The Mail app on your Mac can pull in every email account you own — Gmail, Outlook, iCloud, Yahoo, and any work or school address — into one unified inbox. Here is how to add an account, plus the app-password step most people miss when their account has two-factor authentication turned on.
The fastest way: Mail > Settings > Accounts
- Open the Mail app.
- In the menu bar, click Mail > Settings (older macOS calls this Preferences).
- Click the Accounts tab, then the + button at the bottom-left.
- Pick your provider — iCloud, Microsoft Exchange, Google, Yahoo, or AOL. For anything else (a work address, a web host, most custom domains), choose Other Mail Account.
- Enter your name, full email address, and password, then click Sign In.
- Choose which apps to sync — leave Mail checked (and Contacts/Calendars if you want them) — then click Done.
Your messages start downloading immediately and the account appears in the sidebar.
The other route: System Settings > Internet Accounts
You can add the same accounts outside of Mail, which is handy if you also want Calendar and Contacts to sync:
- Open System Settings (the Apple menu > System Settings; on macOS Monterey or earlier it is System Preferences).
- Click Internet Accounts in the sidebar.
- Click Add Account, pick your provider, and sign in.
- Toggle Mail on for that account.
Both routes end up in the same place — use whichever you find first.
If sign-in fails: you probably need an app password
If your account uses two-factor authentication (2FA), your normal password often will not work in Mail. The provider makes you generate a one-time app password instead:
- Gmail: turn on 2-Step Verification, then visit your Google Account > Security > App passwords, generate one, and paste that 16-character code into Mail instead of your Google password.
- Outlook / Microsoft: if security defaults require it, create an app password under account.microsoft.com > Security > Advanced security options.
- Yahoo / AOL: generate an app password in Account Security.
iCloud accounts on a Mac you are already signed in to normally skip this step entirely.
Adding a custom or work IMAP account by hand
When you choose Other Mail Account and automatic setup cannot find the servers, Mail asks for them directly. Get these four values from your email host or IT department:
-
Incoming (IMAP) server — e.g.
imap.yourhost.com, usually port 993 with SSL. -
Outgoing (SMTP) server — e.g.
smtp.yourhost.com, usually port 465 or 587 with SSL. - User name — often your full email address.
- Password — your mailbox password (or an app password if 2FA is on).
Choose IMAP rather than POP when given the option — IMAP keeps your mail in sync across your Mac, iPhone, and the web.
Removing or pausing an account later
Go back to Mail > Settings > Accounts, select the account, and either uncheck Enable this account to pause it, or click the – button to remove it completely. Removing an IMAP account does not delete the mail from the server — it just stops showing on that Mac.
Do more with Apple Mail
- Give every message a professional footer: add an email signature in Mail.
- Write now, deliver later: schedule an email to send later.
- Sent one too soon? unsend or recall an email.
- Tame a busy inbox with rules and smart mailboxes.
Frequently asked questions
Why does Mail reject my correct password?
Almost always because the account has two-factor authentication on. Generate an app password from the provider (see above) and paste that into Mail instead of your usual password.
How many email accounts can I add?
There is no practical limit. Each account you add shows as its own mailbox in the sidebar, and the All Inboxes view combines them.
IMAP or POP — which should I pick?
Pick IMAP. It keeps your mail synced across all your devices, so an email you read on your Mac shows as read on your iPhone. POP downloads and often removes mail from the server, which breaks that sync.
My Gmail added but nothing downloads. What now?
Open Mail > Settings > Accounts, select the Gmail account, and confirm it is enabled and that Mail is checked. If it still stalls, remove the account and re-add it using an app password.
Does adding an account here also add my calendar and contacts?
Only if you leave those boxes checked during setup, or enable them later in System Settings > Internet Accounts. You can add just Mail and nothing else.
A Mac with all your email in one tidy inbox is one of the simplest upgrades to your day. If you are shopping for a dependable Mac that runs the latest macOS, browse our Apple clearance deals on tested, warrantied refurbished MacBooks and iMacs — or explore more Mac how-to guides.