Microsoft Outlook 2003: Configuring multiple accounts?
I have a question about Outlook 2003. I have three POP e-mail accounts that I download e-mail from. They are all set up as accounts in Outlook 2003, however, I can not figure out how to direct them to the folders I have created without creating a bunch of complex rules.
Here is the scenario:
- email@example.com is account number 1
- firstname.lastname@example.org is account number 2
- email@example.com is account number 3
I thought I had solved the problem by creating 3 Outlook data files and I thought I was sending messages for each account to three different data files and therefore three separate folders in Outlook; however, this was not the case, as all messages for all accounts simply go to one Outlook Data File and then the complex group of rules comes into play.
Is there a way I can set up what I am talking about? In Netscape mail it was very simple to do this, but I need the functionality of Outlook with the ability to set up reminders, follow up alerts and the integration with other office products, and I need to have the ability to use all of these features with 3 seperate addresses all in one program at the same time, preferably without rules more complex than the IRS code.
Note: This priority question received immediate attention: the questioner had his answer within just a few hours. If you're sending in a question to Ask Dave Taylor and need an immediate answer, you should consider upgrading it to a priority question!
It turns out that there are two basic ways you can solve your problem, depending on what strategy you want to use. The first, and perhaps easier, is to create multiple folders then have your messages routed to those folders based on the receiving address. Here are the steps involved, and, yes, you do have to create a rule, but it only takes a minute:
In Outlook (this is for Outlook XP, but 2003 is basically the same):
1. Choose Rules Wizard from the Tools menu.
2. Click on New. In the dialog that comes up, choose the "Start from a blank rule" option. "Check messages when they arrive" should be preselected.
3. Click Next. In this step, choose the option "with specific words in the recipient's address". Click on the underlined "specific words", type (e.g.) firstname.lastname@example.org, click Add and then OK.
4. Click Next. In this step ("What do you want to do with this
message"), select "move to specified folder". Click the underlined word "specified" and specify the folder.
5. Click Next. In this step, add any exceptions if desired.
6. Click Next. Name the rule and click Finish.
7. In the preceding dialog (still showing, click OK).
Or Three Accounts...
The other solution you can use if you don't want to use three folders but would rather be able to file email in a set of folders, with different sets per account, is to actually create three different accounts in Outlook.
Instead of creating 3 separate accounts you could try creating three separate profiles that will give you three separate data files;
First, get rid of two of the accounts from the Outlook profile you already have.
Then go to your Mail Settings, then START --> CONTROL PANEL --> MAIL
Select SHOW PROFILES, then ADD.
Follow through the instructions to set up a profile making sure you have the necessary info from your ISP or POP account ... (account names, passwords, addresses, etc.)
Then create further profiles for the remaining accounts, giving each profile a separate and distinguishing name.
Once you have your three profiles (each with a different email address) click the radio button next to "Prompt for a Profile to be Used". Then click OK.
When you start Outlook, it should ask you which profile to use. Choose the appropriate one and you're all set. That should also give you three data files.
Oh! For you to easily access all three accounts, you'll want to be using Classic View and not Category View in Control Panel or you may have a hard job finding Mail.
Either way, you should find that managing three different email accounts within Outlook is surprisingly straightforward, certainly more so than the Internal Revenue tax code!
Thanks to Kim, Ed Ellis, Jaspreet Singh, Tommy Martin and Chris Buechler for their assistance with this question.
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Reader Comments To Date: 86
Creating new "folders" does not do the job, and it is a never-ending waste of time to go through the Profiles bit. Instructions are for Outlook 2003, but were essentially the same for Outlook 2000.
Click on File/New/Outlook Data File and create a new data file for each new account. These will be real, discrete folders, and you can create sub-folders within each. You can even locate these in different (other than the default, no matter what Outlook advises) location or even on a different drive.
Make rules to send whatever wherever for whatever reason.
By default, these newly created files will open whenever you start Outlook. But if you close one or more during an Outlook session, it/they will remain closed (i.e. invisible to a user) when Outlook is called up again BUT ... e-mail will still be sent there by rules. Meaning it will be delivered and received but not revealed to an unfamiliar user who clicks on "Send/Receive".
Because the target folder for "me2atCompany3" can be in a hidden directory on a different drive, the delivered mail will be quite secure from those who wouldn't think of doing a "*.pst" search. Changing the extension on exit and entry, of course, provides an added measure of security.
Sorry for the sketchy description. I'm sure you can figure it out.
Well, you kind of had it right on the Outlook rules, but not exactly. By entering the email address in as plain text, you risk loosing a lot of mails (if you have subscribed your email email@example.com to a mailing list or if one of your accounts is a catch-all email address, for example).
