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Google Apps - Managing your email in Outlook, on multiple computers (IMAP) |
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Written by Jack Bremer
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Tuesday, 10 June 2008 |
 If
you've chosen to use the fantastic "Google Apps" solution
which we have customised for your company, then here are some helpful
tips on its use and configuration for Outlook, on multiple computers. This means that if you read an email on one machine, ti will appear as read on all your other computers. Deleted emails are gone from all your email interfaces, and replies are also synchronised. Bear in mind that it does require more memory and processing power from Outlook on your PC, but if your computer is relatively recent, you shouldn't have any problems!
Logging in to webmail:
- Go to your login page, located at http://email.yourdomain.com - e.g. http://email.3bweb.com (note that there is no www in the address!)
- Log in using your username and password (the username is the part before the @ in your email address)
- Click on "settings" at the top right of the screen
- Click on "Forwarding and POP/IMAP" in the dark yellow bar
- Under "IMAP Access" click to "Enable IMAP"
- Click on "Save Changes" at the bottom of the screen
- Fire up Outlook, and let's play with the settings in there so you can manage those emails effectively!
- Click on the "Tools" Menu in Outlook
- Choose "E-mail Accounts" from that menu
- Click on "Add a new e-mail account"
- Choose "IMAP" as the type of server and click on "Next"
- Put your name how you would like it to appear (We like this layout: NAME - COMPANY NAME)
- Put your email address as the one you would like to send emails FROM
- Choose the incoming mail server (POP3) as: imap.gmail.com
- Choose the outgoing mail server (SMTP) as: smtp.gmail.com
- Put your username as the entire email address
- Put your password in as you would use to log in to webmail
- Click on "More Settings"
- Click on the "Outgoing Server" tab
- Tick "My outgoing server (SMTP) requires authentication and ensure it is set to "use same settings as my incoming mail server"
- Click on the "Advanced" tab
- Tick both Incoming and Outgoing servers require "an encrypted connection (SSL)"
- Ensure the Incoming (IMAP) server port number is set to 993
- Ensure the Outgoing (SMTP) server port number is set to 465
- Move the "Server Timeouts" slider to the right, to approximately 5 minutes
- Click all the appropriate "OK" "Next" and "Finish" buttons to get back to Outlook, and hit the "Send and Receive" button...
- You'll see there is a whole new folder now in the left-hand column of Outlook, and in it will be all the folders you recognise - Spam, Inbox, etc. Any "labels" you make in GMail online will also appear (as folders), and you can move your old emails in Outlook into those "labels" in order to have them synchronised as well.
Some things to bear in mind:
- Google have decided that any email you send will be kept in
your "Sent Items" and so will not deliver to your Outlook any emails
you send to yourself. They will however appear through the web mail
interface. Anyone else you copy in on the same email will receive it as
normal.
For more information on Google Apps or for help setting this up, please contact us.
» 5 Comments
1"Read all?"
on Monday, 30 March 2009 07:25
Hi,
Ive just configured outlook for my gmails. Its very nice but i have one problem. All my emails appears as unread. I have viewed them in Gmail but not in Outlook.
There is a lot of emails so i dont want to....
Haha. I just found the solution. If you want all ur emails to appear as read its very simple. Just mark them all and right click. There you will find "mark as read"
2"RE: Read all?"
on Monday, 30 March 2009 10:19
@Boris
If you have configured IMAP, rather than POP3 in Outlook for your Gmail then it should be syncing which emails ahve been read - that's the whole point of IMAP (well, one of the great things about it anyway!)...
3"smtp problem"
on Sunday, 09 August 2009 20:42
hello thr,
as i hv configured IMAP in OUTLOOK for my google apps account and able to send mails. but i can't receive any mail in OUTLOOK. plz help me regarding this matter.
4"@ hikerz"
on Monday, 10 August 2009 07:14
Hi,
Have you checked that you have followed points 22 & 23 exactly? Ensure all settings are correct, username is full email address and report back any error messages you may be receiving. It's difficult to help more without knowing more about your situation!
Feel free to get in touch via our contact page if you are still stuck.
Best wishes,
3B
5"Saqib"
on Wednesday, 23 September 2009 20:50
I am having same issue and like to know how to resolve this issue. when I setup IMAP account in outlook and test the connection Logon to incoming mail server (IMAP) gets completed with green check mark but send test e-mail message: comes back with error The server responded: 550 5.7.0 Mail Sending denied. I setup the account correctly but sending mail does not work. I sent a test mail but I got a Delivery Status Notification (Failure) with the following message
Delivery to the following recipient failed permanently:
This e-mail address is being protected from spam bots, you need JavaScript enabled to view it
Technical details of permanent failure:
Google tried to deliver your message, but it was rejected by the recipient domain. We recommend contacting the other email provider for further information about the cause of this error. The error that the other server returned was: 550 550 Requested action not taken: mailbox unavailable (state 14).
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