How to manage accounts in the new Mail and Calendar app for Windows 10

In Windows 10, Microsoft is including two new apps, Mail and Calendar, and while the company is bundling them as separate apps, they work very close to each other. The two apps will replace the same ones currently in Windows 8.1 and they both introduce a brand new look that follows Windows 10 modern design approach, and users will find that they are much easier to use.

Although, the Mail and Calendar apps are still in preview and they are only offer vary basic features, those running the latest public preview of Windows 10 can start testing the new apps. As such in this how-to guide, I will go over how users can setup multiple accounts, how to get around some of the issues you may encounter, and a few extra tips.

Unlike the Windows 8.1 equivalents, the Mail and Calendar apps for Windows 10 offer more options to setup different email services. For example, on the new apps, users can add services, such as the obvious,, Live and Hotmail, Exchange, Exchange ActiveSync, Office 365, Google, iCloud, and other messaging services using POP and IMAP settings. However, users will notice that the list of options to add new accounts are slightly different between the two apps.

The big news with the Calendar app is that users will now be able to sync and view their Google Calendar, which was something not supported in the same app for Windows 8.1. So it's a welcome addition.

Adding new accounts

When you first launch the Mail or Calendar app in Windows 10, while signed-in with your Microsoft account, both apps are smart enough to detect the account you're signed in with and add it automatically, and you can even add more accounts right from the beginning. However, after launching the app, adding accounts have a different procedure, but still quite as simple.

In both, the Mail and Calendar app, users will see a bar with a set of buttons in the bottom-left corner of the app to switch back and forth between apps, a button to send feedbacks, and a gear button to access the settings page. To add a new account, you want to click the settings button, which will bring the fly out pane from the right, click Accounts, which will list all your current accounts, and then click Add account.

You'll see a dialog box with the list of the available services you can connect to the app.

Now you may ask: Where are the options to add a new Outlook, Live and Hotmail accounts? Well, because the app is in preview a lot details are still not showing up in the apps, but users can add all the different Microsoft accounts by using the Exchange option.

Quick Tip: If for any reason your current account isn't syncing, you seem not to be able to add new accounts, or you add a new account, but emails will simply no show up. This could be cause by some issue with the first account that you have configured. I have seen this issue and deleting the first account and starting over solved the issue.

Next, for every service the page to enter the account information will look slightly different, but all them require the same information – your email address and password. Of course, if you adding a new service that isn't on the list, you'll need to provide the additional information such as POP and IMAP settings.

Once you completed including all the require information, click Sign in, and the new account will be added to the list in the left pane. Now emails should start downloading almost immediately.

Here are a few useful resources for those using Yahoo Mail and AOL: To set up a Yahoo mail using POP or IMAP settings use these instructions. For adding an AOL email account using a POP or IMAP settings use these instructions.

Renaming, changing settings, and deleting accounts

Now, you'll notice that depending on the account you added, you probably didn't get the option to name your account, which will make it very confusing if you have multiple email addresses from the same service, as they will be labeled with the brand name of the email service.

This behavior may change in future updates, but for now, you can rename your account by clicking the setting button from the left pane, click Accounts, and click the account you want to rename. You'll now see a new filed called Account name, simply add the name that you like (I personally like to use email address name, it makes a lot easier to identify the account, but that's just personal taste), and click Save.

Note that from the settings page, you can also change the account password as require, and you can change different settings as well, such as options for syncing, contacts, and calendar. You even control how often and how much new content gets downloaded (the default option is "based on my usage").

Finally, if you simply want to delete an account, you can go to the account settings, hit the Delete account button, and Delete one more time. (Please note that deleting an account from the Mail app will also delete the same account in Calendar and vice versa.)

Adding a new background picture in Mail

On Mail, you also noticed a new background image when you're not viewing an email message. What you probably did not know is that you don't have to stare at that same image over and over. You can actually change it for any image you like by clicking the settings button and clicking Options. Inside of Options, click Browse under "Background Picture", and choose any image you want.

Here is another tip: If you want to use an image from your current Windows Theme, open the Run command, navigate to this path "%LocalAppData%\Microsoft\Windows\Themes", and select a new image.

Keep in mind that this is a global background, you cannot set a different image per email account. (If you change the background picture and you don't see the change, simply restart the app and you should now see the new image.)

Although, the background is a global setting, the signature setting is not. If you want to show a custom signature per email account, you'll need to move between accounts, clicking the settings button, and change the signature under Options.

Wrapping things up

With the new Mail and Calendar app, you can manage virtually all your email accounts and calendars, including from, Yahoo, Gmail, and iCloud from a single user interface (with two apps). This means that you don't have to keep logging into different websites or extra apps, also Microsoft provides an environment without advertisements and cross platform.

Although, I can see the need to for Microsoft to have Mail and Calendar as separate apps, I still believe that they can be combined into a single app in the same way we have been using Outlook for so many years.

It's worth noting that all the configurations showed in this guide to manage accounts also work exactly in the same for the Calendar app.

Finally, remember that these apps are still in preview, as such settings and features may change in future updates.