The way to set up the right rule is:
1) Create a new folder (call it whatever you want, like "Company2")
2) Go to Tools -> Rules & Alerts -> Create Blank Rule for Receiving Mail.
3) Choose to Move Mail to "Specific Folder" (Company2) from "Specific Account" (firstname.lastname@example.org).
Done. I manage multiple accounts from multiple domains this way without issue.
The above works very well, especially if you're mananging a one-person company and need email@example.com, firstname.lastname@example.org and email@example.com and need to be able to send from these addresses seperately.
The absolute cleanest way to do this is through Profiles though, as Dave mentions. Especially if someone else will be taking over one of the accounts later and you can just give them the PST to get started. But it sure is a pain to keep closing and opening Outlook all day long just to check mail.
On the same subject of Outlook 2002. How do you configure Outlook so you can have multiple e-mail accounts and each one has the "from" address matching the account you are sending from?
When you send an e-mail to someone from firstname.lastname@example.org it references email@example.com.
When you send mail to someone from firstname.lastname@example.org, it references email@example.com in the "FROM" field.
All accounts should load under the same Outlook window also.
@EJ: It's the same in all Outlook versions that support multiple accounts. After you've set up all the accounts you want to use, open a new email. On the same toolbard where you see the "Send" button there will be one that says "Accounts". Click that and choose the account you want to send from. Easy as pie :)
When you send an e-mail to someone from firstname.lastname@example.org it references email@example.com.
When you send mail to someone from firstname.lastname@example.org, it references email@example.com in the "FROM" field.
What if it doesn't work? Incoming mail for each account is working properly, but outgoing mail is still listing my default (personal) email address and not the account I've chosen (all my email addresses that I have with my clients).
Is there something in my outgoing SMTP that's automatically making that address show up?
I've even manually chosen the alt email address and put it in the FROM field and it's still showing my personal email address.
I have problems with setting gmx to outlook. I put everything in its place (i hope) I still get the test mail faiolr: please verify the email address. What I have done wrong? how should I resolve this problem? I would like to receive and send mail through outlook. I am not receiving anythign from gmx.net
thank you for you help
I have a problem with Outlook 2003 and sending emails from two different email addresses. I have configured my Outlook to accept email from firstname.lastname@example.org (it goes into a file under the INBOX) and from email@example.com, which goes into the INBOX. When I send mail it always sends it from the firstname.lastname@example.org address, because when I try to send email (say a reply) from the email@example.com account I get an error 'task incoming firstname.lastname@example.org - Sending reporting error (0x800CCCOF): The connection to server was interupted. If this continues contact your adminstrator or ISP providor." Well I am my own administrator and the ISP can't help (it is working for the email@example.com email), I don't know what to do to make it right. Any ideas? Thanks so much
Mary, are you sure that you've cloned the account settings for both accounts on your Outlook configuration? If so, I can't imagine why one would work but the other would not.
Greetings I am having the same problem Mary Alice is having. I have 2 email accounts I am downloading into Outlook 2003. My emails from aol work fine they both send and receive. However, my other account will only receive and not send. I get the error message 0800ccc0f The connection to the service was interrupted. I have tried various popular fixes (disable virus programs scanning emails and other virus protection) and have not had any success. Any suggestions you might have would be greatly appreciated - Thanks
What if you want your SENT items to be organized by account? I'm using two e-mail accounts with a rule sorting incoming mail into two different PSTs. I want mail I send through one account to go into the Sent folder of the corresponding PST. But the only rule I can create only moves a COPY of the sent mail into the second PST -- leaving a copy of mail sent through BOTH accounts in the primary/default PST. Very annoying, and I don't seem to be able to create a rule that would just delete the duplicate sent item. Any ideas?
PLEEEEEZE help. i have tried EVERY STEP in detail to set up multiple accounts in outlook 2003. i have used the rule approach, the profile approach, ive created folders. i CANNOT read any inbound email. nothing shows up in my main account, or folder designated thru the rule, nor under the separate profile. however, when i go to the internet site, i can read every email. WHY??? desparate...
I have outlook 2003. It has one profile with three accounts (1 exchange and 2 pop3) I have rules setup so the pop3 accounts emails get moved to another inbox so they dont appear in exchange. On my second pop3 account (houston.rr.com), I receive two of each incoming email (duplicates). My first pop3 (gmail) works fine.
