How to Sync Outlook Mail to Gmail
Email accounts have never been restricted to just one computer or one location. From the earliest days of Web-based email, you could configure your PC to check your Web mail through an email program such as Outlook. Gmail is no exception. You can set up any version of Outlook to communicate with your Gmail account, which is helpful as it consolidates your email accounts into one program.
Sign in to your Gmail account as you normally would, using your Web browser. Click on "Settings" in the top-right hand corner of Gmail -- or the gear icon, then "Settings," depending on how you've set up Gmail. Click on "Forwarding and POP/IMAP" and then click "Enable IMAP." IMAP stands for Internet Message Access Protocol; email programs use this protocol to send and retrieve messages. Turning on IMAP lets you check your Gmail account on a mobile device or in a standard program, such as Outlook or Windows Live Mail. Click "Save Changes."
Open Outlook. If you have already configured an account in Outlook, you will need to add Gmail as a secondary account. In Outlook 2007, a "New account" window will appear the first time you load the program. Click "Do not upgrade" if you see the notification. Click "Yes" to continue. Otherwise, click "Tools," "Email Accounts ... " and then "Add a new email account" to start the wizard.
Select "POP3" as the server type for your Gmail account and then click "Next." Fill in your name and your Gmail address in the "User Information" field. Under "Server Information," enter "pop.gmail.com" beside "Incoming mail server" and "stmp.gmail.com" beside "Outgoing mail server." Enter your full Gmail account including the "@gmail.com" beside "User name" and enter your password in the "Password" field. You can choose to have Outlook remember your password, if desired, so you don't have to enter it every time the program opens.
Click "More Settings" button and then click the "Outgoing server" tab to access more settings. Click the check box beside "My outgoing server requires authentication" and then ensure that "Use same settings" is the active choice. Then click on the "Advanced" tab to configure advanced server settings. These are required to access your Gmail in Outlook. Click the check boxes under "Incoming server" and "Outgoing server" to enable an encrypted connection. Enter "995" for the incoming server and "465" for the outgoing.
Click "OK" to accept your changes and then click "Test connection." Outlook will communicate with the Gmail servers and verify all of your information. Check the above information if the test fails, otherwise click "Next" and "Finish." Every time you open Outlook, the program will download the messages it doesn't have stored locally from Gmail. Likewise, when you log in to the Gmail Web interface, you will see that messages you read in Outlook are marked as read online. The sync occurs automatically.