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Link Windows 11 Mail, Address Book, and Calendars to your online accounts.

Quick reference

Link Online Accounts

Link Online Mail Accounts to Windows 11 to manage mail and calendar items in the native Mail and Calendar apps. 

When to use

We link accounts to the Windows 11 Mail app whenever we want to manage one or more email accounts. 

Instructions

Windows 11 comes with its own in-built Mail and Calendar Apps. We can add existing mail accounts to Windows 11 and manage all mail and calendar items in one place. 
 

Link Existing Mail Accounts

When we talk about existing mail accounts, we mean email addresses. If we have a Gmail, Hotmail, Live, or Outlook email address, we can link the email address to the Mail app in Windows 11. 

  • Click the Start button or press the Win key. 
  • Scroll down to 'M' or type Mail in the search bar. 
  • Click on Mail to open. 
  • Click on Accounts. 
  • Click Add Accounts. 

If we have used a Microsoft account to sign into Windows 11, we might be able to see this in the list. If we can see the email account we want to link, simply select it. 

Mail will add the account and the new mailbox will appear in the list on the left-hand side. We can access our folders and mail from here. 

Add Another Account

We can add more than one account to the Mail app. If we have multiple email addresses we can manage all mail in the Mail app. 

  • Click the Cog icon to launch Settings. 
  • Click Manage Accounts. 
  • Click Add Account. 

If we want to add an account that doesn't appear in the list by default, we simply need to select our email provider from the list, e.g. Gmail. If our email provider is not listed, we can choose Other to set up a POP or IMAP account manually. 

When we choose our email provider we will be asked to enter in our email address and password. Then, it's simply a case of following the prompts to add the account. 

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  • 00:04 Most of us these days have one or more email accounts.
  • 00:07 It might be that you use an application like Gmail or
  • 00:11 maybe Hotmail or Outlook.com, or some other email provider.
  • 00:15 And it might be that we have more than one account I know I definitely have
  • 00:19 quite a few.
  • 00:20 Now if we do have multiple email accounts,
  • 00:23 sometimes that can become quite complicated to manage.
  • 00:26 We constantly find ourselves going into Gmail and then into Outlook, and
  • 00:30 then into something else in order to look at all of our emails.
  • 00:34 Now the good news is that Windows 11 comes with it's own mail and
  • 00:38 calendar applications.
  • 00:40 So we can manage our email, and all of our calendar items.
  • 00:44 And if we do have multiple accounts we can consolidate them all and
  • 00:48 manage them all in one place.
  • 00:50 So in this lesson I'm going to show you how to link email accounts to
  • 00:54 Windows 11 Mail, I'm going to do this by opening up the mail app.
  • 00:59 So once again we're going to press the Windows logo key, and mail is one that
  • 01:04 you're going to find in the pinned section, so let's click to open it up.
  • 01:10 Now I've already personalized my theme which is why you're seeing it in this
  • 01:13 bright pink color.
  • 01:14 You're probably going to find yours is more of the standard Windows blue color.
  • 01:18 But I am going to show you how you can customize and
  • 01:21 personalize the theme in a moment.
  • 01:22 Now currently I don't have any email accounts attached to the Mail app in
  • 01:27 Windows.
  • 01:28 So we're going to change that by linking it to, my cell mate's email address.
  • 01:32 Now for this we need to go straight across to where it says accounts, so
  • 01:36 let's click in accounts, and we're going to add our first account.
  • 01:40 Now if you've added mail accounts before you might see them listed up here
  • 01:44 in Suggested.
  • 01:45 So the one that we're actually going to add is in the suggested area.
  • 01:49 So let's click this first of all,
  • 01:51 and then we'll add another one where we use one of these other options.
  • 01:55 So let's add cell_mates@outlook.com, let's click to add.
  • 01:59 You can see it goes away it's creating my account, and
  • 02:02 that is pretty much it it is so straightforward and simple.
  • 02:06 If we click on Done, I can then see all of my new emails starting to filter through.
  • 02:11 So in the middle here we have our email list, and underneath our account,
  • 02:15 we then have any folders that we've created for this account.
  • 02:19 Notice the Focused and Other inbox come into play here so
  • 02:22 if you're an Outlook user, you'll understand what this means.
  • 02:25 But if you're not, then the Focused inbox basically just shows,
  • 02:29 us all of the mail that's of most importance to us.
  • 02:32 And anything like junk or newsletters or
  • 02:35 spam, would generally be listed in the other tab.
  • 02:38 If you don't like your inbox been broken down into Focused and Other.
  • 02:42 I know some people worry that they're going to miss important messages with
  • 02:46 this automatic filtering, you can change that in mail settings.
  • 02:50 For the time being, we're going to leave this as it is.
  • 02:52 Now if I click on any of these mails,
  • 02:54 so let's click on the one that says Brand Guidelines.
  • 02:57 You can see it's going to open in the reading pane on the right hand side.
  • 03:01 Now we're going to delve more into how mail works in the Mail app in the next
  • 03:05 lesson, let's for now stick with linking other accounts.
  • 03:09 So we're going to add another account to consolidate our email, so
  • 03:13 let's click on Accounts again, and we're going to to say, Add account.
  • 03:17 Now this time we're not going to use one of these suggested,
  • 03:21 I'm going to link it to, a test Gmail account.
  • 03:24 So all you need to do is look through this list to find your email provider, and
  • 03:28 we have all of the most popular ones in there.
  • 03:31 So Outlook.com which includes Live.com, Hotmail and MSN email addresses.
  • 03:37 We have Microsoft Exchange, we have Google accounts, so
  • 03:40 if you have a Gmail account you want to link, you can do it from here.
  • 03:44 We have Yahoo, we also have iCloud so if you use your
  • 03:47 mail on the Mac you're probably going to have an iCloud email address.
  • 03:50 And if you use a completely different provider,
  • 03:53 we can always set it up using Other account.
  • 03:56 Which will allow us to create accounts for POP and IMAP accounts so,
  • 04:00 choose your service first of all.
  • 04:02 So we're going to set up a Gmail, so let's go to Google.
  • 04:06 It's going to connect to that service, and
  • 04:08 of course we're going to be asked to log in.
  • 04:11 So I'm going to type in the email address and click on Next,
  • 04:14 let's type in the password, and click on Next again.
  • 04:17 And for Google accounts we need to Allow Access so let's do that, and
  • 04:22 now it's creating the account.
  • 04:24 Notice it's already added in at the top here underneath accounts.
  • 04:27 And this can take a few minutes for all of the additional emails to come through.
  • 04:32 So if I just click on Gmail, I can now see everything that's within this account.
  • 04:37 Now the reason why it's not pulling through any folders is because I
  • 04:40 don't actually have any folders in this account.
  • 04:42 Everything is in the inbox, so I can simply click on it to view my emails.
  • 04:47 But that is literally how simple it is to link other accounts to the Mail
  • 04:51 app in Windows 11.
  • 04:52 I find it really useful for consolidating all of my email accounts into one, so
  • 04:57 I only need to manage them, from one place.

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