How to Combine Email Accounts in Outlook? Free 2025 Guide

Mark Regan
Published: April 22nd, 2025 • 5 Min Read

There are several instances when users need to combine email accounts in Outlook. However, the pain point behind this is different for different users. Such as users might need to do this to consolidate their email accounts in a single interface. Some may require consolidating their Outlook email account data. If you are also looking for a detailed step-by-step guide on how to consolidate email accounts in Outlook. Then, please read each section of this blog content for better understanding.

Why Consolidate Email Accounts in Outlook?

Manage Multiple Email Accounts within a Single Application: Users often need to combine multiple email accounts in Outlook for a unified view. It helps users from switching and logging to different platforms and view their email data in a single application.

Centralized Data Archiving: Another notable reason for users who need to combine email accounts in Outlook is centralized email data archiving with advanced search and filter functionality.

Centralized Communication for Better Productivity: Having all productivity all in one place helps professional to boost their overall work productivity. Outlook on the other side offers the same as what professionals need. Therefore, in many instances, users need to add multiple email accounts in Outlook.

#1 Method: Add Multiple (IMAP/POP3) Email Accounts in Outlook

This is the most common, easiest, and reliable solution to combine email accounts in Outlook.

To start, first launch the Outlook application on your PC.
Next, tap on the File tab >> Account Settings >> Account Settings.
After that, go to the email tab and click on the New button from the ribbon.
Thereafter, enter the credentials of your email account you need to combine.
Finally, click on the Finish button once you have added all your email accounts in Outlook.

Pros: Easy-to-set-up approach for merging email accounts in Outlook.
Cons: Does not provide any automatic approach to completely combining email accounts.

#2 Method: Create Rules to Combine 2 email accounts in Outlook

This approach is suggested for users who need to combine 2 accounts in Outlook within a single folder.

First, run the Outlook application configured with two IMAP/POP3 accounts.
Next, go to the Home >> Rules >> Create Rule option.
Now, check out the option Sent to as the email account you need to combine from.
After that, click on the select folder option and choose the new blank folder in your other account.
Finally, after setting up the rule, click on the Finish button to combine 2 accounts in Outlook.

Pros: Customizable rules and settings to consolidate similar accounts together.
Cons: Rules can be difficult to set up for novice users. Secondly, you need to regularly update these custom rules.

How to Consolidate Email Accounts in Outlook for Combining Data?

If you are looking for a more advanced solution that can combine multiple email accounts in Outlook with complete data. Then, in such instances, you may use the BitRecover all-in-one PST merge tool to overcome your conundrum. This outstanding software can combine PST files without duplicates with smart filter settings.

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#3 Method: Combine Email Accounts in Outlook Using Expert Utility

First, download and run the suggested solution on your desktop.
Next, click on the option to convert the configured Outlook mailbox data.
After that, check out the folders that are required for combining.
Thereafter, choose the combining option according to your needs.
Now, apply advanced filter settings for consolidating email accounts selectively.
Finally, click on the Merge button to combine emails accounts in Outlook.

What to Choose to Consolidate Email Accounts in Outlook?

Method	Best For
Add Multiple (IMAP/POP3) Accounts in Outlook	Users who want to manage multiple email accounts in Outlook.
Set Custom Rules to Merge 2 Email Accounts in Outlook	Selectively consolidating 2 email accounts. Since this approach is available with customizable rules and filters.
Expert Utility to Combine Email Accounts in Outlook	Users who need to fully combine multiple accounts in Outlook, including contacts, calendars, and other data.

Concluding Thoughts

In conclusion of the above blog on the topic of how to combine email accounts in Outlook. We have started our discussion by understanding the common user pain points behind the query. Based on the user’s pinpoint, we have discussed three approaches, including the manual and expert solutions. However, the manual approaches have their pitfalls and advantages based on the use case and expertise. Given that we have listed the expert solution to consolidate email accounts in Outlook, keeping both novice and expert users at the center of the discussion.