so much for posting this, it is about the easiest explanation I could have possibly hoped for. BRILLIANT!!

    Sajjad Ahmed

    May 19, 2010 at 9:11 am

    its simple but not saving the password tell the way to save the password without asking every time

    Raymond Head

    August 30, 2010 at 7:03 pm

    Great instructions, Daniel !
    What's the simplest, most efficient way for me configure Outlook so I can "see" and manage all 4 of my email accounts when I open up Outlook… with 4 separate folders for incoming and sent mail… so that, at a glance I can see all 4 accounts listed, with the number of "new" messages on the right side of each account… open them up one at a time to see my new messages ?

    It doesn't matter if it takes alot of steps to set this up… the end result is worth it to me. And probably to a lot of other people, as most folks have at least a couple of email accounts to manage.

    Thank you very much for your assistance!

    Raymond Head

    Beverly

    November 3, 2010 at 8:31 am

    Thanks, your instructions got me out of a jam.

    Keith

    November 18, 2010 at 4:28 pm

    Dear friend: this is just what I need. For your information, I successfully set up my two accounts as you advised. However, when I open outlook, there is only one account open. When I try to open the second outlook, the same account is open.

    My qeustion for you is how I can open my second account when I have opend my first account. Canyou please send your advise to my email account?

    Thanks.

    Keith

    Maily

    January 12, 2011 at 4:25 am

    plz i need answer for the Keith's question???.
    how I can open my second account when I have opend my first account. Canyou please send your advise to my email account?.
    Awaiting for your prompt reply
    Tahnks
    maily

      Evan

      April 7, 2011 at 11:34 am

      You can't open both mail profiles at the same time, you have to log out of one and chose the other.

      Lindsay

      April 25, 2013 at 10:07 am

      Actually you can (well you can't open two profiles at once but you can create a profile for one then add another account in Outlook under that same profile- they will create their own data PST files)- once you've already created a email profile stay in the Mail Profile Screen, make sure you select/highlight the profile that you just created- click Properties- Email Accounts- when that opens click on New- fill out your second email settings- when you open outlook you will see both accounts on the left side- the first should be on the top while the second one should be below it. If you are using a hosted microsoft exchange account you will have to contact your exchange provider because it isn't the same process- they will have to set that up for you.

    Sarah

    February 3, 2011 at 11:46 pm

    For those searching for the mail option in vista go to Control Panel – View 32-bit Control Panel Items. Here you will find mail.

    Dwayne

    March 6, 2011 at 8:42 pm

    question I've got three diffrent users that want to use outlook 2010 how do I keep each one from reading each others E-mail.

      thebaios

      April 13, 2011 at 12:53 pm

      1.: Create three different password-protected _User accounts_
      2.: Login with the first account name and pass
      3.: Start Outlook and create his/her mail account. Test if it is working.
      4.: Logout and login to the next account.
      Repeat 3-4 until everyone's account is created. Outlook handles different user's account(s) separately.
      That's all.
      thebaios

        Jean

        February 10, 2014 at 5:22 am

        I have multiple profiles all connecting to an exchange server. Users use one login, so they can see each other’s emails by just clicking cancel instead of logging in. Is there a way to fix that. Also closing out seems to cache the login so it does not prompt the next person to login. Example: they log onto the computer using the user Staff. Clerk1 clicks on outlook selects her profile logs in reads email logs out. Clerk2 clicks on outlook and accidentally selects Clerk1, clicks on cancel, but then Clerk1 inbox shows up. Didn’t have this in Outlook 2003

    Rose

    June 1, 2011 at 1:24 pm

    Your steps were very simple and effective. Now my profiles are setup how can I view or easily switch from one email account/profile to the next without having to close out the program(Outlook)? Thanks

    Jayesh Gopalan

    June 23, 2011 at 11:59 pm

    Fantastic very easy to setup tutorial.
    Helped me a lot in setting up multiple accounts very easily in my XP.
    Thanks,
    Jayesh(iamjayesh.com)

    Tip

    September 7, 2011 at 7:12 am

    I have been trying to figure this out for days.. Quick easy and simple!! Superb!

    James

    October 18, 2011 at 1:33 pm

    My wife and I have two (separate domain) Microsoft Exchange email accounts. I understand how to have two profiles but is it possible for those profiles to be two separate Microsoft Exchange accounts? If so should they each be using the same .pst file?
    I dont seem to be able to make it happen…

    Matt

    February 7, 2012 at 5:46 pm

    How do I do this in Outlook 2010? Please help, this seems so simple and I am having such a hard time.

    tips vpn

    May 10, 2012 at 7:11 am

    Thanks for this guide . I had find it a long time. 🙂

    Sanjay K Gupta

    September 9, 2012 at 3:13 am

    Excellent tip. Wonder why Microsoft does not have this solution easily available in its help topics

    sam1234

    February 17, 2013 at 11:14 pm

    Setting up of multiple accounts cannot be any more easier than in Microsoft outlook. It offers high security and allows you to save separate accounts. It is always good to know that there is a whole lot more to learn about outlook than we know. <a href="http://www.pedestrianaccident-lawyer.com” target=”_blank”>www.pedestrianaccident-lawyer.com

    Chris

    March 10, 2013 at 10:06 pm

    Brilliant, Thanks a ton

    john009

    April 16, 2014 at 1:04 pm

    hey i faced the same problem but i resolved the problem with the help of this link
    http://www.microsoftsupportchat.com/blog/post/Outlook-Calendar-and-Multiple-email-accounts/

    Robert G MacIvor

    December 1, 2014 at 2:19 pm

    How do I setup two sets of contacts within outlook 2013?
    I have a smartphone and use Kies to transfer outlook information to it but I don’t require all of the addresses that I have on my desktop/laptop for day to day usage.
    Thank you in advance for your help.

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