How to Setup Gmail in Outlook?

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.

  1. On your computer, launch your preferred browser and go to the Gmail website. Log in with your account.
  2. 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.
  3. Switch to the Forwarding and POP/IMAP tab. setup gmail in outlook
  4. 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 You can enable POP, but we do not recommend using this outdated protocol.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

  1. Click File > Add Account. This is where the process begins.
  2. On the first window, select Manual Setup. Next, choose POP or IMAP (it is a single option). gmail imap settings outlook
  3. 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.
  4. 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. gmail pop settings outlook
  5. 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.
  6. 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. gmail pop3 settings outlook
  7. 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.

add gmail to outlook

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.

  1. Start setting up a new account in the same way described above. From the Account type drop-down list, select IMAP. gmail settings for outlook
  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. gmail outlook
  5. 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.
  6. 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:

  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. add gmail account to outlook
  3. 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. how to configure gmail in outlook
  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. how to setup gmail in outlook
  5. Copy this password and paste it without spaces in here: configure gmail in outlook

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.

I enjoy technology and developing websites. Since 2012 I'm running a few of my own websites, and share useful content on gadgets, PC administration and website promotion.
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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