Outlook profiles contain more than just emails and attachments, if you have multiple accounts on Outlook knowing how to switch Outlook accounts and profiles can help in efficient management, organization, and privacy, here is how it is done on various platforms.
Table of Contents:
- Switching Accounts on Outlook Desktop Applications
- Switching Accounts on Outlook Web
- Switching Accounts on Outlook Mobile
Switching Accounts on Outlook Desktop Applications (Windows/Mac)
1: Switching Outlook Accounts in the Same Profile
First, add your other email account to Outlook by clicking on File > Add Account, and then complete the setup under the same Outlook profile.
Once you have added the Outlook account. Navigate to the sidebar on the left with icons for Mail, Calendar, Contacts, etc.
- Click on the Mail icon and choose the account.
- Choose the account name or email address from the sidebar and expand it
- Once after selecting an account you can send/receive emails, access the calendar, and manage contacts for the selected account.
2: Switching Outlook Accounts Between Different Profiles
If you have different Outlook profiles, you’ll need to restart Outlook to switch between profiles:
- Close Outlook Application.
- Open the Control Panel, search for mail, and open it.
- In the Mail Setup window, click on Show Profiles…
- From the listed profiles, choose the profile that you want to switch to and confirm the changes.
- Now Outlook will load the selected profile, including all its associated accounts and settings.
You can switch from the associated outlook accounts from the profile.
Switching Accounts on Outlook Web
Add Linked Account:
Go to Settings > View all Outlook settings > Mail > Sync email, and add another account. This allows you to manage multiple accounts from a single interface.
SIgn-out and Sign-in:
- Click on the Profile in the top-right corner of the Outlook Web and Sign out of the current account
- Now log in using another Outlook account.
Use Private/Incognito Mode:
- Open a private or incognito window, or sign in with another account.
Multiple Profiles or Different Browsers:
If you are frequently switching Outlook accounts then choose a different browser for each account or use different browser profiles (Chrome or Edge)
Switching Accounts on Outlook Mobile (iOS/Android)
Android and iOS
- Open the Outlook app, click on the home icon in the top-left corner, then click the ‘+‘ to add an Outlook account.
- Tap on the profile icon to switch the account in Outlook.
How to Switch Between Email Accounts in Outlook on iPhone
Tap the profile icon in the top-left corner of the Outlook app. You will see a list of every account you have added. Tap the account you want to open, and Outlook will load that inbox immediately. No sign-out is required.
To add an account on iOS, tap the profile icon, scroll down to Add Mail Account, and sign in. Outlook for iPhone supports Microsoft 365, Outlook.com, Gmail, Yahoo, and IMAP accounts in the same app, all accessible from that same profile icon menu. One thing many users miss: if you want to see all accounts at once instead of switching between them one at a time, scroll to the top of the account list in the left pane and tap All Inboxes. This is the Outlook combined inbox view on mobile, and it works the same way on both iOS and Android.
Changing the sender account while composing is a separate step that catches people out. When you start a new email, Outlook defaults to the account whose inbox you currently have open. To change account in Outlook 365 mobile before sending, tap the From field at the top of the compose window. A dropdown will appear showing all your added accounts. Select the one you want to send from. If the From field is not visible, tap the three-dot menu at the top of the compose window and select Show From. This setting does not persist between messages, so you need to check it each time if sending from a non-default account matters to you. That behavior is by design and is not a bug, even though it feels like one.
If an account you added on desktop does not appear in the iOS app, open Settings (gear icon) > Add Mail Account and add it separately. The Outlook mobile app does not sync your desktop account list automatically. Each device maintains its own account configuration, which also means removing an account from your phone does not affect your desktop setup at all.
Why Can’t I Switch Accounts on Outlook? Troubleshooting Common Errors
If you find you cannot switch accounts on Outlook, or the account you want does not appear, several underlying causes are worth investigating. The most frequent reason is a corrupted Outlook profile, which can prevent accounts from loading correctly or cause the app to freeze during a profile switch. Another common cause is an outdated version of Outlook. Microsoft regularly releases patches that address account-switching bugs, so ensuring your app is fully updated should always be your first step. Go to File > Office Account > Update Options > Update Now in the classic desktop app to check for updates.
