How to change your email address

Changing your email address can seem simple until you realize how much of your professional life depends on it. From client communications to logins and subscriptions, your email is a digital anchor. Whether you’re updating your address for security, rebranding, or a new job, doing it correctly means keeping your data, contacts, and conversations intact.

The process varies depending on your provider — Gmail, Outlook, or another platform — but the principle stays the same: update your details safely, redirect messages efficiently, and keep communication seamless. Here, you’ll learn how to manage the switch across major email services, migrate your data, and stay connected without missing a single message.

How to change your email address in Gmail

If you’re wondering “can I change my Gmail email address?” or “can you change your email address on Gmail?” the answer depends on the type of Gmail account you have.

For personal Gmail accounts ending in @gmail.com, you generally can’t edit your existing address. Instead, you’ll need to create a new Gmail account, then migrate your old data and set up forwarding so you don’t lose any messages.

For Google Workspace or business accounts, administrators can usually update usernames and aliases directly.

1. Go to Google account settings

Open your Google Account by clicking your profile photo, then select Manage your Google Account.

2. Select personal info

In the left sidebar, click Personal Info and scroll to Contact Info → Email.

3. Check edit options

Click your current address. If your account allows it, you’ll see an option to Edit or Add alternate email.

4. Verify your new email

Enter your new address, then follow the link Google sends to confirm.

If your address can’t be changed (for most users with @gmail.com), follow the steps below to set up your new account and migrate everything across.

How to transfer emails and contacts to a new Gmail address

You can bring your messages, contacts, and even labels over to your new Gmail inbox using Google’s import tools.

1. Open your old Gmail account: Go to Settings → See all settings → Accounts and Import.
2. Select “Import mail and contacts”: Click Import from another address and follow the prompts. You’ll be asked to sign in to your old account.
3. Choose what to import: Select emails, contacts, and labels as needed. The process can take a few hours depending on your inbox size.
4. Set up forwarding: Still in your old account, go to Settings → Forwarding and POP/IMAP → Add a forwarding address. Enter your new Gmail address, confirm via verification link, and turn on forwarding.

This ensures that any new messages sent to your old account land in your new inbox automatically.

Related read: Why am I not getting emails on Gmail?

How to change your email address in Outlook

Outlook and Microsoft 365 users have more flexibility. You can create aliases, change your primary email address, or add new accounts — all while keeping your old emails and calendar entries.

1. Go to Microsoft account settings

Visit account.live.com and sign in.

2. Navigate to Sign-in Preferences

Your Info → Account Info → Sign-in Preferences

Select Manage how you sign in to Microsoft.

3. Add an alias

Choose Add email and either use an existing address or create a new @outlook.com alias, then click Add username.

4. Set as primary email

Once added, click Make primary to make this your default sign-in and “From” address.

5. Update Outlook settings

In Outlook, go to Settings → Mail → Sync email to confirm your default “From” address matches the new alias.

Microsoft allows you to use multiple aliases under one account, so you don’t need to start from scratch. All your contacts, calendar events, and OneDrive files remain linked.

How to update your email address on other platforms

Changing your main email means you’ll need to update it across all the platforms that rely on it. Prioritize the following:

• Professional platforms: LinkedIn, Zoom, Slack, and Teams
• Financial accounts: Banking, PayPal, investment apps
• Subscriptions: Newsletters, memberships, or software tools
• Cloud storage: Google Drive, OneDrive, Dropbox
• E-commerce: Amazon, Etsy, or business supplier logins

Checklist for updating your email everywhere

1. Update your login and recovery details for key accounts.
2. Use your password manager to record new logins.
3. Notify your team and clients via email or shared communication channel.
4. Update your email signature to include the new address.
5. Change your contact info on your website, social profiles, and business cards.

If you use a CRM or marketing platform (like HubSpot or Mailchimp), update your sender email to maintain deliverability and brand consistency.

Related read: How to create a me.com email address

Tips for switching to a new email address smoothly

Even with automation, people might keep sending emails to your old address for months. A few proactive steps will make the transition invisible to most contacts.

It’s common to juggle more than one inbox — the average user has at least 1.86 email accounts according to Porch Group Media. That’s why managing your switch carefully matters. You want all your messages, contacts, and notifications pointing to the right place without doubling your admin.

• Set an auto-reply on your old account: Write a short, professional message letting people know you’ve updated your contact information. For example:

Subject: New email address

Thanks for your message. I’ve updated my email address to [newemail@domain.com]. Please update your records and contact me there moving forward.

Keep it live for at least 3–6 months to catch any stragglers.

• Use email forwarding: Keep forwarding active for at least six months to ensure a smooth transition period.
• Back up important data: Download your old messages before closing an account. In Gmail, use Google Takeout to export your data. In Outlook, go to File → Open & Export → Import/Export → Export to a file.
• Keep your signature consistent: Add your new address, job title, and company details. If you’re updating clients or colleagues, a new professional email signature can also be a subtle rebranding opportunity.

Changing your email address is a digital reset that helps you stay reachable, organized, and in control of your communications. It’s an opportunity to streamline your accounts and create a more professional setup that supports how you work today.

Fyxer helps professionals stay in control of their inbox, even through big transitions. From categorizing incoming emails to drafting replies automatically, we handle the admin so you can focus on what matters.

Start your free trial today at fyxer.com

Changing email address FAQs

Can I change my Gmail address without creating a new account?

Not usually. Most Gmail addresses ending in @gmail.com can’t be renamed. You’ll need to create a new account and import your data. However, if you use Google Workspace, your admin can update your address for you.

Can I change my email address on Gmail and keep all my emails?

Yes, by importing and forwarding. Create your new Gmail address, then import your old emails and contacts through Settings → See all settings → Accounts and Import. Keep forwarding active for a few months so you don’t miss anything. It’s the simplest way to move your entire inbox without losing your history or attachments.

How do I merge two email addresses?

You can’t technically merge accounts, but you can link them. In Gmail, go to Settings → Accounts and Import → Check mail from other accounts to pull messages from a secondary inbox into your main one. This lets you manage both accounts from a single login, making it easier to keep track of everything in one place.

Will my contacts and messages transfer automatically?

Only if you import or sync them. Gmail and Outlook both offer built-in tools for this. In Gmail, use the Import mail and contacts option under Accounts and Import; in Outlook, go to File → Open & Export → Import/Export. Always double-check your import settings before deleting an old account to make sure nothing’s left behind.

Can I recover my old email after deleting it?

In Gmail, once deleted, your account is usually unrecoverable after a short grace period. You can try Google’s account recovery tool to check if it’s still available. In Outlook, Microsoft may allow recovery if done quickly through your account settings or by contacting Microsoft Support. Act fast — once data is purged from their systems, it’s gone for good.

Is it better to use aliases or create a brand-new account?

If you’re changing addresses for personal branding or company updates, aliases are faster and easier. They let you send and receive messages under different names without setting up a new inbox. However, if your inbox is cluttered, or you’re moving away from an outdated domain, starting fresh gives you a cleaner, more organized start.