How to Link a Gmail Account to Microsoft Outlook

By Ruri Ranbe

Microsoft Office Outlook lets you access several email accounts--including your Gmail account--within one application window. Rather than log on to each email account individually, you can use Outlook to access them all simultaneously.To access your Gmail account in Microsoft Office Outlook, you must enable the POP or IMAP options in Google, and add a new email account to Outlook.

Step 1

Go to the Gmail website and log in using your email and password. Click "Settings," located on the top-right of the Gmail page. Click the "Forwarding and POP/IMAP" tab.

Step 2

Click "Enable POP for all mail" or "Enable POP for mail that arrives from now on," depending on your preferred setting. If you don't want Gmail to keep a copy of the emails you receive, click "Delete Gmail's copy" from the drop-down. Click "Save Changes."

Step 3

Click "Start," "All Programs," "Microsoft Office," and then "Microsoft Outlook."

Step 4

Click "Tools," located on Outlook's menu bar, then click "Email Accounts" or "Account Settings."

Step 5

Click the "Add a new email account button," and then click "Next," if you are using Outlook 2003. If you are using Outlook 2007, click the "Email" tab, "New," and then "Next."

Step 6

Select the "POP3" or "Microsoft Exchange, POP3, IMAP, or HTTP" option, then click "Next" again. If you have Outlook 2007, check "Manually configure server settings or additional server types," then click "Next."

Step 7

Type your name and Gmail email address into the appropriate fields. Type "" in the "Incoming mail server (POP3)" box, and "" in the "Outgoing mail server (SMTP)" box.

Step 8

Click "POP3" from the drop-down box next to "Account Type." Type your full Gmail address in "User Name," and enter your email password in "Password."

Step 9

Click the "More Settings" button to open the "Internet E-mail Settings" box. Click the "Outgoing Server" tab.

Step 10

Check the "My outgoing server (SMTP) requires authentication" box, then check the "Use the same settings as my incoming mail server" option.

Step 11

Click the "Advanced" tab. Check the "This server requires an encryption connection (SSL)" box or boxes, located under the "Server Port Numbers" section.

Step 12

Enter "587" into the "Outgoing server (SMTP)" box, then click "TLS" from the drop-down menu, if you are using Outlook 2007. If you are using Outlook 2003, enter "465" into the "Outgoing server (SMTP) box. Click "OK" to save your settings.

Step 13

Click the "Test Account Settings" button to confirm that your email configuration settings are correct. If an error occurs, check your settings to make sure that you entered everything correctly.

Step 14

Click "Next," then "Finish," to start receiving your Google email messages in Outlook.

Tips & Warnings

  • To use IMAP to link Gmail and Outlook, click "Enable IMAP" on the "Forwarding and POP/IMAP" tab in Google, then change "Account Type" or "Server Type" to IMAP and the incoming server to "" in Outlook. Change the "Incoming Server" field on the "Advanced" tab to "993" in Outlook 2007.