Outlook 2002/2003 and Outlook 2000/98 in Corporate/Workgroup mode allow you to have as many profiles as you want. Generally, we recommend one profile per computer user (creating a Windows user account for each user is best, especially if you use Windows XP, but more hassle if you use Windows 98/ME). If you use Outlook for personal and business email, you'll probably want two profiles.
If you need to add a second account to your current profile, go to the Tools, Email Accounts menu in Outlook and choose View or change existing account, then click the Add button. You can then start with this step.
Use the following steps to create a new profile using Outlook 2002/2003. See the Outlook 2000 instructions for the specific screens used with that version. Instructions for Outlook 2007 and Outlook 2010 are here.
Create a new profile
Open Control Panel and find the Mail applet.If you use the Category view in Windows XP's Control Panel, look for the Mail applet in the User Accounts category.
- Select the Show Profiles button.
- Click the Add button to make a new profile.
- Enter a Name for your profile. Tip: Use a descriptive name, so you know what the profile contains without looking at it's Properties.
- Select Add a new email account from the Email screen. Click Next.
- Select the type of account you are using and click Next. If you aren't sure which type to choose, check with your email provider.
The choices are:
- Microsoft Exchange Server – Choose this if you are going to connect to an Exchange server. If you aren't sure what type of account you have, it's probably not an Exchange server. Check with your email provider to be sure. If you are using an Exchange account, your Exchange administrator will tell you how to set up your profile, if it's not set up for you automatically when you log on the computer.
- POP3 – Most email accounts are POP3.
- IMAP – Used by many universities. Some email providers allow you to use either IMAP or POP3. IMAP account download a copy of your email, POP3's default is to download the mail and delete it from the server. If you want to access your email from more than one computer, IMAP is generally the best. AOL uses IMAP.
- HTTP protocol is no longer supported. You need to use POP3 or the Outlook Hotmail Connector for Hotmail/MSN/Live mail. (Yahoo and other web-based mail providers do not support the protocols needed for HTTP access.
- Additional Server Types – Click this button to see other account type you can install. Most users will have one option – Microsoft Fax – unless they are using Hotmail Connector (Outlook 2003 and up only), in which case the Outlook Connector will be listed here. Follow the instructions included with the connector to set up your account.
- Enter the display name you want to use – most people use their first name or initial and last name, but you can use your email alias (the part before the @ sign), your email address, or a nickname. Press Tab when finished
- Enter your email address. Press Tab
- Enter your POP3 server name. Press Tab.If you don't know the server names check with your email provider.
- Enter your SMTP server name. Press Tab.
- Enter your user name. Most ISP require your email address, other use just the alias, Check with your provider if unsure.
- Enter your password.
- Add a check to Remember password, if desired.
- In most cases, the SPA box will be unchecked. If your mail provider uses SPA their documentation will tell you to check that box.
- Press Test Account setting to see if you can connect to your POP3 and SMTP servers. If any entry contains a red X, read the error tab to see what is causing it to fail. One common cause is SMTP authentication – we'll discuss that next.
This screenshot shows an error connecting to the SMTP server. A common cause, especially for the SMTP error, is authentication settings. The second screenshot shows the errors tab – this will help you figure out why you have the errors.
Other causes of errors include wrong server names or a typo in the username or password.
POP3 Account's More Settings:
Click the More Settings button. You'll see 4 tabs: General, Outgoing Server, Connection and Advanced.
- General: Change the account name to a friendly name (by default it uses the incoming mail server name) and enter a Reply to address field and organization (company name) if desired. You only need to fill in the Reply to field if you want replies to go to a different account. For example, your ISP requires you to use the address they assigned you to send email but you want replies sent to a different mailbox
- Outgoing server: Use this tab to set your authentication methods. Check with your mail provider to find out what authentication method they use. In most cases, enabling the option to use the same as `settings as your incoming mail server won't cause problems, even if it's not required.
- Connection: This tells Outlook how you connect to the mail server. Most people will leave this tab on the defaults, but if you use a dialup account or VPN to connect to your server, select it here.
- Advanced: If you need to change your port numbers (such as to connect to AOL's SMTP server) change it on this tab. This tab is also used to leave the mail on your server or change your time out's. Keep in mind that leaving mail on your server counts against your available server space and can cause your mailbox to stop accepting mail.
How to Move Outlook to a New Computer Video Tutorial
This video shows how to find your data files on a computer running Windows XP and set up a new profile on another computer, also running Windows XP. (For step-by-step instructions to move from Outlook 2003 on Windows XP to Outlook 2007 or Outlook 2010 on a Windows 7 computer, see Moving Outlook to a New Computer at Slipstick.com.)
Step 1: Get the files from the old computer. You'll have two Outlook folders under your user account, plus you may want to get Templates, Signatures, Stationery, and custom dictionary.
If you used the default location for your data files, you can copy and paste the following line into the address bar of Windows Explorer then press Enter to jump to the location, instead of browsing for the files.
%USERPROFILE%\Local Settings\Application Data\Microsoft\Outlook
Other support files are under the roaming folders. You can quickly access these files by pasting the following line in the address bar of Windows Explorer. Templates, Stationery, Signatures, and Proof are also in this Microsoft folder.
Step 2: Put the files on the new computer. The pst files can be put anywhere on the new computer but the other files you moved need to go in the same folder path they were in before.
Step 3: Create your new profile using the instructions on this page.
Next>> IMAP Accounts