We receive a lot of questions from users who have multiple accounts in Outlook and want all mail in one folder, with one calendar and contacts folder:
I’m using Outlook with a Hotmail account and this works fine. I want to add a couple of other accounts, one is an Exchange account, the other one a POP3 and have all the e-mails delivered into my Hotmail account in Outlook. I added the Exchange account, however I have 2 different sets of folders listed and 2 different calendars. Is there any way to sort this out ?
While this question is specifically about Hotmail and Exchange server accounts, the answer applies to IMAP accounts as well.
For POP3 accounts, see Deliver two or more POP3 Accounts to the default personal folder file
Because Exchange, Hotmail, and IMAP are server-based accounts, you’ll have a data file for each email account. POP3 accounts can use a local data file or you can configure POP3 to deliver to the same folder as a Exchange, Hotmail, or IMAP account. However, if you do, all messages will be uploaded to that mailbox on the server.
You can’t change the delivery location for Hotmail Connector or IMAP accounts. If you want the mail delivered to a different folder, you’ll need to configure the accounts as POP3 accounts. See Online Services in Outlook for the instructions needed to configure Hotmail as a POP3 account. You can use rules to move the messages to local folder, but rules don’t work well with IMAP accounts.
While it is possible to change the folders Exchange uses for delivery, it will delete the mail from the Exchange server (and upload it to your Hotmail account). This can make a mess of your Exchange calendar, moving appointments and meeting requests to the Hotmail calendar.
Using a Hotmail Connector account to hold mail from other accounts can also result in all replies coming from the Hotmail address. Only the Outlook profile that moved the mail into the Hotmail account will reply from the account that downloaded the email.
The same applies to POP3 accounts: if you deliver POP3 to the Hotmail Connector folder, it will upload all the mail to the Hotmail server and replies may come from your Hotmail account, not the POP3 account.
We recommend using separate data files for each account and putting the folders you use the most on the Favorite Mail folder. Calendars and contacts can be moved to a new group then collapse the group to hide the folders, but you may still have a few things created in those folders. See Using Navigation Pane-Groups if you need instructions for creating groups in the Navigation pane.