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How to Access Gmail with Outlook 2007 Using IMAP

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You like your email to be where your calendar is and your to-do list, too?

Outlook is your calendar, and you do already access work email in it? You fancy getting your Gmail messages in it?

Fortunately, setting up a Gmail account is easy in Outlook 2007. Incoming messages can still be archived and accessed via the Gmail web interface, of course, and outgoing mail is automatically stored there as well.

Access Gmail with Outlook 2007 Using IMAP

To set up seamless access to all your Gmail mail and labels in Outlook 2007 (you can also access Gmail with Outlook 2002 or 2003 and with Outlook 2013, of course):

  • Make sure IMAP access is enabled in Gmail.
  • Select Tools | Account Settings... from the menu in Outlook.
  • Go to the E-mail tab.
  • Click New....
  • Make sure Microsoft Exchange, POP3, IMAP, or HTTP is selected.
  • Click Next >.
  • Type your name (what you want to appear in the From: line of messages you send) under Your Name:.
  • Enter your full Gmail address under E-mail Address:.
    • Make sure you include "@gmail.com". If your Gmail account name is "asdf.asdf", make sure you type "asdf.asdf@gmail.com" (not including the quotation marks), for example.
  • Make sure Manually configure server settings or additional server types is checked.
  • Click Next >.
  • Make sure Internet E-mail is selected.
  • Click Next >.
  • Select IMAP under Account Type:.
  • Type "imap.gmail.com" under Incoming mail server:.
  • Enter "smtp.gmail.com" under Outgoing mail server (SMTP):.
  • Type your Gmail account name under User Name:.
    • If your Gmail address is "asdf.asdf@gmail.com", for example, type "asdf.asdf".
  • Type your Gmail password under Password:.
  • Click More Settings ....
  • Go to the Outgoing Server tab.
  • Make sure My outgoing server (SMTP) requires authentication is checked.
  • Now go to the Advanced tab.
  • Select SSL under Use the following type of encrypted connection: for both Incoming server (IMAP): and Outgoing server (SMTP):.
  • Type "465" under Server Port Numbers for Outgoing server (SMTP):.
  • Click OK.
  • Now click Next >.
  • Click Finish.
  • Click Close.

Now you can elegantly mark mail as spam or apply Gmail labels right in Outlook, too.

To prevent Outlook from displaying duplicate items in the To-Do Bar (one from, say, your Gmail Inbox, the other from All Mail):

  • Make sure the To-Do Bar is visible in Outlook.
    • Select View | To-Do Bar | Normal from the menu.
  • Make sure the to-do bar's task list is enabled.
    • Select View | To-Do Bar | Task List from the menu if it is not.
  • Click in the task area in the To-Do Bar to make sure it is selected.
  • Select View | Arrange By | Custom... from the menu.
  • Click Filter....
  • Go to the Advanced tab.
  • Click the Field drop-down menu under Define more criteria:.
  • Select In Folder from All Mail fields.
  • Enter "All Mail" (not including the quotation marks) under Value:.
  • Click Add to List.
  • Click OK.
  • Click OK again.

As an alternative to IMAP, you can also set up Gmail in Outlook 2007 using the simple and robust Post Office Protocol (POP).

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