Below are the most common switching errors and how to resolve them:
- Account not appearing in the sidebar: Remove and re-add the account via File > Account Settings > Account Settings > Email tab > Remove, then add it again using File > Add Account. Ensure you enter the correct incoming and outgoing server settings if using a non-Microsoft email provider.
- Authentication Failed / repeated sign-in prompts: This is often caused by cached credentials that have expired. Open Windows Credential Manager (search in the Start menu), find any entries related to MicrosoftOffice or your email address, delete them, and restart Outlook. You will be prompted to sign in fresh.
- Emails not syncing after switching accounts: Right-click the account folder in the sidebar and select Update Folder. If the issue persists, check that your account is not set to work offline, go to Send / Receive > Work Offline and make sure it is not highlighted.
- Outlook freezes when switching profiles: Large .ost or .pst data files can cause performance slowdowns during profile switches. Use the built-in Scanpst.exe (Inbox Repair Tool) to check for and fix file corruption. You can find Scanpst.exe in your Office installation folder, typically at C:\Program Files\Microsoft Office\root\Office16\.
- Profile switch option greyed out or missing: If your organisation uses Microsoft Intune or Group Policy to manage Outlook, IT administrators may have restricted the ability to add or switch accounts. Contact your IT helpdesk to request the necessary permissions.
If none of the above steps resolve your issue, creating a brand-new Outlook profile is often the most reliable fix. Open Control Panel > Mail > Show Profiles > Add, give the new profile a name, and set up your accounts from scratch. Before doing this, ensure your existing data is backed up by locating and copying your .pst file, which is typically stored under C:\Users\[YourName]\Documents\Outlook Files\.
Why Can’t I Switch Accounts on Outlook? Fixing Common Errors
The existing issues section on this page lists problems without fixes, so here are the actual resolution steps for each one.
Authentication Failed When Switching Accounts
This error usually means Windows has cached the wrong credentials for that account. Open Control Panel > Credential Manager > Windows Credentials and look for any entries that start with MicrosoftOffice or contain your Outlook account address. Remove them, then restart Outlook and enter your credentials fresh. This Outlook Credential Manager fix resolves the vast majority of repeated sign-in prompts and authentication failures, especially after a password change. If the error persists after clearing credentials, check whether your organization enforces multi-factor authentication, because Outlook sometimes fails silently when the MFA token has expired and does not tell you that is the actual problem.
Account Not Appearing After You Add It
If a newly added account does not show in the sidebar, close Outlook completely, including from the system tray, and reopen it. Outlook does not always refresh the account list while the application is running. If it still does not appear, go to File > Account Settings > Account Settings, confirm the account is listed on the Email tab, and check that the checkbox beside it is ticked. An unchecked account is configured but hidden from the pane. For accounts added via IMAP, also verify that the incoming server settings are correct, since a misconfigured IMAP account will appear to save during setup but will not load in the sidebar. You can review the correct setup steps in our guide to changing email protocol from IMAP to POP3 in Outlook if you need to change how that account connects.
Emails Not Syncing After You Switch
Go to Send / Receive > Send/Receive All Folders (or press F9) immediately after switching. Outlook does not always trigger a sync automatically when you move between accounts. If sync still fails, check your Send/Receive group settings under Send / Receive > Send/Receive Groups > Define Send/Receive Groups and confirm the account is included in the All Accounts group. A missing account in that group is the most common reason one inbox syncs and another does not.
Outlook Slows Down With Multiple Accounts Open
Performance drops are almost always caused by large OST or PST data files. Each account generates its own OST file, and if any of them exceeds around 10 GB, Outlook will start lagging noticeably. You can check file sizes under File > Account Settings > Data Files. Archiving older mail to a separate PST and keeping the active OST smaller is the most effective fix. If Outlook is crashing rather than just slowing, the data file may be corrupted, and you will need to run the Microsoft Outlook repair tool (SCANPST) against the affected file before switching accounts will work reliably again.
