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How to Set Up Microsoft Outlook for Google Apps Mail

Updated on Aug 2, 2019 by Tuan Do

You must have heard about setting up 2-step verification for Google Apps mail to protect your Google Apps account better from hackers. As only you can get the verification code via your mobile phone, your accounts will be more secured with the 2-layer protection. However, after setting up the 2-step verification, many people using email clients such as Microsoft Outlook or Mozilla Thunderbird couldn’t receive emails from their accounts anymore. What’s the problem and is it necessary to set it up for these email clients?

Yes, using email clients to receive emails is essential for us. It does not only give you access to your email anytime even without network connection but also protect your important information better. If you read the news yesterday, maybe you know that a Google bug reset about 150,000 Gmail accounts and then all of their emails, attachments and Google Chat logs disappeared. If you set up an email client to work with Google Apps mail, you will still get your important emails and contacts in your computer and nothing will be affected. You can try the Google Apps Sync plug-in for Microsoft Outlook but it is only available for Google Apps for Business now. Therefore, in this post, I will present an alternate way to configure Microsoft Outlook for Google Apps with 2-step verification.

Read also: Get Free Google Apps Mail for single user.

Backup-Gmail

Step 1: Create application-specific password

If you have already used Outlook, you will not be able to receive emails after enabling the 2-step verification feature. That is because you added 1 more password layer and Outlook or other email clients can’t ask for verification codes now. So, to make it work properly, you will need to create an application-specific password and use it in place of your normal password.

  • Go to Google App passwords in your Google account settings to generate your password.
  • Keep the window open or save it somewhere because it will not be displayed again.

Step 2: Configure Google Apps Mail

  • Go to your Google Apps mail account – Mail Settings – Forwarding and POP/IMAP and then choose the Enable POP for all mail option as shown below.
  • Save the setting before leaving.

Step 3: Configure Microsoft Outlook

  • In the Outlook program, go to Tools – Account Settings and click on New to create a new email account.
  • In the next window that requires to choose Email service, select Microsoft Exchange, POP3, IMAP, or HTTP, and click Next.
  • Select the checkbox “Manually Configure Server Settings or additional Server types” in the Auto Account Setup window.
  • Choose Email Service: select the Internet E-mail and click Next.
  • In the Internet E-mail Settings, fill in information like below, remember to enter the password field with the verification code generated above.
    internet-email-settings
  • Click on More Settings button, go to Outgoing Server tab and check the box My outgoing server (SMTP) requires authentication.
    outgoing-server
  • Now go to Advanced tab and select the box This server requires an encrypted connection (SSL) under Incoming Server (POP3). Set the Incoming Server (POP3) port number as 995 and the Outgoing Server (SMTP) port number as 587. Use TLS as the Encrypted Connection.
  • Click OK and Test Account Settings. It should work properly now.

If you have any problem setting up Outlook for Google Apps, leave a comment below.

Disclosure: As an Amazon Associate, I earn from qualifying purchases. The commission help keep the rest of my content free, so thank you!

Reader Interactions

Comments

  1. Payday Cash Advance says

    Feb 13, 2012 at 4:15 am

    I was facing difficulties related to installing Microsoft outlook for Google.i m glad that u have helped in details related to this issue in steps.It’s great

    Reply
  2. Webhostingjunction says

    Feb 22, 2012 at 5:04 am

    Nice review to set up Microsoft outlook for Google Apps.

    Thanks Again

    Reply
  3. Terence says

    Apr 19, 2012 at 10:36 am

    My issue is setting up 3 Gmail account and an exchange account on Outlook 2012.

    1 accounts works fine

    add a 2nd account and outlook crashes.

    Unable to find a fix

    Reply
  4. Catalin says

    May 27, 2012 at 4:39 am

    Thank you so much :) it worked

    Reply
  5. Julie says

    Aug 9, 2012 at 9:03 pm

    What do you do if you already use Outlook with a google mail account and you don’t want to create a new account?

    Reply
    • Tuan Do says

      Aug 10, 2012 at 12:15 am

      You don’t need to create a new account. Just enable the 2-step verification feature and set it up with Outlook. This is to protect your emails.

      Reply
      • Julie says

        Aug 10, 2012 at 8:15 am

        I know, but I’m trying to figure out where within Outlook to put the application specific password that Google generates for me?

