Updated February 18, 2012
Once you have a Gmail account set up, you need to configure Gmail POP3 access. By this, I mean we need to tell Gmail that it is going to communicate with Outlook using the POP3 protocol. This is real easy to do, but we need to discuss two issues first.
The first issue is whether we want Gmail to transfer only new messages to Outlook, or to also transfer all the messages that are already in your Gmail Inbox. If you just created the Gmail account we are working with, this is a non-issue.
But if you are making the connection with a Gmail account you’ve had for a while, there could be quite a few old messages in your Gmail Inbox. Transferring those could take a long time, and would leave your Outlook Inbox cluttered with those old Gmail messages.
I recommend that if you are using a new account, you enable POP3 for all messages, since there aren’t any old ones to worry about. If you have been using the Gmail account for a while, I suggest you consider enabling POP3 only for new messages.
The second issue is what you want Gmail to do with messages once Outlook downloads a copy of them. By default, Gmail keeps a copy of each message even after Outlook downloads them to your computer.
If you like the idea of Google retaining a copy of all your Gmail communications forever, then this is fine. If you would rather not do that, you can have Gmail archive copies of the messages, mark them as having been read while keeping a copy, or trash (delete) them after Outlook downloads a copy of them.
Configure Gmail POP3
Now that you know the issues and have decided how you want to handle them, it is time to configure your Gmail POP3 link. Follow these instructions:
- Log onto the Gmail account using your web browser.
- Click the Settings link near the top of the page. This opens the “Settings” page.
- Click the Forwarding and POP/IMAPlink to open the “Forwarding and POP/IMAP” page.
- In section 1, Status, select Enable POP for all mail… or Enable POP only for mail that arrives from now on.
- In section 2, tell Gmail what you want it to do with messages after Outlook downloads a copy of them.
- Click Save Changes at the bottom of the page.
You have now configured Gmail POP3 access. Return to the Gmail Outlook 2010 Manual Configuration instructions.
Find More Info…