OSU Gmail - Connect to OSU Gmail with Outlook on Windows

Issue/Question

  • How do I connect to OSU Gmail using Outlook on Windows?

Environment

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

Explanation

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

For steps to configure Outlook to connect to a non-OSU Gmail account, please see Microsoft's documentation: https://support.office.com/en-us/article/add-a-gmail-account-to-outlook-70191667-9c52-4581-990e-e30318c2c081 

Resolution

Method 1 - Enable "Less Secure Apps"

Note: These steps were created using the Office 365 version of Outlook.

  1. Follow these steps to enable IMAP in Gmail
  2. Visit https://myaccount.google.com/lesssecureapps to enable less secure apps
  3. Open Outlook
    1. Enter a profile name if prompted
    2. Enter your email address in this format: username@oregonstate.edu
    3. Select "Advanced Options" and check "Let me set up my account manually"
    4. Select IMAP in the Advanced Setup window.
    5. For Incoming Mail Server
      • Server name: imap.gmail.com
      • Port: 993
      • Encryption method: SSL/TLS
    6. For Outgoing mail server:
      1. Server name: smtp.gmail.com
      2. Port: 465
      3. Encryption method: SSL/TLS
    7. Click Next
    8. Enter your ONID password when prompted.
    9. You should see "Account successfully added"; click Done
  4. Outlook should now begin syncing your Gmail mailbox.

Method 2 - Use an App Password

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.

  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 IS Service Desk.

Details

Article ID: 45976
Created
Tue 1/9/18 9:07 AM
Modified
Wed 10/9/19 1:40 PM