Switching Methods Compared: Outlook Desktop vs. Web vs. Mobile
Understanding which method to use when you need to switch accounts on Outlook depends on your platform and workflow. The desktop app offers the most control, including full profile management and offline access, while the web and mobile versions prioritise speed and convenience. The table below summarises the key differences to help you choose the right approach for your situation.
| Feature | Outlook Desktop (Classic) | New Outlook (2024) | Outlook Web | Outlook Mobile (iOS/Android) |
|---|---|---|---|---|
| Switch accounts without restart | Yes (same profile) | Yes | Yes (linked accounts) | Yes |
| Switch between separate profiles | Yes (requires restart) | No | No | No |
| Multiple accounts in one view | Yes | Yes | Yes (linked) | Yes |
| Supports non-Microsoft accounts (Gmail, Yahoo) | Yes (IMAP/POP) | Partial | Yes (sync email) | Yes |
| Offline access after switching | Yes | Limited | No | Limited |
| Best for | Power users, IT pros | Everyday users | Quick browser access | On-the-go switching |
For users who switch between Outlook accounts dozens of times a day, such as virtual assistants or IT administrators managing client accounts, the classic desktop app with multiple accounts under a single profile remains the most efficient option. For occasional switchers who primarily use a browser, using linked accounts in Outlook Web or maintaining separate browser profiles in Chrome or Edge is the least disruptive approach. Mobile users benefit from the Outlook app’s built-in multi-account support, which stores all accounts locally and allows one-tap switching via the profile icon.
Common Issues When Switching Accounts
- Authentication Issues: You may receive “Authentication Failed” messages while trying to switch accounts.
- Account Not Appearing in the List: Occasionally the newly added Outlook account may not show.
- Syncing Issues After Switching: You might notice that emails, calendar events, or contacts don’t sync properly after switching accounts.
- Performance Issues: Switching multiple accounts can sometimes slow down Outlook if there are many accounts or large data files involved.
- Multiple Sign-In Prompts: Multiple sign-in prompts may appear when switching accounts, especially when they have different security settings.
Also Read: How to Transfer PST to Office 365?
Switching Methods Compared: Desktop, Web, New Outlook, and Mobile
The table below summarizes the fastest method to switch accounts on Outlook across every major platform, what limitations apply, and whether a restart or sign-out is required.
| Platform | Fastest Switching Method | Requires Restart or Sign-Out? | Supports Multiple Profiles? | Best For |
|---|---|---|---|---|
| Outlook Desktop (Classic, Windows) | Click account name in left sidebar (same profile) or use Control Panel > Mail > Show Profiles (different profiles) | No for same profile; Yes for different profiles | Yes, via Outlook profile manager | Power users with separate work and personal profiles |
| Outlook Desktop (Classic, Mac) | Click account name in left sidebar under Inbox | No | No profile switching; accounts only | Users managing multiple accounts in one view |
| New Outlook 2024 (Windows) | Click account entry in left navigation pane | No | No (profiles replaced by account list) | Microsoft 365 cloud-only accounts |
| Outlook Web (outlook.com / OWA) | Click profile icon (top right) and select account, or use linked accounts under Settings | Sign-out required for full account switch; not required for linked accounts | No | Quick access from any browser without installing software |
| Outlook Mobile (iOS) | Tap profile icon (top left) and select account, or use combined inbox | No | No | iPhone users managing work and personal mail on the go |
| Outlook Mobile (Android) | Tap profile icon (top left) and select account | No | No | Android users needing quick inbox switching |
The key practical difference between classic Outlook and the New Outlook is that classic Outlook treats profiles as separate containers, each with their own set of accounts, cached data, and settings. Switching profiles means restarting the app. The New Outlook drops profiles entirely in favor of a flat account list, which is faster for most users but removes the ability to isolate accounts from each other. If you need accounts to stay completely separate (for example, to prevent auto-complete from mixing work and personal contacts), classic Outlook with separate profiles is still the better option.
