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First check which app you have: Microsoft ended support for Mail and Calendar after 2024, and some Windows 10 devices may now open new Outlook instead. The steps below are for the legacy Mail app and describe its historical setup screens; they may not match what you see today. They connect an existing mailbox to an app—they do not create a new email address with an email provider.
Before you start: identify your email app
If the app is still labeled Mail and shows the older Windows 10 interface, use the legacy instructions below. Microsoft announced in 2023 that Mail and Calendar would no longer be supported after the end of 2024 and would transition to new Outlook for Windows. That lifecycle change does not mean every device has the same screens or transition behavior.
If Mail is missing or opens new Outlook, skip to the new Outlook steps. New Outlook has its own account setup process and support list; it is not the legacy Mail app.
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How to add an account in the legacy Windows 10 Mail app
These historical steps come from a February 2021 Microsoft Q&A response. Menu names or screens may differ on a current installation.
- Open the Mail app and select the Settings gear in the lower-left corner.
- Select Manage Accounts, then Add Account.
- If your email provider is listed, select it and follow the prompts to sign in.
- If it is not listed, select Advanced setup, then Internet email.
- For manual setup, enter the account details requested, including the incoming mail server, outgoing SMTP server, username, and any required security and port information. Get these values from your email provider’s current help page or support team.
Provider shortcuts can configure an account with fewer manual details. Internet Email setup is for accounts that need you to supply server configuration. Server names and security requirements vary; do not assume a hostname or port based on the provider’s name. Microsoft gives patterns such as imap.<service>.com, pop.<service>.com, and smtp.<service>.com only as examples, not universal server addresses. See Microsoft’s explanation of IMAP and POP.
Choose IMAP or POP based on how you use the mailbox
These are different ways for an email app to access a mailbox. Microsoft Support recommends IMAP when you need to check email from several devices.
| What to compare | IMAP | POP |
|---|---|---|
| Access on multiple devices | Generally suited to checking the same mailbox across devices, with message access synchronized through the email service. | Downloaded messages may not be accessible from another device. |
| What happens to incoming mail | Messages remain accessible through the email service. | Messages download to a computer; this is not the same as a fully server-synchronized backup. |
| Sent mail | Message access can synchronize across devices. | Sent mail can be stored locally. |
Choose IMAP if you regularly use a phone, laptop, or tablet to check the same mailbox. Choose POP only if its download behavior suits your needs and your provider supports it; check with the provider about how messages and sent mail will be handled.
How to add an account in new Outlook for Windows
If your device opens new Outlook, use its account controls rather than the legacy Mail path. Microsoft’s current instructions provide these routes:
- In new Outlook, open View > View settings, or select File > Account info.
- Go to Accounts > Your accounts, then select Add Account.
- Enter or choose the email address and follow the provider’s sign-in prompts.
Microsoft lists Microsoft 365 work or school accounts using Exchange Online, Outlook.com and Hotmail, Gmail, Yahoo, iCloud, and other IMAP/POP accounts as supported in new Outlook. On-premises Exchange accounts are not supported. For setup details and account-specific requirements, use Microsoft’s current instructions for adding an account to Outlook for Windows.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.If your password is rejected
A password that works on the provider’s website may not be accepted by an email app. Microsoft notes that some non-Microsoft providers require account settings to be changed on their websites, and some account types may require an app password. Check the provider’s current instructions for the exact account; do not assume your regular password will work in every setup.
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