How to Configure Google G Suite (formally Google Apps) in Outlook

10 January 2017

If your business uses Google G Suite accounts (formally Google apps) for email correspondence, but you would prefer to use Microsoft Outlook’s centralised system to manage and retrieve your emails; as Gmail provides IMAP support, there should be no problem linking your G Suite accounts to Microsoft.

Plus if you haven’t signed up to Google G Suite because you were worried you wouldn’t be able to use Outlook, this offer will allow you to start a 14 day G Suite trial, with no payment information required or software download.

Step One – Make Sure You Allow Less Secure Apps to Access Your Account

This might sound strange, but Google considers Microsoft Outlook to be a less secure app. So when configuring Outlook with Google G Suite, you’ll need to make sure the ‘Allow Less Secure Apps to Access Your Account’ setting is enabled. However in order to activate this setting, you will need to have super-administration rights within G Suite.

Enabling the ‘Allow Less Secure Apps to Access Your Account’

1. Login to your Gmail account and click the nine square dots at the top right hand side of your screen, and then select my account.

gmail screneshot

2. Then in account settings go to ‘Connected Apps and Sites’.

google my account

3. Then at the very bottom of the page you need to ensure that under ‘connected apps and sites’ Allow less secure apps is turned on

turn less secure apps on

Please note if you do not see the above Allow less secure apps selection box, its more than likely you don’t have the appropriate permissions to edit this, therefore you’ll need to speak to whoever has full administration rights to the account.

Step Two – Enabling IMAP in Gmail

The next step is to enable IMAP functionality in your Gmail account. This will allow third-party programs like Outlook access to the account. To do this you’ll simply need to log into your Gmail account, go to the Settings menu, select the Forwarding and POP/IMAP tab, and then check the Enable IMAP button, as shown in the screenshot below:

enabling imap

Step Three – Adding the Account in Outlook

Next we’ll need to add the Google account to Outlook. Open Outlook, click on the File tab, and select the Add Account button. In the Add Account screen, check the “Manual setup or additional server types” option and touch the Next button:

manual setup outlook

Step Four – Choosing POP or IMAP

For Outlook configuration you will need to select the option IMAP. However other applications may differ.

pop or imap

Step Five – Adjust Internet Email Settings

Next enter your name into the name field, then type the email address of the Gmail account you wish to use in Outlook. For the Account Type select IMAP, and type “imap.gmail.com” into the incoming server field. Type “smtp.gmail.com” into the Outgoing mail server (SMTP) field. Enter the Gmail address as the Username under Logon information and choose a password. Don’t click Next yet. Instead click the More Settings button.

imap in gmail

Step Six – Fill Out Your General Information

If you don’t fill out your basic information in this section, it will not let you continue to the next steps in the path.

general information

Step Seven – Outgoing Server Settings

Ensure that the “My outgoing server (SMTP) requires authentication” setting is checked, and make sure the “Use same settings as my incoming mail server” setting is also checked.

outgoing server

Step Eight – Adjusting Advanced Settings

After clicking More Settings, select the Advanced tab. Enter 993 in the Incoming server (IMAP) field and choose SSL as the connection type. Enter 465 in the Outgoing server (SMTP) field and select SSL as the connection type. The rest leave as is and then click on the Outgoing Server Tab.

email settings

Step Nine – Finishing Up 

Click the OK button, then click, Next, followed by Finish, then Close, and finally OK to exit the settings menu.

You should have now correctly configured your Outlook account with Google G Suite. Congratulations and enjoy accessing your gmail account via Outlook.

However if you are still encountering problems or you are using another mail client, there is a great resource from Google which can also guide you through the steps.

Furthermore if you have any questions about configuring your Outlook account with Google G Suite, please do not hesitate to get in touch and a member of our team will be happy to help.