Thursday, May 23, 2024

How to View Multiple Inboxes at Once in Outlook 365

Table of Contents

1. Introduction

2. What is a Unified Inbox?

3. The Search Folder Technique

4. The Macro Technique

5. The Outlook Rules Technique

6. Pros and Cons of Each Technique

7. Conclusion

8. Highlights

9. FAQ


In today’s digital age, managing multiple email accounts can be a hassle. Switching between inboxes to check for new messages or important updates can be time-consuming and inefficient. However, there are ways to simplify this process and have a unified inbox that combines all your email accounts into one. In this article, we will explore three different techniques to achieve a unified inbox in Microsoft Outlook: the Search Folder technique, the Macro technique, and the Outlook Rules technique. Each technique has its own advantages and considerations, so let’s dive in and find the best solution for you.

What is a Unified Inbox?

Before we delve into the techniques, let’s clarify what we mean by a unified inbox. A unified inbox refers to a single view that consolidates all your email accounts into one inbox. Instead of checking each account separately, you can access all your emails in one place, making it easier to manage and respond to messages efficiently.

The Search Folder Technique

The first technique we’ll explore is the Search Folder technique. This method allows you to create a search query that pulls emails from multiple accounts into a single view. To set this up, follow these steps:

1. Open Outlook and navigate to your main account’s inbox.

2. Locate the search field and click on it.

3. Type “folder:inbox” to search across all your inbox folders.

4. Further refine the search by specifying a time period or other criteria.

5. Select the option to view unread messages only, if desired.

6. Change the search scope to include all mailboxes, not just the current one.

7. Save the search query for future use.

By using the Search Folder technique, you can easily access a unified view of your inboxes without physically moving any emails. This technique offers flexibility and convenience, especially for those with multiple email accounts.

The Macro Technique

The second technique we’ll explore is the Macro technique. This method involves creating a macro that generates a unified view of your inboxes. Here’s how you can set it up:

1. Click on the “File” menu in Outlook and select “Options.”

2. Scroll down to the “Trust Center” and click on it.

3. Access the “Macro Settings” within the Trust Center settings.

4. Change the macro settings to allow notifications for all macros.

5. Save the changes and exit the options menu.

6. Press “Alt + F11” on your keyboard to open the Visual Basic Editor.

7. Copy and paste the provided code for the unified inbox macro.

8. Save the macro and close the Visual Basic Editor.

9. Access the macros within Outlook and add the macro to your quick access toolbar.

With the Macro technique, you can create a dedicated button that instantly generates a unified view of your inboxes. This method provides a quick and efficient way to access your emails without the need for complex search queries.

The Outlook Rules Technique

The third technique we’ll explore is the Outlook Rules technique. This method involves setting up rules that automatically move emails from specific accounts to a designated folder. Here’s how you can implement this technique:

1. Right-click on an email from the account you want to move.

2. Go to “Rules” and select the option to always move messages from that account.

3. Choose the folder where you want the emails to be moved.

4. Repeat this process for each account you want to consolidate.

The Outlook Rules technique allows you to organize your emails by automatically redirecting them to a central folder. While this method achieves a unified view, it physically moves the emails, which may not be ideal for those who prefer to keep their accounts separate.

Pros and Cons of Each Technique

Now that we’ve explored the three techniques, let’s consider the pros and cons of each:

1. Search Folder Technique:

– Pros: No need to physically move