Change Windows 10 Email Account: Step-by-Step Guide

This guide walks you through changing the email account in the built-in Windows 10 Mail app—whether you want to update the password, switch to a different email address, or remove an old account entirely. You don’t need any special tools, just the sign-in details for your email provider (e.g., Gmail, Outlook, Yahoo) and your Windows 10 PC.

What You’ll Need

Your Windows 10 PC with the Mail app installed (it comes pre-installed).
The email address and password for the new account you want to add.
If you’re changing an existing account’s password, have the new password ready.
Internet connection to verify the account with your email provider.

Step-by-Step

Open the Mail app – Click the Start button (Windows logo) and type “Mail” in the search bar, then click the Mail app from the results. If you have it pinned to the taskbar, you can click it directly.
Go to Settings – In the Mail app, click the gear icon (⚙️) in the bottom-left corner of the window. This opens the Settings pane.
Open Manage Accounts – In the Settings pane, click “Manage accounts” (it’s under the “Accounts” section). This shows a list of all email accounts currently linked to the Mail app.
Choose the account to change – Click on the account you want to modify. This opens a new screen with options for that specific account.
Edit or delete the account – To change the password or sync settings, click “Edit” (or “Change mailbox sync settings” depending on your version). To remove the account entirely, click “Delete account” (you’ll need to confirm). If you’re adding a new account, skip this step and go to the next one.
Add a new account (if needed) – If you want to add a different email address, go back to the “Manage accounts” screen and click “Add account”. Choose your provider (e.g., Outlook.com, Google, Yahoo, or Other account), enter the email address and password, and follow the prompts. The app will verify the settings automatically.

After you’ve made changes, the Mail app will sync your inbox. If you edited the password, it will use the new one immediately. If you deleted an account, its emails and folders will be removed from the app (but not from the server).

Common Mistakes

Deleting instead of editing – People often click “Delete” when they only want to change the password. Double-check the option you’re choosing.
Entering the wrong password – Typing the password incorrectly (or using an old one) will cause sync errors. Make sure you have the correct, current password.
Not checking the “Other account” settings – For non-common providers (like a work email), you may need to enter incoming/outgoing server details manually. If the app doesn’t auto-detect, you’ll have to fill those in.
Forgetting that deleting the account removes local data – When you delete an account, the app removes the emails stored on your PC. If you want to keep them, back them up first.

Tips

If you’re changing your password for a security reason, update it in the Mail app as soon as possible to avoid sync errors.
Use the “Edit” option to adjust sync frequency (e.g., every 15 minutes) if you want to save battery or data.
For Gmail accounts, you may need to use an “App password” if you have two-factor authentication enabled. Go to your Google account settings to generate one.
To avoid confusion, rename your accounts (e.g., “Work” vs. “Personal”) by clicking “Rename” in the account settings.
If you’re switching to a new email provider, add the new account first, then delete the old one—so you don’t lose access to your mail during the transition.

Troubleshooting

If the change doesn’t go smoothly, try these fixes:

Account won’t sync after password change – Go to Settings > Manage accounts, click the account, and select “Sync” to force a refresh. If that fails, delete the account and re-add it with the new password.
“We couldn’t find settings” error – This usually happens for custom email domains. You’ll need to manually enter the server settings (IMAP/POP and SMTP) from your email provider’s help page.
Mail app is stuck on “Loading” – Close the app completely (right-click the Mail icon on taskbar and select “Close window”), then restart it. If that doesn’t work, restart your PC.
Old emails still showing after deleting an account – This can happen if the account is still linked to the People or Calendar apps. Go to Settings > Accounts in Windows (not Mail) and remove the account from there as well.
Can’t add a new account – Check your internet connection and make sure your email provider’s servers are up. Also, try entering the email address manually instead of using the suggested list.

Frequently Asked Questions

How do I change the email address itself (not just the password)?

You can’t change the email address of an existing account. You need to delete the old account and add a new one with the new email address.

Will deleting an account in Mail delete my emails permanently?

No. The Mail app only removes the local copy of emails. Your emails remain on the server (e.g., Gmail, Outlook) and can be accessed via webmail or other apps.

Can I have multiple email accounts in Windows 10 Mail?

Yes, you can add as many accounts as you like. Each will appear as a separate folder in the sidebar.

How do I change the sync frequency for an account?

Go to Settings > Manage accounts > select the account > “Change mailbox sync settings”. There you can adjust the frequency or set it to manual.

Why does my Gmail account require an app password?

If you have two-factor authentication enabled on Google, the Mail app can’t use your regular password. You’ll need to generate an app-specific password in your Google account security settings.

What if I don’t see the “Manage accounts” option?

Make sure you’re using the Mail app, not the Outlook app (which is a separate program). In the Mail app, the gear icon should be visible at the bottom left. If not, update the app from the Microsoft Store.

Sources: Microsoft Support. Menus and buttons can differ slightly by version. Spotted something out of date? Tell us.