How to Add Email Accounts to Android Phone

There’s no doubt that smartphones have become a part of our daily routines. A smartphone isn’t just a means to entertainment and time pass, smartphones, nowadays, are being used for businesses, productivity and for various other things. One of the ways that your smartphone can help you get more productive is to access your emails not just from one but from multiple accounts. That is why we will be covering the topic of adding your email accounts to your Android Phone. Using your Android Phone for reading and replying to emails especially from multiple accounts will surely save a lot of time.

When using an Android Phone to add email accounts, you will have plenty of options to choose from. You can use Gmail App to add multiple accounts, even Hotmail or Yahoo because Gmail allows that. You can use Outlook app to add accounts from multiple providers. You also have the option to add email accounts to the stock app as well. There are a lot of apps out there in the market but we will cover these 3 in this article.

Adding Email Accounts

Although you can add multiple accounts from various email providers in almost every email app, there are generally 2 ways that you can add your email account.

Automatically: This option basically means that all you have to do is provide your email and password and the rest will be done by the app. The accounts that can be configured automatically actually depends on the app but mostly the accounts of major webmail providers like Gmail, Yahoo, Hotmail and Live etc. will automatically be configured. Mostly, you will have to add your account manually if it’s your corporate or business email account.

Since you can’t be sure which accounts can automatically be configured, it’s advised to try to add your email account automatically. If it fails, then you can add it manually.

Manually: When you choose the option to add your account manually, it means that you will have to provide all the information yourself. This means that you will need a lot more information than just email and password for your account. Usually, you will need the incoming and outgoing server names, port numbers and some more information in order to successfully add the account manually. You will need this information only if your selected email client app isn’t capable of automatically configuring your email account.

Another, very important, information that you will need is whether you want to add your account as IMAP or POP3. If you don’t know what these are, continue reading otherwise skip the next section.

IMAP or POP3

Whenever you will try to add an account manually, you will be asked to pick whether you want to add your account as IMAP or POP3. No matter which app you use, you will need to pick these options and enter details accordingly. So, it’s important to know what these are and how they affect your account.

IMAP

IMAP stands for Internet Message Access Protocol. It’s an email protocol that lets you apply some rules to your added account. When you add your account as an IMAP account, you are basically telling the email client (your email app) to sync your changes to your webmail server. This means that whatever changes you make inside your email app, those will be reflected on your server and across all devices. Although this seems to be the perfect choice for everyone but not everyone wants to keep their changes synced across all the devices.

So, whether you want to add your account as an IMAP account depends on your needs and what you are looking for. But if you are planning on accessing and using your account from multiple devices, IMAP should be your choice.

POP3

POP3 stands for Post Office Protocol and the 3 stands for the 3rd version. This is another protocol that is used for your account to determine how it is handled by the email client (your email app). POP3, in simpler terms, provides a way of storing your emails offline. Picking POP3 as your protocol means that your emails will be downloaded to the machine and will be stored offline. Keep in mind that since you have downloaded your emails on your phone, any changes you make to them won’t be reflected back to the webmail server. POP3 also deletes your emails from the server after downloading them on your machine so keep that in mind as well. But, there’s a time limit after which it deletes your emails so don’t worry. You can also change the time limit while configuring your account manually.

This is useful for people who want to keep their business email separate from personal emails or for people who have a phone specifically for their business needs. You can just keep a copy of emails offline on your phone. It also comes in handy when you have an old account with limited space and you want to make a backup. Again, it depends on your needs and what you are looking for. So, if you think POP3 suits your needs best then select POP3 while adding your account manually.

So, these are the two protocols/options that you will have to choose from when adding your account manually to email client apps. IMAP is generally suitable for most of the users since most of us are using multiple devices to access our emails but it depends on your needs. POP3 might be suitable depending on your needs.

Adding account to Stock Email App

Note: Since the stock apps are different from manufacturer to manufacture, the names and steps might vary a little bit depending on your device and app version.

In order to add email accounts to your stock email app, follow the steps given below.

