Tutorials Collection

This tutorial explains how to configure Gmail in Outlook Express, in Outlook 2007, in Outlook 2010, in Outlook 2013 and in Outlook 2016 step by step with examples.

Gmail is the most popular and widely used email service from Google. Outlook is the email client application from Microsoft. Outlook allows us to send and receive emails directly from Windows system. Besides this, Outlook also offers several other advantages such as local backup, offline access, easy migration across the systems etc.

Outlook is the updated and enhanced version of Outlook Express. Till Windows XP, Outlook Express was the default email client program in Windows system. After Windows XP, it was merged in Microsoft Office as a standalone application.

Detailed information about both versions including differences is available at following webpage.

https://support.microsoft.com/en-us/help/257824/differences-between-outlook-and-outlook-express

For this tutorial, I assume that you are familiar with Outlook and have an active Gmail account.

Configure Gmail account in Outlook Express

Outlook Express is the default email client application in Windows 98, in Windows Millennium, in Windows 2000 and in Windows XP. All these operating systems are outdated now. Windows XP is the last operating system in this row which uses Outlook Express. Even support and update for Windows XP have been discontinued since 8 April 2014; it is still one of the most widely used operating system. This section provides step by step instructions to configure the Gmail account in Outlook Express.

This tutorial explains how to configure Gmail account in both versions. You may skip Outlook Express section, if you are looking only for how to setup Gmail in Outlook vice versa if you are looking only for how to configure Gmail in Outlook Express, you may skip Outlook section.

Gmail settings for Outlook Express

Access your Gmail account and click Setting icon. From opened popup window click Settings.

Gmail setting

Switch to Forwarding and POP/IMAP tab. In this tab configure following settings: -

  • Select Enable POP for all mail from POP Download section. This option allows us to download all emails in Outlook Express including those are stored in Inbox folder.
  • If you want to download only the emails that arrive after this setting, select second option Enable POP for mail that arrives from now on.
  • By default POP is configured to delete emails from server once they are downloaded in email client. We can override this behavior by keeping a copy of emails in Inbox folder. To do this, select Keep Gmail's copy in the Inbox.

Click Save Changes to apply the settings.

gmail pop setting

That's all settings we need in Gmail account.

Setup Gmail account in Outlook Express

Click Start button and click Outlook Express

access outlook express

Click Tools menu item and click Accounts

outlook express add account

Switch to Mail tab and click Add button from right pane. Click Mail from sub menu of Add button.

add gmail account in outlook express

Type your Gmail address and click Next

gmail address

Configure following settings: -

My incoming mail server is a POP3 server.

POP3 Server: - pop.gmail.com

SMTP Server: - smtp.gmail.com

gmail pop server setting

Type your Gmail account name and password. Also select Remember password to avoid filling the same information each time when you connect with server.

gmail username and pssword in outlook

Click Finish to close the wizard.

outlook setup wizard finish

We have to adjust few more settings before Outlook Express can retrieve emails from server.

Click Tools menu item and click Accounts again

access email account outlook

Switch to Mail tab and select the account that we have added in above section. Click Properties from right sub menu.

added email account selected

Switch to Servers tab and select My server requires authentication

Gmail setting in Outlook express

Switch to Advanced tab and configure following settings.

Select This server requires a secure connection (SSL) for both incoming and outing mails.

Set port number for SMTP to 465 and for POP3 set it to 995.

Click OK to save the change.

Outlook Express gmail setting

That's all settings we need in Outlook Express to setup the Gmail account. Now we can access all emails of this account locally. Click Send/Receive button to sync account with server.

Gmail Outlook express sync

Configure Gmail account in Outlook 2007, 2010, 2013 and 2016

As we have discussed earlier in this tutorial, Outlook is the enhanced and upgraded replacement of Outlook Express. Now it is available as a standalone application bundled with Microsoft Office. The best part of Outlook is that, it is fully compatible with IMAP and uses this as a default protocol to retrieve emails from server.

Let’s take a pause here and quickly understand the basic difference between POP and IMAP.

Difference between POP and IMAP

POP downloads emails from remote server to local system. Once emails are downloaded in local system, they will be deleted from remote server unless remote server is configured to keep them as backup. For example, following figure shows the available options in Gmail for POP.

pop server setting in gmail

POP is the one way protocol. It means once emails are downloaded in email client, remote server will not be able to know the action performed with downloaded emails. For example, after downloading all emails from remote server, we filtered the emails by deleting unnecessary emails. In POP, remote server has no way to know this filtration, so it will keep all emails as they are. We have to perform the same filtration process in remote server again to keep same the copy emails on both locations. This becomes more frustrating when we use more than one email client to access the emails. We have to perform the same action in all email clients and in remote server to keep the exact copy of emails in all locations.

IMAP also downloads the emails from remote server but it does not delete them in remote server. IMAP is the two way protocol. It means remote server is able to know the actions performed with downloaded emails. If remote server is properly configured, all actions will be performed there automatically. In IMAP, we don’t have to perform the same action again in remote server and in other email clients if using more than one.

imap setting in gmail account

Unless we use an email client that does not understand IMAP, there is no need to use POP. We have already used POP to configure the Gmail in Outlook Express. This time, let’s use IMAP to configure the Outlook.

