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Integration of Google Gmail In Outlook 2016 Through IMAP Configuration

Chris Serrano
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Description:

The following article outlines the process of adding a Google Gmail account to Outlook 2016, both automatically and through manual IMAP configuration. 

There are two main methods to integrate a Google account in Outlook; within the Outlook client and mail setup via Windows Control Panel.

NOTE: Ports and incoming/outgoing addresses shown in this article are standard settings. This information might differ in your environment if unique ports, protocols or IMAP/SMTP addresses are used. The chart below shows the default Gmail IMAP information.

Enable IMAP Within Gmail Settings:

In order to successfully perform the integration, Gmail must have IMAP functionality enabled

  • Log in to Gmail, click the gear icon at the top-right and select "Settings"

  • Select "Forwarding and POP/IMAP"
  • Check the radial to "Enable IMAP" under "IMAP Access"
  • Click the "Save Changes" button at the bottom of the page

(Optional) Disable Two-Factor Authentication Or Generate An App Password For Mail:

If the authentication prompt shown below appears during the configuration process, your Google account could be using two-factor authentication

If this is the case, two-factor authentication can be disabled or a random app password can generated; substituting your Google account password where required

  • Alternatively, click on the following link to generate an app password specifically for mail
  • Create Google App Passwords (Link)
  • Choose "Mail" under the "Select app" dropdown

 

  • Choose "Windows Computer" under the "Select device" dropdown

  • Click "GENERATE"
  • A 16-digit alphanumeric password will be generated and ready for use

Automatic Configuration via Outlook Client:

  • Select "File" from the top ribbon in Outlook and click the "+ Add Account" button under "Account Information"


  • When the "Welcome to Outlook" windows is displayed, enter your Gmail address

  • Provide the password for your Gmail account and click "Connect"

  • Once the account setup is complete, uncheck the box next to "Set up Outlook Mobile on my phone, too." and click "OK" to close out the window

Manual Configuration via Outlook Client:

  • Input your Gmail address, select the "Advanced options" dropdown, check the box to "Let me set up my account manually" and then click the "Connect" button

  • In the "Choose account type" window, click the envelope for IMAP

  • Provide "IMAP Account Settings" information according to your environment or refer to the default information below
  • Both "Incoming mail" and "Outgoing mail" sections should already be populated with IMAP/SMTP information
  • If not there, enter "imap.gmail.com" in the "Server" entry under "Incoming mail" and set "Port" to 993
  • Select "SSL/TLS" under "Encryption method"
  • Enter "smtp.gmail.com" in the "Server" entry under "Outgoing mail" and set "Port" to 587
  • Select "STARTTLS" under "Encryption method"
  • Click "Next"

  • Provide the password for your Google account and click "Connect"

  • Once the account setup is complete, uncheck the box next to "Set up Outlook Mobile on my phone, too." and click "OK" to close out the window

Automatic Configuration via Windows Control Panel:

  • Launch the "Control Panel" and select "Mail Microsoft Outlook"

  • Click "Email Accounts..."

  • Click "New..." under the "Email" tab

  • Fill in the following fields under "Email Account":
    • "Your Name:" - semi-descriptive display name
    • "Email Address:" - Gmail address for your Google account
    • "Password:"/"Retype Password:" - Associated password for the Google account above
  • Click "Next"

  • Wait for the "Configuring" process to successfully complete and click "Next"

  • Uncheck the box to "Set up Outlook Mobile on my phone, too."
  • Click "Finish"

Manual Configuration via Windows Control Panel:

  • Launch the "Control Panel" and select "Mail Microsoft Outlook" as shown in the previous section
  • Select "Manual setup or additional server types"

  • Select "POP or IMAP"

  • Fill in the following fields:
    • "Your Name:" - semi-descriptive display name
    • "Email Address:" - Gmail address for your Google account
    • "Account Type:" - IMAP
      "Incoming mail server:" - imap.gmail.com
    • "Outgoing mail server (SMTP):" - smtp.gmail.com
    • "User Name:" - Google username (usually the same as "Email Address:")
    • "Password:" - Associated password for the Google account above
  • Select "More Settings..."

  • Under the "Outgoing Server" tab in "Internet Email Settings", check the box for "My outgoing server (SMTP) requires authentication" and select "Use same settings as my incoming mail server"

  • Fill in the following fields under the "Advanced" tab:
    • "Incoming server (IMAP):" - 993 and SSL/TLS
    • "Outgoing server (SMTP):" - 587 and STARTTLS
    • "Server Timeouts" - Long (5 minutes)
    • "Sent Items" - check the box for "Do not save copies of sent items"
  • Click "OK" and then "Next"

  • Wait for the "Test Account Settings" process to successfully complete and click "Close"

  • Uncheck the box to "Set up Outlook Mobile on my phone, too."
  • Click "Finish"

 

Product: ProfileUnity-FlexApp

Product Version: 6.7.0

 

References:

Create Google App Passwords

Disable Two-Factor Authentication On A Google Account

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