Email Sync Problems

How to Synchronize Outlook 365 Across a Computer and Phone

Aamir Naveed Akram Sep 27, 2026 869 views

Question details

The user wants to synchronize Outlook 365 email accounts between a computer and a phone, and needs an explanation for an unfamiliar email address displaying random letters and numbers.

How to Synchronize Outlook 365 Across a Computer and Phone

Product: Outlook 365
Device & OS: not provided
Scenario: Setting up Outlook on multiple devices to access the same email accounts on both desktop and mobile.
Observed behavior: Email accounts added on the computer do not automatically appear on the phone. Additionally, Outlook displays a strange address formatted with letters and numbers (e.g., outlook_[random characters]@outlook.com).

Before you start

Make sure you have the exact login credentials, including the email address, password, and IMAP/Exchange server settings, for each account you intend to set up.

Solution 1Recommended

Manually Add Email Accounts to Each Device

Outlook does not automatically sync third-party email accounts across devices just by signing in. You need to manually add each account to the Outlook app on both your computer and phone.

To ensure all your emails, folders, and read statuses match, you must configure the exact same account using identical credentials on every device.

Open Outlook on your computer

Launch the Outlook 365 desktop application, navigate to 'File', and select 'Add Account' to configure your email.

Install Outlook on your phone

Download and open the Microsoft Outlook app from your phone's respective app store (Google Play Store or Apple App Store).

Add the account to your phone

Tap your profile icon in the top corner, go to Settings (the gear icon), select 'Add Mail Account', and enter the identical email address and password.

Manually Add Email Accounts to Each Device

Protocol Selection: Ensure you are using IMAP or Exchange rather than POP3, as POP3 does not synchronize email read statuses or custom folders across multiple devices.

Solution 2

Understand and Fix the Unfamiliar Outlook Alias

The outlook_[random characters]@outlook.com address is a known Microsoft behavior when using a non-Microsoft primary alias.

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Frequently Asked Questions

Why aren't my Outlook accounts syncing to my phone automatically?

Outlook only syncs accounts automatically if they are native Microsoft accounts or connected via Microsoft Cloud. Third-party IMAP or POP accounts must be added manually to the Outlook application on each individual device.

Will emails read on my phone show as read on my computer?

Yes, as long as your email account is set up using the IMAP or Exchange protocol on both devices. If the account was set up using POP3, actions like reading or deleting emails will not sync across your devices.

Is it safe to send emails from the outlook_[random characters]@outlook.com address?

Yes, it is safe, but recipients may find it confusing or mark it as spam. It is recommended to log into your Microsoft account online and change your primary alias to a standard @outlook.com address to resolve this display issue.

Outlook & Email Problems