Microsoft has already announced that there will be seven version of Windows 10, including Windows 10 Mobile and Windows 10 IoT, and the company has confirmed that various universal Windows apps will be bundled with the operating system, including Mail and Calendar.

Have you been using the Mail and Calendar apps in Windows 10? Have you come across any issues? Let us know in the comments below. And don't forget to use the Windows Feedback App.

Mauro Huculak is technical writer for His primary focus is to write comprehensive how-tos to help users get the most out of Windows 10 and its many related technologies. He has an IT background with professional certifications from Microsoft, Cisco, and CompTIA, and he's a recognized member of the Microsoft MVP community.

  • New Writer.....?
  • Mauro is one of our new additions, yes. He's going to produce some awesome Windows 10 content for us.
  • How come we don't get introduced? :/
  • Why is chrome on that desktop
  • Liked his language in this article...... Hope he coveys is a lot
  • Hi Abhishek1320, Yes, I'm new the new guy and I will be working on content to help you be informed and get the most out of Windows 10. So stay tuned! Thanks,
  • On phone ....they just simply screwed the calendar app.
  • Loved the black UI of Windowsphone 8.1..... My views exactly
  • My guess is the dark theme is coming back, and coming to PC as well. It'll be great for eye strain on big monitors of we can get a light-on-dark theme to use. Fingers crossed!
  • I hope they do a dark theme throughout the whole UI like WP8. Overall, I like what they are doing with 10, but I miss the black UI too.
  • I too love the Black UI & want it for Wp10. In fact I would also prefer edge browser with a dark background ​option.
  • Nope on w10 is amazing
  • Power cuts is common in India.... With those white background.., I can't look at my phone when in Candle light...i love that Dark background with white characterisation and colourful fonts to shows Agenda from different accounts
  • I like the new backend on W10, but the color and position of the toolbar are awful.
  • Yeah I hate the apps on the phone but I know they are going to fix it but they didn't start off on the right foot lol
  • My outlook mail app is completely broken it can't sync even manually in Windows 10 Mobile TP ...does yours work? And please don't tell me to hard reset
  • Works for lots of people. If you won't hard reset to resolve, then perhaps roll back?  
  • As long as they add ability to pin individual email folder and/or calendar tile to start screen, I will be happy. I hope they release and Android widget where i can pin the tiles of folders for this app, I will be even more happy.
  • An android widget? I'd prefer live tiles, thank you :p
  • I need Unread email view in the new outlook mail app...
  • I miss the panoramic unread/flagged/all control. It makes a lot of sense in phones, but in desktop, not as much.
  • Even outlook desktop has the button for unread view. It needs to come back to this app so the phone retains it.
  • That's why it says it's a Preview. Microsoft will add all the features that will make it a good Email app. it's not like these apps are RTM ones and they will never get updated. but you can always use the feedback app to give your suggestion so they don't forget it, if they haven't added it yet, or next week, or next month or build.
  • Still no Task Management included. Quite a disappointment. Job halfway done.
  • I agree. I am definitely hoping task management is supported with some real functionality we can use.
  • I'm not so sure.... It maybe that some features, such as Tasks (and all the possible associated integration with SHarePoint, Project Server etc) stay in Desktop Outlook (with the associated licensing costs for business users) and the universal mail app is defined as a lighter, "free" offering.  
  • Does Calendar support managing task yet?
  • Windows10 cant wait u!!
  • Want accounts on my Xbox Music app!
  • Unfortunate on the Lumia 1520 I cannot get mail from nor can I add another account.
  • No app has ever given me trouble like OUTLOOK MAIL & ONEDRIVE what are these guys doing all this time, ok people can stay without onedrive but an email client!? Ohh no
  • It's a Technical Preview. If you need things to work, it's not for that.
  • Email is pretty basic. One would think MS could put out a beta that actually worked reasonably, even if without finalized extras.
  • It works fine
  • Couple of things I have noticed: Can't merge 2 or more accounts into a single inbox.  Can't print and no way to manage junk mail.  I do understand this is a work in progress and some of this will change.    
  • What I did as a workaround for this (Mail crashes when I try to add Gmail in addition to my default Outlook mail for some reason) was to forward all my email from Gmail to the main Outlook (hotmail) account.  That way I'm just using it as my only email address on my phone.  Exchange will not add my work email no matter what I try.  The app just crashes (self-signed certificate is probably the issue).
  • I like the app, but I've run into an issue were an account I delete, will not stay deleted.  Originally my MS account was tied to my Gmail address.  I slowly have moved over to my Outlook email, and have stopped using Gmail.  The mail app automatically adds my MS Gmail account (I assume because thats the one I have sign into Windows with, and is tied to the Insider Program) and I manually add the Outlook account. I delete the Gmail account, and the next time I reboot, it's back.  Not a big issue, just something I've noticed.
  • 7 versions?? Will my SP3 be able to run a W10 mobile app and vice versa? And will a W10 program for my SP3 run a W10 phone? Posted via the Windows Central App for Android on my BlackBerry Passport
  • What part of "universal apps" did you miss?
  • So I can install Bluestack on a Win10 phone and run android apps? Posted via the Windows Central App for Android on my BlackBerry Passport