How to Setup Gmail in Outlook 2016?

In this article, we will show how to set up a Gmail Account in Microsoft Outlook 2016. You can add a Gmail account to Outlook when launching the app for the first time or at any time you use it. By the time of writing this article, Outlook 2016 is not the latest and greatest email client from Microsoft. Outlook 2019 is already out and there are some minor changes in how to add a Gmail account to Outlook. Still, the main idea is mostly the same, so after reading this article you will be all set to add a Gmail account to Outlook 2013, 2016, or Outlook 2019.

How to Configure a Gmail Account to Use it in Outlook?

Gone are the days when users had to go through a long list of different settings, manual port configuration, and other. Modern Outlook versions are capable of quickly pulling the necessary settings to set up your Gmail account in Outlook. Still, sometimes you may need to manually configure your Gmail account and make sure it is properly configured to use in Outlook.

All the default settings should work fine with Outlook, but we will cover what you need to check just to make sure you won’t have any trouble when connecting Gmail to Outlook.

  1. On your computer, launch any preferred browser and go to Gmail website. Log in with your account;
  2. You need to open Gmail’s settings and make sure it is properly configured. Locate the gear icon in the top-right corner;
  3. Click on the Forwarding and POP/IMAP tab;gmail imap settings outlook 2016
  4. Make sure you have IMAP protocol enabled in the IMAP Access Settings. You can enable POP, but we do not recommend using this outdated protocol. Stick to IMAP like the rest of the modern world. Surely enough, if you want or need POP, make sure the corresponding options are enabled.

That is everything you need to do to make sure your Gmail Account is properly configured for Outlook.

How to Set up Gmail in Outlook 2016?

First, you need to choose which protocol to use–POP or IMAP. When you choose IMAP, all your mails are in sync with the Gmail server, and all the changes you do apply to all the devices you have. Also, IMAP allows you to sync mailbox in real-time and receive emails in Outlook when they arriving the Gmail server.

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If you want to store all e-mails from the Gmail mailbox on a single computer, it is better to use the POP3 protocol. In this case, the emails won’t be synchronized in real-time—they will be downloaded by the Outlook client with the frequency you specified.

If you do not know what to choose, simply stick with IMAP. Now let us go through the process of setting up a Gmail account in Outlook manually for both protocols.

Gmail POP3 Settings in Outlook 2016

  1. On the first window, select Manual Setup. Next, choose POP or IMAP;gmail settings for outlook 2016
  2. Fill all the necessary information in all the fields. For the Incoming mail server use pop.gmail.com and for Outgoing mail server (SMTP) use smtp.gmail.com;
  3. After you fill in all the necessary information including username and password, you will see the button More Settings become available. Click it to configure POP Gmail in Outlook;gmail pop settings outlook 2016
  4. In the new window, go to Outgoing Server tab and place a checkmark next to the option called My outgoing server (SMTP) requires authentication. Next, switch to the Advanced tab and specify the following ports: 995 for the Incoming server and 465 for the Outgoing server. Also, be sure to check on the This server requires an encrypted connection;
  5. Also, you need to check on This server requires an encrypted connection (SSL) and select SSL/TSL for Use following type of encrypted connection;setup gmail in outlook 2016
  6. Finally, you can test the account settings by using the Test Account Settings button.

At this point, logging onto incoming mail server may fail. This may indicate a problem with your Gmail account settings, but do not worry—we will show you how to fix it.

The fact is that Google considers email clients like Outlook as unsafe, because every time you access the mailbox, you need to specify your Google account password. You can allow unsafe applications to access your Gmail account or create a separate password for Outlook that differs from your Google password (see the last section of this article).

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To fix this sort of problem, launch your browser and open your Gmail account, and then click on your Profile. Now, go to the My account option. Find the Sign-in & Security section. From there, go to Connected apps & sites tab and you will see the option which says Allow less secure apps: OFF.

gmail imap settings for outlook 2016

Enable this option, then go back to Outlook and check whether the app connects to your mailbox. This time all the tests must be completed successfully. Click on Finish and use your Outlook.

