Solved How to set gmail pop3 account on Outlook 21

I have done a Win 11 23h2 clean install on my wife's computer and installed Office 2021.
The Outlook doesn't allow me to set my gmail manually. It does it automatically and set as IMAP. As I have all the old Outlook 2010 pst files I want to set:
- Gmail as pop3 and not as IMAP, as pst can be backup and restored and ost can't.
- I want that my Gmail pop3 use an existing pst data file
- I want to set the pst files location under Users\name\documents\email and not under Users\name\appdata\local\microsoft\outlook
In other words I want the manual config that is on outlook 2019.
Is there a way to unlock the manual configuration on outlook 2019?

- Firstly, you would need to go to Gmail and setup Gmail to use POP for the address you want to use. I assume you have done so.
- Secondly, don’t open Microsoft Outlook to setup the email. I never use Outlook itself to add email accounts. Use Control Panels “Mail (Microsoft Outlook)”

• POP3 email addresses are all best setup this way as the “autodetect” option within Outlook no longer gives an option to search for a POP connection, as far as I know.
• Also, I am unfamiliar with Gmail Authentication codes. glasskuter has added notes for you regarding this requirement, below.

(First and foremost, make a backup of the PST file you intend to use, always make backups.. of everything, especially before performing a task/operation)

Go to Control Panel, search “Mail” in the top right corner. In the results, Open “Mail (Microsoft Outlook)”



This box will open



Open “Email Accounts”



Click on “New” and select “Manual setup or additional server types”




Click on “POP or IMAP”



Fill out the required settings.
Make sure you have selected “POP3”
Select “Existing Outlook Data File” and browse to the PST you want to use.
Don’t click “Next” yet.





Click on the “More Settings” and configure the server settings in the 3 tabs that the “More settings” shows.







Click “OK” Click “Next” and the setup will be tested. If you have set it up properly according to Gmails requirements, you will get 2 green ticks.



If I left anything out I am sorry. Let me know how you go and I’ll try get to a PC if there is a problem.
I am currently on my iPad using screenshots I had saved.

P.S.

You can certainly save your PST data file wherever you like, as long as you point the new email address to it as shown above.
The new default location for PST files is in the Documents\Outlook Files\ folder. But technically it could be saved anywhere.

P.P.S
(This addon may only work if the PST file you use is in the Windows default location, Documents\Outlook Files\)


You might be interested in this Outlook Addon

Tom Hoffmanns Outlook Backup Add-In. It says 2019 but I use it for 2021. It also works in Microsoft 365 as I added it via remote connection to a members Outlook 365 and tested it. I believe it works for outlook 2010 onwards.


On the right of the page you will see “Releases”

At the bottom of the releases page is a link to the latest OutlookBackupAddIn.zip Unzip it and run the install exe.

• Start outlook and at the top you will now see an entry “BACKUP”
• Click on “BACKUP” and the settings are fairly easy.
• Choose the PST you want to backup, set a destination and make the backup interval “0” this will make Backup do it’s job every time you close outlook.
• Add a prefix or suffix and it will add that to the backup name:

• Tell it to wait 5 seconds or more after closing Outlook to backup.

If you need help with it (After all else is done) let me know.

Once installed you will see the entry “backup” on your toolbar:





You can cancel the backup by clicking the X at the top right of the box after closing outlook and the timer starts.
Alternatively you could set the interval to 60 (60 days) or some other value and just select the “backup on exit” button in the toolbar for a manual backup. This would save any accidental backups overwriting a good backup/copy of your PST file if you have destroyed your PST in Outlook.

(It is a good practice to have one original PST copy saved externally.)

May I add that GMAIL won't work as pop in any email app without an app password. The app password replaces your email password when setting up your account as pop.
I recently set up a gmail test account as pop in Outlook 2021. This same requirement would be necessary when using @antspants method.
I wrote myself a little tutorial as I went along because I wouldn't remember it next time. Here's a link to my notes in onedrive that may help you.

glasskuter said:

May I add that GMAIL won't work as pop in any email app without an app password. The app password replaces your email password when setting up your account as pop.
I recently set up a gmail test account as pop in Outlook 2021. This same requirement would be necessary when using @antspants method.
I wrote myself a little tutorial as I went along because I wouldn't remember it next time. Here's a link to my notes in onedrive that may help you.

Gmail in email app.docx

1drv.ms

Click to expand...

Thank you
I believe I may of wrongly assumed that Megahertz already knew that.

Perhaps your notes may also help this member, glasskuter?

antspants said:

Thank you
I believe I may of wrongly assumed that Megahertz already knew that.

Click to expand...

I do and have the password generated by Gmail

Following the instructions I was able to make it work as POP3.
As my wife changed the Gmail password, my main headache was to create a new App password on Google. The help instructions to create a new App password are different from what you see on screen. Took a long time to discover where to create a new App password.

Thanks to all, specially antspants

Megahertz said:

Following the instructions I was able to make it work as POP3.
As my wife changed the Gmail password, my main headache was to create a new App password on Google. The help instructions to create a new App password are different from what you see on screen. Took a long time to discover where to create a new App password.

Thanks to all, specially antspants

Click to expand...

You’re welcome. I am glad you got it sorted out.
Perhaps the setup for app passwords is different in Brazil as it is in America.

Enjoy

antspants said:

You’re welcome. I am glad you got it sorted out.
Perhaps the setup for app passwords is different in Brazil as it is in America.

Enjoy

Click to expand...

I thought the same thing so I entered a US site. It was exactly the same as in Portuguese. I think they use a translator from US to the other languages.