      • Tuan Do says

        Aug 10, 2012 at 9:38 am

        Hi Julie,
        In this case, you just need to go to your account settings and replace old password with this specific password. Your Outlook will work properly then. :)

      • Denice Smith says

        Apr 17, 2013 at 6:34 pm

        How do I put gmail back on my nexus s?

      • Karla Oden says

        Nov 12, 2012 at 5:40 pm

        I wish I had never installed the 2-step verificaton… nothing but problems since then.

        I obtain the application specific code for outlook and inserted in in place of my password as suggested. The connection to the gmail account still bombs out.
        What am I missing?

      • Tuan Do says

        Nov 12, 2012 at 9:53 pm

        Hi Karla,
        I am not sure about your issue. I use 2-step verification on all my accounts and it works great. You can try pasting the code elsewhere and double check it, probably there is a space at the end.

  6. Pavlo says

    Sep 19, 2012 at 11:15 am

    It works! Thank you!

    Reply
  7. aaa says

    Dec 2, 2012 at 11:02 am

    thank you!

    Reply
  8. Lloyd Kenyon says

    Dec 6, 2012 at 12:01 pm

    Thank you i have been trying to do this for days.

    Reply
  9. Atif Irshad says

    Dec 9, 2012 at 11:52 am

    Send test e-mail message: The connection to the server was interrupted. If this problem continues, contact your server administrator or Internet service provider (ISP).

    This is the message that I got at the last step. Kindly guide me forward how to go about it.

    Thanks and regards

    Reply
  10. Sanjeev Kumar says

    Jan 30, 2013 at 12:42 pm

    didnt worked on Outlook 2013 on windows 7

    Reply
  11. Manuela Pawlowski says

    Feb 22, 2013 at 8:32 pm

    Howdy! I just wish to give an enormous thumbs up for the great data you’ve right here on this post. I can be coming back to your weblog for extra soon.

    Reply
  12. Tanveer says

    Feb 24, 2013 at 1:43 am

    Hi, I am facing problem in my outlook 2007 with my gmail account after 2-step verification, now it is not accepting password and giving popup many times, please help me getting out from this

    Reply
  13. John says

    Apr 2, 2013 at 7:54 pm

    I still get the repetitive Windows Outlook prompt for the password. (Is this a *.pst file issue?)

    And when I enter it, it never works.

    Also, where do I key in the Google generated application specific password?

    Reply
    • Tuan Do says

      Apr 2, 2013 at 8:48 pm

      Hi John,
      You need to get the Google specific password as I showed above.

      Reply
  14. Hamza says

    Apr 10, 2013 at 7:32 am

    HI Tuan Do,

    I set up my yahoo and gmail in outlook 2010 – both work well; and i tried to set up another gmail account, done all steps properly but it prompts for password again and again, and finally it says ‘Failed’. (I removed my earlier gmail account from outlook before setting the new one).

    I tried with both, the POP3 and IMAP – all settings done (enable IMAP while trying with imap.gmai.com, and enabled POP while trying pop.gmail.com) but i still can not fix that gmail account here.

    Reply
  15. Garry Hastings says

    Apr 13, 2013 at 3:16 pm

    THANKS. CLEAR INSTRUCTIONS. WORKS GREAT.

    Reply
  16. Erik Eneddy says

    Aug 13, 2013 at 5:31 am

    Works nicely!! Thanks very much for this! :)

    Reply
  17. Anne Adams says

    Aug 15, 2013 at 3:36 pm

    Thanks so much for the info on dealing with setup for Outlook with Google 2-step verification. I was ready to give up when I found your advice, and it worked perfectly!

    Reply
  18. Uzair says

    Sep 3, 2013 at 3:48 pm

    I tried it form google help but failed.
    Thanks a lot. It works..

    Reply
  19. Josip says

    Nov 22, 2013 at 4:42 am

    If it can help anybody … I had the same issue and did everything you said except I already had gmail account so I modified my instead of creating new one. The issue I had is when testing account settings everything went well but after that I was getting pop up dialogs asking me for password again and again. What I did was go back to account settings (File->Account Settings (double click on gmail account and ‘Change account’ window will appear)) and opt-out ‘Require login using Secure Password Authentication (SPA)’.

    Reply
  20. Shamim Hasan says

    Nov 26, 2013 at 1:46 pm

    Thanks for that nice post, very helpful

    Reply
  21. CJEdbergians says

    Dec 18, 2013 at 12:56 am

    I set up 2 step verification, got the password, followed all the instructions above, tested Outlook, it says it works but the first time I hit send/receive only a bunch of old emails pulled into my Outlook. Tried again and nothing new is downloading and I can’t seem to find a reason; any ideas?

