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Setup Outlook 2007-2010-2013 to access Gmail via POP3

[youtube=https://www.youtube.com/watch?v=Dc1uR-zWo-0]

This guide will show you how to set up Microsoft Outlook 2007, 2010 or 2013 to access your Gmail account via POP3 so you can keep local copies of all your folders and emails. It is a relatively straight-forward process too and all you need is your Gmail email address, password, a pen and paper.

UPDATE: Google are always changing their security requirements and recently Outlook (all versions) was affected, so if after following this guide you keep getting a password prompt, visit the Gmail article My client isn’t accepting my Gmail username or password and do two things (1) activate the Unlock Captcha and then (2) enable access from less secure apps. You should now be able to follow this guide and everything will work fine.

Watch the video above or follow the text guide below.

Setup Outlook to access Gmail via POP3

Enable POP in Gmail

  1. Open your browser and login to your Gmail account: http://mail.google.com/
  2. Click the Gmail Settings icon Gmail Settings at the top-right of the page
  3. Click the Settings menu item
  4. Click the Forwarding and POP/IMAP tab
  5. In the POP Download heading select either:
    1. Enable POP for all mail
    2. Enable POP for mail that arrives from now on (recommended)
  6. For the When messages are accessed with POP list options, choose between:
    1. Keep Gmail’s copy in the Inbox
    2. Mark Gmail’s copy as read (recommended)
    3. Archive Gmail’s copy
    4. Delete Gmail’s copy
  7. Click Save Changes

Configure Outlook to access Gmail via POP3

  1. Open Outlook and…
    1. For a new, never before setup Outlook 2007/2010/2013:
      1. The Microsoft Outlook 20xx Startup screen should now be open
      2. Click Next > then select Yes to the Would you like to configure an E-mail account? option, then click Next > again
    2. For a previously setup Outlook 2007 (ie. you are adding an email account as well as an existing one):
      1. Click the Tools menu, then click Account Settings
      2. Now select the E-mail tab and click the New… button
      3. You should now see the Choose E-mail Service screen
      4. Select the Microsoft Exchange, POP3, IMAP, or HTTP option and click Next >
    3. For a previously setup Outlook 2010 or 2013 (ie. you are adding an email account as well as an existing one):
      1. Click the File tab, then click the Info menu item (left pane) then click the + Add Account button
  2. The Auto Account Setup screen should now be in-view
  3. Select the Manually configure server settings or extra server types option and click Next >
    1. For Outlook 2013, select the POP or IMAP option on the Choose service screen, then click Next >
    2. For Outlook 2007 and 2010, leave the Internet E-mail option selected and click Next >
  4. Enter your details into the Internet E-mail Settings screen as follows:
    1. Your Name: [enter your name]
    2. Your E-mail: [enter your email address]
    3. For Account Type: option, choose POP3
    4. For Incoming mail server: field, type pop.gmail.com
    5. For Outgoing mail server: field, type smtp.gmail.com
    6. User Name: [enter your full email address ie. yourname@gmail.com]
    7. Password: [enter your email password] & leave the Remember password box checked
    8. Leave Require logon using Secure Password Authentication (SPA) box un-checked (important!)
    9. Leave Test account settings by clicking the Next button box checked (recommended)
    10. For Deliver new messages to: option, leave New Outlook Data File selected (recommended)
  5. Click the More Settings… button, then select the Outgoing Server tab
  6. Check the My outgoing server (SMTP) requires authentication box
  7. Select the Use same settings as my incoming mail server option
  8. Select the Advanced tab, then enter port details as follows:
    1. Incoming server (POP3): 995
    2. This server requires an encrypted connection (SSL): checked
    3. Outgoing server (SMTP): 587
    4. Use the following type of encrypted connection: Auto
    5. Server timeout: 5 minutes
    6. Leave other settings at defaults unless you require otherwise
    7. Click OK to close the More Settings… window, then click Next > on the Internet E-mail Settings screen
  9. Outlook will now attempt to logon to the incoming server, then send a test message to the outgoing server
  10. If Outlook is successful at both, you will see 2 green ticks, click the Close button on the Test Account Settings popup
  11. You should now see the Congratulations! screen, click Finish and you’re all done
  12. If Outlook was unsuccessful (1 or 2 red cross) double-check your settings and if needed, go through this guide again

Comments

  1. Nicki says

    Hi – thanks for your help but I have one small problem …. I am receiving my gmails but they are coming into my inbox for my main home personal address – in 2007 it doesn’t give you the option in the setup for a “new data file” – please can you help??

    Reply

  4. Mike Quinn says

    thank you for posting this – I have been looking all over the internet. You had the secret: “UPDATE: Google are always changing their security requirements and recently Outlook (all versions) was affected, so if after following this guide you keep getting a password prompt, visit the Gmail article My client isn’t accepting my Gmail username or password and do two things (1) activate the Unlock Captcha and then (2) enable access from less secure apps. You should now be able to follow this guide and everything will work fine.”

    After I did both, gmail on Outlook 2013 (Office 365) works great.

    From now on I will check your website first.

    Thanks again,
    Mike

    Reply

    • Jody says

      OMG! I spent the entire day changing passwords, switching between IMAP and POP, deleting and resetting up my gmail in outlook. NOTHING worked!!! I followed directions from outlook and gmail. FINALLY, THIS suggestion worked! I think I had set up some G+ settings that affected my outlook, which I never would have expected! THANK YOU SOOOOO MUCH!

      Reply

  5. David says

    found you site very useful and followed your directions to set up new gmail account thru Outlook 2010 using pop. one issue, i did get the test emails from outlook in my google mail in google but the new Email address did not show up in Outlook. Lookin all ovet the web so maybe you can help. i reconfirmed setttings but maybe i missed something. HELP

    Reply

    • Richie Brereton says

      Hi David, Unfortunately without an error code to go by, all I can suggest is double checking settings, particularly the incoming server options. Going by what you have said, Outlook is sending emails ok but not receiving from GMail so focus on the incoming server settings. Let me know how you go mate.

      Cheers!
      Richie

      Reply

  6. Elyse Eisenberg says

    this used to work for me. but am trying to set up a new gmail pop account on outlook and it won’t take – 02/16/2016. these instructions always worked fine in the past. only imap works now, but outlook has bugs and sets up new data file which I don’t want, plus is missing “sent” folder. Plus, deletes emails. no history. hate imap. can’t figure out problem.

    Reply

    • Richie Brereton says

      Hi Elyse, if you go to your Gmail settings, then go to Forwarding and POP/IMAP and then enable POP for all mail it should solve the issue. Let me know how you go Elyse. cheers, Richie

      Reply

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