Could anyone please help me! You can also email me the answer at firstname.lastname@example.org
thanks for your help
I don't know my URL! I only want to know how to set up another email account in my Outlook 2003 WITH a password so only the owner can get to it! XXXOOO Nellye in Oklahoma
Using SBS 2003 with exchange and Outlook 2003... Have users in a small office with individual logons all able to see several accounts that are shared by the small business. We all have to have the ability to get on to those accounts and send email. Sending is fine, by just picking from "Accounts". But the Sent mail just goes to our individual accounts and not to the Sent mail folder of the specific shared account we are sending from.
When I try to make a Rule "After Sending" (to copy or move to the correct Sent mail folder) , when I go to pick the account it just allows me to pick "Microsoft Exchange" and not the specific shared email account that I want.
I have configured 4 different email accounts in MS Outlook with a folder for each. I have also set up a rule for each email account so that when I receive an email for a specific email, Outlook will put it into the right folder. The problem that I am now having is that when I receive an email, I receive 4 of the same message each time. Does anyone know how to solve this?
Like the author, I have the same problem. I use two profiles, one for work and one for personal email. This all works nicely and keeps all personal email separate from work.
The problem comes when I use Outlook rules. I think that Microsoft has neglected to base rules on a profile, but base them on an Outlook installation. Hence, if add a rule in Outlook, it is not specific to that profile, but across the board.
Assume now that I have a rule for my personal email that redirects all Amazon emails into the "amazon" folder. When I login to my work profile, that folder doesn't exist and the rules show an error and stop working.
The only way around this problem (that I can find) is to have duplicated folders in both profiles, but this sucks.
Microsoft obviously forgot to test Outlook 2003 in a multi-profile based scenario.
Sadly my favourite anti-spam program - SpamBayes (free) also has the same problem, as does my favourite RSS to Outlook plugin - RSS Popper (free).
Not sure if this shoudl go here - but here's the problem:
I use outlook 2003 on several machines (laptop, home, office) to check my hosted email accounts... I have several email accounts - when I setup all the pop3 accounts - it just sends the received messages to the personal folder INBOX - for all the accounts... if I use imap - it sets up a new folder for the account - this I like, but don't like imap all the time... anyhow - my problem is that I have setup rules to move email@example.com to ab123 folder and firstname.lastname@example.org to a folder named 123xyz... herein lies my problem - it happens inconsistantly - but when I send and receive I download all the pop messages to the inbox and then it seems to sort them and send to the appropriate (ruled) folder I setup a rule for... problem lies in sending and receiving again - it downloads the same message over and sends that again to the appropriate folder for the account - but now in that folder I have 2, 3 or even 5 copies of the same message...
I want to stop downloading the same messages over and over again... No I dont want to set up the pop to just deleted the messages after I have downloaded them as I want to have access to them for a week so I can go to the office, home or laptop and download from where I left off last - and have a copy of all my emails at 3 locations - as well as have imap access to the emails for a week from my mobile phone (pocket pc, again with outlook - but I use imap on it.. faster - read only the message I want to...)
So - how do I stop outlook from downloading multiple copies of the same email and then storing it in the same folder?
please email response...
Does anyone know if Outlook can be configured to use a specific e-mail account when sending an e-mail to a specified address/contact?
I have Outlook 2003 and I would like to know how to set up multiple accounts in 1 account. So for example (email@example.com) is one account and all emails go to the inbox, but I then want to set up (firstname.lastname@example.org) again all the emails go to its email address. So, if I wanted to do my mail and send stuff from (email@example.com) I just select the inbox and click replay, it would send out the mail as if sent from that account. IS this possible as I dont want to have 2 seperate accounts as we have a lot of mail every day I can't afford to not be logged into both accounts so at least I can keep an eye on each account rather than having to sign into a seperate account everytime and only being able to view one inbox at a time. Can anyone help?
I used the first method that you described by creating 4 folders and rules for receiving and sending emails and keeping the emails separated. In the second set of folders, receiving the emails files properly but sending emails files in both my email addresses with the flag showing that the email has not been read, eventhough it is in the additional "sent" folder that I created. Could it be because when doing rules for sending emails, it says to copy the email to the folder, not to move? If this is the reason, what is the solution? Imagine that I have to delete all the email that I send from one of my emails because they are duplicated in both folders and they show the little envelope as if they have not been read.
Hello Dave, I have a question about Outlook 2003. At our company, we recently switched from Lotus Notes to Outlook. We have a shared email account where emails from clients go and multiple employees are responsible for looking at. In Lotus Notes, the email would remain bold until the individual would click on it, even if other people had already clicked on it. In Outlook, as soon as the first person clicks on the email in the shared folder, it is no longer bold and other people miss is. So the question is, is there any way for the email to remain bold on the individual's computer until he/she clicks on it even though another employee may have already read it?
