The fastest way to check your email in Outlook

You can access your email in Outlook three ways: through the web version at outlook.com, through the Outlook desktop app on Windows or Mac, or through the Outlook mobile app on your phone. The web version works from any computer without installing anything. The desktop app is faster if you check email constantly and want to organize messages into folders. The mobile app is designed for checking email on the go.

Which one you use depends on where you are and what you're doing. Most people use the web version at work or on shared computers, the desktop app on their own computer, and the mobile app on their phone. You can use all three at the same time — your messages stay in sync across them.

Key Takeaways

  • The web version at outlook.com works on any computer without installing software, and you only need your Microsoft account email and password.
  • The desktop app for Windows and Mac downloads from microsoft.com and syncs your messages automatically, but only works on computers where you install it.
  • The mobile app for iPhone and Android is free and works the same way as the desktop app, keeping your messages in sync across all your devices.
  • If you forget your password, use the "Can't access your account" link on the Outlook sign-in page to reset it through your recovery email or phone number.

Accessing Outlook through the web browser

Go to outlook.com in any web browser on any computer. Click the sign-in button, enter your Microsoft account email address, and click Next. Enter your password and click Sign In. If you have two-factor authentication turned on, you'll be asked to verify your identity through your phone or authenticator app before you can see your inbox.

The web version shows your inbox, sent items, drafts, and any folders you've created. You can read messages, reply, forward, delete, and search for old messages. You can also change settings like your signature, forwarding rules, and notification preferences by clicking the gear icon in the top right and selecting "View all Outlook settings."

The web version stays signed in for about 30 days on the same computer if you check the "Keep me signed in" box during sign-in. On a shared computer, do not check that box — sign out when you're done by clicking your profile picture in the top right and selecting "Sign out."

Installing and using the Outlook desktop app

Download the Outlook app from microsoft.com/outlook. The download page detects whether you're on Windows or Mac and offers the right version. Click the download button, run the installer, and follow the prompts. The installation takes a few minutes.

When you open Outlook for the first time, click "File" (Windows) or "Outlook" (Mac) in the top menu, then "Add Account." Enter your Microsoft account email address and password. Outlook will connect to your email server and download your messages. This can take a few minutes if you have years of old messages.

Once set up, Outlook opens to your inbox. Your messages download automatically and stay on your computer, so you can read them even without internet. When you're online, new messages appear within seconds. You can organize messages into folders, create rules to sort incoming mail, and search your entire message history.

Setting up Outlook on your phone

Download the Outlook app from the Apple App Store (iPhone) or Google Play Store (Android). Open the app and tap "Add Account." Enter your Microsoft account email address and tap "Continue." Enter your password and tap "Sign In." If you use two-factor authentication, complete the verification step on your phone.

The mobile app shows your inbox and lets you read, reply to, and delete messages. You can swipe left on a message to delete it or flag it for follow-up. Tap the three-line menu icon at the top left to see your folders and other accounts if you've added more than one email address.

The app syncs with your desktop and web versions, so if you delete a message on your phone, it's deleted everywhere. New messages appear on your phone within seconds when you're online.

What to do if you can't sign in

If you enter your password and see an error message, first check that you're typing it correctly. Passwords are case-sensitive, so "Password" is different from "password." If you're sure it's correct, your account may have been locked for security reasons.

Go to account.microsoft.com/security and sign in with a recovery method — a phone number or backup email address you set up earlier. Microsoft will send a code to that phone or email. Enter the code to unlock your account. You can then reset your password if you want.

If you don't have a recovery phone number or email on file, go to outlook.com, click "Can't access your account," and follow the steps to verify your identity. Microsoft will ask security questions or other information to confirm you own the account before letting you reset your password.

Switching between multiple email accounts

If you have more than one email address, you can add all of them to Outlook. In the web version, click your profile picture in the top right, then "Open another mailbox." Enter the email address of the account you want to access and click "Open." You'll see that account's inbox in a new tab.

In the desktop app, click "File," then "Add Account," and enter the second email address and password. Both accounts will appear in the left sidebar, and you can click between them. In the mobile app, tap the three-line menu, then your email address at the top, and select "Add account."

When you compose a new message, you can choose which account to send it from by clicking the "From" field and selecting the address you want to use.

Keeping your Outlook account secure

Turn on two-factor authentication to prevent someone from accessing your account even if they get your password. Go to account.microsoft.com/security/two-step-verification and follow the steps to add your phone number or download the Microsoft Authenticator app. After you turn it on, you'll need to verify your identity on your phone every time you sign in from a new device.

Check your recent sign-in activity at account.microsoft.com/security/recent-activity. If you see a sign-in from a place you don't recognize, click it and select "This wasn't me" to lock your account and force a password reset.

Never share your password with anyone, and don't sign in on computers you don't trust. If you use a public computer, always sign out when you're done and clear the browser cache.

Frequently Asked Questions

Can I access my Outlook email on multiple devices at the same time?

Yes. You can be signed in on the web version, desktop app, and mobile app all at once. Your messages stay in sync across all of them, so if you read a message on your phone, it shows as read on your computer too.

What's the difference between Outlook.com and Outlook desktop?

Outlook.com is the web version — it works in any browser and doesn't require installation. The desktop app is a program you install on your computer that downloads your messages and works offline. Both access the same email account and sync with each other.

Do I need a Microsoft account to use Outlook?

Yes, Outlook is a Microsoft service and requires a Microsoft account to sign in. Your Microsoft account email address is the same as your Outlook email address. If you don't have one, you can create it for free at microsoft.com.

Why is my Outlook app asking for my password again?

Your app may be asking you to re-enter your password if you haven't signed in for a long time, if you changed your password, or if you turned on two-factor authentication. Enter your password and complete any verification steps the app requests.

Can I use Outlook if I have a Gmail or Yahoo email address?

Yes, but only in the desktop app and mobile app, not the web version. In the Outlook app, click "Add Account" and enter your Gmail or Yahoo address. You may need to generate a special password in your Gmail or Yahoo settings before Outlook can access it.