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Step 1: Prepare Your Gmail Account for POP Access

Published in Email Configuration Outlook 6 mins read

Certainly! Here is a step-by-step guide on how to configure your Gmail account in Outlook 2016 using the POP3 protocol.

How to Configure Gmail in Outlook 2016 POP3 Step by Step

Configuring Gmail with POP3 in Outlook 2016 allows you to download your email messages from Gmail to your local computer. This process involves setting up your Gmail account to allow POP access and then adding the account with the correct settings in Outlook.

Before you begin, ensure you have:

  • Your Gmail email address and password.
  • Outlook 2016 installed on your computer.
  • An internet connection.

Here are the steps:

First, you need to enable POP access within your Gmail settings.

  1. Open a web browser and go to mail.google.com.
  2. Log in to your Gmail account.
  3. Click on the Gear icon (Settings) in the top right corner.
  4. Select See all settings from the dropdown menu.
  5. Click on the Forwarding and POP/IMAP tab at the top.
  6. Scroll down to the POP download section.
  7. Choose one of the following options:
    • Enable POP for all mail (even mail that's already been downloaded): This downloads all existing emails in your inbox.
    • Enable POP for mail that arrives from now on: This only downloads new emails received after enabling the setting.
  8. Under "When messages are accessed with POP," choose what you want Gmail to do with the messages after Outlook downloads them (e.g., keep Gmail's copy in the Inbox, archive Gmail's copy, delete Gmail's copy).
  9. Scroll to the bottom and click Save Changes.

Important Note on Security: If you have 2-Step Verification enabled on your Gmail account (which is recommended), you will need to generate and use an App Password instead of your regular Gmail password when adding the account to Outlook. If you do not use 2-Step Verification, you might need to enable "Less secure app access" in your Google Account security settings (though using an App Password is more secure). Google is phasing out "Less secure app access," so using an App Password is the preferred method.

Step 2: Add Your Gmail Account to Outlook 2016

Now, open Outlook 2016 and configure your Gmail account using the POP3 settings.

  1. Open Microsoft Outlook 2016.

  2. Go to the File tab.

  3. Click on Add Account.

  4. Select Manual setup or additional server types and click Next.

  5. Choose POP or IMAP and click Next.

  6. Fill in the required information on the "POP and IMAP Account Settings" page:

    • User Information:
      • Your Name: Enter your name as you want it to appear to others.
      • Email Address: Enter your full Gmail address (e.g., [email protected]).
    • Server Information:
      • Account Type: Select POP3.
      • Incoming mail server (POP3): Enter pop.gmail.com
      • Outgoing mail server (SMTP): Enter smtp.gmail.com
    • Logon Information:
      • User Name: Enter your full Gmail address (e.g., [email protected]).
      • Password: Enter your Gmail password or the App Password you generated if you use 2-Step Verification.
      • Check the Remember password box if desired.

  7. Click the More Settings... button.

Step 3: Configure More Settings in Outlook

In the "Internet E-mail Settings" window, configure the server and advanced settings.

  1. Go to the Outgoing Server tab.

  2. Check the box that says My outgoing server (SMTP) requires authentication.

  3. Select Use same settings as my incoming mail server.

  4. Go to the Advanced tab.

  5. Configure the server port numbers and encryption types:

    • Incoming server (POP3): Enter 995
    • Check the box that says This server requires an encrypted connection (SSL/TLS).
    • Outgoing server (SMTP): Enter 587
    • Under "Use the following type of encrypted connection," select TLS.

  6. (Optional) Under the "Delivery" section in the Advanced tab, you can choose to Leave a copy of messages on the server. If you don't check this box, messages will be removed from your Gmail inbox after Outlook downloads them (based on your choice in Gmail's POP settings). If you do check it, you can also specify how long copies should remain on the server or if they should be removed when deleted from Outlook.

  7. Click OK to close the "Internet E-mail Settings" window.

Step 4: Test Account Settings

After clicking OK, you will return to the "POP and IMAP Account Settings" window.

  1. Click the Test Account Settings... button.
  2. Outlook will attempt to connect to the incoming (POP3) and outgoing (SMTP) servers and send a test email.
  3. If both tests complete successfully with a green checkmark, click Close. If there are errors, double-check all the settings you entered, especially the server names, port numbers, encryption types, username, and password (or App Password).

Step 5: Finish Setup

  1. Once the tests are successful, click Next on the "POP and IMAP Account Settings" window.
  2. Click Finish.

Your Gmail account should now be configured in Outlook 2016 using POP3, and Outlook will begin downloading messages according to your settings.

Here is a summary of the necessary server settings:

Setting Value Notes
Account Type POP3
Incoming Server (POP3) pop.gmail.com
Incoming Port (POP3) 995
Incoming Encryption SSL/TLS Select "This server requires..." box
Outgoing Server (SMTP) smtp.gmail.com
Outgoing Port (SMTP) 587
Outgoing Encryption TLS Select "Use the following type..."
Outgoing Authentication Required "Use same settings as incoming server"

Configuring Gmail in Outlook via POP3 provides a reliable way to manage your emails locally, giving you more control over how messages are stored and accessed. Remember to use an App Password if you have 2-Step Verification enabled on your Google Account.

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