How to Sync your Gmail Account to Outlook 2007

There are a few reasons you may want to do this, but my main reason would be to back up my Gmail emails just in case I ever delete something important, Gmail servers go down (rare, but happens) or as what happened at the weekend of February 27 2011 about 150,000 Gmail users woke up to find that all of their emails had been deleted by a glitch by Google. It also happened way back in December 22 2006. The latest glitch has now been resolved, but it does serve as a wake up call to people relying too much on web-based email. I still prefer it to an actual client though and to be honest, as Gmail is by far the best one out there.

So, lets sync our Gmail to our Outlook (2007 in my case) account for peace of mind. Bear in mind though that if you have a lot of emails in your Gmail account (my main one is approaching 41,000 in the Inbox alone) this will require quite a bit of space on your computers hard drive as this sync will also include any attachments those emails have.

I assume that you have:

  1. A Gmail account (IMAP should be  enabled in Gmail settings as it is disabled by default)
  2. Outlook 2007 (or similar) on your computer

By default when you first access your Forwarding and POP/IMAP settings area in Gmail you will see that it is set up so:

Gmail settings

First, you need to Enable IMAP. When you check this, you will notice a few more options are given to you. You don’t have to touch these, so leave them alone.

imap enable

Now in the POP Download section above IMAP Access, you are given 2 options. The first one is the one that you should choose if you wish to sync (download) all of your Gmail’s from Day 1.

  • Enable POP for all mail (even mail that’s already been downloaded)

enable pop

If however, you have already done a sync before and are doing it again on a new computer and you already have the emails synced (copied) or just want the latest ones, then choose the 2nd option which will only sync your Gmail from now on.

  • Enable POP for mail that arrives from now on

enable pop 2

Once you have decided which settings are correct for you, we can move on to setting up Outlook.

Outlook Setup

I will first show you how to do this when you haven’t already configured your Outlook account on your PC.

First, open Outlook (Start>Programs>Microsoft Office>Microsoft Office Outlook 2007 and you will see the following window:

Outlook Startup

Click next for the next window:

next window

Select ‘Yes’ and ‘Next’

check the Manually Configure box

Personally, I prefer to manually configure things. This way I know that it’s done correctly. So check the box at the bottom (this will grey all the other information out) and click ‘Next’

choose internet email

Select the first option ‘Internet Email’ and then ‘Next’

enter your email settings

You can see from my example above how to input your details. Make everything the same except:

  1. Your Name
  2. Email Address (x2)

Now click ‘More Settings’ for the Outgoing Server settings and Port settings:

outgoing server

Under the ‘Outgoing Server’ tab check the top box and the ‘Use same settings as my incoming mail server’ then go to the ‘Advanced tab’

Incoming Server

There are 4 things you need to do here:

  1. Incoming Server (POP3) 995
  2. Outgoing Server (SMTP) 587
  3. Check the box ‘This server requires an encrypted connection (SSL)
  4. Encryption Type – TLS

Next click ‘OK’

Click the ‘Test Account Settings’ and hopefully you will have now correctly configured your Gmail to your Outlook account. Now in your Outlook program hit Send/Receive (Tools>Send/Receive) or just F9 and your Gmail emails will start to pour in. This may take a while depending on how many emails you have in your Gmail account.

Outlook will also ask you about Calender settings and RSS feeds. For myself, I just ignored these as I am only interested in using Outlook as a backup for my Gmail.

default when first opening outlook

Select ‘No’ to this unless you want Outlook to be your default email program. If you want Gmail to be the default mailto: then please see my other tutorial on doing that here

The other window will be the RSS feeds one. It’s up to you if you want to have these synchronised as well:

RSS feeds

Now let’s take a look how to achieve this when you have already got an Outlook account configured on your computer :

In Outlook go Tools>Account Settings and click ‘New’ which will bring up the following window:

In Outlook settings

Which will present the next window:

configure outlook

Select the first choice and hit ‘Next’

Now you should be in familiar territory as it’s exactly the same as above from now on as you will see this window:

Manually configure settings

Again, select the ‘Manually configure settings ‘ box at the bottom and click ‘Next’

input your details

You can see from my example above how to input your details. Make everything the same except:

  1. Your Name
  2. Email Address (x2)

Now click ‘More Settings’ for the Outgoing Server settings and Port settings:

Outgoing Server

Under the ‘Outgoing Server’ tab check the top box and the ‘Use same settings as my incoming mail server’ then go to the ‘Advanced tab’

Advanced tab

There are 4 things you need to do here:

  1. Incoming Server (POP3) 995
  2. Outgoing Server (SMTP) 587
  3. Check the box ‘This server requires an encrypted connection (SSL)
  4. Encryption Type – TLS

Next click ‘OK’

Click the ‘Test Account Settings’ and hopefully you should see the following window letting you know that you have done everything correctly:

Test Account Settings

You have now correctly configured your Gmail to your Outlook account. Now in your Outlook program hit Send/Receive (Tools>Send/Receive) or just F9 and your Gmail emails will start to pour in. This may take a while depending on how many emails you have in your Gmail account. You will also see the following window. This one will show as your emails pour in. It is letting you know that some of the emails being synced have been marked as ‘Junk’. You can click on the ‘Junk email options’ to make the rules stricter if you wish.

Junk email options

That’s it you’re done!

Now if you want to back those emails to an external hard drive/ CD/ DVD or Dropbox etc, you can take a look at my other tutorial on how to do this.

