In this article, we will show how to set up a Gmail Account in Microsoft Outlook 2016. You can add a Gmail account to Outlook when launching the app for the first time or at any time you use it. By the time of writing this article, Outlook 2016 is not the latest and greatest email client from Microsoft. Outlook 2019 is already out and there are some minor changes in how to add a Gmail account to Outlook. Still, the main idea is mostly the same, so after reading this article you will be all set to add a Gmail account to Outlook 2013, 2016, or Outlook 2019.
How to Configure a Gmail Account to Use it in Outlook?
Gone are the days when users had to go through a long list of different settings, manual port configuration, and other. Modern Outlook versions are capable of quickly pulling the necessary settings to set up your Gmail account in Outlook. Still, sometimes you may need to manually configure your Gmail account and make sure it is properly configured to use in Outlook.
All the default settings should work fine with Outlook, but we will cover what you need to check just to make sure you won’t have any trouble when connecting Gmail to Outlook.
- On your computer, launch any preferred browser and go to Gmail website. Log in with your account;
- You need to open Gmail’s settings and make sure it is properly configured. Locate the gear icon in the top-right corner;
- Click on the Forwarding and POP/IMAP tab;
- Make sure you have IMAP protocol enabled in the IMAP Access Settings. You can enable POP, but we do not recommend using this outdated protocol. Stick to IMAP like the rest of the modern world. Surely enough, if you want or need POP, make sure the corresponding options are enabled.
That is everything you need to do to make sure your Gmail Account is properly configured for Outlook.
How to Set up Gmail in Outlook 2016?
First, you need to choose which protocol to use–POP or IMAP. When you choose IMAP, all your mails are in sync with the Gmail server, and all the changes you do apply to all the devices you have. Also, IMAP allows you to sync mailbox in real-time and receive emails in Outlook when they arriving 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 won’t be synchronized in real-time—they will be downloaded by the Outlook client with the frequency you specified.
If you do not know what to choose, simply stick with IMAP. Now let us go through the process of setting up a Gmail account in Outlook manually for both protocols.
Gmail POP3 Settings in Outlook 2016
- On the first window, select Manual Setup. Next, choose POP or IMAP;
- 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 smtp.gmail.com;
- After you fill in all the necessary information including username and password, you will see the button More Settings become available. Click it to configure POP Gmail in Outlook;
- In the new window, go to Outgoing Server tab and place a checkmark next to the option called My outgoing server (SMTP) requires authentication. 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 on the This server requires an encrypted connection;
- Also, you need to check on This server requires an encrypted connection (SSL) 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.
The fact is that Google considers email clients like Outlook as unsafe, because 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 differs from your Google password (see the last section of this article).
To fix this sort of problem, launch your browser and open your Gmail account, and then click on your Profile. Now, 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 this option, then go back to Outlook and check whether the app connects to your mailbox. This time all the tests must be completed successfully. Click on Finish and use your Outlook.
Tip. In case you are using Microsoft Outlook on the terminal (RDS) server, you should know that it saves some temporary files. You can clean up those Outlook temporary files with PowerShell.
Gmail IMAP Settings in Outlook 2016
Setting up a Gmail IMAP account in Outlook 2016 is the same as POP. The only difference in 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 Do not save copies of sent items. This is necessary to avoid Outlook duplicating sent mails in the Sent folder. The fact is that Outlook first sends the email, and then moves it to the Sent. But the Gmail makes it first and puts the sent email in the appropriate folder;
- Save the changes.
For your information. By the default, IMAP mailbox syncs every 30 minutes. Do note that the minimum interval for synchronizing Outlook via IMAP is 10-15 minutes. Reducing this interval can lead to problems.
Google Accounts and Two-Factor Authentication
If you have Two-Factor Authentication enabled for your Gmail account, you may 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.
Note. Follow our guide in case you are facing issues and Outlook can’t connect to your Gmail account.
Here is how to create a Gmail app-specific password 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 the new password a proper name so you can further understand its purpose. For example, Outlook 2016 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 did 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.