Here's an interesting Issue that I have never seen resolved.
If you are running many email accounts (about 10 in my case), how do you remove the default account so that you are always prompted as to who the email should be sent "from". ? Sure you can change account but sometimes you forget and that can be really painful.
There appears to be no way to have no default account unless you just create one without any smtp settings, make it the default, so that the email send fails.
I hope someone can prove me wrong, but I doubt it !
By the way, 5 British pounds (about 10 of those US dollars - what is happening to your currency ?) through Paypal for anyone with an elegant answer to the last post ! Peter, firstname.lastname@example.org
I am having a problem sending email from Outlook 2003. All the account settings are correct, and I can recieve emails, I just can't send. I keep on getting an error (0x80042109) any suggestions on how to solve it?
I wanted to know if there is any way by which we can configure Microsoft Outlook 2003 to automaticlly select the account (External - POP/SMTP or Internal - Exchange Server) depending upon the e-mail address in the To/cc/bcc text box ?
I have discovered the source of a problem that affects is affecting hundreds of people who are trying to use Outlook as their email client.
When you have a domain with several email accounts active, for some reason Outlook is not able to properly log into the incoming mail server, and it repeatedly asks you to “Enter Network Password��?.
For example, let's say I have the following email addresses:
John@smith.com*, and Jim@smith.com
I initially registered the domain on the hosting service with the username John, Jim was added as an additional email accounts.
Outlook works with the primary account, but will not work with any additional account. For some reason, it does not allow you to log into the additional POP mail accounts, and keeps asking you to "Enter network Password". Even more strange, you can send, but not receive mail...
Does anyone know how to fix this? I think it is the fault of the email host, but not sure...
From what I see online, maky people are having this problem, and no solutions (none that i have found on the web, Microsoft customer support or ISP support) have worked so far.
I've hada similar problem with outlook continually asking for password on multiple email accounts. A real annoyance!
The only solution I found was to set up groups so that outlook is not trying to log on to the mail server on multiple ocassions. But you still get the single error message.
If anyone find a better solution please let me know!
I have a situation at my office. I recently added two different people onto the same outlook acct. Each user has his own inbox under the main inbox name. The rules are set to send the mail to each box as per the receipnt email address. But when I send an email that is BCC it is sent to either the main inbox. When I tried to send the message to A@gmail.com and BCC email@example.com both emails would arrive in A@gmail.com's inbox. Any suggestions??
Im having the problem in outlook 2003.When im opening the outlook.It shows all the mail at the time of asking the password.That means there is no security.How i solve this issue.Please help me.
Having a strange issue here. I have 7 different outlook email accounts, and have set up 6 different .pst files to store the various messages in. Last week, quite out of the blue, when I send from my primary account, the email goes to my outbox then my sent items folder...but doenst get to the recipient. Then, it started happening with all my accounts...I can't figure this out.
Any ideas as to what may be happening. I tried to send an email with a delivery and read receipt confirmation back to myslef but it didnt even come through...although it shows up in my sent items folder.
I also meet some problem with congifuration of my GMX.NET email in out look express. I followed these steps to establish:
I tried in two ways to get the things work.
Email & Username: firstname.lastname@example.org
more settings: check the box my server need auth......
No check for POP & SMPT SSL (110,25 ports)
fail to send and receive both.
Email & Username: email@example.com
more settings: check the box my server need auth......
check for POP & SMPT SSL (995, 465 ports)
fail to receive and success for send.
if you do not mind, please give me 5 mins and send me one email, what is the best process to let these both work properly.
Hi i am facing one problem..please advice me.
i am using exchange account(firstname.lastname@example.org) through ms outlook..
and pop3 account(email@example.com) also.
i can recive all mail,but i can't send mail from pop3(firstname.lastname@example.org) account! please answer me rgds zakir
I work from my home office and usually send out 200 responses per day to potential customers who have inquired about our company's services wanting more info after hitting our site. Subsequently, I receive about 150 "undeliverables" or bounces. Once my company remedies the problem is there a way to resend all of my individual responses at one time as opposed to spending 2 days resending one at a time to each recipient??
Thanks for any info you can give-
what's the best fix for Outlook error 0x800CCC0f. The send and receive activity takes place but the error message presists.
Has anyone figured out how to send email from a specific account based on the contact you are sending to? Or at least have no default account set? Thanks.
I have a problem about MAC OS. Which i have planning to install it on my Intel P4 1.7 Ghz system.
