Installing a gmail account on Outlook 365

WalterG · May 20, 2024

I am in the process of re-installing everything on a new computer after my old one was hacked.

I am stuck on trying to install a newly created gmail account into an Outlook 365 profile using POP, not IMAP. Everything I try that works seems to default to IMAP.

I have a similar problem with a pst file (from the old computer) when trying to set it up in its own Outlook 365 profile.

I have Windows 11 Pro installed, version 23H2 build 22631.3593

Help gratefully received!

antspants · May 20, 2024

Hi Walter, welcome.

Setup a POP3 account via Control panel, not via Outlook. Much easier.
Open Control Panel, search for mail, open “Mail (Microsoft Outlook)”
Open Email Accounts > New

See how you go.

When going through the POP3 option using the above, keep an eye out for the existing outlook data file option

It’s 2.30am here and I am about to fall asleep. Normally I’d write you a tutorial personalised for you, or connect via Microsoft Quick Assist but I am really tired. If you haven’t been helped or still haven’t worked it out, Ill help more tomorrow.

Or In the mean time, try following this short tutorial that I helped someone with. Should be the same for Microsoft 365

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...

www.elevenforum.com

Cheers Walter

WalterG · May 20, 2024

Thanks for the prompt (and latenight!) response.

I had been through a very similar approach so do not think I needed a specialized tutorial.

One of the differences based on the other, and I assume what would have been a similar tutorial is that I do not have a pst file for the gmail account that I tried to set up.

But after trying twice, I got the same failure messages both times:
- your email server rejected your login
- test message Outlook cannot connect to your (SMTP) email server.

If I have time later on today, I will try with the other gmail account that I am trying to setup for which I do have pst file.

I will let you know, and thanks again for the quick response,

Mike

antspants · May 20, 2024

WalterG said:
But after trying twice, I got the same failure messages both times:
- your email server rejected your login
- test message Outlook cannot connect to your (SMTP) email server.

Hi Walter.

So you have gone to Gmail and setup the address to use POP specifically?

You have generated an APP password to use Gmail with Outlook?

Have you set the correct secure settings for the SMTP server that Gmail requires?

The PST will be automatically created by Outlook and can be found in the default PST file location (different to IMAP/OST files location) PST files are in Documents\Outlook Files folder
(Check if you don't already have any)
If you are wanting to use an existing PST file, then the step of directing Outlook to the PST in post 2 (Above) is what is needed.

As per Gmail:

First, set up POP in Gmail

On your computer, open Gmail.
In the top right, click Settings

See all settings.
Click the Forwarding and POP/IMAP tab.
In the "POP download" section, select Enable POP for all mail or Enable POP for mail that arrives from now on.
At the bottom of the page, click Save Changes.

Next, make changes on your email client

(In this section, ignore settings in the screenshot)

Go to your settings above and check the following:

Incoming Mail (POP) Server	pop.gmail.com Requires SSL: Yes Port: 995
Outgoing Mail (SMTP) Server	smtp.gmail.com Requires SSL: Yes Requires TLS: Yes (if available) Requires Authentication: Yes Port for TLS/STARTTLS: 587
Server timeouts	Greater than 1 minute (5 is recommended)
Full Name or Display Name	Your name
Account Name, User Name, or Email address	Your email address
Password	Your Gmail APP password

WalterG · May 20, 2024

Thanks - my turn to be on my way to bed

The answer to your questions would be yes to all except using an app password. Another site I was on earlier said to disable two-factor. So had done that.

I will try with an app password tomorrow morning - after resetting the account to two-factor.

Mike

antspants · May 20, 2024

WalterG said:
I will try with an app password tomorrow morning - after resetting the account to two-factor.

I believe it has to be done, due to Gmail requirements.

Good night, Walter.

WalterG · May 22, 2024

It has taken me longer than I expected to get to where I wanted. Which was to add an account to an existing profile which contained an account with bell canada.

However, after I had found out how to create an app password (it is not where google says it is on their main page!) and had created a pst file from the google account for the gmail account I want to add, I went through the steps to add the account as POP 3.

Although it appears to have worked in the sense that gmail account has been added the problem for me is that, other than the inbox, the rest of the files are in a separate [gmail] folder.

It is not so much an issue for this account, but I have used it as a trial for another gmail account where I specifically want to load separate folders from an existing pst file. This is from an account that was on another pc where I use the folders as a database for a large number of emails in different categories.

Once again, if you are able to shed any light on this, I would be grateful.

Mike

antspants · May 23, 2024

Hi Mike. (Sorry that I keep calling you Walter, it’s the username that throws me.)

First, protect the old PST file.

Go to the folder that it is in
Select it, then Ctrl+C (copy)
Ctrl+V (paste) exactly where you are in the same folder.
The file will paste into the same folder and have the word “- copy” at the end of the file.
- As a suggestion, protect this file by placing it in another folder within the Documents\Outlook Files\ folder or a place of your choosing

I would of used the Existing PST when adding the new account as in the steps I referred to.

However: You can open an existing PST in Outlook (Link at bottom of post) and then use it to copy folders into the new Gmail PST file you recently created.
You can right click on a folder/calendar/contacts and select copy to (or maybe just “copy”). A box will open asking you to choose where.
You can basically copy all folders except for the inbox. The inbox you will need to open in the old PST, select all of the emails within.

