June 29, 2020

ADDING YOUR GMAIL (G SUITE) ACCOUNT TO MICROSOFT OUTLOOK

Introduction: POP3 vs. IMAP – Read This First!

You can configure a G Suite / Gmail account in in Outlook using one of two methods of connecting to the server, called POP3 and IMAP. Each method has unique features, so it’s important to select the right method for how you typically use your e-mail. The lists below outline the differences between the two methods.

POP3

POP3 is the “one-way” method of downloading your e-mails from the e-mail server. Outlook will check the server for new mail, make a copy of any new messages, and download these copies to your computer. This means:
- If you delete an e-mail message from Outlook, or move the message to another folder, the original e-mail remains in your inbox on the server.
- If you use multiple devices to access your e-mail, the e-mail messages you send / delete on one device will not be sent or deleted on your other devices.

IMAP

Like POP3, accounts set up using IMAP check the mail server for new messages and download copies of these new messages to Outlook. However, IMAP also sends information from Outlook back to the e-mail server. For example, if you create a new mail folder in Outlook, the same folder will be created on the e-mail server, and any e-mails you send from Outlook will also be accessible from the “Sent” folder on the server.
- For this reason, IMAP is a much better choice if you access your e-mail from multiple devices, as any changes made on one device will be communicated to the server, and other devices be updated to reflect these changes.

In general, it is important to note that POP3 and IMAP accounts are not compatible with each other. That is, e-mail messages that were downloaded using POP3 cannot be moved into a folder belonging to an IMAP account and vice versa.

If you have any questions about which method is best for your situation, give us a call at 218-733-3936 and we will be happy to make some recommendations!

Part 1: Configure Gmail Settings for Accessing Mail via Outlook

NOTE: If Faster Solutions set up your Gmail / G Suite account on your behalf, these Gmail options have already been configured for you and you may skip to Part 2.

1. 1.1: Log into the Gmail account you wish to add to Outlook at https://mail.google.com.

