How to set up multiple Gmail accounts in Outlook 365?

Last Updated on August 31, 2023 by Amit Bansal

Setting up multiple Gmail accounts in Outlook 365 can provide a more efficient way to manage your emails, especially if you rely on various email accounts for personal and professional use.

By connecting your Gmail accounts to Outlook 365, you can access and organize all your emails in one platform and stay on top of your communication.

In this guide, we’ll show you how to set up multiple Gmail accounts in Outlook 365, helping you save time and improve your productivity.

Outlook 365 is a powerful email client that allows you to manage up to 20 email accounts from various providers in one place.

With Outlook’s robust features, you can easily organize your messages, and folders, search for specific emails, and even schedule events through its integrated calendar.

Integrating multiple Gmail accounts into Outlook 365 enables you to take full advantage of its features while managing your Gmail accounts more effectively.

Adding Gmail Account to Outlook 365

In this section, we’ll guide you on how to set up multiple Gmail accounts in Outlook 365.

The process is simple and straightforward, ensuring you can manage all your email accounts from a single platform.

To begin, open your Outlook 365 application and navigate to the “File” tab. Click on “Add Account” to start setting up a new email account.

Enter the Gmail address you wish to connect to and click “Connect.” You will be prompted to enter the password for your Gmail account.

Before we proceed, it’s essential to check a few settings in Gmail. Enable the IMAP setting in your Gmail account which allows Outlook to connect to your email accounts and manage incoming and outgoing messages.

If you have two-factor authentication enabled on your Gmail account, you will need to generate an app-specific password.

This password will grant Outlook access to your inbox. Follow Google’s instructions to create an app password.

Once you have entered the password or app-specific password, Outlook will connect to your Gmail account and import the emails. Repeat these steps to add multiple Gmail accounts in Outlook 365.

If you face issues with receiving or sending emails, double-check your IMAP and POP settings in Gmail and ensure they are configured correctly.

By following these steps, you can seamlessly add and manage multiple Gmail accounts in Outlook 365, ensuring a well-organized and efficient email experience.

How to add a Gmail account to Outlook?

“When discussing integrating your Gmail account with Outlook, you can either use an existing Gmail account or create a new one. To connect your Gmail account to Outlook, you’ll need to modify some account settings to grant Outlook permission to access it.”

  • Step 1 – Login to the Gmail account and click the setting button on the right-hand top corner.
  • Step 2 – Click Setting
gmail pop settings
  • Step 3 – In Gmail’s settings, there are various options to customize according to your preferences. When connecting Gmail to Outlook, it’s essential to ensure that the IMAP option is enabled. Although it is typically activated by default, it’s recommended to verify this before configuring Gmail in Outlook.
  • Step 4 – Click Forward and POP/IMAP option.
  • Step 5 – IMAP is enabled, if not Enable IMAP.
enable imap gmail
  • Step 6 – Save Changes.

That’s all you have to do with the Gmail IMAP settings, now it’s time to configure Gmail in Outlook.

Step to configure Gmail account to Outlook

After the above adjustment, now it’s time to open your Microsoft account page and add your existing Gmail account.

  • Step 1 – Click File >> info >> Add Account
add gmail account to outlook
  • Step 2 – Microsoft Outlook asks you to add your email Id, enter your Gmail address >> Click Connect.
add email account
  • Step 3 – A separate dialog box appears and asks you to enter your email account password, Enter the password to add your Gmail account to Outlook and click Sign in.
Enter your password
  • Step 4 – Click Allow for the next step, this step connects Outlook to the IMAP server of Gmail.
outlook smtp settings
  • Finally, you get the confirmation message on your screen from Outlook revealing that your account is successfully added.
account successfully added

It’s time for celebration, You can see your account is added and all your email of accounts automatically fetch into your Outlook, and you can easily open your account even if you are not connected to your server or internet.

Whatever work you have done in your Outlook account offline will be executed as soon as you connect to the internet.

Outlook sends you a confirmation email and you can see your account added to the Outlook home page.

gmail outlook settings

In Outlook 2013, and 2015 connection to your Gmail account to Outlook is quite difficult, that version required a lot of settings like Outlook SMTP settings, Gmail pop settings, etc. Outlook 2019 is extremely easy to connect to, and the user easily enjoys all the benefits of Outlook.

These steps above set up multiple Gmail accounts in Outlook, not only Gmail accounts, but if you have an email account with different servers like Rediff mail, Hotmail, Yahoo, or any other, all of it would be controlled in Microsoft Outlook.

Managing Multiple Email Accounts in Outlook

Setting up multiple Gmail accounts in Outlook 365 is a convenient way to stay organized and manage all your email communications in one platform.

