Using Gmail for work offers the benefit of easier access via various apps or using the Outlook. Whether one is using Gmail for work apps or a dedicated Gmail account for work, setting up forwarding of emails via POP or IMAP is the new way to be in constant communication. The POP (Post office Protocol) is much older than IMAP (Internet Message Access Protocol), but both offer benefits to the person accessing the mail from a remote device connected to the internet. Listed below are the configuration methods to allow POP or IMAP access to Gmail in Outlook.
Setting up Outlook with POP for Gmail
In Gmail or the Gmail for work email account, one should access the account settings page and choose the Forwarding and POP/IMAP tab and choose the enable POP for mail that arrives from now on, also choose to archive copy of mail when it arrives. The rest of configuration must be carried out in Outlook. One can choose auto configure MS Outlook which automates the process of configuration after the user enters the email address and password in the dialogue box which appears after clicking the Add New Account tab from the File Menu. If a user wants to configure manually he/she can check the manually configure server settings in the Add New Account dialogue box.
After selecting Internet email, the user must provide the email address, account type (POPversion), incoming mail server as pop.gmail.com and outgoing server as smtp.gmail.com. The user is also required to provide the login username and password.
Click more settings visible in the dialogue box and configure the outgoing settings to be same as the incoming mail server.
Check the server port numbers used in the Advanced tab of the same window. The values depending upon the type of encryption used may vary. In general, SSL is the preferred encryption type for which the POP incoming server is 995 and outgoing SMTP server is 465.
Once it is done, click the Test Account Settings button in the Add New E-mail Account dialogue box. Once the test/configuration returns success, the user is notified with a congratulatory message.
Close the box and click finish on the wizard window. Henceforth, Outlook will be able to access Gmail on any remote device.
You will want to choose POP forwarding if you are accessing the mail from a single smart device and require constant availability of emails in offline mode also.
Setting up Outlook with IMAP for Gmail
It is recommended that a user uses either a POP or IMAP forwarding and not both. The configuration settings are much similar but vary in the port numbers which are provided in the Advanced setting tab of the E-Mail account setting window.
The initial settings in the Gmail/Gmail for work in the forwarding tab must be selected appropriately (enable IMAP). Choose whether the server needs to be updated immediately, whether the message needs to be archived and set a limit of the messages/IMAP folders.
Open the Outlook and go to account settings from the Tools menu, and select ‘new’ under the E-mail accounts. Listed below are steps to configure the IMAP manually.
Choose the email service as the Internet E-mail and proceed to give details like the name, email address, and account type as IMAP. This should update the incoming mail server as imap.gmail.com and outgoing mail server as smtp.gmail.com and proceed to click More settings.
This opens up a new dialogue box which allows the user to configure the Outgoing server and advanced settings. The outgoing server is chosen as same settings as incoming mail server.
The advanced tab allows the user to check if the right port numbers are provided. When using SSL encryption connection, the incoming server port number is usually given as 993 or 143 (sometimes, 585).
The outgoing server port number is given as 25 or 465 (sometimes, 2525).
After the port numbers are given correctly, click OK and Test Account Settings. Upon successful test pass, the user is notified with a congratulatory message.
Click Finish to close the new E-mail Account window. You can start using Gmail account via Outlook.
It is better to use IMAP mail forwarding whenever a user accesses the Gmail from multiple devices and wants to check emails frequently and quickly over a reliable internet connection. IMAP is considered to be the best forwarding protocol to be used, for it allows features to store the email and forwards the copy of emails to the Outlook.
In case, the user had been using POP and added IMAP recently, a user should first import the contacts from the POP account and then remove the account and hence, disable the POP forwarding at the Gmail account setting tab. It is recommended that a user uses a single type of mail forwarding.
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