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Last modified 7 months ago

Question:

How do I set up, configure, or connect a desktop email client or mobile device to access my VT Google Apps Mail (VT Gmail)?

Answer:

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Contents


Web Browser (Recommended)

4Help recommends you access VT Google Apps Mail with a Web browser by following the instructions at How to Access Your VT Gmail.


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Outlook 2016 for Mac OS

  1. Set up Gmail 2-step verification by following the instructions at Checking VT Gmail through Secondary Applications.

  2. Generate an App Password for this Outlook client by following the instructions at Checking VT Gmail through Secondary Applications.

  3. Verify that IMAP is enabled by following the instructions on Google's Read Gmail messages on other email clients using IMAP page.

  4. Set the IMAP limit in your Gmail account.

    1. In a browser, log on to your VT Gmail account by following the instructions at How to Access Your VT Gmail.

    2. Under your account picture or your email address, click the Settings button, which is represented by a gear.

    3. From the drop-down list, select Settings.

    4. Click the Forwarding and POP / IMAP tab link.

    5. In the IMAP Access section, under Folder Size Limits, select the Limit IMAP folders to contain no more than this many messages radio button.

    6. From the drop-down list, select 10,000.

    7. At the bottom of the page, click the Save Changes button.

  5. Start adding a new account to Outlook.

    1. Start Outlook.

    2. If you do not see the Set Up Your Email window with Please enter your email address text box:

      1. From the Tools drop-down list, select Accounts....

        Select Accounts.

      2. In the lower-left of the window, click the plus sign (+) button.

        Click the plus sign button.

      3. From the drop-down list, select New Account....

  6. In the E-mail address: text box, type: ABC@vt.edu
    (Replace ABC with your VT Username.)

  7. Click the Continue button.

  8. When the Virginia Tech ADFS window appears, close the window.
    (Do not enter your password in the ADFS window; that is for configuring your Hokies / Exchange email instead of your VT Google email.)

  9. In the Set Up Your Email window, in the top-right corner, click the Not Office365? link.

  10. Under Choose the provider for, click the Gmail icon.

  11. In the Password: text box, type the Gmail App Password that you generated above.
    (You can include the spaces or not include the spaces; it does not matter.)

    Important: Do not use your VT Username passphrase.

  12. Click the Add Account button.

  13. Once the account has been added, click the Done button.

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Outlook 2016 for Windows

  1. Set up Gmail 2-step verification by following the instructions at Checking VT Gmail through Secondary Applications.

  2. Generate an App Password for this Outlook client by following the instructions at Checking VT Gmail through Secondary Applications.

  3. Verify that IMAP is enabled by following the instructions on Google's Read Gmail messages on other email clients using IMAP page.

  4. Set the IMAP limit in your Gmail account.

    1. In a browser, log on to your VT Gmail account by following the instructions at How to Access Your VT Gmail.

    2. Under your account picture or your email address, click the Settings button, which is represented by a gear.

    3. From the drop-down list, select Settings.

    4. Click the Forwarding and POP / IMAP tab link.

    5. In the IMAP Access section, under Folder Size Limits, select the Limit IMAP folders to contain no more than this many messages radio button.

    6. From the drop-down list, select 10,000.

    7. At the bottom of the page, click the Save Changes button.

  5. Start adding an account in Outlook.

    1. Start Outlook.

    2. Create a new Outlook profile.

      • If the Choose Profile window appears:

        1. To the right of the drop-down list, click the New... button.

        2. In the Profile Name: text box, type a name to remind you which email account this is.

        3. Click OK.

      • If the New Profile window appears:

        1. In the Profile Name: text box, type a name to remind you which email account this is.

        2. Click OK.

      • If Outlook opens with existing email account(s):

        1. Close Outlook.

        2. Click the Start button.

        3. Your cursor will be automatically placed in a text box. Start typing: control panel

        4. Results will appear and change as you type. Select Control Panel.

        5. Click the User Accounts link.

        6. Click the Mail or Mail (32-bit) link.

        7. Click the Show Profiles... button.

        8. Select the Prompt for a profile to be used radio button.

        9. Click the Apply button.

        10. Click OK.

        11. Start Outlook.

        12. In the Choose Profile window, to the right of the drop-down list, click the New... button.

        13. In the Profile Name: text box, type a name to remind you which email account this is.

        14. Click OK.

    3. If this is the first time you have used Outlook, click the Next button in any introductory windows until the Add Account window appears.

