Set Up Gmail in Another Email Client: IMAP and POP Server Settings That Work

You want to read and send your Gmail from Outlook, Apple Mail, Thunderbird, or another program, but the setup fails or the server settings aren’t obvious.

Start with “Sign in with Google” (OAuth) in an updated mail client. Gmail no longer accepts third-party sign-in using your ordinary Google username/password. IMAP syncs mail across devices; POP downloads mail. For personal Gmail, IMAP is always on from January 2025. Google Workspace access can still depend on administrator policy.

Fix 1: Use IMAP (recommended) with the correct server settings

Choose Google as the account type and complete Google’s sign-in window where available. If manual setup is needed, use OAuth2 authentication when supported, or an eligible app password from Fix 3:

Setting	Value
Incoming server (IMAP)	imap.gmail.com
Incoming port	993
Incoming security	SSL/TLS required
Outgoing server (SMTP)	smtp.gmail.com
Outgoing port	465 (SSL) or 587 (TLS/STARTTLS)
Outgoing security	SSL/TLS required, authentication on
Username	your full address, e.g. you@gmail.com
Authentication	OAuth2 / Sign in with Google; eligible app password only as a fallback (Fix 3)

Two tips Google recommends:

• Don’t tell the client to save sent messages on the server — Gmail copies them to Sent automatically, so you’d get duplicates.
• Don’t enable the client’s junk/spam filter — Gmail already filters spam before it reaches the client.

Fix 2: Use POP only if you specifically need it

POP downloads mail to one device. You must first turn it on in Gmail:

1. Settings gear → See all settings → Forwarding and POP/IMAP.
2. Under POP Download, choose Enable POP for all mail (or for mail that arrives from now on).
3. Pick what Gmail does with its copy (keep in Inbox, archive, or delete), then Save Changes.

Then configure the client:

Setting	Value
Incoming server (POP)	pop.gmail.com
Incoming port	995
Incoming security	SSL/TLS required
Outgoing server (SMTP)	smtp.gmail.com
Outgoing port	465 (SSL) or 587 (TLS)
Username	your full Gmail address
Authentication	OAuth2 / Sign in with Google; eligible app password only as a fallback (Fix 3)

Fix 3: Use an app password only when your account permits it

Update the client and try OAuth first. If an older client cannot use it, an app password may be available with 2-Step Verification enabled. Availability depends on account and security policy; work/school accounts, Advanced Protection, or security-key-only 2SV can make the option unavailable. If it is unavailable, use a supported OAuth client or ask your Workspace administrator rather than entering your normal password.

1. Confirm 2-Step Verification is on (myaccount.google.com → Security).
2. Go to myaccount.google.com/apppasswords.
3. Type a name (e.g. “Thunderbird”) and click Create; copy the 16-character app password.
4. In the mail client, paste that app password as the password (no spaces needed).

Where the program offers it, “Sign in with Google” (OAuth) is the safer, preferred option and skips app passwords entirely.

Worked example: add Gmail to Outlook via IMAP

1. File → Add Account → type your Gmail address → Connect.
2. If a Google sign-in window appears, sign in and approve — done.
3. If Outlook asks for server details instead, choose IMAP and enter the Fix 1 table: incoming imap.gmail.com / 993 / SSL/TLS; outgoing smtp.gmail.com / 465 / SSL/TLS or 587 / STARTTLS.
4. Use OAuth2 where supported. Only use an app password for manual password authentication if your account permits one (Fix 3); your ordinary Google password will not work there.

FAQ

IMAP or POP — which should I pick? IMAP, almost always. It syncs across devices; POP tends to pull mail off the server onto one machine.

There’s no “Enable IMAP” button anymore. Personal Gmail has IMAP always on from January 2025. Workspace accounts can be restricted by an administrator; check with IT if access is blocked.

Will my app password stop working? Yes, if you change your Google Account password — that revokes all app passwords. Just generate a new one.

Sources: Gmail Help — Read Gmail messages on other email clients using POP, Gmail Help — Add Gmail to another email client, Google for Developers — Gmail IMAP, POP, and SMTP

Additional sources: Google — app-password eligibility