Can u plz tell me the steps which should to be followed.
Actually i want it to be installed through the CD like Microsoft OS.
Please suggest me to do it & tell me the link where should i need to download the image for installation form cd.
Please let me know the answer ASAP.
I just started having a problem sending email from Outlook 2003. All the account settings are correct, and I can recieve emails, I just can't send. I keep on getting an error (0x80042109) any suggestions on how to solve it? I have worked with my ISP and McAfee and all settings are correct (according to them).
I am using Outlook 2003 w/MS XP. In the course of my business we send a monthly newsletter to people who ask to be on the list. Recently outlook has decided that it will not let me send more than 26 messages at a time. This has not been a problem in the past where it was possible to send hundreds at a time (there are about 1200 people on the list). No settings have been changed that I know of.
I have a exchange mail set up using exchange server 2007 and Std Server 2003 with Outlook 2007. I have two email accounts one default exchange account and one POP3 account. The default exchange accoutn is set as default for all messages. But when replying to a message received through the POP3 account, the account is automatically changed to POP3 account and is unable to send the messages. Is there any provision for making the default exchange account for all new, reply and forward messages both internal and external messages received through POP3 account.
Expecting ur reply at the earliest.
Please i just started working in a firm that uses AOL email for the staff. Since we have this one email for all the staff, i need to configure it using outlook 2003, so that our various mails can be downloaded and people could just read and send out their mails without logging into the net, just as i do in my private mails using yahoo. How do i set my outlook 2003 to download this AOL mail account.
I have two email accounts, one exchange account (email@example.com)and the other webmail(firstname.lastname@example.org), I have no problem in receiving emails from both account, I used the forward option on the webmail.
I need to configure my exchange serve 2003 to allow me to send email as email@example.com without adding pop3 account to my MS outlook 2003, just type on from box firstname.lastname@example.org and send.
I have two jobs, both with different exchange servers. Is there anyway I can set up Outlook on one computer so it can access both accounts? I'm using Outlook 2007.
hi there, i'm trying to move 5 accounts from thunderbird to outlook 2007 (i'm using vista). i set up one account and then set rules etc as per D Taylor's instruction at the top of this page (his first way of doing it), but it hasn't worked properly. I get some of the mails but not all, and not all of the time. can anyone please shed some light on this? all help gratefully received! thanks, frank
In outlook 2003, once restored from .pst (inbox)backup is it possible to have the outlook account update existing files.
that is like sync with the mail server and only download what is not in outlook yet new mails? instead of downloading all the mails again.very tedious.
i do not want to delete any mails on the server.
Please reply to my email address.
Tomas (High Priority)
I get the error code 0X80042109 I can only find curesa you have to buy Is there a free fix any suggestions. Please reply to my email address. thanks
i configured my out look with 2 accounts in one profile. now while sending mails i want send from one particular account automatically. how can i do this. please letme know.
I can send a mail from my microsoft outlook but i cant able to receive any mail. can you tell me the solution.
I hope you are fine. Can you please help me ?
I want to make a rule in MS Outlook 2003, that one copy of all the incoming emails from any address should be sent to my gmail account.
I will look forward for your reply.
Good Afternoon Everyone,
Outlook 2003 worked fine until last week, and now I cannot send out emails. Gmail directions were followed on how to get mail from Gmail over to my Outlook 2003, but it hasn't fixed the problem. I've loaded the MS service packs, updated, and followed most of the suggestions available on the web, still no luck. Here is the error message:
Task 'imap.gmail.com - Sending' reported error (0x8004210B) : 'The operation timed out waiting for a response from the sending (SMTP) server. If you continue to receive this message, contact your server administrator or Internet service provider (ISP).'
I also increased the 1min to 5min in hopes it would finally go through, but still broken. Can anyone help me out. Dan.
Every once and a while I will recieve all my mail over again for the past 3-6 months and it is a pain to delete all of the old mail. Do you have any idea why this is happening.
Hiya Dave, I found this really useful but I am having a problem. I have created 2 profiles on Outlook, one for my wife and one for me. These also have 2 data sets so all is fine - wrong!
All mail for both me and my wife is going to the profile that I set up first. The problem is that the same user name and password is same for both mail addresses. What can I do apart from go back to Outlook Express that allows identities?
is it possible to create an script that creates an extra account (SMTP)automatically on exchange?