Please note that if you use 2-Step Verification on your Google account, then you will be unable to Send/ Receive in Outlook until you add the required verification code.

Comments

  1. The POP3 will backup your inbox only so what about sent and another folder?

  2. Christie says:

    Thanks for this! Do you know if there is a way to limit what moves over from my gmail to Outlook? I don’t have enough space on my harddrive for all my e-mails and really just need e-mails backed up from about the past 6 months or so. Thanks!!

  3. Hi Christie,

    The sync will keep adding all of your emails until they are are all added. You could go through your Gmail to remove old and unwanted emails to lessen the amount that are imported.
    The other option is to only sync your Gmail to outlook from now on. That is, only have the Gmails that arrive from now onwards and not the older ones. (4th image down in the tutorial)
    Either way you are going to eventually run into storage issues. Is there any way you can clear some space on your HDD or replace the current HDD for a bigger one. New HDD are pretty cheap these days.

  4. Please help! The issue I encounter is with email I address remotely (via Google.com) from my laptop (MacBook Pro), iPad and iPhone not showing up on my desktop at work. My gmail account comes into Outlook on the Dell desktop. I see copies of emails I sent out from my mobile devices, but nothing is reflective of being answered, forwarded, deleted, etc in Outlook. Essentially, I end up with double the work with the way this is set up.

    For example, if I were to go through my email at home via my laptop and delete the non-essential emails, when I get into the office tomorrow they will all show as unread in my Outlook. I then have to go through the process again!

    Could the solution be as easy as checking a box for an incorrect setting?

    Thank you!

  5. Please help! My issue is related to addressing emails remotely via my MacBook Pro, iPad and iPhone. Our corporate emails are set up through gmail. We use Outlook on our Dell desktops at the office. Other than copies of the emails sent out from a mobile device, any work done at home is not reflected in Outlook at the office.

    For example, if I were to delete emails remotely on one of my mobile devices I would go into the office only to find the very same emails in my inbox. Not only will they still be there, they will show as unread. This is becoming a nightmare with the volume of email I receive as essentially, I am doing the work twice!

    Can you help? Is it just an incorrect setting?

    Thank you!

    • Hi epakim,

      Interesting question. In Outlook Tools>Account Settings>(select your Gmail acc)>Change>More Settings>Outgoing Server. It should be on ‘Use same settings as my incoming server. I am assuming that you have already checked that. That means that any settings should be reflected in you Gmail, which I think is where the issue is coming from.
      I am having a play around at the moment and will get back to if I can figure anything out.

      • Thank you! Yes, we did go through the settings, but I will double-check those particular settings when I get to the office in the morning. Will keep you posted.

        In the meantime, I appreciate you looking into a possible solution via your sources! This has become a real problem and I know I can’t be the only person experiencing it.

        Thanks again.

        k

      • No worries. I am just testing out using IMAP instead of POP to see if that makes a difference. Taking a while though. It 02:12hrs here at the mo and have to be in the office early tomorrow so will have a look there as well.

  6. Thanks so much!

    • Hi epakim,

      I deleted my POP account that I set up in Outlook for the tutorial and then created a new one, but used IMAP instead. I checked it on my machine at work and it does work.
      https://support.google.com/mail/bin/answer.py?hl=en&answer=77689&rd=1

      What I did to test it was to wait until I had received a few emails on my personal Gmail (linked to my new IMAP account in Outlook). Then I opened outlook, hit F9 to do a Send/ Receive, I could then see that the messages were shown in Outlook as Unread.

      I then went back into my Gmail account, marked the newly arrived emails as Read, went back into Outlook, hit F9 again to Send/ Receive and it synced correctly to know that the emails that were unread in Outlook had since been marked as Read in Gmail.

      In short, it works as you want it to using the IMAP protocol instead of using a POP3 protocol which is described in the actual tutorial.

      Let me know how it goes for you.

      Richard

      • Richard,

        You may just be my savior and new BFF! LOL I will check that tomorrow when I get back into the office. Will let you know.

        Thank you.

        Kim

  7. Francisca says:

    Hi, I have always had occasional problems with gmail not synchronizing either with the Outlook Express or the Outlook 2007 (I am now using the Outlook). After a while I learnt that the problems would be corrected by them in a few hours or a few days so I didn’t bother searching for answers anymore. Lately things got worse, the problems happen quite often and they last very long. Result, I can never use gmail in the Outlook anymore, very annoying because I like to keep the messages from my two accounts together! I have tried IMAP and POP3 but nothing arrives in the Outlook. I get a window asking me for my password, which otherwise never appears and the password is never accepted so the window keeps coming back! Shouting at gmail sometimes helps as well, no idea whether it is coincidence or whether they really read the messages they receive through the help section but you have to be really nasty! If it wasn’t for the fact that so many people use gmail to send me messages I would have got rid of it by now! I hardly ever have problems with Hotmail but the spam is horrendous so I try to use it only in case gmail gives problems, which is quite often! I think that the problems occur when gmail makes changes on their site! Stupid…..

  8. hisham says:

    Thanks very helpful

  9. Thanks for sharing this tips about how to sync our Gmail account to Outlook 2007, I have a problem that I forgot my Gmail account password, finally I follow another tips to solve it – http://www.recoverlostpassword.com/article/online-website/forgot-gmail-password.html

  10. Vinod Tailang says:

    I did every thing but it did not work. Any other possibilities?

  11. I have now done Everything possible and I still get the message to write username and password(which I have done). What is the problem? Help!

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