OSU Gmail - Setup Gmail in Outlook on Windows or Mac

Issue/Question

  • How do I connect to OSU Gmail using Outlook?

Environment

  • Oregon State University
  • ONID
  • Gmail
  • Outlook (in IMAP mode)

Explanation

Outlook can be configured to access emails from your OSU Gmail account. 

Note: IMAP is less secure, and is generally not recommended. Using the Gmail web app is recommended instead. If you also have an Exchange mailbox, we recommend forwarding your OSU Gmail to Exchange.

Resolution

If you have Outlook 2016, 2019 or Office 365, use the "Enable Less Secure Apps" method. If you have an older version of Outlook, upgrade, or use the "App Password" method documented below.

Method 1 - Enable "Less Secure Apps"

These steps need to be done in Gmail before setting up Outlook.

  1. Follow these steps to enable IMAP in Gmail
  2. Visit https://myaccount.google.com/lesssecureapps to enable less secure apps

These steps should work in Outlook 2019 and Office 365 Outlook:

  1. Open Outlook
    • If you have not used Outlook before, it will take you to the account setup menu
    • If you have used Outlook before:
      • Windows: select File, Add Account
      • Mac: Outlook menu -> Preferences -> Personal Settings -> Accounts -> + symbol -> E-mail...
  2. Enter your email address in this format: username@oregonstate.edu
  3. Go to IMAP settings:
    • Windows:
      • Select "Advanced Options" and check "Let me set up my account manually"
      • Select IMAP in the Advanced Setup window
    • Mac:
      • Select IMAP from the Type dropdown menu
  4. Enter the following for IMAP Account Settings:
    • Incoming mail:
      • Server: imap.gmail.com
      • Port: 993
      • Encryption method: SSL/TLS
    • Outgoing mail
      • Server: smtp.gmail.com
      • Port: 465
      • Encryption method: SSL/TLS 
  5. Enter your ONID password if prompted
  6. Login at the Oregon State University login screen if  prompted
    • You will also need to do Duo two-step login
  7. You may see a prompt to allow Microsoft apps & services to access your Google Account; select Allow
  8. Outlook may take a minute to finish setup; click Done when prompted
  9. Outlook should now begin syncing your Gmail mailbox.

Method 2 - Use an App Password with Older Versions of Outlook

If you have an older version of Outlook, you may need to set up an application password in order to use Outlook to connect to OSU Gmail.

Note: We recommend upgrading to Office 2019 or Office 365.

  1. Follow these steps to enable IMAP in Gmail
  2. Follow these steps to enable an application password:
    1. Visit https://myaccount.google.com/
    2. Select "Security"
    3. In the "Signing in to Google" section, next to "2-Step Verification", click on "Off."
      • Note: Google's 2-Step verification has no relation to OSU's two-step login using Duo. Google requires enabling their 2-step verification in order to create an application password.
    4. Click "Get Started"
    5. Enter your phone number and select "Text message" or "Phone call"; Click "Next."
    6. Enter the code you received and click "Next."
    7. Click "Turn On."
    8. Click the back arrow next to "2-Step Verification" at the top of the screen.
    9. Click on "App Passwords."
    10. Click on "Select App" and select "Mail."
    11. Click on "Select Device" and select "Windows Computer."
    12. Click "Generate."
    13. Highlight the 16 character code with your mouse and press Ctrl+C to copy.
  3. Set up Outlook
    1. Open Outlook
    2. Open the File menu and choose Account Settings .
    3. Click on the E-mail tab and click New ....
    4. Click the Manually configure server settings or additional server types button and click Next .
    5. Choose Internet E-mail and click Next .
    6. Enter your name . This is what other people will see when they receive your mail.
    7. Enter your E-mail Address . The format is username@oregonstate.edu.
    8. Select IMAP from the Account Type drop-down list.
    9. The Incoming mail server name is imap.gmail.com
    10. The Outgoing mail server (SMTP) name is smtp.gmail.com
    11. Enter your ONID email address in the User Name field.
    12. If you want Outlook to remember your password (and not prompt you for it), check the Remember password box. Otherwise, leave it unchecked. It might be helpful to leave it unchecked if you share this computer with other people.
    13. Click the More Settings... button.
    14. Click on the Outgoing Server tab.
    15. Check both the My outgoing server (SMTP) requires authentication" box and the "Use same settings as my incoming mail server box.
    16.  Click on the Advanced tab.
    17. Under Incoming server (IMAP) , select SSL  from the drop-down list.
    18. Set the incoming server port number to 993
    19. Under Outgoing server (SMTP) , select TLS from the drop-down list.
    20. Set the outgoing server port number to 587 ( or 465 )
    21. Click Next
    22. When prompted for the password, press ctrl+v to paste the 16 digit password generated earlier on Gmail
    23. Click OK .
    24. Click Next .
    25. Click Finish.

For assistance, contact the Service Desk.

Details

Article ID: 45976
Created
Tue 1/9/18 9:07 AM
Modified
Mon 5/11/20 4:37 PM