In this section, we’ll outline the steps needed to set up and manage multiple Gmail accounts in Outlook 365 efficiently.

First, let’s begin by adding your Gmail accounts to Outlook. For each Gmail account, it’s important to enable two-factor authentication and generate an app-specific password.

This ensures your accounts remain secure while being accessed through Outlook.

The app-specific password will be used when setting up your Gmail account in Outlook.

Once you’ve successfully added multiple Gmail accounts to Outlook, it’s time to manage your email preferences.

You can create separate folders for each account to help keep things organized.

To do this, simply right-click your account and select “New folder” at the designated level, such as the same level as the Inbox or as a subfolder of the Inbox.

Now that your folders are set up, you may want to customize your account settings to improve your workflow and productivity. Account settings can be found under the File menu in Outlook.

Go to File >> Account Settings >> Account Settings, and then select the email account you wish to modify.

We suggest exploring the various options available to tailor the settings to your preferences.

Lastly, don’t forget to sign out of your Gmail accounts when you’re finished using Outlook, especially if you’re using a shared device.

To sign out, click on your account in the top right corner of the Outlook window and choose “Sign Out” from the drop-down menu.

This helps maintain the security of your email accounts and ensures that no unauthorized access occurs.

By following the steps mentioned above and using our advice on managing multiple Gmail accounts in Outlook 365, we’re confident you’ll be able to maintain a clear and organized email environment.

Securing Your Gmail and Outlook Accounts

In order to ensure the highest level of security for your Gmail and Outlook accounts, we recommend enabling 2-factor authentication and using app passwords.

These methods provide an extra layer of protection to your accounts and help prevent unauthorized access.

2-factor authentication (2FA) adds a second verification step when logging into your account. In addition to entering your password, you’ll be asked to provide a temporary single-use code, usually sent to your mobile device via SMS or generated by an authenticator app.

This code changes regularly, making it difficult for potential hackers to access your account even if they have your password.

To enable 2FA in Gmail, go to your Google Account settings, click on “Security,” and then select “2-Step Verification.” Follow the instructions provided to complete the setup process.

For Outlook, visit your Microsoft Account settings page, click on “Security,” and choose “More security options.”

Under the “Two-step verification” section, click on “Set up two-step verification” and follow the on-screen prompts.

After setting up 2FA, it’s a good idea to use app passwords for connecting your Gmail account to Outlook.

An app password is a unique, randomly generated password that can be used for a single connection between your Gmail account and Outlook, without revealing your actual account password.

This ensures that even if the app password is compromised, your main account password remains protected.

To create an app password for your Gmail account, go back to your Google Account settings and click on “Security.”

Under the “Signing in to Google” section, you’ll find “App passwords.

Click on it and follow the instructions to generate a new app password. When adding your Gmail account to Outlook, use this app password instead of your main account password.

By following these steps, you significantly improve the security of your Gmail and Outlook accounts, ensuring that your personal and professional information remains safe and protected.

Gmail Vs Outlook for Personal Use

Feature/AspectGmailOutlook
Launched20041996 (as Hotmail), rebranded as Outlook in 2012
Storage Space15 GB (shared with Google Drive and Google Photos)15 GB
Attachment Limit25 MB (up to 10 GB with Google Drive)20 MB (up to 2 GB with OneDrive)
Search CapabilityPowerful, with search operatorsRobust with search filters
Security2-step verification, suspicious activity alerts2-step verification, link scanning
IntegrationDeep integration with Google servicesIntegrated with Microsoft services
AdsTargeted ads (for free version)Targeted ads (for free version)
Offline AccessAvailable with ‘Offline Gmail’Available in the Outlook software
User InterfaceMinimalist and user-friendlyModern UI, slightly more feature-rich
CustomizationThemes and inbox categoriesThemes, focused inbox
Additional FeaturesSmart compose, snooze emailsFocused inbox, travel & package tracking

Conclusion

Setting up multiple Gmail accounts in Outlook 365 streamlines your email management, offering you a consolidated view of all your messages in one place.

Not only does it save you from the hassle of toggling between different platforms, but it also capitalizes on the powerful features of Outlook 365, enhancing the utility of your Gmail accounts.

Whether for business, personal, or a mix of both, this integration is a testament to the flexibility and interoperability of modern email platforms.

With just a few steps, as outlined in this guide, you can seamlessly integrate all your Gmail accounts into Outlook 365 and enjoy an organized, efficient, and productive email experience.

So, if you haven’t already, dive into this integration and let Outlook 365 become your all-in-one email hub.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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