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Google Apps - Managing your email in Outlook, on one computer (POP3)
Written by Jack Bremer   
Tuesday, 10 June 2008
Google Apps For Your DomainIf 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 a single computer. IF you want to synchronise email with a computer, online and with a laptop for example, then our other Google Apps guides will be of more use.

Logging in to webmail:
  1. 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!)
  2. Log in using your username and password (the username is the part before the @ in your email address)
  3. Click on "settings" at the top right of the screen
  4. Click on "Forwarding and POP" in the dark yellow bar
  5. Under "POP Download" click to "Enable POP" with the appropriate setting
  6. Choose how you would like GMail to manage email after you have downloaded it to your Outlook (bear in mind that your GMail inbox is over 6GB in size and keeping email in here forever will eventually fill it up!)
  7. Click on "Save Changes" at the bottom of the screen
  8. Fire up Outlook, and let's play with the settings in there so you can get at the emails nicely!
  9. Click on the "Tools" Menu in Outlook
  10. Choose "E-mail Accounts" from that menu
  11. Click on "Add a new e-mail account"
  12. Choose "POP3" as the type of server and click on "Next"
  13. Put your name how you would like it to appear (We like this layout: NAME - COMPANY NAME)
  14. Put your email address as the one you would like to send emails FROM
  15. Choose the incoming mail server (POP3) as: pop.gmail.com
  16. Choose the outgoing mail server (SMTP) as: smtp.gmail.com
  17. Put your username as the entire email address
  18. Put your password in as you would use to log in to webmail
  19. Click on "More Settings"
  20. Click on the "Outgoing Server" tab
  21. Tick "My outgoing server (SMTP) requires authentication and ensure it is set to "use same settings as my incoming mail server"
  22. Click on the "Advanced" tab
  23. Tick both Incoming and Outgoing servers require "an encrypted connection (SSL)"
  24. Ensure the Incoming (POP3) server port number is set to 995
  25. Ensure the Outgoing (SMTP) server port number is set to 465
  26. Click all the appropriate "OK" "Next" and "Finish" buttons to get back to Outlook, and hit the "Send and Receive" button...
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.
  • Google's excellent spam filtering prevents email flagged as spam from being collected in your Outlook. If email is critical to your business, it can be worthwhile to check your spam folder through the webmail interface from time to time. (3B Web take no responsibility for wrongly flagged email - this is a 3rd party solution)
If you would like more information or help with setting up Google Apps, please contact us.

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» 3 Comments
1"Google Apps - Managing yo"
on Thursday, 22 January 2009 09:24by Maqbool
see this POP for Outlook 2003 animated demo 
 
http://mail.google.com/mail/help/demos/Gma il_POP/788_Google_Gmail.html
2"Thanks Maqbool"
on Thursday, 22 January 2009 09:52by JAck Bremer - 3B
Great tutorial there Maqbool, more here: http://mail.google.com/support/
3"Thanks Jack"
on Monday, 26 January 2009 12:58by AbdulHakim Maina
Clear and concise step by step tutorial that worked first time round. Thanks for the info.
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