For the inbox:
Select all the emails in the old Inbox.
- You can click on the top email then Ctrl+A (select all)
- Ctrl+C (copy)
- Click on the new Gmail inbox
- Ctrl+V (paste) into that inbox folder.

You can do the same for “Sent Items” etc
For any folder you have created, just use the copy to method for the whole folder.

Scroll down to and expand “Open an Outlook Data File (.pst)” in this link

Open and close Outlook Data Files (.pst) | Microsoft Support

Open and close Outlook Data Files (.pst) that contain copies, archives, or backups of your Outlook information.

support.microsoft.com

WalterG · May 23, 2024

thanks again for these clear and detailed instructions

I will give it a go with the other and more important account.

And no worries using Walter. I thought it was very prescient of you as that was the nickname that I was given at school. Apparently Walter Joyce was in one of the UK league soccer teams and I think my friends were trying to get me more interested. I had forgotten it was the user name I have here.

Mike (or Wally as they actually called me!)

antspants · May 23, 2024

WalterG said:
thanks again for these clear and detailed instructions

I will give it a go with the other and more important account.

And no worries using Walter. I thought it was very prescient of you as that was the nickname that I was given at school. Apparently Walter Joyce was in one of the UK league soccer teams and I think my friends were trying to get me more interested. I had forgotten it was the user name I have here.

Mike (or Wally as they actually called me!)

No problem!

Let me stress though, please backup that cherished PST file

WalterG · Jun 1, 2024

I have had to put this on the back burner for a while but now have some time to have another go. One question I had as I was last trying related to "profiles". Because one of the accounts to which I want to add another account is in a profile, I cannot seem to use the preferred method of using "mail" from the control panel. Is that possible?

Mike

antspants · Jun 1, 2024

Hi Mike.

You want to add the new Gmail POP3 to an existing profile?
Or you want a new profile for the Gmail POP3?

antspants · Jun 1, 2024

If you're wanting to add the Gmail POP3 to the existing profile, just create the new email and it will use the existing Profile.

If you're wanting to create a new profile for the Gmail POP3, you can still add it via Control Panel (preferred):

Instead of clicking on the "Email Accounts" button on "Mail (Microsoft Outlook)" you click on the "Show Profiles" button
First change it to "Prompt For A Profile To Be Used" then click "Add"
Type the Profile name and select "OK"
The Add Email Account process will start.
The new email account you create will be associated with the new Profile.

You should be asked which profile to use when starting Outlook.
An alternative way is to hold down the "Shift" key when starting Outlook, it will ask you which profile to use.

A little info about Profiles:

Overview of Outlook email profiles | Microsoft Support

Overview of Outlook email profiles

support.microsoft.com

antspants · Jun 1, 2024

I'll be honest. I pay no mind to profiles. I am not that versed in them.
I believe the only time they are practical is when you share Outlook with someone and you want to keep accounts separated and simple.

When you add a new POP3 account to Outlook when Outlook is run for the first time, if you don't specify a profile name like I have mentioned above, Outlook should create a default profile called "Outlook" (at least it always has for me)

If you want to add an email account when Outlook is first run, and you want that Email Account to be associated with a profile by a specific name, you would add your Email Account via "Show Profiles" "Add" "Name it" click "OK" the Add Email Account process will start.

WalterG · Jun 1, 2024

I am trying to add a gmail account to a profile that presently contains a single email account.

I am unsure about "add an email", but can used "file"/"add account"/ and type in the gmail addres I want to add

Then with "advanced options"/"let me setup manually"/"connect"/"POP"/"password"/"connect"

I then get t a Could not log on to incoming (POP) server.

There is an option to "change account settings" . I will try that and report back!

Mike

antspants · Jun 1, 2024

WalterG said:
I am trying to add a gmail account to a profile that presently contains a single email account.

I am unsure about "add an email", but can used "file"/"add account"/ and type in the gmail addres I want to add

Then with "advanced options"/"let me setup manually"/"connect"/"POP"/"password"/"connect"

I then get t a Could not log on to incoming (POP) server.

There is an option to "change account settings" . I will try that and report back!

Mike

You seem to be going through Outlook? I've never mentioned going through Outlook to add an email account. Sorry I can't help you with that.
I gave a link above. I never use Outlook to add an account, it's problematic and flawed, or at least restricted in my opinion.
I add them via control panel as mentioned in Post #2 above (and the following posts)

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...

www.elevenforum.com

WalterG · Jun 1, 2024

The reason I use profiles is because the gmail account is for membership coordination of a community vegetable garden for which I am the membership coordination but can be used, or at least accessed, by others on the committee. So I am a bit stuck with that.

antspants · Jun 1, 2024

WalterG said:
The reason I use profiles is because the gmail account is for membership coordination of a community vegetable garden for which I am the membership coordination but can be used, or at least accessed, by others on the committee. So I am a bit stuck with that.

They all access the same computer or access it at home? If from home, you want IMAP.

If on the same computer, unless you have other email accounts that you don't want others accessing, then pay no mind to profiles.
If you have more than one email account that you don't want others seing, yes, a profile for each account is warranted so you can switch to the community accessed email account. (post #13)

Post #13 above is a process I use going though Control Panel "Mail (Microsoft Outlook)"
Again, if your trying to set this up inside of Outlook, I can't really help you sorry, as I have never used it to do so.

Installing a gmail account on Outlook 365

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Next, make changes on your email client​

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