We would like to send the script to create the entry and some documentation regarding how to fullfil personal data (email addres, password, ...)
how can i configure two diffrent accounts from diffrent email providers eg;email@example.com and firstname.lastname@example.org in outlook 2003? i think i was able to create two accounts successfully by configuring the gmail account normally and the yahoo and the yahoo account with the help of ypops. the gmail account is the default. so whenever i try to send and receive it says that both the accounts complete the send/receive but the yahoo account is not accessible. i tried sending the mail from my gmail account to yahoo account. message was sent but i did not received it in my yahoo account. but the message can be checked in the yahoo web mail. please help me with this is possible.
thanks & regards
I have a question. I am fairly new to outlook somewhat. I mean I have been using it for about 7 years, however I only used the basic/commonsense of the program. Now i'm getting into the more complicated areas, I set up pop3 though took me some time, and I did research on how to create multiple profiles. Originally I wanted to know how to forward my outlook mail to my yahoo because I own a construction company and I check emails via mobile. I dont' know how to get outlook to my mobile but I know how to access my yahoo account, But I want to keep emails in my outlook for organization reasons.
Now I'm starting another company in addition, I wanted to keep emails/folders and such seperate. so found out how to set up different profiles. My question is If I have 1 profile, that is company A, and another that is company B, and I have lets say personal info so we'll call that C, Can I keep seperate profiles yet have all mail/schedules/task/forwared or at least shown on a "MAIN" account? a main account which I can go in and see all schedules so I dont' double book clients and such. So if I have a personal event such as a nephews bday on nov 20th at 6pm, I dont' schedule an estimate at 6pm same day for company A, is this possible. or am I being to complicated in this matter? Also can you explain how to forward my outlook mail to my yahoo mail. Anyone with help feel free to email me
I know enough to be dangerous so here goes...my boss's emails seem to be stuck in outlook, when I hit the send receive, it gets to about the 10th email and then freezes up for hours and never progresses, I have checked his settings and nothing has changed between last week and this week when the problem started so I'm at a loss...any suggestions?
Yikes ! this solution is grrreat!
I think my problem is different.
We have a shared family computer - each person has a profile. Is there a way to share some info but not other info, such as contact info, calendar, etc? There must be something in FAQ, but I can´t find it! Thanks, gang.
i have microsoft outlook 2003 with 2 E-Mail account one of them is intranet (local for the company) and the other internet.
i want to forward the incoming mail thrue the intranet to a internet E-Mail address using the internet account, ex:
intanet accout email@example.com
internet account firstname.lastname@example.org
the e-mail to send to email@example.com
so if a e-mail arrive to firstname.lastname@example.org forward it to email@example.com thrue firstname.lastname@example.org
thinks in advence
worth to do this!!!!!
use full Info..
Thanks BRUB!!!!!! Chill
hi, i have a mail id since 10years, now i wnat to use that with outlook 2003, i know how to setup in outlook, but i dont wnat to download from first day when the mail created,i wnat from particular date, is there any option like that in Outlook i can mention dates from whcih date to download.....if u could tell me that i would be very helpfull to u.......
i have 4 different imap accounts but i dont want to view them seperatly is there a way that all mails coming through this 4 accounts gets saved under one folder like "inbox" and all the mail i send gets saved in "sent". All 4 imap accounts have 4 different inbox's and sent 4 different sent items.....so my questions can we change this so that 1 inbox stores all the recieved mails and sent mails are saved in one folder.
Thanks for the help!!!
I have the settings done as suggested by Dave, but the only problem is that to keep check mails for each id need to close & open again choosing the profile.
Is there a way of shifting profiles without closing the application or even more comfortably with different folders...
Thanks so much. This was concise and very helpful.
IMHO these were an inelegant solution. The "folder" solution creates SUB-folders, not folders. These sub-folders are all still organized under the default mail folder. The "profiles" solution means you have to log in and out of Outlook to check your email, you can't just have one window up constantly receiving all your emails. One might as well just go ahead and use a web interface at that point.
I have an even harder problem. Of the three email accounts I want to use one is a Microsoft Exchange Server, one is POP3, and one is IMAP. For some (stupid) reason Outlook WILL create an entirely separate folder for the IMAP server, not a sub-folder, but a whole new tree. But when I setup the exchange and pop servers their mail goes into the same inbox, but in a separate tree from the IMAP.
A solution that would make outlook handle separate accounts like Thunderbird does would be ideal. Each account gets it's own separate tree of folders. If you click on an account's inbox, then click "New mail" you are sending from that account... you don't have to pull a drop-down EVERY time you send an email.
I'd stick with thunderbird if I could get it back working with my exchanger server again.
