You may want to synchronize your Gmail account with your Microsoft Outlook for a number of reasons. Well, synchronization is not difficult, but yes it can be in the absence of proper, step-by-step instructions. Considering this, I have brought you a free Gmail support and Microsoft Outlook support guide that will help you easily sync Gmail with Microsoft Outlook.
In order for the Gmail account to sync with Microsoft Outlook, the IMAP server should be enabled. To enable IMAP, open your web browser and log in to your Gmail account. Click on the Options button at the extreme top right corner of the screen and select Mail Settings from the drop-down list. When in the Settings pane, click on the Forwarding and POP/IMAP link.
You will find that POP is enabled and IMAP is disabled by default. Now point your mouse to click on the Enable IMAP button. When done, click on the Save Changes button. Exit your Gmail account and close the internet browser window. Open Microsoft Outlook, click the Tools menu, and then select Account Settings from the drop-down menu.
When in the E-mail Accounts dialog box, click the E-mail tab if it is not highlighted by default. Click the New button afterward. When in the next window, click to select the radio button beside Microsoft Exchange, POP3, IMAP, or HTTP and press the Next button. Point to below and click the button beside Manually configure server settings or additional server types. Hit Next to proceed. In the next window, click to select Internet E-mail and press Next.
When in the next window, type your name and Gmail address in the relevant fields under User Information. Under Server Information, click the drop-down arrow next to Account Type and select IMAP. For incoming and outgoing mail servers, type ” and ” (without quotes and as is) in the respective fields.
Under Login Information, type your username (it will your Gmail address) and password in the relevant fields. Check the Remember password box to save yourself from entering the password, again and again, each time you log in to your Gmail account in Microsoft Outlook. Do not check the Require logon using Secure Password Authentication (SPA) box. Hit the More Settings button.
Click the Outgoing Server tab and check the My outgoing server (SMTP) requires authentication. Also, click to select Use same settings as my incoming mail server. Highlight the Advanced tab, type ‘993’ in the Incoming server (IMAP) field, and ‘587’ in the Outgoing server (SMTP) field. Click to select SSL from the drop-down arrow next to Use the following type of encrypted connection below both the incoming servers.
Select TLS from the Use the following type of encrypted connection option under the Outgoing server (SMTP). To avoid facing a server timeout error when sending/receiving emails, adjust the Server Timeouts to the maximum. To do so, you can slide the slider to the right-hand side. You can also check the box Leave a copy of the message on the server to let your messages remain presented on the Gmail server. It will allow you to access all your emails from your webmail account from anywhere in the world.
When done, hit the OK button to exit this window. You will return to the previous window showing all your information that you just filled in. hit the Test Account Settings button to test your email account settings. If all the settings are correct and the connection goes successful, you will see this message congratulation! All settings completed successfully. Click close to continue. Hit the Close button as instructed and close and reopen Microsoft Outlook to save the changes.
Select your Gmail account and you will see a new series of different folders like Inbox, Drafts, and Spam etc. Selecting your Gmail account only occurs when your multiple accounts set up in your Outlook. If Gmail is the only account you have in Microsoft Outlook, you need not to make the selection. Hit the Send/Receive button to start downloading the emails to your Gmail Inbox.
If you are a non-US resident (I mean if you belong to some other country but not to the US), you might have to use ” for the incoming mail server and ” for the outgoing mail server.
You can sync Gmail with Microsoft Outlook using POP server also. However, this is to be noted that POP server offers only one-way sync for your emails and other features etc. It means that the changes you will make in your Microsoft Outlook will not reflect in your web-based Gmail account. On the other hand, IMAP offers two-way sync for Gmail account. Thus IMAP is preferred over POP.
If you do not select the Leave a copy of a message on server option, all your Gmail emails will be downloaded to your Microsoft Outlook and will not be available on the webmail account. Suppose someday you are away from your computer and you want to access your emails from an outside public computer (with internet connection), you will not be able to see any new emails as they already have been downloaded to your Microsoft Outlook on your home computer.
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Robert Morris a Microsoft Office expert has been working in the technology industry from last 5 year. As a technical expert, he has written technical blogs, manuals, white papers, and reviews for many websites such as office.com/setup