How to Access Gmail in Outlook (Using POP)

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Download ⬇️ via POP from Gmail to Outlook. ©John Trainor; CC BY 2.0 license

Download new (or old) mail from a Gmail account to your computer using Outlook.

Gmail: IMAP or POP for Outlook?

Having Gmail in Outlook as an IMAP account is most useful: you get access to, potentially, all your emails and labels, and changes you make (such as moving a message) are reflected online and synchronize with other email programs, say on your phone or tablet.

Gmail in Outlook as an IMAP account can also be mildly stressful: many a label—or folder?—to tackle, similar—or duplicate?—messages showing up here and there, and, potentially, several GB if data to keep in sync.

If you are looking for an alternative to the versatile and possibly cumbersome IMAP, try Gmail as a POP account in Outlook: this has Outlook download only new messages; you can do what you like with them in Outlook, and it will not change anything in Gmail on the web or in any other email program.

Access Gmail in Outlook (Using POP)

To set up Gmail as a POP account in Outlook, downloading new messages and allowing you to send mail but not synchronizing labels and folders:

  1. Make sure POP access is enabled for the desired Gmail account.
  2. Click FILE in Outlook.
  3. Open the Info category.
  4. Click Add Account under Account Information.
  5. Type your full name—as you would like it to appear in the From: line of emails you send using the Gmail POP account in Outlook—under Your Name:.
  6. Enter your Gmail email address under E-mail Address:.
  7. Make sure Manual setup or additional server types is selected under Auto Account Setup.
  1. Click Next >.
  2. Make sure POP or IMAP is selected under Choose Service.
  3. Click Next >.
  4. Verify your name has been entered under Your Name:.
  5. Now check your Gmail address is under Email Address:.
  6. Make sure POP3 is selected under Account Type:.
  7. Enter "pop.gmail.com" (not including the quotation marks) under Incoming mail server:.
  1. Type "smtp.gmail.com" (again excluding the quotation marks) under Outgoing mail server (SMTP):.
  2. Enter your full Gmail address under User Name:.
  3. Type your Gmail account's password under Password.
  4. Make sure Automatically test account settings when Next is clicked is not checked.
  5. If you want new messages from the Gmail account delivered to your default (or another existing) PST file:
    1. Make sure Existing Outlook Data File is selected under Deliver new messages to:.
    2. Click Browse under Existing Outlook Data File.
    3. Find and highlight the desired PST file.
      • You can have messages from the Gmail POP account to go to your main inbox as part of your default PST file, for example.
    4. Click OK.
  6. To have messages from the Gmail account go to a separate and newly created Outlook PST file:
    1. Make sure New Outlook Data File is selected under Deliver new messages to:.
      • Outlook will create a new PST file named like the new Gmail POP account's email address.
        If your the newly added Gmail account address is "example@gmail.com", for instance, the PST file created will be named "example@gmail.com.pst".
      • You can always change the delivery folder for the Gmail account later.
  1. Click More Settings ….
  2. Go to the Outgoing Server tab.
  3. Make sure My outgoing server (SMTP) requires authentication is checked.
  4. Verify Use same settings as my incoming mail server is selected.
  5. Go to the Advanced tab.
  6. Make sure This server requires an encrypted connection (SSL) is checked under Incoming server (POP3).
  7. Verify "995" is entered under Incoming server (POP3): for Server Port Numbers.
  8. Make sure TLS is selected under Use the following type of encrypted connection: for Outgoing server (SMTP):.
  9. Enter "587" (disregarding the quotation marks) under Outgoing server (SMTP): for Server Port Numbers.
  10. Typically:
    1. Make sure Leave a copy of messages on the server is checked.
    2. Make sure Remove from server after ___ days is not checked.
    3. Make sure Remove from server when deleted from 'Deleted Items' is not checked.
  1. Click OK.
  2. Now click Next >.
  3. Click Finish.

You can also set up Gmail as a POP account in Outlook 2002 or 2003, of course, as well as in Outlook 2007.

(Updated May 2014)