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Google Apps Set up for Apple Mail, Outlook, or Other Email Clients

If you’re new to Google Apps for Work and you’re wondering how to set up your email account(s), here’s a quick rundown of the settings you’ll need to configure if you’re wanting to use a 3rd party email client like Outlook or Apple Mail.

Google Apps Email Settings for IMAP Accounts

This is the preferred method for setting up Google Apps email. Before you change the settings in your email client, be sure to enable IMAP in your Google Apps Gmail account.

Incoming Mail (IMAP) Server:imap.gmail.com
Requires SSL: Yes
Port: 993
Outgoing Mail (SMTP) Server:smtp.gmail.com
Use Authentication: Yes
Port for SSL: 465
Port for TLS/STARTTLS: 587
Display Name:Your Full Name, Business Name or Department
User Name:Your Full Email Address (youremail@yourdomain.com)
Email Address:Your Full Email Address (youremail@yourdomain.com)
Password:Your Google Apps Password

Google Apps Email Settings for POP Accounts

If you prefer to use POP, here are the necessary settings. This configuration is helpful if you’re moving an existing POP email address over to Google Apps.

Before you change the settings in your email client, be sure to enable POP in your Google Apps Gmail account.

Incoming Mail (POP) Server:pop.gmail.com
Requires SSL: Yes
Port: 995
Outgoing Mail (SMTP) Server:smtp.gmail.com
Requires SSL: Yes
Requires TLS: No (Yes, if your network requires it, or if you're an advanced user who wants to configure this)
Requires Authentication: Yes
Port for SSL: 465
Port for TLS/STARTTLS: 587
Server Timeouts:5 Minutes
Display Name:Your Full Name, Business Name or Department
User Name:Your Full Email Address (youremail@yourdomain.com)
Email Address:Your Full Email Address (youremail@yourdomain.com)
Password:Your Google Apps Password

Changing the Incoming and Outgoing Mail Server Settings on an Apple Mail POP Account

If you’re using Apple Mail with an existing POP account and you don’t feel like switching over to the Gmail client just yet (you will, eventually…trust me), then you will need to configure your Apple Mail account with your new mail server settings.

Open up Apple Mail, click on Mail -> Preferences

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Select the account you want to configure.

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Click on the “Advanced” tab and uncheck “Automatically detect and maintain account settings”.

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Click on the “General” icon, then click “Save”.

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Go back to: Accounts -> Account Information and change the incoming mail server to: pop.gmail.com. This field is no longer grayed out and is editable now.

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Click on the “Outgoing Mail Server” drop-down and choose “Edit SMTP server list…”.

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Click the “+” symbol and add a new SMTP server.

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Click on the “Advanced” tab and fill in the appropriate info for the Google Apps SMTP server. Click OK to save.

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Go back to Accounts -> Account Information, select the new Google SMTP server you just added, save changes again…and…you’re done! Go fetch your mail!

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Provided all settings are accurate, your existing POP email account should now pick up right where it left off, only now you’ll be using Google’s ultra-badass email servers.

I hope you found this guide helpful!

Configuring Google Apps Mail for an Existing POP Email Account

If you’ve had your email address for a long time, and you’ve been using the same email program for just as long, then there’s a good possibility it was configured in your client (e.g., Mail, Outlook, Thunderbird, etc) as a POP account. If you want to continue using your email client as you have been, without the hassle of trying to reconfigure your account for IMAP, then GMail offers an easy solution for this. Follow the steps below to configure GMail for use with a POP email client.

IMAP is the modern protocol for email, as it allows for a consistent experience across all your devices. With IMAP, all of the mail is left on the server and all email activity remains consistent on all devices. In the case of POP email, mail is downloaded from the server to the email client, which can provide a less consistent experience.

How to Enable Your New Google Apps Email to Work with Your Old POP Email Account

1. Log in to your Google Apps GMail account.
2. Click on the gear icon and select “Settings” from the drop-down.

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3. Once in “Settings”, click on the “Forwarding and POP/IMAP” tab.
4. By default, POP is disabled. Click on the radio button to enable it, then save changes.

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If you want, you can also customize how GMail treats email once it’s been accessed via your POP account. In this case, I’m selecting the option that will mark email as “Read” once it’s been viewed via the POP account.

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If you plan to use your Google Apps email account on other devices as IMAP, then you will want to enable IMAP as well.

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And that’s it. If you’re the type of user that prefers to use an email client that you’re familiar with, as opposed to the GMail interface, then a few quick settings changes and you’re in business.

It is possible to convert a POP email to IMAP, but it may not be an ideal option if you’re looking for quick and easy. Converting a POP account to IMAP requires that you recreate the email as an IMAP account, import all content from the POP account into the new IMAP account, then delete the old POP email or take it offline. If this process doesn’t frighten you, then it’s actually a great way of doing things, but if you want to go the more hassle-free route, then follow the screenshot guide above.