Tip. In case you are using Microsoft Outlook on the terminal (RDS) server, you should know that it saves some temporary files. You can clean up those Outlook temporary files with PowerShell.

Gmail IMAP Settings in Outlook 2016

Setting up a Gmail IMAP account in Outlook 2016 is the same as POP. The only difference in that you need to choose other protocol and different ports.

  1. Start setting up a new account in the same way described above. From the Account type drop-down list, select IMAP;gmail outlook 2016
  2. Fill all the fields. For the Incoming mail server use imap.gmail.com and for the Outgoing mail server use smtp.gmail.com. After you finish filling the required information, click More Settings;
  3. Go to the Outgoing server tab and select the checkbox My outgoing server (SMTP) requires authentication. Also, leave the Use same settings as my incoming mail server option enabled;
  4. Now go to the Advanced tab and specify the following settings: Incoming server (IMAP): 993 and Incoming server encrypted connection: SSL. The Outgoing server (SMTP) should be 465 and the encrypted connection TLS;outlook 2016 gmail
  5. Place a checkbox Do not save copies of sent items. This is necessary to avoid Outlook duplicating sent mails in the Sent folder. The fact is that Outlook first sends the email, and then moves it to the Sent. But the Gmail makes it first and puts the sent email in the appropriate folder;
  6. Save the changes.

For your information. By the default, IMAP mailbox syncs every 30 minutes. Do note that the minimum interval for synchronizing Outlook via IMAP is 10-15 minutes. Reducing this interval can lead to problems.

Google Accounts and Two-Factor Authentication

If you have Two-Factor Authentication enabled for your Gmail account, you may encounter some issues and errors when setting up Gmail in Outlook 2016 and earlier. Do not disable Two-Factor Authentication. Instead, use the app-specific password.

Note. Follow our guide in case you are facing issues and Outlook can’t connect to your Gmail account.

Here is how to create a Gmail app-specific password for Outlook:

  1. Go to the Google account settings website on your computer. Log in with your account;
  2. Go to the Security tab and click App passwords;gmail pop3 settings outlook 2016
  3. From the drop-down list, select Others. Give the new password a proper name so you can further understand its purpose. For example, Outlook 2016 on my PC;add gmail to outlook 2016
  4. Press Generate. In the next window, you will see an app-specific password. It consists of 16 characters separated into groups of 4 characters;gmail in outlook 2016
  5. Copy this password and paste it without spaces in here: configure gmail in outlook 2016
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After you did this, Outlook will properly connect to your Gmail.

For your information: You do not need to generate an app-specific password if you want to set up Outlook 2019 and newer. The latest Outlook version supports Two-Factor Authentication and has zero problems connecting to your Gmail account with 2FA enabled.

Cyril Kardashevsky

16 comments

  1. Unbelievable we still have to jump through this many hoops in 2016 and that it doesn’t automatically detect settings and support 2-factor authentication… Looks like only the Android and iOS versions of Outlook get those features!

  2. I have successfully connected my Gmail account to my iPhone 6 Plus and I have been trying to connect it to Outlook 2016 on both my Windows laptop and my MacBook but no matter what I do or what advice I follow I am just not able to get connected on either of those devices. I’m not getting ‘Allow less secure apps:’ I’m only getting ‘Apps connected to your account’ and ‘Saved passwords’ on both devices.

    1. Are you using 2-factor authentication? If so, you need to set up an ‘app password’ since Outlook cannot handle 2FA.

      Even when you get it hooked up in this way, search is not very good and you still don’t have calendar or contacts sync without third party plugins (I know there is gsyncit on Windows, not sure about MacOS).

      Personally I wouldn’t even bother, there are other email clients out there that support gmail better!

