You cannot use Gmail's interface to read Outlook 365 mail directly
Gmail and Outlook 365 are separate email systems with different storage, security, and interface designs. Gmail cannot display your Outlook 365 inbox the way it displays Gmail messages. What you can do is forward your Outlook 365 messages to Gmail, or set up Gmail to send mail from your Outlook 365 address — but you will be working in Gmail's interface, not Outlook's.
The choice between forwarding and sending-as depends on what you actually need. If you want to read all your mail in one place, forwarding works. If you need to send from your work or organizational email address while using Gmail, you set up Gmail as a sending alias. Many people do both.
Key Takeaways
- Gmail cannot display Outlook 365 messages in Gmail's inbox — you must either forward Outlook mail to Gmail or use Gmail to send from your Outlook address.
- Forwarding requires you to turn on IMAP in Outlook 365 settings and then add your Outlook account to Gmail using your email address and an app password, not your regular password.
- Sending from your Outlook address in Gmail requires the same app password setup but only lets you compose and send — incoming mail stays in Outlook.
- An app password is a 16-character code that Outlook 365 generates specifically for Gmail; it is different from your regular login password and more find for this purpose.
- If you use two-factor authentication on your Outlook account, you must create an app password — Gmail cannot work with your regular password alone.
Turn on IMAP in your Outlook 365 settings first
IMAP is the protocol that lets Gmail read mail from another email system. Outlook 365 has IMAP turned off by default, so Gmail cannot see your messages until you enable it.
Log into your Outlook 365 account at outlook.office.com. Click the gear icon in the top right corner and select View all Outlook settings. Go to Mail > Forwarding. You will see an option labeled Let devices and apps use IMAP — toggle it on. Save your changes and leave this page open; you will need your email address in the next step.
Create an app password for Gmail to use
Gmail cannot use your regular Outlook 365 password for security reasons, especially if you have two-factor authentication enabled. Instead, Outlook 365 generates a separate 16-character password called an app password that works only with Gmail and similar tools.
In a new browser tab, go to account.microsoft.com and sign in with your Outlook 365 credentials. Click Security in the left menu. Under Password security, click Create a new app password. Microsoft will ask what app you are using — select Mail from the first dropdown and Windows Mail from the second (the exact choice does not matter; this is just for Microsoft's records). Microsoft will generate a 16-character password. Copy this entire password when ready — you will not see it again, and you need it in the next step.
Add your Outlook account to Gmail
Open Gmail in a new tab and sign into the Gmail account where you want to receive Outlook mail. Click the gear icon in the top right and select See all settings. Go to the Accounts and Import tab. Under Check mail from other accounts, click Add another email account.
A popup window will appear asking for your email address. Type your full Outlook 365 email address and click Next. Gmail will ask for your password — paste the 16-character app password you just created (not your regular Outlook password). Leave Leave a copy of retrieved message on the server checked if you want to keep messages in Outlook as well; uncheck it if you want Gmail to be your only copy. Click Add account.
Gmail will test the connection. If it succeeds, you will see a confirmation message. If it fails, go back and verify that IMAP is turned on in Outlook and that you pasted the app password correctly — a single wrong character will cause the connection to fail.
Set up sending from your Outlook address (optional)
If you want to send mail from your Outlook 365 address while composing in Gmail, you need to add it as a sending alias. This is separate from receiving mail and requires the same app password.
In Gmail settings, go to Accounts and Import and find the section labeled Send mail as. Click Add another email address. A popup will ask for your name and Outlook email address. Type them in and click Next step. Gmail will ask whether to send through Outlook's servers or Gmail's servers — select Send through Outlook 365 SMTP servers. When prompted for a password, paste your app password again. Click Add account.
Gmail will send a confirmation email to your Outlook address. Log into Outlook, find the confirmation message from Gmail, and click the link inside it. Once confirmed, you can compose a new message in Gmail and choose which address to send from using the dropdown next to your name.
Troubleshooting common connection problems
If Gmail cannot connect to Outlook, the most common cause is that IMAP is still turned off. Go back to outlook.office.com, open settings, and verify that Let devices and apps use IMAP is toggled on. Save and wait a few minutes before trying again in Gmail.
If you see an error message about your password being wrong, you likely typed or pasted the app password incorrectly. App passwords are case-sensitive and must be exactly 16 characters. Go back to account.microsoft.com, delete the old app password, and create a new one. Copy it directly without typing it by hand.
If Gmail connects but you see no messages, check that you left the Leave a copy of retrieved message on the server option checked during setup. If you unchecked it, Gmail will only retrieve new messages going forward, not old ones. Your existing Outlook messages will still be in Outlook.
What happens to your mail after setup
Once Gmail is connected to Outlook 365, new messages that arrive at your Outlook address will appear in Gmail within a few minutes. Gmail checks for new mail every few minutes, not when ready. If you have the Leave a copy option on, the messages stay in Outlook as well; if you turned it off, they are removed from Outlook after Gmail downloads them.
Replying to a message in Gmail will send the reply from your Gmail address unless you change the sender using the dropdown. If you set up the sending alias, you can choose to send from your Outlook address instead. Deleting a message in Gmail does not delete it from Outlook if you left copies on the server.
Frequently Asked Questions
Can I see my Outlook 365 calendar or contacts in Gmail?
No. This setup only brings your Outlook mail into Gmail. Your calendar, contacts, and other Outlook data stay in Outlook 365. If you need those in Gmail, you would need to export them separately or use Outlook's web interface for those features.
What if my Outlook account uses two-factor authentication?
Two-factor authentication does not prevent this setup — in fact, it makes the app password method more important. You cannot use your regular password with Gmail if two-factor is on. The app password is designed specifically for this situation and works even when two-factor is enabled.
Will setting this up affect my Outlook 365 account or security?
No. Turning on IMAP and creating an app password are standard, safe steps. The app password is weaker than your main password by design — it only works with Gmail and similar mail clients, not with your Outlook account itself. You can delete the app password at any time to disconnect Gmail.
Can I forward Outlook mail to Gmail instead of using IMAP?
Yes. In Outlook settings under Mail > Forwarding, you can enter your Gmail address and have all incoming Outlook mail automatically forwarded. This is simpler than IMAP but means your Outlook inbox will be empty — all mail goes to Gmail. Forwarding also takes a few minutes, whereas IMAP is nearly when ready.
What if I stop using Gmail — how do I disconnect it?
Go to account.microsoft.com, find the app password you created for Gmail, and delete it. This when ready stops Gmail from accessing your Outlook account. You can also remove the account from Gmail settings. Your Outlook mail and account remain unchanged.