Adding Gmail to Outlook: The Basic Steps

You can add a Gmail account to Outlook on your computer or phone, and Outlook will pull in your Gmail messages, contacts, and calendar. The process takes about ten minutes and involves creating a one-time password in Gmail that Outlook uses to sign in — Gmail no longer allows Outlook to use your regular Gmail password for security reasons.

The steps differ slightly depending on whether you use Outlook on Windows, Mac, or your phone, but the underlying setup is the same. You will need access to both your Gmail account and Outlook open at the same time, so have both ready before you start.

Key Takeaways

  • Gmail requires you to create a 16-character app password in your Google Account settings before Outlook can connect, rather than using your regular Gmail password.
  • You must turn on two-factor authentication in Gmail first, or Google will not let you generate an app password.
  • Outlook can sync your Gmail inbox, sent mail, drafts, and custom folders, though some Gmail labels may not appear as separate folders.
  • After you add the account, Outlook may take several minutes to read all your Gmail messages, especially if you have thousands of emails.

Turn On Two-Factor Authentication in Gmail

Google requires two-factor authentication before it will let you create an app password. If you already use two-factor authentication on your Gmail account, skip to the next section. If not, open Gmail in a web browser and click your profile picture in the top right corner, then select Manage your Google Account.

Click the Security tab at the top. Scroll down to How you sign in to Google and click 2-Step Verification. Follow Google's prompts to add a phone number and confirm it receives a code. You only need to do this once — after it is set up, you can add the app password when ready.

Create an App Password in Gmail

Go back to your Google Account security page (the same Security tab you just used). Scroll down again to How you sign in to Google and look for App passwords — this option only appears if two-factor authentication is on. Click it.

Google will ask you to select which app and device you are using. Choose Mail from the first dropdown and Windows, Mac, or iPhone from the second, depending on where you are adding the account. Click Generate. Google will show you a 16-character password in yellow text. Copy this password exactly — you will paste it into Outlook in the next step, and you will not see it again.

Add the Gmail Account to Outlook on Windows

Open Outlook and go to File in the top left, then click Add Account. Type your full Gmail address (the one that ends in @gmail.com) and click Connect. Outlook will open a Google sign-in window.

Sign in with your Gmail password — not the app password yet. After you sign in, Google will ask for permission to let Outlook access your account. Click Allow. Outlook will then ask you to enter the app password you created. Paste the 16-character password into the box and click Next. Outlook will verify the connection and add your Gmail account.

The first time you connect, Outlook may take five to fifteen minutes to read all your Gmail messages, depending on how many emails you have. You can continue using Outlook while this happens in the background.

Add the Gmail Account to Outlook on Mac

Open Outlook and click Outlook in the menu bar at the top, then select Preferences. Click Accounts, then the plus sign at the bottom left to add a new account. Select Gmail from the list.

Type your Gmail address and click Continue. A Google sign-in window will open. Sign in with your Gmail password, then allow Outlook permission to access your account. When prompted for the password, paste the 16-character app password you created, not your regular Gmail password. Click Add Account and Outlook will sync your Gmail.

Add the Gmail Account to Outlook on Your Phone

On iPhone or Android, open the Outlook app and tap the menu icon (three horizontal lines) in the bottom right. Tap Settings, then Add Account. Choose Gmail. Type your Gmail address and tap Continue.

You will be taken to a Google sign-in screen. Sign in with your Gmail password and allow Outlook permission. When the app asks for a password, enter the 16-character app password you created in Gmail. Tap Add and your Gmail account will sync to your phone.

What Happens to Your Gmail Folders and Labels

Outlook will show your Gmail inbox, sent mail, drafts, and trash in the folder list on the left side. Custom labels you created in Gmail usually appear as folders in Outlook, though the way they display depends on your Outlook version. If a Gmail label does not show up as a folder, you can still see those messages by searching for them in Outlook.

Any emails you send from Outlook using your Gmail account will appear in your Gmail sent mail folder automatically. Deleting an email in Outlook will move it to trash in both Outlook and Gmail.

Frequently Asked Questions

Can I use my regular Gmail password instead of the app password?

No. Google blocks Outlook from using your regular Gmail password for security reasons. You must create the 16-character app password in your Google Account settings first. If you try to use your regular password, Outlook will show an error message.

What if I do not see the App Passwords option in Gmail settings?

The App Passwords option only appears if two-factor authentication is turned on. Go to your Google Account security page, find 2-Step Verification under "How you sign in to Google", and turn it on. After that, the App Passwords option will appear.

Will adding Gmail to Outlook delete my messages from Gmail?

No. Adding your Gmail account to Outlook only lets Outlook read your Gmail messages. Your emails stay in Gmail, and you can still access them through Gmail.com or any other app you have connected to your Gmail account.

Why is Outlook still downloading my Gmail messages after an hour?

If you have many thousands of emails, the first sync can take longer than expected. Leave Outlook open and connected to the internet. If the read seems stuck (no new messages appear after several hours), try signing out of the Gmail account in Outlook and signing back in.

Can I send emails from my Gmail address using Outlook?

Yes. When you compose a new email in Outlook, you can choose which account to send from using the "From" dropdown. Select your Gmail address and the email will be sent from Gmail and appear in your Gmail sent folder.