  3. Hi,
    I have add my gmail account to outlook mail account(Office 2016).
    But I can’t see sent items folder or even sent mails.
    Can you please help me to sort it out

  4. Excellent instructions – information easy to follow and execute but –

    The following instruction need updating. “It’s a problem with Gmail, but don’t worry – we’ll will show you how to fix it. To fix this sort of problem, open up your Gmail account and then click on your Profile. Now, go to the My account option. In the following window you will see a lot of settings, but we need to go to Sign-in & Security. From here go to Connected apps & sites tab and you will see the option which says Allow less secure apps: OFF. What we need to do now is just enable this option.”

    Instead, instructions should be – click on the google account, circle located at the top right of the page. Click the ‘Google Account’ tab. Click on ‘security.’ Scroll down to ‘Less Secure app access’ and click ‘Turn on access.’ On the next page, click on the empty space on the right of the button causing it to the right and turn blue

  5. Using Outlook 2010.
    Followed instructions as best as I could. Some different screens in 2010 version.
    I had a non-working configuration (PoP) and deleted config before trying clean account establishment. Went thru the complete configuration 3 or 4 times and could never get the account establish. In the Gmap ..Imap in Outlook 2016, I never found a “Save” setting. I entered all server settings and after bypassing repeated pop-up screens asking for Email and password values (did not work) I closed down the account creation. Restarted account info in Outlook nd a/c was not established. What next. I was ready to establish the Google Accounts and two-factor Authentication but with no a/c established I gave up.

    By the way, I have two step authentication off in Google/Gmail.

    bob Sterbenz

  6. My Outlook/Gmail link stopped working after changing my Google password. Al attempts to restore failed. Fount your helpful article and tried to re-establish Outlook connection to Gmail. Followed your steps to connect to Gmail via Pop and IMAP Prior to starting your steps, I deleted the existing account info (My Mistake?). I went thru New Pop and new Imap installs a number of times. In every case a new Account was not created – why? I’m using MS Office 2010 on an updated Win 10 version 1903. I still get my Email via Gmail but can’t seem to connect Outlook to Email. Outlook still partially works. My saved emails in a second folder are still there. user addresses and calendar appointments are still there. No new Email.

    Is it time to give up and buy/install MS Office 365?

  7. Followed the guide step-by-step, but keep getting the error message: Something went wrong. We couldn’t connect to the incoming (IMAP) server. Please check the incoming (IMAP) server settings and try again. What can I do? Please help!

  8. Hi very good comments here. I am on Office 365 with Outlook 2016. I used a pop a/c in Outlook for decades then went to a Gmail a/c two years ago. I recently changed my Outlook a/c to an IMAP.
    I have a Gmail address only because I had to get one to set it up. No one uses my Gmail address.
    Outlook and Gmail have certain advantages so I have been running both. Seeing all my emails come to my optusnet address is there any justification in setting up Gmail in Outlook? Just that from experience I find when I start playing around in Outlook I get into a lot of strife!
    Thanks

  9. Hi, thanks for the detailed step by step guide, but still did not work for me. Approaches that did not work (pop-up message requiring password, never made it past that point):
    1. Automatic setup from outlook without touching the gmail settings (default IMAP enabled, POP disabled)
    1.1. Manual setup with POP3 settings (all combinations of the listed)
    1.2. Manual setup with IMAP settings (all combinations of the ports listed)
    1.3. Tried also both setups above by using the login without the “@gmail.com” suffix
    2. Change of gmail settings to POP enabled, all 3 approaches above
    3. Adding 2-factor authentication in google account settings, all combinations above, on top of this not working started freezing Outlook

    The only thing that worked like a charm was to setup an app-specific password in Google account settings: Go to your google account security settings and click on “App passwords” select “Mail” in apps and relevant device in devices. Then just go to Outlook/File/Add account/E-mail account, use your name, email and the copied 16 digit password generated in google app passwords and it is done in few seconds.

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