If anyone knows a solution to fix thunderbird to do this, or fix outlook to do email RIGHT, send me an email at:
Trying to export contacts from outlook 2003 to gmail. Says i am missing file
I have 5 emails in Outlook 2003. 1 POP (works fine); 4 gmail IMAP(3 work fine the 4th does not) It says it can not log in to the server. I have checked all settings that I know of. On the 4th account I can login online and see my mail. Do you have any suggestions? Thanks
I got problem on Outlook 2003. I have 2 emails account in one profile. When I click send and receive button, Outlook 2003 shows that it's downloading messages but does not show in the Inbox. I really don't know where new emails go to. Anybody have same problems as mine. Please help to share your solution.
Dave thanks for the info. Here's my problem. I followed your instructions at the top but still can't get it right. I want to set up two or more accounts and have the mail sorted so that it goes to the appropriate in boxes. My gmail account will let me send messages but I can't seem to receive them. I did the Outlook test and it said everything is okay. Could there be something I'm missing? Should I erase everything and start over?
I have gone through all comments posted so far. I wanted to configure my outlook for 3 accounts, 2 with same domains and one with different domain.
looking at the problems that people are facing i m confused to what i have to do, as i m afraid i loose my precious data or alter it.
Most of the people have posted problems but no solutions has been provided except one on the top.
I tried making an additional account on outlook with the same domain as with the existing one but it did not work, as it would transfer my existing incoming mails to my newly made pst. the new pst wud b declared as the default pst and i wud only receive mails and i had to make new rules and folders to transfer my emails.
i never had the concept of PROFILES in outlook, but after going thru the only soln available i think it makes sense all togather. let me explain.
if u r not using profiles n u have multiple acconts irrespective whether they have same or different domains. outlook when connects to ur email server will only download emails from one email server (mail.domain1.com), whether u have accounts for this domain or some other (mail.domain2.com). plus i think it will download emails for the particular email address for which it is configured as default (there may be another way to download emails for another account of the same domain, that i dont know so far ) but it shall not download emails for accounts that have different domain other than the default domain. if email@example.com is the default email address and correspondingly mai.domain1.com is its default email server, then only emails on this server (may or may not belonging to john) will be downloaded.
For sending emails the email shall be sent from john's account only and not any other since its the default account.
this was the case when one is not using the profiles concept.
however, once u r using the profiles for each n every account whether same or different domains, this problem should not take place reason being that outllok will only extract emails and send emails for particular accounts and domains. IT IS JUST LIKE HAVING A SEPARATE OUTLOOK FOR SEPARATE ACCOUNTs.
DISADVANTAGE OF USING PROFILES:
the only and most hectic thing abt this is that whenever u will open ur outlook it will prompt for profile selection and u can only download emails and send emails for that particular account.
if you wish to use other account and check email u have to close outlook open again n then choose that profile/account for which u like to check ur emails.
Guys n gals ths is what i think....ths iz the only way outlook has no way to do it simulataneously download and reply for different account and domains and keep the confidentiality intact.
i tried the same with Mozilla thunderbird, it only works for email accounts with same domain not for different domains as it only extracts emails from single email server.FOR PPL USING SAME DOMAINS (firstname.lastname@example.org, email@example.com, firstname.lastname@example.org) u can use thunderbird, but it has far limited features then outlook.
How to make different inbox files into one ?
It is very difficult to manage and work on it.
Hi ! I just started outlook 2003 recently and I use bells and whistles to save price quotes so I can just insert the reply to my emails. I have a Gmail address.
I have a wierd problem. I dont use Imap, I simply use pop.gmail.com. In the begining every email I sent through outlook 2003 showed in Gmail conversation thread and showed mike(3) on gmail inbox. That means it would show on sent folder of Gmail and also on gmail conversation. I want to keep gmail folder in sync. Recently I don't know why sent emails don't show in gmail conversation, it only appears in sent folder. I did not change settings at all. Can you help me so my messages sent from Outlook 2003 appear in gmail conversation thread also, along with sent folder.
I want to know small thing, actually we farward all user email accouts to our director email accounts email@example.com, some user send email to user and also director, that is why email duplicate and triplicate in his account, let me know how I will configure rule for remove duplications.
I'm running Outlook 2003 in Vista Home Basic and a couple of weeks ago I started to forward some emails but when I went to the address book and selected the names to sent them to the only thing that went into the message address bar was the name(s), no link(s) to the email address. I.E., if I select name abcd with an email of firstname.lastname@example.org, the only thing that transferred was the aaa in the name block in the address book. Inspecting the error message from the server shows only the abcd, NO email address. It was working fine but stopped all of a sudden. I have made no changes and had entered all address book info manually, no import, etc. It just...stopped!! If, however, I manually type the email address in the forward works just fine. (What good is an address book if I have to type it in manually any way?)
