Outlook 2010 can handle all your email accounts. This gives you a single interface for working with all your email. There are two aspects to making this happen. The first is knowing how to configure Outlook for Gmail or whichever systems you are using. Regrettably, I don’t have an adequate amount of room here to cover how that works. The link at the conclusion of this piece will take you to a site that does have all the information.
The second piece of the puzzle is knowing how to work with the various accounts as soon as you have them configured. This article covers those basics.
When you Receive Messages
You can receive e-mail from a variety of different kinds of accounts. Outlook 2010 automatically checks every email account for you, depending on the settings in your Send/Receive groups. Messages end up in assorted locations based on the type of account. Normally, messages from Gmail and Hotmail accounts will end up in their own mail folders, while messages from other account types (Yahoo Mail, for example) end up in the Inbox.
So how do you see which messages belong with which accounts? The messages that end up in their own set of folders aren’t hard to figure out. For other types of accounts, if you can’t tell just by looking, the To: field of the message provides the answer. The email address that the message was meant for will appear here.
When You Send Messages
When sending e-mail, you direct which account Outlook 2010 utilizes.
Outlook always has a default account for sending messages, however you can command Outlook to use a different account like this:
When you create a new message, Outlook uses the default account (unless you change it).
When you’re replying to a message you received, Outlook replies using the account the message was sent to. But you can always tell Outlook to send the reply using a different account.
Forwarding a message uses the same rules as replying to one.
So how exactly do you tell Outlook 2010 to use a different account? You do it when you are working in the message window. Look for the “From” button next to the “Send” button (you will only see this button if you have more than one email account set up). Click From to see a list of the accounts you can use.
Set the Default Email Account
If you want to change Outlook’s default account, here’s what you have to do:
In the Ribbon, click the File tab.
In the menu that appears, click Info to display the “Account Information” screen.
Click the Account Settings button and select Account Settings… in the menu that appears. This opens the “Account Settings” dialog box to the “E-mail” tabbed page.
In the box that lists your accounts, select the default account you want.
If the account isn’t already the default account, the “Set as Default” option (located above the box containing the email accounts) should now be clickable. Click Set as Default to change the default account.
Click Close to return to the Outlook window.
You now possess the basic information you need to work with multiple accounts. All you need now is high-quality instructions for connecting each of your eamil accounts to Outlook 2010.