There are many compelling reasons to use the free Google Email Server GMAIL. It’s free. It has excellent SPAM protection, the mailboxes are huge and best of all, you can access your email from ANYWHERE!
Now, after saying all that, although the Web Interface for GMAIL is not bad, many people (including myself) still prefer to use a full featured email client like Microsoft Outlook 2007 to access/manage their GMAIL account. Since GMAIL now allows us to use iMAP, we can use Outlook, but still keep all email on the server. So if you’re away from home or work, you can still access all your email from the GMAIL web interface!
So, let’s get right into How-To configure Outlook to connect to GMAIL!
Update 5/20/2010 – Outlook 2010 Users – Please see the latest update here: How-To Add GMAIL To Outlook 2010 using IMAP
First, we need to enable iMAP in our GMAIL Account
1. Login to GMAIL and Click Settings
2. Click Forwarding and POP/IMAP Tab, Click Enable IMAP Radio Button, Click Save Changes
Now we need to Configure Outlook 2007 to connect to your GMAIL Account
3. Open Outlook 2007, Click Tools, Account Settings
4. Click New
Tip: Step 4 assumes you already have an account setup in Outlook; if this is not the case, you will get the Email Setup Wizard
5. Click Microsoft Exchange, POP3, IMAP, or HTTP Radio Button, Click Next
6. Check Manually configure server settings or additional server types Box, Click Next
7. Click Internet E-Mail Radio Button, Click Next
8. Complete all the fields as shown below (with your account information of course), Click More Settings when done
9. Click Outgoing Server Tab, Check My outgoing server (SMTP) requires authentication Box, Click Advanced Tab
10. Configure the Advanced Tab with the below settings, Click OK when done
- Configure Incoming Server: 993
- Incoming Server Encrypted Connection: SSL
- Outgoing Server: 587
- Outgoing Server Encrypted Connection: TLS
- Click OK when Done
11. Click Test Account Settings to ensure everything is correctly configured
At the next menu just Click Next and Finish to complete the install, and you should be all ready to go.
Send Email Using GMAIL iMap Account
Sending email via your new GMAIL iMAP profile is easy. Just prepare an email as you would any other, however before you send:
Click Account and Select your GMAIL iMAP account:
VERY IMPORTANT – When PROMPTED to configure your Sent Items Folder,
12. Click Choose Folder
13. Click Choose an existing folder Radio Button and Select Trash under Gmail Folder List as shown below, Click OK when done
Sending email VIA your GMAIL iMAP account will Automatically store a copy in your Sent Mail Folder. Following the steps above will prevent duplicate emails from showing up in your Sent Mail folder. Additionally, these settings will ensure that storage of all future sent email will NOT be in a different Sent Items folder, such as your Corporate Email Server. No need keeping Personal Email on a company server.
Manage GMAIL In Outlook
Once you add your GMAIL Account and send your first email, you will have a new GMAIL Tree Added to your Navigation Bar in Outlook.
The INBOX folder will contain all the new incoming email, and Sent Mail will be in the [Gmail]/Sent Mail folder under the GMAIL Tree.
A few other items to note:
- If you FLAG emails in Outlook, it will show as a STAR in the GMAIL Web Client and Vice Versa
- Creating new Folders in Outlook will create new Labels in the GMAIL Web Client and Vice Versa
- If you delete email in Outlook, it will move the mail to the All Mail folder in both Outlook and the GMAIL Web Client
- If you delete email in the GMAIL Web Client, it will move the mail to the Trash Folder
- If you delete email from the [Gmail]/Spam or [Gmail]/Trash folder, it will permanently delete
If you create several new Labels/Folders, yet they are not showing up correctly…I resolved this by Right Clicking on the groovyPost Mail Root and Clicking Update Folder List
I’m sure there are a few tips and tricks I might have missed so plz feel free to comment and leave feedback here. Any questions, please create a new topic in our Free Tech Support Community Forum!