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How to Access Gmail with Outlook

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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. 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 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):

  • 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.

Access Gmail with Outlook Using POP

To set up access to a Gmail account in Outlook 2007 (you can also access Gmail with Outlook 2002 or 2003, of course):

  • Make sure POP access is turned on for your Gmail account.
  • 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 as you want it to appear in outgoing email under Your Name:.
  • Enter your Gmail address under E-mail Address:.
  • Type your Gmail password under both Password: and Retype Password:.
  • Make sure Manually configure server settings or additional server types is not checked.
  • Click Next >.
  • Click Finish.
  • Now click Close.

Using the Send/Receive toolbar item, you can immediately download new messages in your Gmail account to your Outlook Inbox.

If Automatic Configuration of Your Gmail Account Fails

If Outlook was not able to configure your Gmail account automatically, you can still do it manually:

  • Follow the first 9 steps above.
  • Make sure Manually configure server settings or additional server types is checked.
  • Click Next >.
  • Make sure Internet E-mail is selected.
  • Click Next >.
  • Make sure POP3 is selected under Account Type:.
  • Enter "pop.gmail.com" under Incoming mail server:.
  • Type "smtp.gmail.com" under Outgoing mail server (SMTP):.
  • Enter your Gmail user name (the part of your Gmail address preceding "@gmail.com") under User Name:.
  • 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.
  • Go to the Advanced tab.
  • Make sure This server requires an encrypted connection (SSL) is checked under Incoming server (POP3):.
  • Verify Outlook has entered "995" under Incoming server (POP3):.
  • Select Auto under Use the following type of encrypted connection: for Outgoing server (SMTP):.
  • Click OK.
  • Click Next >.
  • Now click Finish.

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