Software

Add an IMAP Google connection to Microsoft Outlook 2010

Click for outgoing authentication

First, click the Outgoing Server tab and click the checkbox for "My outgoing server (SMTP) requires authentication" and click the radio button for "Use the same settings as my incoming mail server."

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Mark Kaelin is a CBS Interactive Senior Editor for TechRepublic. He is the host for the Microsoft Windows and Office blog, the Google in the Enterprise blog, the Five Apps blog and the Big Data Analytics blog.

27 comments
explorerv
explorerv

Google is planing to stop their IMAP connectors. Plus why don't you try outlook.com? The service is beter than the one offered from Google. Besides the real value to use Outlook 201x is the integration with Exchange, SP and all other servers in the corporate network. Just for email it's too heavy.

bmeers
bmeers

Use Thunderbird .... setup is automatic.

dlhigginstx
dlhigginstx

Now if we could just get the calendars to sync, I'd have my iPhone beat!

art
art

Email is easy, as you point out. But how do you configure Outlook to use. Google calendar and contacts?

bernardmorey
bernardmorey

Great article. I wish I had had it earlier in the year when I did this myself -- it is tricky in parts. I've now been using commercially for several months and it's a terrific system. Only drawback: Outlook is annoyingly slow using Gmail IMAP. The next item needed is how to bring over to Gmail email that is currently using a domain, i.e., you've previously used your hosting company to serve mail. There are some really tricky parts in that.

Smallmax
Smallmax

Very clear instructions: works for Mozilla Thunderbird too except it doesn't like SMTP prot 587 - uses default 465. I've had trouble synching my older messages in SENT folder on Gmail & wonder if Outlook also has difficulty pulling them off.

Philip Golan
Philip Golan

All my accounts on Outlook 2007 including the gmail ones are POP/SMTP. How can I change these settings without defining each one again from scratch?

Mark W. Kaelin
Mark W. Kaelin moderator

Are you currently using IMAP in Outlook for Google Mail? How does it work for you?

aflynnhpg
aflynnhpg

I'm not sure I agree that outlook.com is "better", but I do believe that these two products are becoming more "incompatible" as time goes on and users would be happier choosing one or the other for email. So if you use Gmail, use the web interface, if you want to use Exchange then use Outlook. If you have work and personal accounts, keep them separate in their native apps. You'll be happier in the long run.

Philip Golan
Philip Golan

Well, after reading the above, I downloaded the calendar sync, installed it and it works OK. I use outlook 2007. Also worked well when I sync'd my Nokia E71 via Nokia PC suite too.

Smallmax
Smallmax

1. Select messages in GMail SENT folder 2. Attach [IMAP]/Sent label Outlook / Mozilla Thunderbird / Eudora will now recognize the messages as belonging in SENT folder on your PC. It's a great way to back up all previously sent messages

Philip Golan
Philip Golan

OK. I've worked it out. I opened a new "Gmail" account as described here, and now all my existing "forwarding" accounts are being processed together in real time to Outlook. All labelled mail has been transferred as well. Works great. Thanks for the tutorial.

cavehomme1
cavehomme1

I upgraded to Outlook 2010 and in fact experienced a downgrade in gmail imap performance compared with 2003 unfortunately. However there were other issues which meant that overall it was best to remain with 2010 (and on Win7), and indeed the new version is now enjoyable to work with after the initial familiarisation and hurdles. The performance hit on imap was so significant that I had no option but to set the gmail account to POP and "leave messages on server". Work smoothly and quickly now. On my smartphone I still access the gmail account using IMAP and it is not much of an issue since the main reason for having email on the phone is to be alerted of new mails and be able to quickly respond to important ones and access to other IMAP folders is really not needed. Or, put another way, the IMAP folders i created for managing my email now are mirrored and updated fully on my laptop via POP and I have not yet found the need to try and sync / copy these back to IMAP since IMAP is only used "on the fly" via the phone. I also have an Outlook connection with an officelive mail account and that does not suffer from not performance issues. It is a pity MS could not get this gmail IMAP issue fixed because I think it will encourage many people to switch to operate in native gmail via the browser and ditch Outlook altogether. It was almost a borderline decision for me, but I kept with Outlook since I need to integrate many different email accounts and then have a single calendar, task list and contact list and Outlook is miles better than anything else...but other SMBs with less complex needs may decide to save a lot of money by ditching Outlook altogether. So c'mon MS, get your fingers out and fix this now!

Smallmax
Smallmax

Mark: Using IMAP in Thunderbird - easy to setup. Works flawlessly. Only problem was synchronizing Gmail's SENT folder with SENT in Thunderbird. Solution: label mails in GMail Sent folder with "[IMAP/Sent]" tag for them to appear in ThB Sent folder, otherwise they sit with ALL MAIL. Applies to Eudora as well.

j.c.handley
j.c.handley

Can someone please tell me in a few words how IMAP is different to POP? What are the advantages/disadvantages. Thanks.

Mark W. Kaelin
Mark W. Kaelin moderator

This is indeed good news - I'll give it a try.

j.c.handley
j.c.handley

Thank you for your responses; now it makes more sense.

SecretAgentGuy
SecretAgentGuy

I understand what you're trying to say, but perhaps a better way to think about it is that POP3 is generally a one-way connection (flowing from server to client) and IMAP is a constant two-way sync connection. I'd leave Exchange out of any comparison because IMAP really only handles a fraction of what Exchange is capable of and you don't want to confuse the issue (especially anyone who has been on Exchange before).

Mark W. Kaelin
Mark W. Kaelin moderator

IMAP is more like having Outlook connected to Exchange Server - the syncing with the server is dynamic and always on in both directions. POP3 is more like read-only - the inbox gets pushed to Outlook at specific time intervals. Anyone have a better explanation?

art
art

Outlook (or exchange) to Google, but not vice versa.

SecretAgentGuy
SecretAgentGuy

We've all done it - we've used tools to do something they weren't designed for. The Zimbra desktop client was created to connect primarily to a Zimbra collaboration server - much like Outlook was designed for Exchange. They can both be used for other mail sources but will come up short. Thunderbird is still my favorite horse when a client demands a free online/offline email tool. Where's Google's offline reader?

Smallmax
Smallmax

Version 1.x seemed a gift from heaven. Upgraded to version 2.x. Essentially had to start to set up links from scratch. Not downward compatibe - no warning that this was the case. Some bugs fixed which were in 1.x like confusion between POP and IMAP. But whole lot of new ones added which were not there before. I'm sticking with Thunderbird + Lightning to synch Calendar (not perfect) & Gmail. Mozilla have now sold off Thunderbird and full time staff have left - maybe migrate to Eudora (open source, fully compatible) but Thunderbird has superior filter & search.

Smallmax
Smallmax

I had never heard of Zimbra before. I thought Thunderbird synch was OK till I tried Zimbra Desktop - also free open source email client. Synch's Gmail contacts, mail, calendar. Everything downloaded for offline use but more importantly can backup everything and re-import if one wants. Will enable me to clean up mailboxes on server without fear that I may have lost something. BRILLIANT!

SecretAgentGuy
SecretAgentGuy

I was of the experience that Contact management is sorely dumbed-down in Outlook and that Calendar sync was either 1-way or a glitchy 2-way at best. Have they fixed this? I tried this in our organization about a year ago and eventually went with Zimbra.