    Reply
  22. Vinh Nguyen says

    May 31, 2014 at 1:48 am

    I cannot setup. Company give me mail of [email protected], hosting hire from google.
    At the end, when i clicked “test account..”, always show a pop window for asking user name and password.

    Reply
  23. Sean says

    Sep 5, 2014 at 7:42 am

    When I test the account settings, receive works fine but send gives me the following error:

    “Send test e-mail message: Cannot send the message. Verify the e-mail address in your account properties.”

    The email address is correct. Any ideas on how to fix this?

    Reply
    • Sean says

      Sep 5, 2014 at 7:46 am

      Okay. I just double-checked all my settings and the box for this setting [Click on More Settings button, go to Outgoing Server tab and check the box My outgoing server (SMTP) requires authentication.] had, for some reason, become unchecked. Everything is now working fine.

      Thank you for this post.

      Reply
  24. Kelley Kuhlman says

    Jul 17, 2015 at 9:09 am

    Thank you VERY much!

    Reply
  25. Warren says

    Sep 20, 2015 at 6:27 pm

    Followed all the guidelines several times. Error message unknown error. Test email failed.

    Reply
    • Tuan Do says

      Sep 20, 2015 at 10:40 pm

      Weird. Do you use 2-step verification?

      Reply
  26. Warren says

    Sep 21, 2015 at 6:36 am

    Yes. Outlook 2013.

    Reply
  27. Karan says

    Oct 9, 2015 at 11:49 pm

    Hey it worked. Glad because now I don’t need to open my email account every time I need to read or send mails. Thanks a lot. :-)

    Reply
  28. jeff says

    Feb 15, 2016 at 7:14 pm

    you really show exactly where to get the password, i see the apps connected to my account but nothing about a password? could you be more specific, or walk thru the google steps? thank you

    Reply
  29. jeff says

    Feb 15, 2016 at 7:16 pm

    there is no “authorizing applications & sites” on google page I’m at

    Reply
  30. jeff says

    Feb 15, 2016 at 7:25 pm

    finally found it! thanks

    Reply
  31. Mo says

    Nov 1, 2016 at 6:22 pm

    Hi

    Glad to find you and hope you can assist, read through everything above, tried it, tried the variations regarding SSL and so on to no avail. Currently I am able to start Outlook in safe mode,and when trying to retrieve emails now it says:

    Task ‘[email protected] – Receiving’ reported error (0x80042108) : ‘Outlook cannot connect to your incoming (POP3) e-mail server. If you continue to receive this message, contact your server administrator or Internet service provider (ISP).’

    POP3 is enabled on my gmail account and IMAP is Disabled

    Ive tried the IMAP approach and no joy either.

    The 2-way verification is off as well and never had it enabled.

    Why is it so Technically Challenging? :)

    Your help will be appreciated.

    Reply
  32. Kara Ann Lanctot says

    Sep 27, 2017 at 10:24 am

    I don’t normally use outlook but my children’s school does. It has a wizard for me to set up Outlook on my computer but it says I need to enter a password (GMAIL) provided me. My normal password isn’t working. I’ve been looking all over at what I can do to finish the wizard. It has the same picture (above) as you have listed under this:
    Click on More Settings button, go to Outgoing Server tab and check the box My outgoing server (SMTP) requires authentication.
    outgoing-server
    I am using Windows not Mac. Can you help me get the password I need so I can be in touch with teachers?

    Reply
    • Tuan Do says

      Sep 27, 2017 at 11:23 am

      Hi,
      Do you use 2-step verification for your Gmail account? And have you generated an app password?

      Reply
  33. Doc Watson says

    Oct 13, 2017 at 5:14 pm

    Thank you for providing this. It worked very well and I am able to read my emails using Outlook now.

    Reply
  34. TheDoc says

    Mar 26, 2018 at 8:51 pm

    Awesome – have struggled with this for days, works perfect!

    Reply
  35. Idith says

    Apr 28, 2018 at 6:33 am

    Why in the world are people still using Outlook?

    Reply
  36. Harold says

    Jun 18, 2018 at 11:47 am

    Had exactly the same headache with my Outlook and Gmail account. Done everything that’s possible but Outlook kept asking for Gmail password even if I know that I was entering the correct password. Decided to get some help and they solved the issue by adjusting some settings on my Gmail account.

    Reply

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