Google Workspace POP3 and SMTP settings for Outlook

When setting up Google Workspace (formerly G Suite) or Gmail with Outlook, it’s essential to use the correct POP3 and SMTP settings to ensure smooth email delivery and synchronisation. This guide provides the detailed configuration required for Outlook or any other mail client that supports POP3. If you encounter issues, troubleshooting tips are included to help you resolve common errors.

Step-by-Step Guide to Configuring Google Workspace with POP3 in Outlook

Step 1: Open Outlook and Start the Account Setup

1. Open Outlook and go to the Tools menu.
2. Click on Accounts or Account Settings.
3. In the E-mail tab, select New to create a new email account.
4. If prompted to Choose E-mail Service, select Microsoft Exchange, POP3, IMAP, or HTTP, and then click Next.

Step 2: Enter Your Account Information

1. Enter the following details:

   • Full Name/Display Name: Your name as you want it to appear in outgoing emails.
   • Email Address: Your full Gmail address (e.g., [email protected]) or Google Workspace address ([email protected]).
   • Account Type: Select POP3.

Step 3: Enter Incoming and Outgoing Mail Server Information

Incoming Mail (POP3) Settings

• Important: Make sure SSL is enabled for the incoming mail server. This secures the connection between your email client and the mail server.

Outgoing Mail (SMTP) Settings

Step 4: Enter Account Login Information

• Username: Your full email address ([email protected] or [email protected]).
• Password: Your Gmail or Google Workspace password.

If your Google account has two-factor authentication enabled, you may need to generate an App Password in your Google account security settings. Use this app-specific password instead of your regular Google password when configuring Outlook.

Step 5: Finalise and Test the Configuration

1. Click Next and then Finish to complete the setup.
2. Send a test email to confirm that the settings are working correctly.
3. If you encounter any errors, verify that you’ve enabled SSL for POP3 and TLS/SSL for SMTP.

Detailed Configuration Settings for Google Workspace (POP3 and SMTP)

Complete POP3 and SMTP Settings Overview

Important Fields Explained

• Server Timeout: Set the timeout to at least 5 minutes to prevent connection issues with Google’s servers, especially for large inboxes.
• Authentication: Always enable authentication for the SMTP server. Without it, you will not be able to send emails.

Troubleshooting SMTP Issues

If you’re having trouble sending mail through SMTP, consider the following troubleshooting tips:

1. Check Encryption Settings:

   • Make sure SSL or TLS is enabled for the SMTP server.
   • If using Port 587, ensure that STARTTLS is selected.

2. Try Different SMTP Ports:

   • If Port 587 doesn’t work, switch to Port 465 and enable SSL.
   • Alternatively, if using Port 465, switch to Port 587 and use TLS/STARTTLS.

3. Enable “Less Secure Apps” (if needed):

   • Google blocks some older email clients by default. Enable Access for Less Secure Apps in your Google Account Security settings if you’re using an older version of Outlook.

4. Enable POP3 in Gmail Settings:

   • Go to Gmail Settings > Forwarding and POP/IMAP.
   • Ensure POP Download is enabled for all mail.

Further Notes

• POP vs. IMAP: While POP downloads your emails to Outlook, IMAP keeps them synchronised across devices. Consider using IMAP if you access emails from multiple devices.
• Server Timeouts: Increasing the timeout prevents disconnection issues, especially when accessing large mailboxes.
• App Passwords: If you have 2-Step Verification enabled in your Google account, use an App Password for Outlook configuration.

By following these steps, you can successfully configure Google Workspace with POP3 and SMTP settings in Outlook, ensuring seamless email delivery and access. If you encounter persistent issues, reach out to our support team for more detailed assistance.