E-mail is so very important to our day to day lives in this hyper-connected world that we live in. If you were to take E-mail away from us, businesses would fail and huge numbers of friendships would be destroyed. Luckily, this isn’t going to happen to us!
Most people agree that Google’s Googlemail (Gmail) service is an accessible and powerful way of managing your e-mails. Google designed the Gmail service for their own employees, who receive vast amounts of data via their e-mail accounts every day, then decided to allow public use of their software. Googlemail has a great web interface, however a large amount of business clients like to have a server side and a local backup of their important E-mails to reference when they cannot connect to the Internet or are away from the office. This needs extra software and one of the best ways to do this is use Outlook which is created by Microsoft comes . Microsoft Outlook combines calendar functionality with e-mail and many professionals plan out their working and personal life with this powerful tool. If you are new to Google’s mail service and want to find out more ways of increasing your E-mail productivity, we recommend Mastering Gmail : Increase Your Productivity Tenfold as a great way to get started with the program. Mastering Gmail takes a little time but knowing how to get around and use Gmail effectively is a massive boon.
Microsoft Outlook is part of the Office bundle and can be confusing to those who do not use this powerful organizational tool. This is a shame, as there are a number of great courses out there teaching you to use Office’s software packages to improve your life. This course in Microsoft Office is particularly comprehensive, offering over 4 hours of tuition in using Office effectively. If you are already an Office power user, you may prefer to take a course in just using Microsoft Outlook for Office Management instead. This article will show you how to set up Googlemail and E-mail in Microsoft’s Outlook program and will highlight the important parts of the setup.
Getting this wrong can result in serious problems, with e-mails being duplicated and sent from the wrong name servers and such, which can lead to distrust in your organization. So, to avoid this, make sure you pay attention!
First of all, when you set up an account in any e-mail program, you have to be aware of what type of e-mail service you are using the first place. There are two main protocols that E-mails are sent and received with. These protocols are named POP3 and IMAP respectively. Before the advent of mobile devices that could check e-mails on the go, it very rarely mattered what type of e-mail service that you used. Now you have the ability to check your e-mails in many places at once, the choice is a little more important.
POP3 is an old protocol, which is what most e-mail accounts set up a few years ago will be running. IMAP is a newer protocol, with more features that make it much more appealing. If you are setting up a new e-mail account to use with Outlook, we highly encourage you create an IMAP based account. You can always change your mind though!
POP3 does not allow two-way communication via servers and your own devices. This means when you view an e-mail in one place, say on your phone, the e-mail doesn’t get marked as read on the mail server, meaning you get redundant notifications whenever you open the same e-mail account on a different device. So, you will end up seeing the same E-mail marked as unread as many times as you have devices connected to the e-mail account.
IMAP, however, allows you to read an e-mail on the web based client and your e-mail client on your phones and mobile devices will register that the e-mail has been read on all devices.
If you are the type of person that organizes their e-mails and puts them inside folders and applies labels, IMAP allows you to only do this once and automatically updates your other e-mail clients, assuming they support IMAP.
In addition to this major benefit, IMAP is less prone to losing messages, re-downloading content or crashing than the POP3 protocol.
After you set up your IMAP account at mail.google.com, you can begin to synchronize Outlook with Googlemail.
Setting up Gmail with Outlook is a fairly painless process, as often Microsoft’s program will do the work for you using a Wizard.
Accessing Gmail with Outlook Using IMAP
Right then, let’s show you how to set up your account so you can get back to work.
Outlook will also synchronize any type of labels and folders you have set up in Gmail, so do this first if you want the folders to carry over.
First of all, you must make sure that the Gmail account you are using has IMAP access enabled. If you are not sure how to do this, it is in the settings button (cog) on the Gmail Graphical User Interface. After this, launch Microsoft’s Outlook programs and hit the Tools button. This will bring down a menu, which will have an option called Account Settings. Click Account Settings and it should bring up a box full of options. You are looking for the tab that is labeled E-mail.
Once you find this tab, there will be the option to add a new Account to Outlook. Click the New… button, which will bring up more options. The correct choice here is either Microsoft Exchange or IMAP. As we said earlier, IMAP is the preferred method of Synchronization, so if you are not sure whether you want to use Microsoft Exchange in your Outlook, click IMAP.
Follow the on screen prompts and type in your Name (This will be the name that appears in the FROM : section of any E-mail you send.)
After this, Outlook will request the e-mail Address that it is setting up. Enter your entire e-mail address. This is important as if you only enter the first part, the setup will not work at all.
