MynaG's Bits n Bytes

11 Jun, 2013

Send & receive Gmail with Microsoft Outlook 2003/2007

Posted by: mynag In: Internet|Solutions & Tips|Solutions & Tips|Windows

We all love free web mails like Gmail and how you can access your emails easily anytime, anywhere with an internet browsers on various devices such as computers or tablets or your mobile without the need of a specific mail application.

However, if you have Microsoft Outlook installed on your computer, I would strongly recommend you to make full use of that instead of the internet browser to read your Gmail. Microsoft Outlook is a very good mail specification written specifically to let you access, read and write organize your emails easily and with many more functionalities that the Gmail web interface do not offer, it would be a waste not to use Outlook for accessing your Gmail emails. There are many advantages in using a powerful email application like Outlook to not just send and receive Gmail emails but also to manage your emails easily.

So, let’s see how we can access your Gmail emails with Microsoft Outlook.

To do that, you would need to decide whether to use POP or IMAP. Both have their pros and cons.

Access Gmail emails using IMAP

  1. First, you would need to enable IMAP at your Gmail settings. To do that, login to your Gmail account at http://www.gmail.com.
  2. After login to Gmail, click on the Settings button at the top right of the Gmail page. At the drop down menu, click on Settings.gmail settings drop down button
  3. At the Settings Gmail page, click on Fowarding and POP/IMAP.gmail forwarding pop imap settings page
  4. Scroll down to the IMAP Access Section. If the Status is shown as “IMAP is disabled”, you will have to enable it. Click on Enable IMAP radio button so that it is being selected. You can leave the rest of IMAP settings as default and click Save Changes to complete the settings.
  5. Now, head over to Microsoft Outlook. At the top menu, click Tools and then at the drop menu click Account Settings…
  6. Create new Email accounts by clicking [New... ] at the Email tab.
  7. Select [Microsoft Exchange, POP3, IMAP or HTTP] and click [Next >].
  8. At the Auto Account Setup page, skip the auto setup and leave the Name and email address entry blank! Instead, click on the checkbox [Manually configure server settings or additional server types] and click [Next >].
  9. Click and select [Internet E-mail] and click [Next >].
  10. Enter the following information:User InformationYour name:  John Lennon (Enter your preferred name as seen by the receivers of your emails)

    Email Address: johnlennon@gmail.com (Enter your Gmail email address)


    Server Information
    Account Type: IMAP (click on the drop down and select IMAP)

    Incoming mail server: imap.gmail.com
    Outgoing mail server (SMTP): smtp.gmail.com

    Logon Information

    User Name: johnlennon@gmail.com (Enter your Gmail login account username)
    Password: ******  (Enter the password of your Gmail login account)
    *Tick on the Remember password

  11.  Click on [More Settings...] .
  12. Click on the [Outgoing Server] tab at the top and click and tick on the checkbox [My outgoing server (SMTP) requires authentication].Click on the [Advanced] tab at the top and key in the following:Incoming server (IMAP):  993
          Use the following type f encrypted connection: SSLOutgoing server (SMTP): 465
          Use the following type of encrypted connection: SSL
  13. Click [OK] to complete the settings.

Access Gmail emails using POP

  1. First, you would need to enable IMAP at your Gmail settings. To do that, login to your Gmail account at http://www.gmail.com.
  2. After login to Gmail, click on the Settings button at the top right of the Gmail page. At the drop down menu, click on Settings.gmail settings drop down button
  3. At the Settings Gmail page, click on Fowarding and POP/IMAP.gmail forwarding pop imap settings page
  4. Scroll down to the POP Download Section. If the Status is shown as “POP is disabled”, you will have to enable it. Click on Enable POP for all mail radio button or the Enable POP for mail that arrives from now on so that it is being selected. You can leave the rest of POP settings as default or customize them to your preference and click Save Changes to complete the settings.
  5. Now, head over to Microsoft Outlook. At the top menu, click Tools and then at the drop menu click Account Settings…
  6. Create new Email accounts by clicking [New... ] at the Email tab.
  7. Select [Microsoft Exchange, POP3, IMAP or HTTP] and click [Next >].
  8. At the Auto Account Setup page, skip the auto setup and leave the Name and email address entry blank! Instead, click on the checkbox [Manually configure server settings or additional server types] and click [Next >].
  9. Click and select [Internet E-mail] and click [Next >].
  10. Enter the following information:User InformationYour name:  John Lennon (Enter your preferred name as seen by the receivers of your emails)

    Email Address: johnlennon@gmail.com (Enter your Gmail email address)

    Server Information

    Account Type: POP(click on the drop down and select POP)

    Incoming mail server: pop.gmail.com
    Outgoing mail server (SMTP): smtp.gmail.com

    Logon Information

    User Name: johnlennon@gmail.com (Enter your Gmail login account username)
    Password: ******  (Enter the password of your Gmail login account)*Tick on the Remember password

  11.  Click on [More Settings...] .
  12. Click on the [Outgoing Server] tab at the top and click and tick on the checkbox [My outgoing server (SMTP) requires authentication].Click on the [Advanced] tab at the top and key in the following:Incoming server (POP3):  995
          *Click and tick the box: This server requires an encrypted connection (SSL)Outgoing server (SMTP): 465
          Use the following type of encrypted connection: SSL
  13. At the Server Timeouts, set it to about 5 minutes.
  14. Click [OK] to complete the settings.

 

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