The world of Microsoft Outlook 2010 has improved greatly, there is many new enhancements to help you in your email, saves, templates and junk mail as well as a slew of other tools like achieving etc.
In this lesson, you will learn how to set up Microsoft Outlook 2010 with your Gmail account information. Though similar to Microsoft Outlook 2007, there are enough differences to make your setup difficult unless you have a clear guide. I made this guide to help even the most Outlook illiterate people set up their Gmail account like a pro.
1. Enable POP in your Gmail account. Don’t forget to click “Save Changes” when you have selected enable POP as it will not save. Missing the “Save Changes” step will not allow you to setup Outlook 2010 as Gmail POP will not be enabled.
To configure Outlook 2010 for your Gmail address:
2. Open Outlook 2010
3. Click the tab labeled “File” on the top right hand side. Select “Info” on the right hand navigation and right above “Account Settings” you will see “Add Account” which will either be below the other email accounts you have already added, or by itself like in the image below.
4. “Your Name” is where you will enter the user name that you want to use, this will be your from name the user will see when he/she gets your emails. You will also enter your Gmail account credentials like you Gmail email address where it says “E-mail Address” and your Gmail password twice for verification. Leave “Text Messaging” and “Manually Configure” alone and click “Next”.
5. All Done, you will notice that Microsoft Outlook 2010 automatically located and set up the correct Gmail settings to configure your POP account, just click “Finish” and your all done, you have successfully added your Gmail account to your Microsoft Outlook 2010. “Note” If you did not get all green checks, or you had an that says “An encrypted connection to your mail server is not available. Click next to attempt using an unencrypted connection., skip down to #6 and finish your setup.
6. This step is called trial and error, you might want to check, as shown in “image 1″ and make sure you did “Save Changes” after you enabled POP in your Gmail account under the “Forwarding and POP/IMAP tab, next, make sure you did type your Gmail email address and password as shown in “image 3″ and click next again. Now again as shown in “image 4″ above, see if all checks are green, if not, proceed to #7.
7. As you can see by the red checks shown, there are either some communication issues between your Outlook 2010 and your Gmail account, or you still have not typed in your correct Gmail email address and password, we will proceed like Outlook 2010 cannot communicate with Gmail to get your correct POP and SMTP settings. First, check the “Manually configure server settings” box, then click “Next”.
8. Here, you will select the email service you will be using like “Internet E-mail “POP or IMAP“, Microsoft Exchange or Text Messaging. Since we are configuring Gmail, this is considered an “Internet E-mail” because we will be using either “POP” for our Outlook 2010 Manual Gmail setup, so check the “Internet E-mail” radio button and then select “Next”.
9. Here is where you add all the correct Gmail settings like pop, smtp etc.
a. Your Name: John Doe or “Whatever you want to use, this is what people see when you email them as the from name”.
b. Email Address: JohnDoe@gmail.com “This is where you will put your own Gmail address”
c. Account Type: POP3 “This is the account type we are using in this setup and is what you enabled in your Gmail account”.
d. Incoming mail server: mail.gmail.com “This is important as this is how Gmail routes your email”
e. Outgoing mail server (SMTP): smtp.gmail.com “This is important as this is how Gmail routes your email”
f. User Name: JohnDoe “This is where most people mess up when adding the username because the old way when adding Gmail information to Outlook 2007, you would use the full Gmail email address like JohnDoe@gmail.com, but in Microsoft Outlook 2010, this has all changed because Outlook 2010 only requires your Gmail email address name only for example “JohnDoe”
g. Password: ********* “This is your Gmail login password, make sure it is accurate”
h. Remember Password Box: “Make sure this is checked unless you want to type the password in every time your Outlook 2010 does a send and receive”
i. Deliver new messages to: We selected our already created pst by selecting “Existing Outlook Data File” and selecting the “Browse” button to find and select it. If you have not already setup any account nor have created a pst file, just select “New Outlook Data File”, click the “More Settings” button when finished with a-i
10. After clicking “More Settings…” in the last step, you will have a popup called “Internet E-mail Settings” and it will have 4 tabs labeled; General, Outgoing Server, Connection and Advanced.
11. General Tab: Here is where you type the name you want to refer to this account as. Its also where you add a reply to email address. You can add any email address in the reply to that you want, useful if you are trying to change email address’s and are training people to reply to a new email address, in this case we just used our new Gmail email address. Select “Outgoing Server” tab next.
12. Outgoing Server Tab: You will need to put a check in the box labeled “My outgoing server (SMTP) requires authentication, and then select the radio box labeled “Use same settings as my incoming mail server. Once this is done, skip the “Connection” tab and select the “Advanced” tab.
13. Advanced Tab: This is a very important step and your last to complete. This is where you manually set Gmail’s POP and SMTP ports.
a. Incoming server (POP3): This should be set to “995″
b. This server requires an encrypted connection (SSL): Box needs to be checked
c. Outgoing server (SMTP): This should be “587″
d. Use the following type of encrypted connection: In Outlook 2010, this should be set to “TLS”, when your finished selecting this, click on ok.
14. You will return to the “Internet E-mail settings” page.
Click Test Account Settings… After receiving ‘Congratulations! All tests completed successfully’, click Close.
Click Next, and then click Finish.
Congratulations! You’re done configuring your Microsoft Outlook 2010 client to send and retrieve Gmail messages.