Setting Up Gmail in Outlook- A Thorough Guide

Setting Up Gmail in Outlook- A Thorough Guide

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Gmail is a popular email service brought to you by Google, and if you create a Gmail account, you are promised a lot of cool and useful features. The highlights you get are a good amount of free storage, the ability to detect spam, cancel emails, and manage your email, apps, and meetings all in one place. Another great feature of Gmail is that you can access your Gmail account in MS Outlook. Isn’t that cool?

With so much technological innovation, most businesses have started to switch to cloud computing solutions like Office 365. But that doesn’t mean you have to ditch other email providers like Gmail.

“With more than 1.5 billion active users, Gmail is one of the most widely used email clients.”

That’s another reason to stick with Gmail. But if you still want to use Outlook and don’t want to leave Gmail either, there is a way out. But before you learn how to set up Gmail in Outlook, you should know why the settings need to be done.

Reasons to set up Gmail in MS Outlook

If you are someone with multiple email accounts, setting up Gmail in Outlook can be very useful for you, the reasons are as follows:

  • With Outlook, you can easily organize multiple email accounts without much difficulty, but this is not the case with Gmail.
  • Gmail, it is quite inconvenient to organize messages and emails

You know the importance of Outlook and Gmail working together. So let’s proceed towards the setup process.

Steps to set up Gmail in Outlook

Step 1 Enable Gmail’s IMAP settings

To allow Outlook to access your email, the first step is to enable Gmail’s IMAP settings. Look at the important steps:

  • First, log into your Gmail account and go to the settings section by clicking on the ‘Gear’ icon and then click on ‘Settings’.
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  • Then click the ‘Forwarding and POP/IMAP’ option to access the IMAP settings.

click forward and pop/imap

  • Scroll down and under the IMAP Access heading, select ‘Enable IMAP’ and click ‘Save Changes’.

under IMAP access select enable IMAP and click save changes

  • Once you’ve made the necessary changes to your Gmail settings to access it in Outlook, you can sign out of Gmail and prepare to add it to Outlook.

If you have two-factor authentication enabled for Gmail

If you have enabled two-factor authentication for your Gmail account, you may need to take additional steps besides enabling the Gmail server settings. Since Outlook currently does not support two-factor codes, the connection will not be established without generating a special password in Gmail settings.

For that, here are the steps you need to apply:

  • Click on your Gmail account profile picture in the upper right corner of Gmail and select “Manage your Google account”.

go to your gmail profile and click manage your google account

  • Click on the ‘Security’ box and then click on the App Passwords option.

go to security and click on app password option

  • Enter your Gmail password to confirm it and click ‘Next’.

enter your Gmail password and click Next

  • On the next page, select the app and device for which you want to generate a password. For the app text field, enter Mail and in the device section enter Windows PC or whatever device you are using, click ‘Generate’.

select the app and device or generate

  • The application password has been generated; you need to use it in the next steps, so write it down, then click ‘Done’.

your app password has been generated and click Done

Step 2 Add Gmail to Outlook

Automatic

Once you have enabled IMAP settings, follow the steps provided to set up Gmail in Outlook

  1. Open Outlook and click ‘File’, then select the ‘Add Account’ option.
  2. A dialog will appear, enter your Gmail address and then enter your password. If you’ve enabled two-factor authentication for Gmail, you’ll need to enter the password you generated in the process above.
  3. Click ‘Next’ and Outlook will start getting the Gmail settings and test the connection. If all goes well, you will receive a congratulatory message.
  4. Click ‘Finish’ and you can now start sending and receiving Gmail within Outlook.
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manually

  1. Start Outlook and click ‘File’, then select ‘Add Account’.
  2. The ‘Add Account’ dialog will open and you will need to select ‘Manual Setup’ or ‘Additional Server Types’ and then click ‘Next’.
  3. Select POP or IMAP, then click ‘Next’.
  4. Then fill in the following information on the form:

user information

Your name: the name that people will see when they receive an email from you

Email Address: Your Gmail address

server information

Account type: IMAP

Incoming mail server: imap.gmail.com

Outgoing mail server (SMTP): smtp.Gmail.com

Information Enter

Username: Your full Gmail address

Password: Your Gmail password

  1. Click ‘More Settings’ and then click the Outgoing Server tab.
  2. Then select ‘My outgoing server (SMTP) requires authentication’ and then click ‘Use the same settings as my incoming mail server’.
  3. Select the Advanced tab
  4. Fill in the following information on the form:

Incoming server (IMAP): 993

Use the following type of encrypted connection: SSL

Outgoing server (SMTP): 465

Use the following type of encrypted connection: SSL

  1. Press ‘OK’ to exit the Internet Email Settings dialog and you will be redirected back to the Add Account dialog.
  2. Click ‘Next’ and Outlook will start testing the connection. We hope that the test will be completed successfully.
  3. If the test is successful, click ‘Close’ and then select Finish. You should now be able to send and receive your Gmail in Outlook.

Step 3 Access Gmail in Outlook

After successfully completing the above process, you will successfully add the Gmail account to your Outlook account. Also, if you have other accounts connected to Outlook, you can switch between accounts using the left sidebar.

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If you intend to reply to a message from your Outlook account that has more than one account, you can click the ‘From’ box to change the email address and select the one you want to send the reply from. Be careful not to select the wrong account when responding.

Step 4 Setting up Gmail in Outlook

Now that you’ve fully set up your Gmail account in Outlook, you might be interested in some additional Gmail settings that are important for access in Outlook.

The above process allows you to sync your Gmail with Outlook and does not involve contacts or calendar. Also, if you’ll be primarily using Gmail in Outlook, it might be best to set it as the default.

For that,

  • Go to ‘File’, select ‘Information’, click ‘Account Settings’ and then select ‘Account Settings’ from the drop down menu.
  • On the Email tab, click on your Gmail address, then select ‘Make Default’.

Connect Gmail to Outlook using TLS

If you can’t connect Gmail to Outlook using the steps above, SSL may not work, so you can configure it using TLS.

  1. Press ‘Close’ to exit the test dialog, then select ‘More Settings’ to open the Internet Email Settings dialog.
  2. Then click on the Advanced tab and make the following changes:

Outgoing server (SMTP): 587

Use the following type of encrypted connection: TLS

  1. Select “OK” to exit the Internet Email Settings dialog and return to the “Add Account” dialog.

Click ‘Next’ and Outlook will start testing the connection. This will fix the problem and you can check if you can send and receive Gmail within Outlook.

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Categories: How to
Source: HIS Education

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