Multiple accounts

Microsoft accounts and Microsoft 365 subscriptions cannot be merged, but it is possible to consolidate usage so that only one account is actively used.

Use these steps, depending on the situation:

1. Decide which Microsoft account to keep
   • Choose the account that currently has the active Microsoft 365 subscription and any important purchases or data (OneDrive, Outlook.com, Xbox, etc.).
   • The other account will eventually be closed or left unused.
2. If both accounts use the same email address
   • If sign-in shows a prompt like “Which account do you want to use?” (Work or school vs Personal), this means there are two different account types with the same email.
   • To avoid this prompt, rename the personal Microsoft account so it no longer uses the same email address:
     1. Go to the Manage how you sign in section of the Microsoft account.
     2. Add a new email alias or choose an existing alias.
     3. Select Make primary for the alias that should become the main sign-in.
   • This keeps both accounts separate but removes the conflict so only one is used for personal Microsoft 365.
3. If the accounts use different email addresses and one is a Gmail/Yahoo/iCloud sign-in
   • Accounts cannot be merged, but the email address from one Microsoft account can be reused as an alias on the other account after closing or freeing it:
     1. Sign in to the Microsoft account that will be retired.
     2. If there is no important data or purchases, close that Microsoft account following the documented close-account process.
     3. After it is closed and the email identity is free, add that email address as an alias to the Microsoft account that is being kept.
   • This allows signing in to the single remaining Microsoft account with either email address, but data and purchases from the closed account do not transfer.
4. Manage aliases on the account being kept
   • To add or remove email addresses or phone numbers on the account that will remain in use:
     1. Sign in at https://account.live.com/names/manage.
     2. Under Your info, choose Add email, Add phone number, or Remove next to an existing alias.
   • Any alias on this account can be used to sign in and shares the same password and subscription benefits.
5. After consolidation
   • Sign in to Microsoft 365 apps and services only with the chosen account (and its aliases).
   • If the other account is no longer needed and has no important data, it can be closed using the documented Microsoft account closure process.

Important limitations:

• Microsoft does not support merging two Microsoft accounts’ data or purchases.
• Deleting an alias that is a Microsoft-owned domain (like @hotmail.com, @outlook.com, @live.com, @msn.com) is permanent and that alias cannot be attached to any Microsoft account again, so aliases should be removed only when certain they are no longer needed.

References:

• Which account do you want to use?
• Change the email address or phone number for your Microsoft account
• I realize I have 2 different accounts. How do I combine the 2? - Microsoft Q&A
• Deleted hotmail email address from account - can I get it back? - Microsoft Q&A
• About accounts in Office