    4. Select the Manual setup or additional server types radio button.

    5. Click the Next button.

      Image of the Manual setup radio button

  6. Configure the IMAP settings

    1. Select the POP or IMAP radio button.

    2. Click the Next button.

      Select POP or Imap.

    3. Under Server Information:, from the Account Type: drop-down list, select IMAP.

      Important: The default selection is POP. You must change it to IMAP.

    4. Under User Information:

      1. In the Your Name: text box, type your name as you want it to appear to other people.

      2. In the Email Address: text box, type: ABC@vt.edu
        (Replace ABC with your VT Username.)

    5. Under Server Information:

      1. From the Account Type: drop-down list, verify that IMAP is selected.

        Important: The default selection is POP. You must change it to IMAP.

      2. In the Incoming mail server: text box, type: imap.gmail.com

      3. In the Outgoing mail server (SMTP): text box, type: smtp.gmail.com

    6. Under Logon Information:

      1. In the User Name: text box, type: ABC@vt.edu
        (Replace ABC with your VT Username.)

      2. In the Password: text box, type the Gmail App Password that you generated above.
        (You can include the spaces or not include the spaces; it does not matter.)

        Important: Do not use your VT Username passphrase.

      3. Verify that Remember password is checked.

        Image of the Account Type, Incoming mail server, Outgoing mail server, User Name, and Password text boxes
    7. Turn on SSL for incoming and outgoing servers.
      1. Click the More Settings ... button.

      2. Select the Outgoing Server tab.

      3. Place a check in the My outgoing server (SMTP) requires authentication check box.

        Place a check in My outgoing server requires authentication.

      4. Select the Advanced tab.

        Select the Advanced tab.

      5. Under Server Port Numbers:

        1. From the first of two Use the following type of encrypted connection: drop-down lists, select SSL.

        2. From the second of two Use the following type of encrypted connection: drop-down lists, select SSL.

        3. Verify that the Incoming server (IMAP): text box contains 993

        4. In the Outgoing server (SMTP): text box, clear the text box, and type: 465

      6. Click OK.

        Enter the appropriate information.

  7. Finish adding the account.
    1. Click the Next button. Outlook will test that your account is working.

    2. When available, click the Close button.

    3. Click the Finish button.

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Gmail App for iOS (Apple iPhone / iPad)

  1. On your mobile device, in the App Store, download and install the Gmail - Email by Google app.

  2. Once the Gmail app is installed, start the Gmail app.

  3. At the bottom of the screen, tap the SIGN IN link.

  4.  In the Email or phone text box, type: ABC@vt.edu
    (Replace ABC with your VT Username.)
    (If an extra space character was added at the end by autocorrect, delete the extra space.)

  5. Tap the NEXT button.

  6. You will be redirected to the Virginia Tech Login service page.

  7. In the Username text box, type your VT Username.
    (If you do not know your VT Username, follow the instructions at Forgot VT Username.)

  8. In the Password text box, type your VT Username passphrase.
    (If you forgot your passphrase, follow the instructions at Reset VT Username (PID) Passphrase.)

  9. Click the Login button.

  10. Follow the on-screen instructions to either:

  11. If prompted to allow notifications, tap the button corresponding to your choice.

  12. If a tutorial appears, tap the GOT IT link.

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Gmail App for Android

Google recommends downloading the Gmail app from the Google Play store and using it.

For instructions on configuring the Gmail app to connect to your VT Google Apps account, refer to the Google's Sign in to Gmail page, and click the Android heading.

When signing in, remember to use ABC@vt.edu and your VT Username passphrase.

(If an extra space character was added at the end by autocorrect, delete the extra space.)

(If you forgot your passphrase, follow the instructions at Reset VT Username (PID) Passphrase.)


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Other Clients and Mobile Devices

Due to the wide variety of mail clients for mobile computing devices, 4Help can only provide the most basic configuration settings. We do not guarantee that they will work with your particular device or client. However, most devices do work with these settings. If you have trouble configuring your device or client using these settings, contact your mobile device service provider.

The settings are:

For more information, see Google's Use IMAP to check Gmail on other email clients page.