Prior to the problem appearing, if I selected abcd in the address book, the email address email@example.com came up and everything worked fine. Could one of M$'s last updates have killed it?
BTW, I also have the dreaded outlook won't save the email account password problem. Any Ideas on this???
I have been going through your website and found people having similar problems and i have to admit i found it a bit confusing reading through all of it.So would it would be nice if you could guide me with a few things.
I have set up 3 company email accounts in the same outlook 2007 profile.I have set up the email ids and receiving rules to receive mails in their individual .PST files.
My question to you is
1)now the mails that have downloaded to the individual PST folders if i click reply it picks up the default account and PST folder to send mails.Is There some way which i can Outlook to select a particular account automatically if i reply to mails on another PST folder instead of the default account.
2)How do I setup sending rules like I have setup incoming rules for a particular account.
i have taken backup of only one the .pst file without any knowledge, and formated my system , perviously i was having 2 different accounts ,and i want to restore the data back into that account. once i configure the outlook i got some new mails .i dont want to overwrite the new one ,i want both the new data and old data pls give me some soln
When using multiple accounts.
How do you remove the default account so that you always reply from the adresse you got the mail from start.
We have an internal mail system in our office that is set as the default address, is there any way that I can create a rule whereby if I nominate a address to send an email to that account is automatically changed rather than choose it from the accounts menu as now I must manually change the sending account to external to send an outside email
I am using this as a fix for the specifying which email account to save the sent file to other than the default file. Or changing the where sent messages are saved.
Below is a link explaining what to do with pictures. Basically, you create a rule for each different email address that you have and save a "copy" to each specific sent box. Then go into email options and unclick the automatically save a copy of sent messages. As long as you make a rule for each email account you have you will always have a copy of the email as you have made a rule and you will not have the second, default copy.
In outlook 2003 Under defining Send/receive groups, ... No matter how I define/add email accounts, Outlook decides what order to check / process them. I even re-arranged the up/down order under tools/email accounts. No change. The only resolution was to create 4 groups - each had a specific # of email accounts in it and Outlook then processed each group in order resulting in the correct order processing for email accounts. It still would process the email accounts in each group as it pleased. I would prefer to have 1 group that process the email accounts in the order I select/desire.
In my Exchange 2000 and Outlook 2000 days I did witness an Outlook configuraitont that had a pre-programmed (macro guess) Send As USERNAME... button. This button was programmed for a shared email account so when replying or sending from the shared email account (the alternate mailbox listed in your All Mail Items in Outlook). The email gets sent and the sent email gets saved in the shared email accounts sent items (doesn't even touch the default user's sent items). This could have been a custom VBA script. Anyone seen this before in our current 2k3 2k7 2k10 Outlook setups with Exchange???
Done son! not worth the headache (if have not VBA gurus to help you) so purchase this utility if anyone is in the need to manage sent items when using shared Exchange Outlook email accounts:
I am using office 2007. When i start my outlook i am getting error message :The connection to the microsoft server is unavailable.Outlook must be online or connected to complete this action. When i click it prompts for microsoft server name and mailbox name. what should i write it over there.
Prompt response would be really appreciated.
Thanks and regards
I am having trouble sending and recieving email on outlook 2003. in the bottom right hand cornere the icon says offline and it is not an active icon where i could easily change it to online.
Whats going on here?
I have two POP accounts, I also have a Microsoft exchange account of a client set up in Outlook. The problem: If I get a meeting invite on one of my accounts and want to respond back accepting/declining it, the response always goes from my Exchange account (which is NOT what I want), I want the response too to go back from the same account in which it was received. This does not happen in case of emails, happens only in case of meeting requests…
I have a problem with outlook 2003. When I send an email to many recipients, it will show error msg “Could not complete the operation. One or more parameter values are not valid.” But when I send to 1 or 2 recipients, it will do it and no error msg comes out. 3 and above recipient, it show that msg. Why? Pls help.
I work in a restaurant and We use Outlook 2003 on the office computer.
As we only have 1 computer in the office, we have multiple accounts to separate our emails.
When we open Outlook, it prompts us for which account we want to use. However after selecting, the exchange server should ask us for our passwords before opening our mailboxes.
All of a sudden, they are openng straight away without passwords.
How do we get outlook to ask for our passwords again?
Can we fix this, without sending a request to the I.T departmant? They take forever!
I do have a lot to say, and questions of my own for that matter, but first I'd like to say thank you, Dave, for all your helpful information by
buying you a cup of coffee!||
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