I have six email accounts which I actively use. I recently mentioned this to a colleague, and she was shocked: “How do you keep up with six accounts?” It’s easy. I have all my emails land into a single consolidated Outlook inbox.
First of all, why have so many accounts? Now more than ever, your email address is part of the first impression you make. Between personal contacts and several businesses, I want to use the right email address for the right communication. By having multiple accounts, emails to my friends and family can be from my personal domain, and emails to clients and customers of my various business entities will be from the appropriate business domains. (Read more about the importance of using the right email address.) Using a consolidated inbox allows me to have just one place to go for my email yet keep separate accounts–which saves me plenty of time and helps me stay organized..
You can set the inbox for existing accounts or new ones. In Outlook 2010, when you create a new account, you are given the option of having it create a new data file (.pst) for the account.
If this will be a very active account, it is a good idea to let it create a new PST. Or if you have an established filing system set up for sorting emails, choose one of your existing data files. (Read more about organizing Outlook data files.) If you let Outlook create the data file, then you will see that show up as a folder in your email client, mixed in alphabetically with your other personal folders, and this will contain your inbox for this account.You’ll take another step to change it to your consolidated inbox.
When your account is set up, go to the file tab, then click Account Settings to go to Account Settings window.
In the Account Settings window, select the email address you would like to work with. At the bottom of the window it lists which folder is used for your inbox. To have this email account use Outlook’s general inbox, this should say Personal Folders\Inbox.
If it is set to a different folder, change it by clicking the Change Folder button. This will present you with a list of all your folders. Scroll to the bottom of the list to “Personal Folders,” then expand that folder to find the Inbox folder. Select Inbox, then click Ok.
Do this for each of your accounts to free yourself from having to check multiple inboxes to stay up to date with your email!
Note that when you have multiple email accounts in Outlook, you’ll need to get in the habit of checking which email address you are sending from — use the drop-down beside the From address to make your selection.
Moral of the story
Especially for those of us with multiple businesses, using the appropriate email address for your correspondence is important as it supports your brand. By consolidating your emails into a single inbox, email maintenance is much easier.
- Receive email notifications of new posts:
Click a tag for related posts:agencies audiences Basecamp blog brand business call to action community computers customer support editing email estimates fonts freelance gadgets graphics iPad job hunting logos mac marketing messaging Outlook packaging planning PowerPoint PR presentations productivity product review professionalism project management projects recommendations resume reviews self publishing social media stock photography Technology tradeshows web design windows writing
- Improving Your Presentations
- 1-minute Photo Improvement
- Why Do You Blog?
- Batch Processing with Affinity Photo
- The Entrepreneur’s 10-Step Condensed Business Plan
- iPad: How Old is Too Old?
- Do I Have Enough to Quit My Day Job?
- Leave Localization to the Pros
- Make Your Calendars Play Nice Together
- Free Graphics Sources
- Mirrored Margins in MS Word
- A Tale of Three Headsets
- Time to Move On
- The Event Plan: a Tradeshow Primer
- GoToWebinar Basics
- Outlook for Mac: So Close!
- From Windows to Mac
- Evernote is Awesome
- Set Up a DocBook Toolchain
- Your Professional Resume
- Stock Photography Tips
- Tricking Your Customers is Disrespectful
- Deadline Management
- Manage To-dos With Basecamp
- The Brydge+ iPad Keyboard
- LinkedIn for Job Seekers
- Week Numbers in Outlook
- Hidden Impacts of Project Schedule Delays
- Getting Started in Self-publishing
- 13 Tips for Your Blog or Newsletter
- Do Religion and Marketing Mix?
- Consistent Color = Brand Power
- Outlook Automation with “Quick Steps”
- Comment Spam: I Give Up
- Good Design Housekeeping
- File Naming Sanity
- PowerPoint Graphics Tips
- Comment Karma
- Comparing Two iPad Keyboards: ZAGG and Logitech
- Outlook Rules 101
- Consolidated Outlook Inbox
- Five Steps to Plan a Website
- Choosing a Domain
- Outlook Productivity: Tagged Searching
- Considering a Switch from Windows to Mac?
- Tradeshow Giveaways & Promotional Gifts
- Why Rush Jobs Are Evil
- Online Printing: Customer Service is King
- Estimate Etiquette
- Getting Organized With Outlook PSTs
- WordPress vs. Weebly
- Comparing 5 Online PM Tools
- Choosing your Next Non-Mac Computer
- Is it Really a Blog?
- Your Laptop’s Video Connectors
- Know Your Graphics – or Look Like You Do
- Add a Keyboard to Your iPad
- Letterhead in an Email World
- Use Simple URLs
- Keep in Touch with Your Customers With Email
- Rolling Up the Feedback
- Keep Agency Project Costs Down
- Merchandising and Your Brand
- Your Email Address and Your Brand
- B2B Social Media: Are you overlooking StumbleUpon?
- Email Marketing vs. Spam
- The Long-copy Sales Page in 5 Steps
- You Need a Writing Style Guide
- Why Reference Cards?
- Lose the Hyphen!
- The Minimalist Marketing Plan
- Your Business Name and Domain
- Trade Downloads For User Data
- Monitor Social Media For Product Feedback
- Take Every Branding Opportunity
- Messaging 101
- Creative Use of Your Customer Service Stories
- Don’t Stop With a Call To Action
- Creating a Text-based Logo
- The Reluctant Social Media Networker
- Save Money With an Effective RFQ
- User Communities and Exclusivity
- Recommendations and Your Reputation
- The iPad As Business Tool