An example would look like this :
Name :José Smith
E-mail Address :Josesmith@googlemail.com
If you are using IMAP, tick the radio button that says:
“Manually configure server settings or additional server types.”
After this, pick the Internet e-mail choice and progress to the next screen.
Select IMAP under the new Account Type :
You will be presented with options for the Incoming Mail Server and the Outgoing Mail Server.
Fill these fields with these values.
Incoming Mail Server :imap.gmail.com
Outgoing Mail Server :smtp.gmail.com
After this, you will only have a few more values to add and be up and running with your Gmail synchronized with the powerful software that Outlook is. Mastering Outlook can take a long time, yet it is often worth the practice as Outlook can increase your productivity multiple times over. Take this course in Learning Microsoft Outlook 2013 and shred the learning time.
After filling the fields for incoming and outgoing mail servers with the correct values as above, you will need to type your full Gmail account information in the fields provided.
Incoming Mail Server :imap.gmail.com
Outgoing Mail Server :smtp.gmail.com
Gmail Account Name :Josesmith@googlemail.com
Gmail Password :VerySecurePassword123
For more security over your account, which we highly recommend, click the “More Settings…” button to reveal more settings. Inside this area, you will find many more settings for your E-mail accounts but the one that we are most interested in is the Outgoing Server tab. When you navigate to this tab, click the box to check the My Outgoing Server (SMTP) Requires Authentication check box. Once you have finished this, click out and look for the Advanced Tab. Choosing to protect your E-mails using SSL is a good idea as this will make it more difficult for someone to intercept your mail. SSL is a security encryption that allows a little more anonymity and makes it hard to steal your identity etc. SSL or Secure Sockets Layer, is a cryptographic tool which makes it easier to send information securely over the Internet. SSL uses certificates to prove to the sender/receiver of the integrity of their servers by exchanging symmetric keys. This key is then used to encrypt and obfuscate information transmitted over the protocol. SSL is widely used and is a strong cryptographic protocol that is very difficult to crack. SSL is used in hundreds of places, not just in E-mails so your data and information is as secure as it can be. Choosing not to enable SSL may allow you to use old and archaic E-mail servers but it is highly unadvisable as you put yourself at risk to so many online threats. If you take part in Internet banking or any other method of transferring funds and your personal information over an E-mail, you should make sure that SSL is always enabled. Taking a chance is unwise and means you can fall victim to any number of scams.
To avoid all of this nastiness, make sure that you Enable the SSL encrypted connection by clicking the boxes for both incoming and outgoing e-mail using Port 465 for the Outgoing Server Port.
This concludes the account creation tutorial and now you should have a functional, synchronized Gmail account within Microsoft’s Outlook software package.
This setup will also have brought your labels and spam filtering from Gmail to Outlook.
Outlook has some very useful settings for Gmail, which allow you to prevent the showing of any duplicate e-mails in your inbox, as Gmail can send you confusing duplicates of E-mails when you filter them into labels on the web service. To stop duplicates, you use the View -> To – Do Bar button in the taskbar menu and enable the Taskbar, then point in the taskbar zone and use the Arrange By command. Arrange by allows you to specify how the E-mails are ordered within Outlook and is super handy when you need to find specific E-mails, perhaps from a point in time or larger E-mail s which denote attachments. Setting a custom filter is easy, just click the Custom option that is hiding in the View menu.
Once you have the filter taskbar area open, click the Advanced tab which will allow you to define the arguments for the filtering. In this case, you want to click the option that allows you to specify the “In Folder” criteria, giving Outlook the “All Mail” Variable in the field when it asks. If you then click ok, the computer with go ahead and only show you the single copies of e-mails as it is only viewing and filtering the content that comes in to your “All mail” folder, rather than showing you many copies of the same thing when they have been copied into different folders and labels.
If you do not have the full version of Outlook and simply use Outlook Express, you should be also able to follow these instructions, as they are fairly universal across all version of Outlook and most other e-mail clients.
Remember, when you synchronize your E-mails from Google Mail to Outlook on a laptop computer, you can then take your e-mails with you as they will be stored locally and synchronize up when you get a valid connection again.
Another cool feature of Outlook is that you can write replies to E-mails whilst you are offline, hit the send button and the program will wait until you are connected until it attempts to send your mails. Allowing for offline use like this makes Outlook an extremely powerful tool.
Once you follow these instructions, connecting your Gmail and Outlook is an easy task!