Automatically

Hotmail

Getting the password

The password you type while adding the account will depend on whether or not you have enabled the 2-step verification system for your account.

2-Step Verification Enabled

If you have 2-Step verification enabled then you will need to enter an App Password in the password field. You can get your App password by following these steps

  1. Open your browser and sign-in to your Hotmail account
  2. Click on your display picture (on the top right corner) and click View Account

  1. Select Security

  1. Select Update info under the section named Update your security info. You might have to enter your password

  1. Click more options

  1. Scroll down and select Create a new app password under the App passwords section

  1. It will automatically generate a new password for you
  2. Copy or note this app password somewhere

2-Step Verification Disabled

If your 2-Step verification system is disabled for your account then you will need to enter your email account’s password in the password field and it will work.

 

Once you are done, follow the steps given below to add your account automatically to the stock email app

  1. Open the email app from your phone
  2. Enter your email address
  3. Enter the password (email account password if 2-step verification is disabled otherwise use the 16 digit code).
  4. Click Next

 

  1. Select the inbox check frequency from the drop down menu. You can tweak other options as well if you want like getting notifications when an email arrives. Once you are done, click Next

  1. Once it verifies your email and password, enter the username you want to use for your app and emails.
  2. Click Next

  1. That’s it. You have added your account to the email stock app

 

You can use the same approach to add other account like Gmail or Yahoo account to your email stock app. The steps for adding other accounts and configuring them automatically will be the same for all other accounts.

However, you might need to keep an eye on which password to use. The general rule is, your regular email account password will work if 2-Step Verification is Disabled on your account. If your email account password doesn’t work despite the 2-Step Verification being Disabled then that means you have to turn on the “Allow less secure apps” option from your account. The name “Allow less secure apps” vary from account to account but you will recognize that it’s the same option. On the other hand, if your 2-Step Verification is Enabled then use the 16 digit code generated from the account instead of your email account password. You can access these options from your account’s Security settings.

Manually

The information that you require for manually adding the account is a little different than the information required for automatic configuration.

Things needed to add account via Manual Configurations

The exact information that will be required to add your account manually.

  1. Email address
  2. Password (see Getting the password in the above section)
  3. Incoming Server Name
  4. Outgoing Server Name
  5. Protocol (IMAP or POP3)
  6. Port Numbers

For IMAP

Once you have all this information, you can add your Hotmail account to the email app. Follow the steps given below

  1. Open your Email app
  2. Enter your email address
  3. Enter your password (email account password if 2-step verification is disabled otherwise use the 16 digit code).
  4. Press Manual Setup

  1. Select IMAP

  1. Enter the IMAP This should be e.g. imap-mail.outlook.com, imap.gmail.com and imap.mail.yahoo.com for Outlook, Gmail and Yahoo, respectively.
  2. Enter the Port number. This should be 993
  3. Select Security type. This should be SSL/TLS or just SSL or TLS (if there is no SSL/TSL type).
  4. Press Next

  1. Enter the SMTP This should be e.g. smtp-mail.outlook.com, smtp.gmail.com and smtp.mail.yahoo.com for Outlook, Gmail and Yahoo, respectively.
  2. Enter the Port number. This should be 587 or 465 (you can try with both and see which one works)
  3. Select Security type. This should be SSL/TLS or just SSL or TLS (if there is no SSL/TSL type).
  4. Check the option that says Require sign-in
  5. Click Next

  1. Select the inbox check frequency from the drop down menu. You can tweak other options as well if you want like getting notifications when an email arrives. Once you are done, click Next
  2. Once it verifies your email and password, enter the username you want to use for your app and emails.
  3. Click Next

  1. That’s it. You have added your account manually to the email stock app

For POP3

The steps for adding your account with POP3 are given below

  1. Open your Email app
  2. Enter your email address
  3. Enter your password (email account password if 2-step verification is disabled otherwise use the 16 digit code).
  4. Press Manual Setup

