So, you’re using Outlook 2013 but don’t want to give up Gmail. Maybe it’s because:
- you love Gmail’s features
- the thought of doing an overhaul exhausts you, or
- wait — there are other options?
Yep. You have other options.
Setting up Outlook 2013 with POP3 (Post Office Protocol) lets you access to your Gmail account inside Outlook while locally backing up all of the mails you get from Gmail. If you lose access to your Gmail account, you will still have a copy of your mails inside Outlook.
Here’s how to configure your Gmail in Outlook 2013 using POP3 protocol. (details on each step below, plus a note on why to use the POP3 email protocol):
1. Enable POP3 on Gmail.
Sign into your Gmail account and click on the gear icon.
From the drop down menu, choose “Settings.”
Select the “Forwarding and POP/IMAP” tab.
In the POP Download section, you can either:
- enable POP for all mails — even those that have been downloaded before, or
- enable it for all mails that you will receive from that day forward
You can also specify what Gmail should do with the messages that are downloaded with POP. You can:
- Keep copies of messages on your Gmail inbox.
- Mark mails as read.
- Automatically move e-mails to the archive.
- Delete the messages on G-mail.
2. Add your Gmail account to Outlook 2013.
Open Outlook 2013 and then click “File.”
Under Account Information, click “Add Account.”
Select “Manual setup or additional server types.” Click “Next” when you’re done.
3. Set up your Gmail account.
Once you get to the next window, select “POP or IMAP” and then click “Next.”
Fill out the form that appears on the next screen.
Use the screen shot below as a guide for filling out the fields for Account Type, Incoming mail server and Outgoing mail server.
Under Logon Information, enter your Gmail user name and password.
4. Test your settings.
Be sure to check the box under “Test Account Settings … ” labeled “Automatically test account settings when Next is clicked.”
But … don’t click “Next” just yet (see below).
5. A little more setup.
Click “More Settings” (see the screen shot below). The Internet E-mail Settings dialog box will pop up.
Click the “Outgoing Server” tab. Next, select the option for “My outgoing server (SMTP) requires authentication.”
Choose “Use same settings as my incoming mail server.”
6. Set up the port numbers.
While you’re still in the “Internet E-mail Settings” dialogue box, select the “Advanced” tab.
To make your Gmail account work with Outlook 2013, use these settings:
- For Incoming server (POP3): enter 995.
- For Outgoing server (SMTP): enter 465.
Be sure to select “This server requires an encrypted connection (SSL).”
Leave all other options as they are, or change them to your liking. They won’t affect your Gmail settings.
Please see screenshot below. Highlighted settings are required.
7. Testing and Done.
Clicking on “OK” will take you back to the first settings window.
Outlook 2013 will then send a test message to your account. If you have set it up properly, you will be able to get the test message on your Outlook 2013 inbox!
The Last Word: Why POP3
This is actually just one way to receive your Gmail e-mails on Outlook 2013. You can also use IMAP to fetch your Gmail emails and read them on Outlook 2013. Both IMAP and POP3 are very capable protocols as far as allowing you to read and manage your Gmail using Outlook 2013.
But there are differences.
POP3 allows you to have a copy of the e-mails you receive on Gmail. This is the best option for backing up your Gmail e-mails. You can delete the e-mail you have on your Outlook 2013, but it will still be there in your G-mail inbox as long as you choose the option to leave messages on the server after download. In the same manner, the messages you read on Outlook 2013 will not be marked as read on Gmail.
On the other hand, IMAP will delete the e-mails you delete on Outlook from the server. When you use IMAP, you are actually just reading the e-mails off the Gmail server. You do not download anything to your computer.
IMAP is good if you are going to access your e-mails across different devices, such as your iPhone, your laptop, your desktop computer and everywhere else. This is because if you delete or read a message anywhere, it stays deleted or it gets marked as read no matter where you access your Gmail e-mails.
The good news is that you can use IMAP on Outlook 2013 and setting it up basically follows the same steps outlined above, with the necessary changes.
First, you need to enable IMAP on your Gmail account instead of POP. You specify the IMAP account type instead of POP3. Your incoming and outgoing mail servers are imap.gmail.com and smtp.gmail.com, respectively. IMAP ports at 993 and the encryption you need is SSL, while SMTP port is at 25, with TLS as your encryption. We will talk more about this method on our next article.
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