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How to Change Your Outlook Email Address: A Comprehensive Guide

Changing your Outlook email address isn’t as straightforward as changing a profile picture, but it’s certainly achievable. The process depends largely on whether you’re using a Microsoft-owned address (@outlook.com, @hotmail.com, @live.com, @msn.com) or one associated with a third-party email provider connected to Outlook. For Microsoft-owned addresses, you can add an alias; for third-party addresses, you’ll need to add the new address as an account and eventually remove the old one. Let’s dive into the specifics.

Understanding Your Options

The first step is understanding what kind of Outlook email address you have. If it’s a Microsoft-owned domain, you’re in luck because Microsoft allows you to create an alias. An alias is essentially an alternate email address that uses the same inbox, calendar, and contact list as your primary email address. Think of it as a nickname for your email.

If your Outlook email address is from a third-party provider (like your work email or a personal domain you connected to Outlook), the process involves adding the new email address as a completely separate account and then, if desired, removing the old one. This involves setting up a new account within Outlook and migrating any data you want to keep.

Changing a Microsoft-Owned Outlook Email Address: The Alias Method

This method allows you to add a new @outlook.com, @hotmail.com, @live.com, or @msn.com address to your existing Microsoft account.

Step 1: Access Your Microsoft Account

Go to the Microsoft account website (account.microsoft.com) and sign in with your existing Outlook credentials.
Navigate to “Your info” from the top navigation bar.

Step 2: Manage Your Sign-In Email or Phone Number

Under your profile information, find the section titled “Account info” or “Sign-in preferences”.
Click on “Manage how you sign in to Microsoft.” This will lead you to a page where you can manage your associated email addresses and phone numbers.

Step 3: Add an Alias

On the “Manage how you sign in” page, look for the “Account aliases” section.
Click on “Add email.”
Choose to “Create a new email address and add it as an alias.”
Enter your desired new Outlook email address (@outlook.com).
Click “Add alias.”

Step 4: Set Your New Alias as Primary (Optional)

Back on the “Manage how you sign in” page, you’ll see your newly added alias.
If you want this alias to be your primary email address, click on “Make primary” next to the new alias. Remember that this changes the address you use to log into your Microsoft account.

Important Considerations for Aliases

You can have up to ten aliases per Microsoft account. This gives you significant flexibility.
Removing an alias is permanent. Once removed, it cannot be recovered, and the email address becomes available for anyone to create.
Aliases share the same inbox, contacts, and calendar. This means you don’t need to worry about migrating data between accounts.

Changing a Third-Party Email Address: Adding a New Account

If your Outlook email is a non-Microsoft domain, you’ll need to add the new address as a separate account.

Step 1: Add the New Account to Outlook

Open the Outlook application (desktop or web).
Go to “File” > “Add Account” (desktop) or “Settings” > “View all Outlook settings” > “Mail” > “Sync email” (web).
Enter your new email address and follow the prompts to configure the account. You’ll likely need to enter the incoming and outgoing server settings for your new email provider.
If you don’t know these settings, contact your email provider’s support or consult their documentation.

Step 2: Migrate Your Data (If Desired)

If you want to keep your old emails, contacts, and calendar items, you’ll need to export them from your old account and import them into your new account.
To export: In Outlook desktop, go to “File” > “Open & Export” > “Import/Export”. Choose “Export to a file” and follow the wizard to create a PST file containing your data.
To import: In Outlook desktop, go to “File” > “Open & Export” > “Import/Export”. Choose “Import from another program or file” and follow the wizard to import the PST file into your new account.

Step 3: Remove the Old Account (Optional)

Once you’ve migrated your data (if desired) and are comfortable using your new email address, you can remove the old account from Outlook.
Go to “File” > “Account Settings” > “Account Settings…” (desktop) or “Settings” > “View all Outlook settings” > “Mail” > “Sync email” (web).
Select the old account and click “Remove.”

Important Considerations for Adding a New Account

This method creates a completely separate account within Outlook. You’ll have separate inboxes, calendars, and contact lists.
Migrating data can be time-consuming, especially if you have a large amount of email.
Removing the old account from Outlook doesn’t delete the email account itself. You’ll still be able to access it through your email provider’s website.

Frequently Asked Questions (FAQs)

1. Can I change my username on Outlook?

Not directly, no. Your username is tied to your email address. With Microsoft-owned accounts, you can add an alias and make it primary. For third-party accounts, you’ll need to add the new email as a separate account.

2. How long does it take for an Outlook alias to become active?

An Outlook alias is typically active immediately. You can start sending and receiving emails from your new alias right away.

3. What happens to emails sent to my old Outlook address after I add an alias?

All emails sent to any of your aliases, including the original one, will arrive in the same inbox.

4. Can I use the same name for my new Outlook email address as my old one?

If you’re creating an alias, you can use a similar name, but it must be unique within the Outlook system. If the name is already taken, you’ll need to choose a different one. For a completely new third-party email, that’s dictated by the rules of the new email provider.

5. Can I create an Outlook email address without a Microsoft account?

No, you cannot. An Outlook.com email address is a Microsoft account. You need a Microsoft account to access and manage an Outlook.com email address.

6. I deleted an alias by mistake. Can I recover it?

No, deleted aliases are permanently gone. You cannot recover a deleted alias, and the email address becomes available for others to use. This is why it’s incredibly important to be sure before you delete an alias.

7. Will my contacts automatically transfer to my new Outlook email address?

If you’re using an alias, yes, your contacts will automatically be available in your new email address because it’s the same account. If you’re adding a new account, you’ll need to import/export your contacts.

8. How do I export my Outlook contacts?

In Outlook desktop, go to “File” > “Open & Export” > “Import/Export”. Choose “Export to a file” and select “Comma Separated Values (CSV)” or “Outlook Data File (.pst)”. Follow the wizard to export your contacts. CSV is generally easier to import into other platforms.

9. Is it possible to merge two separate Outlook accounts into one?

While you can’t merge them, you can add one account to the other and import data, effectively creating a situation where you manage both from a single Outlook instance. You would still have two distinct accounts.

10. What if I forgot my Outlook password?

You can reset your password on the Microsoft account website (account.microsoft.com) by clicking on “Forgot password?” and following the instructions.

11. How do I change the display name on my Outlook email address?

Go to the Microsoft account website (account.microsoft.com) and sign in.
Navigate to “Your info”.
Click on “Edit name” and enter your desired display name.
Click “Save.” This only changes how your name appears to recipients, not your email address.

12. Can I have multiple profiles in Outlook with different email addresses?

Yes, you can create multiple profiles in Outlook, each associated with a different email address. This is a good option if you want to keep your work and personal emails completely separate. To manage profiles, search for “Mail” in the Windows search bar, open the Mail applet, and click “Show Profiles”.

Changing your Outlook email address requires a clear understanding of your account type and the appropriate method. Whether you choose to add an alias for a seamless transition or create a new account for a fresh start, these instructions will guide you through the process. Remember to back up your data and carefully consider the implications before making any permanent changes.