  1. Select POP3

  1. Enter the POP3 This should be e.g. pop-mail.outlook.com, pop.gmail.com and pop.mail.yahoo.com for Outlook, Gmail and Yahoo, respectively.
  2. Enter the Port number. For the POP3, you should write 995.
  3. Select Security type. This should be SSL/TLS or just SSL or TLS (if there is no SSL/TLS option).
  4. Select the most suitable option from the drop down menu of Delete email from server
  5. Press Next

  1. Enter the SMTP This should be e.g. smtp-mail.outlook.com, smtp.gmail.com and smtp.mail.yahoo.com for Outlook, Gmail and Yahoo, respectively.
  2. Enter the Port number. This should be 465 or 587 (you can try with 465 and if it doesn’t work then check 587)
  3. Select Security type. This should be SSL/TLS or just SSL or TLS (if there is no SSL/TLS option).
  4. Check the option that says Require sign-in
  5. Click Next

  1. Select the inbox check frequency from the drop down menu. You can tweak other options as well if you want like getting notifications when an email arrives. Once you are done, click Next
  2. Once it verifies your email and password, enter the username you want to use for your app and emails.
  3. Click Next

  1. That’s it. You have added your account manually to the email stock app

Adding Account to Gmail App

Adding the account to Gmail App is very similar to adding the email to stock email app. The latest Gmail app lets you add email accounts from other webmail providers like Yahoo and Hotmail etc. So, you can use your Gmail app for adding those accounts too. In fact, these accounts will automatically be configured by Gmail app.

Since the steps are almost the same for adding other accounts, we will only be adding a Yahoo account. The steps for adding Hotmail or other email accounts will be similar to that.

Automatic Configuration

Yahoo

Getting the password

The password you type while adding the account will depend on whether or not you have enabled the 2-step verification system for your account.

2-Step Verification Enabled

If you have 2-Step verification enabled then you will need to enter an App Password in the password field. You can get your App password by following these steps

  1. Go to yahoomail.com and sign in
  2. Click on the settings button (on the top right corner) and click Account Info

  1. Select Account Security
  2. Select Manage app passwords

  1. Select Other from the drop down list that says Select your app and name it whatever you want. It doesn’t matter
  2. Click Generate
  3. Copy or note this app password somewhere

2-Step Verification Disabled

If your 2-Step verification system is disabled for your account then you will need to enter your email account’s password. But you need to enable the Allow apps that use less secure sign in option for your account.

Follow the steps given below to enable this option (if it isn’t already)

  1. Go to yahoomail.com and sign in
  2. Click on the settings button (on the top right corner) and click Account Info

  1. Select Account Security
  2. Enable the Allow apps that use less secure sign in

Now follow these steps to add your Yahoo account to Gmail app with automatic configurations

  1. Open your Gmail app
  2. Click on the 3 bars on the top left corner or swipe left

  1. Select your name/email address
  2. Select Add Account

  1. Now you should be able to see the options for adding various different accounts. Select Yahoo

  1. You will be brought to the Yahoo’s sign in page
  2. Enter your email address

  1. Enter your password. Check the Getting the password section above if you aren’t sure which password to use
  2. Click Next

  1. The app will require permission to access your account. Select Yes when it asks
  2. Now you will be shown a few options for the account like sync frequency etc. Just select the options as per your requirement and select Next

  1. Select your name that you want to appear on outgoing mails
  2. Click Next

That’s it, Gmail will automatically configure your account and bring in the settings needed for your account. You can add more accounts if you want by following the above steps again. The steps for adding Hotmail or any other account are the same.

Manual Configuration

The steps and information required for adding your account manually to the Gmail app are quite similar to that of the Email stock app.

Things needed to add account via Manual Configurations

The exact information that will be required to add your account manually.

  1. Email address
  2. Password (see Getting the password in the above section)
  3. Incoming Server Name
  4. Outgoing Server Name
  5. Protocol (IMAP or POP3)
  6. Port Numbers

Yahoo

Getting the Password

If you aren’t sure which password to use, you can check the section Getting the Password in the automatic section above.

 

Now follow the steps given below to add your account manually.

