Setting up OUTLOOK for Google Apps E-mail

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setup -|- receiving -|- disposing -|- end

This page follows on from the previous - Initial Account Sign-In.

My version of Outlook is as follows -
image ol-01001
although this setup should apply to most Outlook versions even though they may use a slightly different set of dialogs. The information should be the same. This information can also be found in the Google Apps documentation, at
- http://mail.google.com/support/bin/answer.py?ctx=%67mail&hl=en&answer=12103 -

There, as well as configuring Outlook, various versions, you will find links to Entourage, Eudora, Netscape, Apple Mail, Mozilla, Thunderbird, and others ... For POP3 and SMTP to function, it is necessary to ENSURE POP is ENABLED on your account. See the previous page, or this help link - http://mail.google.com/support/bin/answer.py?answer=13273 -

The ESSENTIAL information you will need, with the names used in this account are :-

* This port may vary. For example, Apple Mail uses 587.

Setting Up an E-mail Account

In Outlook, select the MENU item, Tools -> E-mail Accounts...

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Select (o) Add a new e-mail account, and click [ Next > ]

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Select (o) POP3, and click [ Next > ]

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Fill in the User Information with your full name, and E-mail Address. In the Server Information, add to incoming (POP3) pop.gmail.com, and to Outgoing (SMTP) smtp.gmail.com. In the Logon Information put you e-mail address as the User Name, and enter the password you were given. Then click [ More Settings ... ].

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Select the [ Advanced ] tab at the top, and [x] This server requires an SSL-secured connection, in TWO(2) places, Incoming (POP3), and Outgoing (SMTP). The check on the Incoming (POP3) should automatically change the port number to 995, but if not add 995. The check on the Outgoing (SMTP) may not automatically change the port to 465. If not, ENSURE you change this to 465. Then click the [ Outgoing Server ] tab.

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In the [ Outgoing Server ] tab, check the [x] My outgoing server (SMTP) requires authentication, and (o) Use same settings as my incoming mail server. Then click [ OK ].

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Back on the E-mail Accounts dialog, click [ Test Account Settings ]

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You should see SUCCESS (Green Tick) from each stage of the test ... Some will FAIL unless you ENSURE POP is ENABLED on your account - see the previous page. Click [ Close ].

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Then back on the E-Mail Accounts dialog, click [ Next > ], then click [ Finished ]

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When you modify, or change account details, this final dialog will be the following. Again click [ Finished ] -

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NOTE: The default 'Name' will be 'pop.gmail.com' unless you changed in on the [ General ] tab, on the 'Internet E-mail Settings' dialog. This is just a name of the account in Outlook, and is not so important. Outlook can support mutiple E-mial accounts, as the following shows, but note the accounts will be dealt with in the order they appear, commencing with the first (Default) account, and Outgoing emails will only be sent from the 'Default' account.

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In either, all cases, clicking [ Finish ] will close this dialog.

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Receiving (and Sending) E-mails

In Outlook, in the left Outlook Bar, select [ My Shortcuts ], and select 'Inbox' ...

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From the MENU, select Tools -> Send/Receive -> Send and Receive All, or use the Function Key, F9. If you have multiple accounts, then you may need to choose which account to download.

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This action should DOWNLOAD all the e-mails to your local machine

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Dealing with E-mails

Remember, the bottom pane is only a PREVIEW of an E-mail, and this pane can be reduced -

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Or even closed choosing MENU View -> Preview Pane, which is a toggle off and on of this pane.

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When the Preview Pane is CLOSED, it makes it CLEAR that you should double click on an E-mail to OPEN and READ it, although I suspect many people only ever use the 'Preview Pane' ;=))

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With full Office installed the double click action on an email will open the e-mail in Word like interface (embedded Word) -

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Once you have Replied, Forwarded, or otherwise dealt with an email, it is a good idea to move it out of the Inbox, although I have seen people who ONLY use the Inbox, with literally hundreds of messages ... The MENU item File -> Move to Folder, of Ctrl+Shift+V ...

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This allow you to select an existing folder to move it to - here I have selected 'Misc', and then click [ OK ]

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Alternatively, you can use the MENU View -> Folder List toggle, to show the list of folders, and then the email can be dragged and dropped into a folder -

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With the Folder List show, you can right mouse click on the 'Today', and create new folders -

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Entering a new name, and clicking [ OK ] will add this new name to the folder list -

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There are MANY other options in Outlook, but this is mainly about CREATING A NEW EMAIL ACCOUNT, and not a 'how to' on the use of Outlook.

Geoff McLane.
2007.06.20
http://geoffair.net

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