In this article, we are going to show you how to set up Microsoft Outlook 2016 with Gmail. After MS Office Outlook installation you will see a welcome screen, so you need to add your email account there. So let’s start and run Outlook!
Prepare Your Gmail Account to Access from Outlook
Before you connect your Gmail mailbox in Outlook, you need to change some settings in your Gmail account.
- Launch a browser on your computer (this is important since you won’t be able to change the following settings via the Gmail mobile apps) and go the https://mail.google.com. Sign in to your Gmail account https://mail.google.com;
- Click the gear icon in the upper right corner and select menu item Settings;
- Go to the Forwarding and POP/IMAP tab;
- If you want to use the POP3 protocol to access your inbox, select the option Enable POP for all mail (by default POP access is disabled for the Gmail accounts);
- If you want to use your Gmail account via the IMAP protocol, in the IMAP Access section, select the Enable IMAP option. Below you can choose what to do when you delete a message in the client (When I mark a message in IMAP as deleted). It is best to use the Auto-Expunge on-Immediately update the server option;
- Save the changes.
Now it is time to start setting up a connection to your Gmail account in Outlook.
How to Configure Gmail Account in Outlook 2016?
First of all, you need to choose a service to use. Choose Manual setup or additional server types and then you will get two options, but you need to choose POP or IMAP.
In that case, if you access the Gmail mailbox from different devices, it is best for you to use the IMAP protocol to connect to the mailbox. In this configuration, your e-mails will always be stored on the Gmail server. Email items, in this case, are synchronized in real time.
If you want to store all e-mails from the Gmail mailbox on a single computer, it’s 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 that you specify.
Gmail POP3 Settings in Outlook 2016
Go ahead and in the next window, you should specify your name and Gmail email address. Also, use POP3 as your account type.
After that specify incoming and outgoing mail server addresses.
Incoming mail server: pop.gmail.com
Outgoing mail server (SMTP): smtp.gmail.com
Now, enter your user name and password. Once it is done, go to the More Settings. There you need to enable authentication. To do this, just go to Outgoing Server tab and set a checkbox on the option My outgoing server (SMTP) requires authentication.
After that, go to the Advanced tab. Here you should change server TCP port numbers. Specify incoming and outgoing server port numbers like this:
Incoming server (POP3): 995
Outgoing server (SMTP): 465
Also, you need to check on This server requires an encrypted connection (SSL).
Now, you have to choose SSL from the following types of encrypted connections. Once it is done, click OK and go ahead.
Finally, you can test account settings by using an appropriate button “Test Account Settings”.
As you can see now, log onto incoming mail server is failed. It’s a problem with your Gmail account settings, but don’t worry—we’ll show you how to fix it.
The fact is that Google considers such email clients as Outlook 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 is different from your Google password (see the last section of this article).
To fix this sort of problem, start your browser and access 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.
Let’s test if it works. This time all tests must be completed successfully. So, just click on Finish and use your Outlook, which is already synchronized with your Gmail account.
Tip. In case you are using Microsoft Outlook on the terminal (RDS) server, you should know that it’s saving temporary files. You can clean up those files by following this guide.
Gmail IMAP Settings in Outlook 2016
Run Outlook 2016, press the File tab and select Account Settings. Here you can add a new email account or edit the existing one.
Select IMAP as your account type. And add the following mail server settings:
Incoming mail server: imap.gmail.com
Outgoing mail server (SMTP): smtp.gmail.com
Specify your logon name (firstname.lastname@example.org) and password. Then press on the More settings button.
Go to the Outgoing server tab and select the checkbox My outgoing server (SMTP) requires authentication and check on Use same settings as my incoming mail server.
Now go to the Advanced tab and specify the following settings:
Incoming server (IMAP): 993
Incoming server encrypted connection: SSL
Outgoing server (SMTP): 465
Outgoing server encrypted connection: TLS
Select the checkbox Do not save copies of sent items. This is necessary in order to make Outlook not duplicating sent email 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.
Save the changes.
By default, IMAP mailbox synchronization is performed every 30 minutes. Please 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 Outlook won’t accept your password, you can disable Google Two-Factor Authentication (not recommended) or generate an app password for Outlook.
To increase your Google account security, you can enable 2-step verification for your Gmail account. In this case, you can get errors and permanent password prompts in Outlook. In this case, instead of using your Google account password, you need to create and use an app-specific password.
To create and get an app-specific password to access Gmail mailbox via Outlook:
- Go to the Gmail security settings (https://security.google.com/settings/security/apppasswords);
- Enter your login and password;
- In the following window in the drop-down list select Other (custom name);
- Type “Outlook” to understand in the future for which application the password is created and click Generate;
- An app-specific password is a password of 16 characters separated into groups of 4 characters. Important to mention that in the Outlook 2016 client you need to enter the password without spaces. Even better, if you’ll copy it using the clipboard (the spaces will disappear themselves);
- Use this password instead of the Gmail (Google) password when configuring Outlook.
Now your Outlook can connect to the Google mail with 2-step verification enabled.
To disable Two-Factor Authentication (NOT RECOMMENDED) go to the following link and select turn off 2-Step Verification (https://myaccount.google.com/signinoptions/two-step-verification).
That’s all! If you have any troubles during set up Gmail in Outlook 2016, feel free to leave your comments in the section below.