  1. Open your Gmail app
  2. Click on the 3 bars on the top left corner or swipe left

  1. Select your name/email address
  2. Select Add Account

  1. Now you should be able to see the options for adding various different accounts. Select Other

  1. Enter your email address
  2. Select Manual Setup

  1. Select Personal (IMAP) and select Next

  1. You will be redirected to the Yahoo sign in Enter your email address again and select next

  1. Enter your If you aren’t sure which password to use then you can check the Getting the Password section above.
  2. Select Sign in

  1. Gmail will ask for permission to access Yahoo. Select Agree

  1. Now select your Server name. This should be e.g. imap-mail.outlook.com, imap.gmail.com and imap.mail.yahoo.com for Outlook, Gmail and Yahoo, respectively.

  1. Click Next
  2. Enter your SMTP server name. This should be e.g. smtp-mail.outlook.com, smtp.gmail.com and smtp.mail.yahoo.com for Outlook, Gmail and Yahoo, respectively.
  3. Turn on Require sign in
  4. Click Next

  1. Check settings. You can change these settings like sync frequency etc. as per your requirements.

  1. Click Next
  2. Select this is just a name that will appear on your messages so you can pick whatever you want. It won’t affect your account setup procedure
  3. Click Next

 

Once you are done, your account will be added to the Gmail app.

For POP3

The steps for adding an account with POP3 protocol are given below.

  1. Open your Gmail app
  2. Click on the 3 bars on the top left corner or swipe left

  1. Select your name/email address
  2. Select Add Account

  1. Now you should be able to see the options for adding various different accounts. Select Other

  1. Enter your email address
  2. Select Manual Setup

  1. Select Personal (POP3) and select Next

  1. You will be redirected to the Yahoo sign in page. Enter your email again and select next

  1. Enter your If you aren’t sure which password to use then go to the Getting the Password section above.
  2. Select Sign in

  1. Gmail will ask for permission to access Yahoo. Select Agree

  1. Now select your Server name. This should be e.g. pop-mail.outlook.com, pop.gmail.com and pop.mail.yahoo.com for Outlook, Gmail and Yahoo, respectively.
  2. Select the option when you want your emails to be deleted from server
  3. Click Next

  1. Enter your SMTP server name. This should be e.g. smtp-mail.outlook.com, smtp.gmail.com and smtp.mail.yahoo.com for Outlook, Gmail and Yahoo, respectively.
  2. Turn on Require sign in
  3. Click Next

  1. Check settings. You can change these settings like sync frequency etc. as per your requirements.
  2. Click Next

  1. Select the name for your account. It can be anything you want
  2. Click Next

That’s it. Once you are finished, the app will verify the information and your account will be added. You can add any POP account to your app by following the above steps.

Adding Email Account in Outlook

Another very common way of adding your email account to your Android phone is the use of Outlook app. Yes, the Outlook that you used on your Desktop has an Android and iOS app available in the market. Although it lacks some features but it certainly is a very good way of managing emails and delivers more than enough features to be considered as a productive app.

Automatic Configuration

The process of adding your account with automatic configuration is very simple and is similar to other apps. You can add Yahoo, Gmail, Hotmail, Live and various other accounts to configure your account automatically. In fact, you will see the list of webmail providers while typing your email address (covered later in this section). Even if your webmail provider isn’t in the list mentioned there, try to add it anyways. If it fails, then switch to the manual configuration.

So here are the steps to adding your account to Outlook automatically.

Getting the password

The password you type while adding the account will depend on whether or not you have enabled the 2-step verification system for your account.

2-Step Verification Enabled

If you have 2-Step verification enabled then you will need to enter an App Password in the password field. You can get your App password by following these steps

  1. Open your browser and sign-in to your Gmail account
  2. Click on your display picture (on the top right corner) and click My Account

  1. Select Sign-in & Security

  1. Select App passwords. Google might ask for password confirmation

  1. Select Windows Computer from the drop down list that says Select Device
  2. Select Mail from the drop down list that says Select App
  3. Click Generate

  1. Copy or note this 16-digit code somewhere

2-Step Verification Disabled

If your 2-Step verification system is disabled for your account then you will need to enter your email account’s password in the Microsoft Outlook’s password field. But you need to enable the Allow less secure apps option for your account.

