How to Set Up and Delete an Email Account in Outlook

This guide walks you through adding a new email account (Gmail, Yahoo, iCloud, or any IMAP/POP account) to Outlook and removing one you no longer need. You’ll need your email address, password, and (for manual setup) the incoming/outgoing server details from your provider. The steps apply to Outlook 2016, 2019, 2021, and Microsoft 365 on Windows; Mac steps are slightly different and noted where relevant.

What You’ll Need

• Your full email address and password.
• If your provider uses two-factor authentication, generate an app password from their website (e.g., Google, Yahoo, iCloud).
• For manual setup: incoming server (IMAP or POP) and outgoing server (SMTP) names and port numbers. Many providers list these on their support pages.
• Access to the Outlook app on your computer (Windows or Mac).

Step-by-Step

Adding an Email Account in Outlook (Windows)

1. Open Outlook. If you’re using it for the first time, you’ll see a welcome screen. Click Next and skip to step 4.
2. If you already have an account set up, go to File (top-left corner) and click Add Account.
3. In the Auto Account Setup window, enter your name, email address, and password (twice). Click Next.
4. Outlook will try to detect your server settings automatically. Wait a few seconds. If successful, you’ll see a confirmation. Click Finish.
5. If automatic detection fails, choose Manual setup or additional server types and click Next.
6. Select POP or IMAP and click Next.
7. Fill in the fields:
   • Your Name: as you want it to appear in sent emails.
   • Email Address: your full email.
   • Account Type: choose IMAP (recommended) or POP3.
   • Incoming mail server: e.g., imap.gmail.com, imap.mail.yahoo.com.
   • Outgoing mail server (SMTP): e.g., smtp.gmail.com, smtp.mail.yahoo.com.
   • User Name: your full email address.
   • Password: your password or app password.
8. Click More Settings (bottom-right). Go to the Outgoing Server tab and check My outgoing server (SMTP) requires authentication. Usually, select Use same settings as my incoming mail server.
9. Go to the Advanced tab. Set:
   • Incoming server port (IMAP: 993, POP3: 995) and check This server requires an encrypted connection (SSL/TLS).
   • Outgoing server port (SMTP: 587 or 465) and choose STARTTLS or SSL/TLS as recommended by your provider.
10. Click OK, then Next. Outlook will test the connection. If it passes, click Finish.

Adding an Email Account in Outlook (Mac)

1. Open Outlook for Mac. Go to Tools > Accounts.
2. Click the + (plus) sign at the bottom-left and choose New Account.
3. Enter your email address and password, then click Continue.
4. Outlook will try to configure automatically. If it fails, click Configure Manually and enter the incoming/outgoing server details (same as above).
5. Click Add Account and wait for verification.

Deleting an Email Account in Outlook (Windows)

1. Open Outlook and go to File > Account Settings > Account Settings.
2. In the Email tab, select the account you want to remove (click once to highlight).
3. Click Remove (above the list).
4. Confirm when prompted: “Yes, I want to remove this account.�
5. If you also want to delete the offline data (PST/OST file), you can manually delete the file from your computer, but that’s optional and not required for the account to stop appearing.

Deleting an Email Account in Outlook (Mac)

1. Go to Tools > Accounts.
2. Select the account in the left sidebar.
3. Click the minus (-) button at the bottom.
4. Confirm the deletion.

Common Mistakes

• Using the wrong server name – Double-check with your provider. For example, Gmail uses imap.gmail.com, not imap.google.com.
• Forgetting to enable SMTP authentication – Many providers require it; otherwise, sending email fails.
• Using the wrong port or encryption – Mixing up SSL/TLS and STARTTLS can cause connection timeouts. Verify the exact port and encryption method from your provider’s help page.
• Typing the app password instead of your normal password – If you have two-factor authentication enabled, you must use an app-specific password, not your regular one.
• Deleting the account but leaving the data file – The account disappears, but the OST/PST file remains on disk. If you want to free space, delete it manually (but be sure you don’t need it).

Tips

• Use IMAP instead of POP whenever possible. IMAP syncs folders and keeps messages on the server, so you can access them from other devices.
• If you use multiple accounts, name them clearly (e.g., “Work – Gmailâ€�) to avoid confusion.
• Before deleting an account, export any important emails or contacts to a PST file (File > Open & Export > Import/Export) so you don’t lose them.
• For Gmail, Yahoo, or iCloud, generate an app password from your account security settings and use that in Outlook – it’s more secure and avoids repeated login prompts.
• If you’re setting up a work or school account, ask your IT admin for the server settings, as they may differ from standard public providers.

Troubleshooting

• Outlook says “We couldn’t log on to the incoming mail server.â€� – Check your password, and if you use two-factor authentication, create a new app password. Also verify the server name and port.
• Can send but not receive, or vice versa – Usually a server name or port issue. Re-check the incoming and outgoing server settings separately.
• Connection times out – Your firewall or antivirus may be blocking Outlook. Temporarily disable them to test, then add an exception. Also, try using a different port (e.g., 993 instead of 143).
• Account appears but doesn’t sync – Go to Send/Receive > Update Folder to force a sync. If that fails, remove the account and re-add it.
• After deleting an account, it still shows up – Restart Outlook. If it persists, check if you have a profile that contains the account. Go to Control Panel > Mail > Show Profiles and remove the account from the profile.

Frequently Asked Questions

Will deleting an email account in Outlook delete my emails from the server?

No. Deleting the account only removes it from Outlook. Your emails remain on the mail server (if using IMAP) or on your computer (if using POP). You can re-add the account later.

Can I add multiple email accounts to Outlook?

Yes. Outlook supports multiple accounts of any type (Exchange, IMAP, POP). Just repeat the add-account process for each one.

Why does Outlook keep asking for my password?

This usually happens when your password changed, or if you have two-factor authentication and didn’t use an app password. Update the password in Outlook by going to File > Account Settings > Change.

What is the difference between IMAP and POP?

IMAP syncs your email across all devices and leaves messages on the server. POP downloads messages to your computer and usually removes them from the server. IMAP is recommended for most users.

Can I delete a built-in account like Outlook.com or Exchange?

Yes, you can remove any account from Outlook, including Outlook.com or an Exchange account. However, if it’s your primary account, Outlook may warn you that some features (like calendar sharing) won’t work until you add another account.

Do I need to delete the data file after removing an account?

No, but if you want to free up disk space, you can delete the .pst or .ost file associated with that account. Be careful: this permanently deletes locally stored emails that aren’t on the server.

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