How to Merge Two Email Accounts in Outlook – Easy Steps

When an employee changes roles within an organization, their email address needs to be updated to reflect their new responsibilities. Therefore, to retain access to old, important emails and maintain a smooth transition, they decided to merge email accounts in Outlook. With this setup, the employee does not have to switch between accounts to access emails separately. So, how does this merging happen? In this blog, we will walk you through different manual approaches that are available to merge email accounts. Besides this, we will also learn about a specialized Cigati PST Merge Tool, which simply merges Outlook PST data files. Keep on reading the blog to better understand the process in detail.

Benefits of Merging Two Email Accounts in Outlook

Businesses and professionals combine email accounts in Outlook to enhance efficiency and email management. Given below are the benefits of making this move:

• Managing multiple email accounts separately can be both inefficient and time-consuming. Merging them into one saves time and simplifies the workflow.
• Combining email accounts simplifies email organization with the use of filters, folders, and labels.
• Switching between different email accounts often leads to wasted time. Consolidating them into one leads to better efficiency, a smooth and productive experience.
• Team members working on a shared project and having a shared mailbox improve coordination. This also enhances team collaboration and better teamwork.
• Managing filters and automation within a single account is more effective as compared to Gmail’s filter feature.

How Do I Merge Email Accounts in Outlook?

After knowing the benefits of merging email accounts, the next step is to execute the solutions. You can choose between the PST import/export method and MS Outlook to manually initiate the process. Also, there is a dedicated tool that automates the process and simplifies it. Now, let’s start with exploring both the manual and automated methods.

Manually Merge Two Outlook Accounts Using PST Import/Export Method

This manual method involves two main steps. The first step is to export the emails from your old email account to a PST File. And, the next step is to import the PST File into your new Outlook account. 

Follow the step-by-step instructions to begin the process:

Step 1: Export Old Email Account to PST File

1. Open MS Outlook on your PC.
2. Then, head to File > Open & Export > Import/Export.
3. Now, choose Export to a file > Next.
4. Select Outlook Data File (.pst) and then click Next.
5. Choose the old email account or folder that you want to export to a PST File.
6. Click Next and select a location to save your file.
7. Hit Finish.

Step 2: Import PST File into New Outlook Account

1. Follow the same steps till Step 1 (2).
2. Choose Import from another program or file and click Next.
3. Then, select Outlook Data File (.pst) > Next.
4. Now, find and select the exported PST file. Then, click Next.
5. Make sure to check “Include subfolders”.
6. Select Import items into the same folder in: and then, choose your new email account.
7. Lastly, click on the Finish button.

Limitations: This method involves multiple complicated steps that require both time and effort. There can be chances of duplicate emails, contacts, and calendar events if you did not use the option “Do not import duplicates”. The folder structure can become disorganized during the export process. 

Manually Merge Outlook Accounts Using the Drag and Drop Method

The method is suitable for handling multiple email accounts while keeping their data completely separate. Each of the accounts remains distinct but is accessible through a new unified email account. 

These are the steps to follow to merge two email accounts:

1. First, open the MS Outlook application.
2. Click on File > Account settings > Account settings.
3. Now, under the Email tab, click on New > Add Account.
4. Enter the Email ID of the second account. Then, click Connect.
5. After that, enter the password and follow the on-screen instructions. 
6. Finally, click on Finish. 
7. Restart Outlook. 
8. Now, you can toggle between them and manage the emails accordingly.

Limitations: Managing more accounts leads to more folders creating a cluttered space. There can be chances of slow syncing process which can thereby affect Outlook’s performance. 

Specialized Software to Merge Email Accounts in Outlook

The PST Merge Tool is a comprehensive software that combines multiple Outlook PST files into a single file. The software allows you to merge various mailbox items, such as emails, contacts, and calendars, while preserving the folder structure. It also provides an option to merge data based on a specific date range and decide whether to merge files into a new PST. Additionally, it removes duplicate emails, users can exclude attachments if needed, and offers the option to password-protect the new merged PST file. 

To merge Outlook accounts into one inbox, perform these steps:

1. Download and run the tool.
2. Press the Add File button to add your PST file.
3. Now, browse and select your PST file and click on Open.  
4. Then, click Next. Expand the tree structure. 
5. Select the files/folders that you want to merge and then click on Merge PST. Hit Next.
6. After that, choose the additional settings if required. Click Next to proceed further.
7. Now, to choose the destination path, pick between Merge in new PST or Merge in existing PST.
8. Specify the destination folder and click on Merge to start the process.

Conclusion

Combining two email accounts into one makes accessibility easy while maintaining efficient email management. Manual options like using the PST import/export method and using MS Outlook do help. But the automated Cigati PST Merge Tool is a more easier option to merge email accounts in Outlook. This tool eliminates the need to switch between multiple accounts and ensures a smooth, efficient, and hassle-free migration. It ensures an error-free solution. 

Frequently Asked Questions

Q – How do I move emails from one account to another in Outlook?

Ans – There are multiple methods to do this. Ensure you are signed in to MS Outlook with your primary email account. Now, you need to head to Settings > Account settings > Add account. Enter the email address of your second account and click Connect. Give Outlook some time to configure the emails and restart Outlook. After that, your accounts will be displayed in Outlook, and you can now move your emails.

Q – Which is the best software to merge email accounts in Outlook?

Ans – The Cigati PST Merge Tool is the best software that offers advanced functionalities. Such as duplicate email detection, merging bulk emails, etc. It also ensures that the data integrity and data reliability remain intact.

You May Also Read: Merge Duplicate Contacts in Outlook

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