Follow the steps given below to enable this option (if it isn’t already)

  1. Open your browser and sign-in to your Gmail account
  2. Click on your display picture (on the top right corner) and click My Account

  1. Select Sign-in & Security

  1. Enable the Allow less secure apps under Connected apps & sites

 

 

Now follow these steps to add your email account to Outlook

  1. Open your Outlook app
  2. Go to Settings (the gear icon on the top right corner)

  1. Click Add Account

  1. Click Add Mail Account

  1. Enter your email address and tap Continue

  1. You will be redirected to the Yahoo sign in page
  2. Enter your email address again and tap Next

  1. Enter your password. If you aren’t sure then check the Getting the password section above.

  1. Tap Sign in once you have typed the password
  2. Now Outlook will ask for permissions. Tap Agree or Yes.

  1. Now Outlook will verify your email. Wait for it to verify

Once it is done, you can change the account settings that you want and your account will be added to Outlook.

You can use the same steps above to add other email accounts as well. The list of webmail providers that you can add automatically will appear in step 5. Keep in mind, if you can’t add your account despite writing the right password and having 2-Step Verification Disabled, make sure that you have enabled the “Allow less secure app option” from your account.

Manual Configuration

Now, while adding your account with manual configuration, you will need a little more information as compared to the automatic configuration.

Things needed to add account via Manual Configurations

The exact information that will be required to add your account manually.

  1. Email address
  2. Password (see Getting the password in the above section)
  3. Incoming Server Name
  4. Outgoing Server Name
  5. Protocol (IMAP or POP3)
  6. Port Numbers

Getting the Password

If you aren’t sure which password to use, you can check the section Getting the Password in the automatic section above.

IMAP

Follow the steps given below to add your account with IMAP

  1. Open your Outlook app
  2. Go to Settings (the gear icon on the top right corner)

  1. Click Add Account

  1. Click Add Mail Account

  1. Enter your email address and tap Next
  2. Wait for it to check. If your Outlook can’t configure your account automatically, you will see an option Setup Account Manually. Tap that option

  1. Tap the IMAP option in the Advanced section

  1. Enter your email address
  2. Enter the name you want to display on your messages
  3. Enter the description for your account. It can be anything like personal account or work account. It won’t affect your settings
  4. Enter the IMAP Host Name. This should be e.g. imap-mail.outlook.com, imap.gmail.com and imap.mail.yahoo.com for Outlook, Gmail and Yahoo, respectively. If your provider isn’t in the list then the general rule is to enter imap.domain.com or imap.mail.domain.com
  5. Enter Username. This should be your full email address e.g. john@example.com. You can enter both “John” part of your email address or complete email address.
  6. Enter the password. If you aren’t sure then check the Getting the password section above.

  1. Enter the SMTP Host Name. This should be e.g. smtp-mail.outlook.com, smtp.gmail.com and smtp.mail.yahoo.com for Outlook, Gmail and Yahoo, respectively. If your provider isn’t in the list then the general rule is to enter smtp.domain.com or smtp.mail.domain.com
  2. Enter Username. This should be your full email address e.g. john@example.com. You can enter both the “John” part of your email or the complete email address.
  3. Enter the password. If you aren’t sure then check the Getting the password section above.
  4. Tap the tick on the top right corner. Wait for it to verify.

  1. Once the verification is done. Follow any additional on-screen instructions and you should be done

POP3

Outlook for Android and iPhone doesn’t support the POP3 accounts yet. But these are planned of getting released later on.

Other Accounts

By following the steps given above for the IMAP, you can add other email accounts pretty easily. The steps will be the same for other accounts as well. The only thing different for other accounts will be the email address

 

 

Bill Wilson
Bill is a certified Microsoft Professional providing assistance to over 500 remotely connected employees and managing Windows 2008 to 2016 servers.

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