Configure a Gmail Account in Outlook 2010

January 8, 2011, By Christian Cawley

With Microsoft Outlook 2010 setup on your PC, you have access to the world’s most popular office email client, suitable for use with virtually any email account type.

As well as being suitable for use with Hotmail accounts and Microsoft Exchange email, Microsoft Outlook 2010 can also be used to view standard POP3 and IMAP email accounts.

Gmail is a very popular free email solution provided by Google. Generally accessed via a web browser, emails in a Gmail account can also be viewed in mobile devices and other clients such as Thunderbird. You can also access a Gmail account in Microsoft Outlook 2010.

Configure a Gmail account in Microsoft Outlook 2010

Setup a Standard Gmail Account in Microsoft Outlook 2010

Microsoft Outlook 2010 provides various ways of setting up an email account. These can be used to automatically setup and configure an account and provide the means for setting up a standard Gmail account manually as well as automatically.

To automatically setup your Gmail account, in Outlook go to File > Add Account and in the Auto Account Setup box enter your name and your email address and password for your Gmail or Google Mail account into the required fields.

Click Next to proceed and Outlook will attempt to configure your email server settings based on the information you have supplied. All you then need to do is click Finish to start working with the email account.

If you prefer to manually configure your Gmail account, use the Manually configure server settings or additional server types option on the Auto Account Setup screen. You should then input your name, email address, username and password, as well as the required server settings for your account type.

Setup a Gmail IMAP Account in Outlook 2010

For instance, a Gmail IMAP account should be setup with:

  • Account Type: IMAP
  • Incoming mail server: imap.gmail.com
  • Outgoing mail server (SMTP): smtp.gmail.com

(Note that if yours is a Google Mail email account, the above settings should be changed to googlemail.com.)

On the More Settings… > Outgoing Server tab check the My outgoing server (SMTP) requires authentication box and select Use same settings as my incoming mail server.

Finally for IMAP accounts, on the Advanced tab set port number for the Incoming server (IMAP) to 993 and use SSL encryption; for the Outgoing server (SMTP) use 587 and TLS encryption.

Setup a Gmail POP Account in Outlook 2010

The settings for POP accounts are quite similar; however trying to connect to one type of server when your account is configured for the other will only result in failure (you can switch your Gmail account from POP to IMAP by logging into the account in your browser and going to Settings > Forwarding and POP/IMAP).

For a Gmail POP account:

  • Account Type: POP3
  • Incoming mail server: pop.gmail.com
  • Outgoing mail server (SMTP): smtp.gmail.com

Again, use the More Settings… > Outgoing Server tab to check the My outgoing server (SMTP) requires authentication box and ensure that Use same settings as my incoming mail server is selected.

For POP accounts, the port numbers on the Advanced tab should be set to:

  • Incoming server (POP3): 995
  • This server requires an encrypted connection (SSL): checked
  • Outgoing server (SMTP): 587
  • Use the following type of encrypted connection: TLS

With these options in place, you can access your Gmail POP account in Microsoft Outlook.

Accessing a Hosted Gmail Account in Microsoft Outlook 2010

If you use Gmail for hosting your business email account, the above settings can still be used – however you must add your own email account name and password.

For instance if Ken’s Cars has signed up with Google to use the web-based email service to host its domain emails and spent the time configuring the MX settings, then the account can be setup in Outlook 2010 with the email account ken@kenscars.com. The POP or IMAP server settings remain as described above.

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