Switching Accounts in the New Outlook 2024 Toggle Experience
Microsoft began rolling out the New Outlook for Windows in late 2023 and made it widely available through 2024 via a toggle in the top-right corner of classic Outlook. The way you switch accounts on Outlook in this version works differently from the classic desktop app, and if you are expecting the old profile-switching workflow, you will not find it here.
In the New Outlook, you do not manage separate Outlook profiles the way you do in classic Outlook. Instead, every account you add sits as its own entry in the left navigation pane. To add an account, go to Settings (the gear icon) > Accounts > Email accounts > Add account, then complete the sign-in flow. Once added, click the account name directly in the left pane to view that inbox, calendar, or contacts folder. There is no restart required and no Outlook profile manager step involved.
One thing worth knowing: the New Outlook does not support on-premises Exchange accounts or PST files as of mid-2024. If your organization uses a local Exchange server, switching to the New Outlook toggle will break that connection. Microsoft acknowledges this limitation and recommends staying on classic Outlook in that scenario. If you click the New Outlook toggle and your work account disappears from the pane, this is why. You can revert by toggling back off, and your classic Outlook profile and all its accounts will reload without data loss.
The New Outlook also introduces a unified view. Under Settings > Accounts you can enable the Outlook combined inbox, which merges email from all your added accounts into a single folder called Combined Inbox. This is useful if you want to read everything in one place, but be careful when replying: Outlook will default to sending from whichever account received the message, and you can change the sender account using the From field dropdown at the top of the compose window before you hit Send.
Switching Accounts in the New Outlook (2024 Toggle Experience)
Microsoft rolled out the redesigned New Outlook for Windows in late 2023 and continued expanding it through 2024. If you have enabled the “New Outlook” toggle in the top-right corner of the classic desktop app, the interface for how you switch accounts on Outlook changes significantly. Unlike the classic version, the New Outlook does not use separate Outlook profiles managed through Control Panel. Instead, all accounts are added and accessed directly within the app’s unified interface, making switching faster and more straightforward.
To switch between accounts in the New Outlook, open the app and look at the left-hand navigation pane. Each email account you have added appears as a separate expandable section labelled with your email address. Click on any account name to expand it and view its Inbox, Sent Items, and Folders. To compose an email from a specific account, simply select that account’s Inbox first, then click New Mail. Outlook will automatically set the correct sender address. You can add additional accounts by navigating to Settings > Accounts > Email accounts > Add account.
One important limitation to be aware of: the New Outlook currently does not support switching between entirely separate Microsoft 365 tenants within the same window in the same way the classic app handles profile switching. If you need to access an account belonging to a different organisation or tenant, you may still need to sign in through a separate browser window at outlook.office.com, or use the classic Outlook desktop app until full multi-tenant support is available. Microsoft has indicated this functionality is on the roadmap for future New Outlook updates.
Conclusion
To manage your Outlook accounts efficiently, consider using different themes and signatures for each account. Additionally, clear out spam or older emails that you no longer need. If you primarily use a particular account, set it as the primary account. We hope you found this article helpful in learning how to switch accounts on Outlook.
Frequently Asked Questions
Select Settings. Select Mail > Forwarding. Select Enable Forwarding, enter the forwarding email address, and select Save to forward emails to another account.
Copy your .pst file from the old computer, then set up your email account on your new computer.
Click your photo or name icon in the upper right corner to a different account on Microsoft 365.
To switch accounts on Outlook, click the account name or email address in the left sidebar of the desktop app and select the account you want. On Outlook Web, click your profile icon in the top-right corner and choose a different account. On the Outlook mobile app, tap your profile icon in the top-left corner to toggle between accounts. If you are using the New Outlook 2024 interface, accounts you have added appear as separate entries in the left navigation pane, and you switch between them without restarting the application.
