Microsoft Outlook XP and 2003: Configuring
Here we shows you two methods. The Profiles method has the
advantage of storing all emails in separate PST files, and also presents the
classic view you are used to for each account. However, since there are
multiple profiles, Outlook will now prompt you for which profile you want –
every time, before it opens – which is a hassle. Also, once Outlook is started
– you can only access one account.
With the Folders method you can access BOTH accounts at
once – you can see the emails received into both accounts and you can send
emails from either account.
NOTE: we are saying “both” accounts, but you could
also set up 3,4,5 accounts, etc
Folders Method with a
Rule (preferred method)
*** for this method Do NOT make multiple PST files, because
even though Outlook allows you to make multiple PST files – it will only allow
you to select one of them to receive all emails into !! Do the following – for
this example we will use
John@aol.com as the most often used email (Default) and
John@cox.com, as the secondary email:
- Add the two accounts using Tools/Accounts
- Select one as the “Default” ( in this case,
John@aol.com ) – this is the one you will use the most, and it is the
one that your sent emails will be addressed from as the default. You can,
however, select either account as the “sender” in a drop-down box at the top
of each new email.
- Close out the Accounts Maintenance box
- Create a new Folder under the Inbox : 1-Cox (we
precede the folder name with “1“ so that it will be the top folder and that
way is easily accessible without scrolling down)
- Tools/Rules and Alerts . . .
- New Rule . . . “Move Messages sent to a distribution
list to a Folder”
- Click “People or Distribution List” on the bottom, and
to the right of the “To” on the bottom, type: John@cox.com
- Click “OK” then click “Specified Folder” – and select
the folder “1-Cox”
- DONE !! Now all emails for
John@aol.com will come into the Inbox as always, and the emails to
John@cox.com will come into the folder, 1-Cox
Profiles Method (a bit of
*** you create multiple profiles, with each linked to a
different PST, and this will keep the emails for each Account in separate PST
files. From -
The Scenario - three POP e-mail
Here we will create two separate profiles that will give
you two separate data files (pst 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 second account,
giving each profile a separate and distinguishing name.
- Once you have your two 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 two PST files.
NOTE: to easily access both 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.