How to get all your emails in one place

This article has been updated. Originally published March 12, 2019.

Consolidate your emails into a single, easily accessible location to save time. Instead of juggling multiple apps and devices, centralize your email accounts to a unified dashboard for efficient reading and organization. This guide outlines how to achieve this using your smartphone or computer.

Android Email Synchronization

Android's default email app, Gmail, excels at aggregating emails from various sources. Your primary Google account emails are automatically displayed, but you can easily add other accounts (Gmail or otherwise).

Open the Gmail app, tap the menu button (three horizontal lines, top left), select "Settings," and then "Add account." Follow the on-screen prompts, selecting your email provider (e.g., Outlook, Yahoo; choose "Other" if your provider isn't listed) and entering your login credentials.

During account setup, you can configure sync frequency and notification preferences. Once complete, you can send and receive emails through the Gmail app. Access "All inboxes" from the app menu to view messages from all linked accounts together. The search function and sent folder encompass all accounts. To access individual accounts, tap your Google account avatar (top right) and select the desired account.

iOS Email Synchronization

Similar to Gmail on Android, iOS's built-in Mail app automatically integrates emails from your Apple ID. Adding other accounts is equally straightforward.

Open the iOS Settings app, navigate to "Mail," then "Accounts," and tap "Add Account." Select your provider (Outlook, Google, or "Other"). Follow the instructions to add your account, providing your username and password. You'll be prompted to sync contacts, calendars, and other data.

[Related: How to create burner email accounts with iOS 15]

After adding the account, it appears on the "Accounts" screen, where you can adjust sync settings using "Fetch New Data." In the Mail app, "All Inboxes" displays all messages chronologically, while individual account names allow for focused message management.

Windows Email Synchronization

If you use a Microsoft account with Windows, your Outlook emails are already integrated into the Mail app. Adding other accounts is simple.

Open the Mail app (use the Start menu search if needed), click the cog icon (bottom left of the sidebar), and select "Manage accounts," then "Add account." Choose your account type or select "Other account."

Enter your login details. Once added, manage account settings (renaming or changing sync options) from the "Manage accounts" screen. Each account is listed on the left; click to view its emails. Note: This app doesn't combine all emails into a single stream. A different client may be needed for that functionality (see below).

macOS Email Synchronization

macOS's Mail app functions similarly to Windows Mail. Emails from your Apple ID are automatically included after initial setup. Adding other accounts is easy.

Open Mail, click the "Mail" menu, and select "Add Account." Choose your provider from the list, or use "Add Other Account."

Enter your login credentials and select the data to sync (contacts, calendars, etc.). After setup, emails from all added accounts will appear. The "Inbox" displays all emails; select an account name to view emails from a specific account.

[Related: How to turn on Apple Mail Privacy Protection]

Third-Party Email Clients

Many email clients offer unified inboxes. For example, Gmail's web interface imports emails from multiple accounts, syncing with Android and iOS Gmail apps.

In Gmail's web interface, click the cog icon (top right), select "See all settings," then "Accounts," and "Add a mail account." Provide your login details and optionally assign a label for easier organization. All emails are displayed in a single inbox.

Outlook for Windows and macOS manages multiple accounts, but doesn't combine inboxes like some other clients. Add accounts via "File," "Info," and "Add account." Each account appears separately in the left-hand navigation. However, Outlook on the web does offer a unified inbox. Access this by clicking the cog icon (top right), selecting "View all Outlook Settings," then "Email," "Sync email," and adding your accounts. You can choose whether to use existing folders or create new ones for each account.

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