Gmail settings for Outlook

Access Gmail account and click Settings icon available in top left corner. From opened pop-up window click Settings

access gmail setting

Switch to Forwarding and POP/IMAP tab.

access forwarding pop and imap

By default IMAP is disabled. Select Enable IMAP and click Save Changes.

enable imap in gmail

That’s all setting we need in Gmail account to enable the IMAP.

Setup Gmail account in Outlook

Setup process is same in all Outlook versions. The things which are updated in each new version are design, features and functionality and they have no direct connection with the account setup process.

So far account setup process is not changed in any version. No matter which Outlook version we have, same following process will be used to configure the Gmail account in Outlook.

I will explain setup process in all three versions (2010, 2013 and 2016) simultaneously. If there is any version specific change or option, I will explain that separately.

Since support and updates for Outlook 2007 have been discounted from 10/10/2017, I am skipping this version. More information about Outlook 2007 life cycle is available at following webpage.
https://support.microsoft.com/en-in/help/3198497/office-2007-approaching-end-of-extended-support
If you are using this version, you can use the same process to setup the Gmail account in Outlook 2007.

Access Outlook

access outlook

If Outlook is accessed first time or no email account is setup so far, an Email setup wizard will be launched. Click Next to continue.

add email setup wizard outlook

We can setup email account straight from this wizard or can setup email account letter. Select No to setup the email account.

add email setup wizard outlook

Since Outlook needs at least one working email account to work properly, it will warn about it, in final screen. We will add an email account just in second. By now select Continue with no email support (in 2010) and Use outlook without an email account (2013 & 2016) and click Finish to close the wizard.

email setup wizard finish

Click File menu item and click Add Account from Info sub menu item.

add account email setup wizard

This will launch Add Account Setup Wizard.

On first screen of this wizard, we have to select the method which we want to use in setting up the email account. We have two choices here; Auto and Manual.

If we select the Auto method, wizard will automatically detect necessary settings for provided email. If we select the manual method, we have to configure necessary settings for email.

Select manual option and click Next.

add email account manual option

On next screen select the POP or IMAP option.

select pop or imap option

On next screen, configure POP and IMAP server settings as given below: -

  • Your Name: - Account name or the name which we want to use for this account
  • E-mail Address: - The Gmail account which we want to setup
  • Account Type: - IMAP
  • Incoming mail server: - imap.gmail.com (For USA account only), imap.googlemail.com (For rest of the world)
  • Outgoing mail server (SMTP): - smtp.gmail.com (For USA account only), imap.googlemail.com (For rest of the world)
  • User Name: - Gmail user account name
  • Password: - Gmail user account password

Once these settings are configured, click More Settings button

Gmail settings for outlook

In More Settings window switch to Outgoing Server tab.

Select My outgoing server (SMTP) requires authentication and Use same settings as my incoming mail server

Gmail pop imap setting

Now switch to Advanced tab

gmail imap setting ssl and tlc

In this tab, adjust following settings and click OK.

  • Incoming (IMAP) server port number 993
  • Incoming (IMAP) encryption type SSL
  • Outgoing (SMTP) server port number 25
  • Outgoing (SMTP) encryption type TLS

advance gmail setting outlook

In order to make sure that everything is configured correctly, wizard tests configuration before exit. Click Next to begin the test.

gmail outlook testing

Even we have configured all settings correctly, Outlook will not be able to connect with Gmail. It will prompt us to provide username and password again and again.

gmail login error outlook

Google takes security at top priority. By default it does not support any third party email client software for login. Google will not let us to login from Outlook in Gmail account; even we have enabled IMAP in Gmail account. Google will block all login attempts made from Outlook by sending a notification mail to user.

gmail block outlook login access

As clearly explained in above notification mail, Google will continue block any sign-in attempt made from Outlook. More information about this feature is available at following webpage.

https://support.google.com/accounts/answer/6010255?hl=en

gmail outlook less secure apps

To enable login from Outlook, we have to confirm the security risk. Login from the same Gmail account which you are setting up in Outlook and access following URL

https://myaccount.google.com/lesssecureapps

less secure app off

Turn on Allow less secure apps

less secure app on gmail outlook

Once access for less secure apps is enabled, Outlook will be able to connect with Gmail.

gmail outlook test sucess

Outlook2016 may show security warning about Certificate. If it shows, click Yes to accept the certificate.

security warning

Click Finish to close wizard

add gmail wizard finish

Depending on emails in Inbox and internet speed, first sync with Gmail may take few minutes. Once sync is finished, Outlook is ready to use.

gmail configured in outlook

Since we used IMAP protocol to setup the Gmail account, any action performed in Outlook with email, will be performed automatically with email in Gmail. For example if we make an email as read in Outlook, it will be marked as read in Gmail automatically.

That’s all for this tutorial. In next tutorial we will learn another topic in detail with examples.