You can configure Outlook to handle your Gmail account as a POP3 or as an IMAP account. Depending on your choice, you have to enable the related account option in your Gmail account (Gmail Settings -> Forwarding and POP/IMAP).
Below, we will detail how to setup Microsoft Office Outlook 2000 to 2010 to send, receive and store email messages for a Gmail address. Before getting started, please make sure you know your Gmail email address and your Gmail password.
Start Outlook: from the main Outlook window, go to Tools -> Email Accounts.
On the Outlook popup window, select to "Add a new e-mail account" and click on Next.
On the server type step, select POP3 or IMAP (depending on your needs) for the Outlook email account type, then click on Next.
On the next screen, you will have to specify your Outlook Gmail settings, such as your Gmail username and password, Gmail server addresses, Gmail server ports and Outlook Gmail display name.
On the User Information section, enter your Name (it can be anything, but remember this is going to be the name/text that people will see when you will send them an email via your Outlook Gmail account) and your Gmail email address.
On the Server Information section, enter the Google Gmail servers:
IMAP Gmail server for Outlook: (Recommended)
- Incoming mail server: imap.gmail.com
- Outgoing mail server: smtp.gmail.com.
POP Gmail servers for Outlook:
- Incoming mail server: pop.gmail.com
- Outgoing mail server: smtp.gmail.com
On the Logon Information section, enter your Gmail User Name (which is the same as your Gmail email address) and your Gmail password. Tick the box "Remember password" in order to make Outlook to store the Gmail password, so it will not ask you about it every time when Outlook will send/receive emails for the Gmail account.
Click on the "More Settings" button and go to the "Advanced" window tab.
If you use Gmail as an IMAP Outlook account: (Recommended
- On the "Incoming server (IMAP)" field, enter 993 and mark the box "This server requires an encrypted connection (SSL)";
- On the "Outgoing server (SMTP)" field, enter 587 and mark the box "This server requires an encrypted connection (TLS)".
If you use Gmail as a POP Outlook account:
- On the "Incoming server (POP3)" field, enter 995 and mark the box "This server requires an encrypted connection (SSL)";
- On the "Outgoing server (SMTP)" field, enter 465 and mark the box "This server requires an encrypted connection (SSL)".
For both POP and IMAP, you also have to enable the option "My outgoing mail server requires authentication" from the Outgoing Server tab.
When you are done setting up your Outlook Gmail advanced settings, click on OK to return to the Outlook Gmail account window.
To verify your Outlook Gmail setup, click on the "Test Account Settings" button: this will make Outlook to attempt to login to your Gmail account and to send & receive an Outlook test email. If the test will succeed, you will notice the test email in your Outlook Inbox folder. If the test fails, Outlook will prompt you with the error messages - most likely, you didn't setup the correct server settings or the Gmail password is wrong.
That's it. If everything is working OK, you should see some email messages. To make sure you can send messages, go ahead and compose an email and send it to yourself.