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How To Add a Second Mailbox to Outlook

Adding a second mailbox to Outlook allows you to manage multiple email accounts from the same Outlook interface. This can help consolidate your email management and improve productivity. Here are the key things you need to know about adding a second mailbox in Outlook.

Types of Mailboxes You Can Add

There are a few types of mailboxes you can add in Outlook:

  • Personal mailboxes – Your own email accounts from Outlook.com, Gmail, Yahoo Mail, etc.
  • Shared mailboxes – A mailbox shared by multiple people in an organization that anyone with access can send/receive emails from. Often used for group collaboration.
  • Delegated mailboxes – A mailbox you have delegated access to, allowing you to read, send, and manage someone else’s email on their behalf. Typically used by assistants.

Permissions Needed

To add mailboxes that you don’t own, like shared or delegated mailboxes, you first need to be granted access by the mailbox owner or admin.

  • For shared mailboxes, you need “full access” permissions.
  • For delegated mailboxes, you need “Send As” and/or “Full Access” permissions.

If you try adding a mailbox you don’t have access to, you’ll get an error when trying to connect.

Add a Personal Mailbox

Adding your own personal mailboxes to Outlook is straightforward:

  1. Open Outlook and go to File > Add Account
  2. Enter your email address and click Connect
  3. Enter your account password when prompted
  4. Click Done once the account finishes syncing

Repeat for any other personal mailboxes you want to add.

Add a Shared or Delegated Mailbox

To add a shared or delegated mailbox to Outlook:

  1. Open Outlook and go to File > Account Settings > Account Settings
  2. Under your existing account, click on Change > More Settings
  3. Go to the Advanced tab
  4. Click Add
  5. Enter the email address of the shared/delegated mailbox
  6. Click OK
  7. Click Apply and OK to finish adding

The mailbox will now show up in your folders list in the Outlook navigation pane.

Switching Between Mailboxes

Once you’ve added your mailboxes, you can easily switch between them to send and view emails:

  • Web app – Use the mailbox switcher in the top right
  • Windows – Change the From field when composing new emails
  • Mac – Go to Outlook > Preferences > Accounts to switch

Switching mailboxes allows you to access the correct inbox, sent items, folders, contacts etc.

Tips for Managing Multiple Mailboxes

  • Use mailbox colors in Outlook to help distinguish different mailboxes visually
  • Add the mailboxes to your mobile device if you need access on the go
  • Set up mailbox rules to automate sorting/filing of emails
  • Label mailbox folders clearly for easy organization
  • Archive older emails to save space and keep inboxes uncluttered

Adding a second mailbox is easy in Outlook and opens up more ways to organize your email workflow. With a few setup steps and some ongoing management, it can make you more productive.

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