How to Add a New Email Account in Microsoft Outlook

Purpose

This guide explains how to add a new email account to Microsoft Outlook and complete the Multi-Factor Authentication (MFA) process.

Step 1: Open Account Settings

1. Open Microsoft Outlook.
2. Click on File in the top-left corner.
3. Select Account Settings.
4. Click Account Settings again from the drop-down menu.
5. The Account Settings window will open.

Step 2: Add a New Email Account

1. In the Email tab, click New.
2. Enter the new email address that you want to use.
3. Click Connect (if prompted).
4. Enter the password for the email account.
5. Follow the on-screen instructions to continue.

Step 3: Complete Multi-Factor Authentication (MFA)

1. During the sign-in process, a verification request will be sent to the Microsoft Authenticator app.
2. A security number will be displayed on your Outlook screen.
3. Open the Microsoft Authenticator app on your mobile device.
4. Enter the displayed security number when prompted.
5. Select Approve or Allow to complete the authentication process.

Verification

After the setup is complete:

• The new email account will appear in Outlook.
• Outlook will begin syncing emails, calendar items, and contacts.
• Verify that you can send and receive emails successfully.

Troubleshooting

• Ensure that the email address and password are entered correctly.
• Verify that the Microsoft Authenticator app is installed and accessible.
• Check your internet connection if the setup process fails.
• Contact your IT Support team if you continue to experience issues.

How to Remove an Email Account from Microsoft Outlook

Purpose

This article explains how to remove an email account from Microsoft Outlook.

Step 1: Open Account Settings

1. Open Microsoft Outlook.
2. Click File in the top-left corner.
3. Select Account Settings.
4. Click Account Settings again from the drop-down menu.
5. The Account Settings window will open.

Step 2: Remove the Email Account

1. In the Email tab, locate and select the email account you want to remove.
2. Click Remove.
3. When prompted for confirmation, click Yes or OK to proceed.

Verification

• The selected email account will no longer appear in Outlook.
• Outlook will stop syncing emails, calendar items, and contacts associated with the removed account.

Important Notes

• Removing an account from Outlook does not delete the email account itself.
• If the account is used on other devices or applications, it will remain active there.
• Ensure any important emails or data are backed up before removing the account.

Troubleshooting

• If the Remove option is unavailable, the account may be the default account or managed by your organization's IT policies.
• Restart Outlook after removing the account if it still appears in the account list.
• Contact your IT Support team if you encounter any issues during the removal process.