If you wish to access your Gmail emails in Outlook then you can do it easily via setup Gmail in the Outlook process. If you don’t know how to do it then there is nothing to worry about as we will be sharing some steps to do it.
Before we start with the steps, you should have at least one account in Outlook. If you don’t then Outlook will ask you to set up an account and then proceed with the setup process of Gmail in Outlook.
Steps to setup Gmail in Outlook
You can refer to the steps mentioned below to set up Gmail in Outlook without a problem. In order to setup Gmail in Outlook, you will first be required to activate IMAP in Gmail. After that, you can add a Gmail account to Outlook and then access your Gmail account in Outlook.
Step 1- Activate IMAP in Gmail
Firstly, You will be required to permit IMAP in the Gmail settings so that Outlook can access your mails. You should then open Gmail in the browser and sign in if required. Click on ‘settings from the top right corner.
Once you land on the ‘Forwarding and POP/IMAP’ option, you will see the settings that you need. You can select between the POP and IMAP protocols to sync the emails. No matter what the case is, you will always be required to use IMAP and click on ‘Disable POP’ so that you don’t get the same mail twice.
Check the ‘Enable IMAP’ option under the section of ‘IMAP Access’. If you have quite a few emails then you can use the ‘Folder size limits’ to control it. This will allow you to restrict the syncing of folders with a certain amount of messages.
You should know that Gmail might lock you out of the account on a temporary basis if you download lots of emails in a day. The limit has been set at 2.5 GB in a day. This is set so that there is no email abuse.
In terms of Gmail’s two-factor authentication
If you have activated the two-factor authentication then you need to take an additional step before you continue.
Outlook has no provision for two-factor codes so it will fail to connect if you don’t generate a password in the Gmail settings. In order to proceed, click on the display picture and then choose ‘My account’.
Then, You can choose the ‘Sign in and security’ option and then scroll to see the ‘App passwords’ entry. You will be asked to confirm the password before you continue. You can generate a one-time password that can be used with the apps that don’t support two-factor authentications.
You will just be asked to enter it one time so it is ok even if you don’t remember it.
Step 2- Add the Gmail account to Outlook
Now that you have granted access to other mail clients to Gmail, you can add your account to Outlook. Open Outlook and then select ‘File’ from the top left side. In the next tab, click on ‘Info’ and then choose ‘Add Account’.
Enter the Gmail ID and then click on ‘Connect’. Outlook will ask for a Gmail password in the next window and click on ‘Connect’ once you have entered it.
If you followed the steps to create an app password then enter that password as an alternative to your Gmail password.
And, If you get a failure message then ensure that you have typed your password in the approved manner. You can also click to ‘Retry’ and then see if it works or not. If you are certain that you have everything in place then you might be required to enable access to ‘less secure’ apps on your Google account.
When you come across ‘Account setup is complete’ then you can click on ‘OK’. You can uncheck the ‘Set up Outlook Mobile on my phone too’ option. This is so because you might have the Gmail app on your phone already.
If you are using an older version of Outlook then you will be required to fill in Gmail’s connection settings manually. It has been simplified in the new and latest versions. If you are asked to enter the server settings then you can Google it up to get all the information that you need.
Step 3- Access the Gmail account in Microsoft Outlook
Once you have followed the steps that we have shared with you, you can now access Gmail in Outlook. If you have a different account in Outlook then you can switch between them with the help of tabs on the left sidebar.
All you need to do is click on the arrow to expand the account and show the folders. When you respond to a message with more than a single account in Outlook then you can click on ‘From’ to switch the email address that you use to respond.
Step 4- Gmail Contacts, Calendar, and settings in Outlook
You can now access the emails and make few changes as per your preference. The steps that we have shared with you till now will only help you to sync the Gmail mail to Outlook and it doesn’t comprise of the contacts or the calendar.
After that – If you wish to move it to Outlook then you will need to export them separately.
And If you are going to use the Gmail account in Outlook mostly then you can set it as default. In order to do that:
- Open Outlook and then tap on ‘File’
- Click on ‘Info’ and then on ‘Account settings’
- Select the ‘Account settings’ from the drop-down+ menu
- Once you land on the Email tab, select your Gmail address and click to ‘set as default’
It will be opened as default from now on. If you don’t want to sync all the emails to Outlook then you can pick the account on the same ‘Account settings’ and then click on ‘Change’.
You will come across the ‘Mail to keep offline’ slider and switch it from ‘All’ to ‘1 month’ as per your preference.
Still, you require more assistance to set up Gmail in Outlook then you can connect with our Gmail support team and we will help you out in the best way possible.