In this article, we will show you how to setup Gmail in Outlook. You can add a Gmail account to Outlook on first time you launch the app or at any time you use the app. Outlook 2016 is no longer the newest mail client from Microsoft. There is Outlook 2019, and even Outlook 2021. That means you might encounter some minor UI and feature changes when you add a Gmail account to Outlook. Still, the main idea remains the same, which means you will be all set to add a Gmail account to Outlook 2013, 2016, 2019 or Outlook 2021.
How to Configure Gmail IMAP Settings for Outlook?
In modern versions of Outlook, regular consumers do not need to go through various email settings to setup a Gmail account in Outlook. The app can quickly get the necessary settings and add a Gmail account to Outlook. Still, sometimes you might need to manually configure a Gmail account in Outlook 2016 to send and receive emails using the most popular mail service in the world.
Again, default Outlook settings for Gmail should work for every consumer. If you encountered an error and cannot setup Gmail in Outlook, follow the instructions below.
- On your computer, launch your preferred browser and go to the Gmail website. Log in with your account.
- You need to open settings and make sure Gmail is properly configured to work in Outlook 2016. Click the button with a gear icon in the upper-right corner of the window.
- Switch to the Forwarding and POP/IMAP tab.
- Check the IMAP access section and make sure the status says “IMAP is enabled.” You can enable POP, but we do not recommend using this outdated protocol. Stick to IMAP like the rest of modern world. Sure, if you have valid reasons to use POP and you want to switch to POP, make sure the corresponding options are enabled – click Disable IMAP.
That is it. As you can see, you do not need change a lot of settings to prepare your Gmail account. All it takes to setup a Gmail in Outlook is to ensure the previously mentioned settings are on.
How to Set up Gmail in Outlook?
First, you need to choose which protocol to use–POP or IMAP. When you choose IMAP, all your mail syncs with the Gmail server and all the changes you make apply to all devices with your Gmail account. For example, you create a new mail folder and move a bunch of emails there. If you use IMAP, that folders with all its email will appear on all your devices automatically. Also, IMAP allows you to sync mailbox in real time and receive emails in Outlook when they arrive to the Gmail server.
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 will not be synchronized in real time—Outlook will be downloading your emails with the frequency you specify in the settings.
If you do not know what to choose, simply stick with IMAP. This is the best option for an average consumer who want to setup Gmail in Outlook 2016. Now let us review the step-by-step process of adding a Gmail account to Outlook 2016.
Gmail POP3 Settings in Outlook
- Click File > Add Account. This is where the process begins.
- On the first window, select Manual Setup. Next, choose POP or IMAP (it is a single option).
- 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 smpt.gmail.com.
- After you fill all the necessary information, including username and password, Outlook will show the More Settings button in the bottom-right corner. Click it to configure POP Gmail in Outlook.
- In a new window, go to Outgoing Server tab and place a checkmark next to the My outgoing server (SMTP) requires authentication option. 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 the This server requires an encrypted connection.
- Also, you need to place a checkmark next to the This server requires an encrypted connection (SSL) option and select SSL/TSL for Use following type of encrypted connection.
- 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.
Errors with Gmail accounts in Outlook 2016 appears because Google considers Outlook and similar email clients unsafe. They are safe and you do not risk your data when using them. The problem happens due to Outlook’s “nature” and underlying email handling mechanisms. 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). We recommend using the latter option to setup Gmail in Outlook.
To fix this problem, launch your browser and open your Gmail account. Click your Profile. Next, 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.
Enable that option, then go back to Outlook and check whether the app connects to your mailbox. This time, Outlook should test your Gmail account, authenticate, and connect to servers without issues. Click the Finish button and start using Gmail in Outlook 2016.
Tip. In case you use Microsoft Outlook on the terminal (RDS) server, you should know that it saves some temporary files. You can clean up those files by following this guide.
Gmail IMAP Settings in Outlook
Setting up Gmail IMAP account in Outlook is almost the same as POP. The only difference is that you need to choose other protocol and different ports.
- Start setting up a new account in the same way described above. From the Account type drop-down list, select IMAP.
- 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.
- 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.
- 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.
- Place a checkbox next to the Do not save copies of sent items option. This is necessary to avoid Outlook duplicating sent mails in the Sent folder.
- Save the changes by pressing the Ok button.
For your information. By default, IMAP mailbox syncs every 30 minutes. Do note that the minimum interval for synchronizing Outlook using IMAP is 10-15 minutes. Reducing this interval can lead to various issues.
Google Accounts and Two-Factor Authentication
If you have enabled Two-Factor Authentication for your Gmail account (you should definitely do that to ensure safety of your account), you will 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 to add a Gmail account to Outlook 2016 and older versions.
App-specific passwords are disposable, which means you can use one app-specific password only one time. Once you have set up Gmail in Outlook 2016, Google will stop accepting that password. Even if someone figures out your temporary app-specific password, they will not access your Google account.
Here is how to create an app-specific password in Gmail for Outlook:
- Go to the Google account settings website on your computer. Log in with your account.
- Go to the Security tab and click App passwords.
- From the drop-down list, select Others. Give a new password a proper name, so you can further understand its purpose. For example, Outlook on my PC.
- Press Generate. In the next window, you will see an app-specific password. It consists of 16 characters separated into groups of 4 characters.
- Copy this password and paste it without spaces in here:
After you do 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.