1. 1.2: Click the “Gear” icon in the upper right-hand corner, and select “Settings” from the drop-down menu.
  1. 1. 1.3: Select the “Forwarding and POP/IMAP” tab.
  1. 1. 1.4: Under the section titled “IMAP Access,” select “Enable IMAP.” (If IMAP is already enabled, then you’re all set!)
  1. 1.5: Click “Save Changes.”
  Part 2: Add Gmail Account to Outlook
  1. 1. 2.1: Open Microsoft Outlook.
  1. 1. 2.2: Select “File” in the upper left-hand corner. This should open a screen titled “Account Information.”
  1. 1. 2.3: Click the small “Add Account” button with a green plus sign. The “Add Account” wizard will open.
  1. 1. 2.4: Before you enter any information, select the “Manual setup or additional server types” option and click Next.
  1. 1. 2.5: On the “Choose Service” screen, select “POP or IMAP” and click Next.
  1. 2.6: On the “POP and IMAP Account Settings” screen, enter the following information in each field:
  1. 1. 2.6A: User Information:
      1. Your Name: Your name as you would like it to appear in e-mails you send.
      2. E-Mail Address: The full e-mail address you would like to add to Outlook.
  1. 1. 2.6B: Server Information:
      1. TO ADD AN ACCOUNT AS IMAP:
        Account Type: Select “IMAP” from the drop-down menu.
        Incoming Mail Server: imap.gmail.com
        Outgoing Mail Server (SMTP): smtp.gmail.com
      2. TO ADD AN ACCOUNT AS POP3:
        Account Type: Select “POP3” from the drop-down menu.
        Incoming Mail Server: pop.gmail.com
        Outgoing Mail Server (SMTP): smtp.gmail.com
  1. 1. 2.6C: Logon Information:
      1. User Name: Your FULL e-mail address, e.g., sender@gmail.com
      2. Password: The password you use to log in to your Gmail account.
        Be sure to check the “Remember password” checkbox.
  1. 2.6.1: POP3 ACCOUNTS ONLY!
    1. If you have an existing POP3 account configured in Outlook, you will see section labeled “Deliver new messages to:” with the options of “New Outlook Data File” and “Existing Outlook Data File.” If you would like your new Gmail account to deliver its messages to the same folder as your existing account, select “Existing Outlook Data File,” click “Browse,” and select the Outlook Data File for your account. This should be the Data File that automatically appears when you click “Browse,” and should contain your e-mail address in the file name. If this is not the case, look here for some guidance: How to Locate, Move, or Back Up your Personal Folders
  1. 2.7: Then, click “More Settings…” in the lower right-hand corner. A window titled “Internet E-mail Settings” will open.
    1. 2.7A: Select the “Outgoing Server” tab.
      1. Check the box labeled “My outgoing server (SMTP) requires authentication.
      2. Select the option for “Use same settings as my incoming mail server.”
    2. 2.7B: Then, select the “Advanced” tab.
      1. Under Server Port Numbers, enter or confirm the settings below:
        Incoming server: 993 for IMAP accounts / 995 for POP3 accounts
        Use the following type of encrypted connection: SSL
        Outgoing server (SMTP): 587
        Use the following type of encrypted connection: TLS
      1. IMAP ONLY: Under Root File Path, enter [Gmail]
      2. POP3 ONLY: Under “Delivery”, UNCHECK “Leave a copy of messages on the server.”
  1. 2.7C: Once you have confirmed these settings, click “OK.” You should be returned to the previous window, “POP and IMAP Account Settings.”
    1. 2.8: Click “Next”. Outlook will initiate a test of your e-mail settings. The results of the test will be displayed in a small pop-up window.
    1. If all settings are correct, you should quickly see a message saying, “Congratulations! All test completed successfully. Click Close to continue.” Close the window and Outlook will begin importing your e-mail messages!
    1. If the Account Settings Test fails, see below for troubleshooting tips.
    Other Account Configuration Tips
    - To use your existing e-mail signature for your Gmail account, select File -> Options, then select Mail from the Options window. Under “Compose messages,” click Signatures… Select your Gmail account from the drop-down menu labelled “E-Mail Account.” Then, under the menu labeled “New Messages,” select an existing e-mail signature to set as the default signature for the account.
    Common Account Errors and Troubleshooting Tips:
    1. E1: After clicking “Next” to test the Account Settings, a pop-up window appears requesting a User Name and Password for imap.gmail.com.
      1. This means that the username and password you have entered are not correct. Double-check the following information:
        Your username is your FULL e-mail address, e.g., sender@gmail.com.
        Your password is the password you use to log on to Gmail in your web browser — this may be different than the password you used for your Faster Solutions e-mail.
    1. E2: Error Message: “Send test e-mail message: Your server does not support the connection encryption type you have specified. Try changing the encryption method. Contact your mail server administrator or Internet service provider (ISP) for additional assistance.”
      1. This means that you may have selected the wrong encryption type for the Outgoing Server, or may have entered the server port number incorrectly. See Step #2.7 and #2.7B and ensure the information you entered matches these settings.
    - E3: Error Message: “Log onto incoming mail server (IMAP): The connection to the server was interrupted. If this problem continues, contact your server administrator or Internet service provider (ISP).”
      - This typically means that you need to double-check the settings of your Gmail account as described in steps #1.1 – #1.5 above. This same error message can also occur due to an incorrect username / password as described in E1. If you continue to receive this error message after double-checking the settings of your Gmail account, please contact Faster Solutions at service@fastersolutions.com.
    - E4: Error Message: “Log onto incoming mail server (IMAP): The connection to the server failed.”
      1. This typically means that the incoming mail server address was not entered correctly. Review the information in step #2.6B and confirm that the information you entered matches exactly. It may also indicate an issue with your internet connection itself.