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Last modified 4 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?

Answer:

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Contents: Browser (Recommended) || Mail for Mac OS 10.9 || Mail for Mac OS 10.11 || Outlook for Mac OS || Outlook for Windows || iOS / Android || Top of page


Web Browser (Recommended)

4Help recommends you access VT Google Apps Mail with a Web browser by following the instructions at Checking or Viewing Your VT Google Apps Mail Email.

If you must use a client, use the instructions on the Google interactive Get started with IMAP and POP3 help page. The user name in Google's documentation is referred to as username@gmail.com. Instead, you will always use ABC@vt.edu but replace ABC with your own PID. The password will be the one you created when you set up the VT Google Apps Mail account. If you have forgotten your password, follow the instructions at Change VT Google Apps Password / Forgot VT Google Apps Password.


Contents: Browser (Recommended) || Mail for Mac OS 10.9 || Mail for Mac OS 10.11 || Outlook for Mac OS || Outlook for Windows || iOS, Android || Top of page


Mail for Mac OS 10.9

  1. Verify that IMAP is enabled by following the instructions on the Google interactive Get started with IMAP and POP3 help page and selecting "I want to enable IMAP."

  2. Enable less secure apps by following the instructions at Error when Adding VT Google Apps Mail Account to Outlook or Other Program.

  3. Start adding a new email account to Mail.

    1. Start Mail.

    2. If you have existing accounts in Mail:

      1. From the Mail drop-down list, select Preferences....

        Select Preferences.

      2. Click the Accounts icon.

        Click the Accounts icon.

      3. In the left pane, at the bottom, click the plus sign (+) button.

    3. Select the Add Other Mail Account... button.

    4. Click the Continue button.

      Select Add other mail account, and click Continue.

  4. Under Add a Mail Account:

    1. In the Full Name: text box, type your name as you want it to appear to others.

    2. In the Email Address: text box, type: ABC@vt.edu where ABC is replaced by your PID.

    3. In the Password: text box, type your VT Google Apps Mail password. If you forgot your password, follow the instructions at Change VT Google Apps Password / Forgot VT Google Apps Password.

    4. Click the Create button. After a few seconds, you will see Account must be manually configured.

      Enter the appropriate information.

    5. When available, click the Next button.

      Click the Next button.

  5. Under Incoming Mail Server Info:

    1. Click the IMAP button.

    2. In the Mail Server: text box, type: imap.gmail.com

    3. In the User Name: text box, type: ABC@vt.edu where ABC is replaced by your PID.

    4. In the Password: text box, your VT Google Apps Mail password will be automatically filled.

    5. Click the Next button.

      Enter the appropriate information.

  6. If after a few seconds, you see Additional account information required:

    1. When available, click the Next button.

      Click the Next button.

    2. If you see the Incoming Mail Server Info screen, to accept the default settings, click the Next button.

  7. Under Outgoing Mail Server Info:

    1. In the SMTP Server: text box, type: smtp.gmail.com

    2. In the User Name: text box, type: ABC@vt.edu where ABC is replaced by your PID.

    3. In the Password: text box, type your VT Google Apps Mail password. If you forgot your password, follow the instructions at Change VT Google Apps Password / Forgot VT Google Apps Password.

    4. Click the Create button.

      Enter the appropriate information.

 


Contents: Browser (Recommended) || Mail for Mac OS 10.9 || Mail for Mac OS 10.11 || Outlook for Mac OS || Outlook for Windows ||  iOS / Android || Top of page


Mail for Mac OS 10.11

  1. Verify that IMAP is enabled by following the instructions on the Google interactive Get started with IMAP and POP3 help page and selecting "I want to enable IMAP."

  2. Enable less secure apps by following the instructions at Error when Adding VT Google Apps Mail Account to Outlook or Other Program.

  3. Start adding a new email account to Mail.

    1. Start Mail.

    2. If you have existing accounts in Mail:

      1. From the Mail drop-down list, select Preferences....

        Select Preferences.

      2. Click the Accounts icon.

        Click the Accounts icon.

      3. In the left pane, at the bottom, click the plus sign (+) button.

    3. Select the Other Mail Account... radio button.

    4. Click the Continue button.

      Image of the Other Mail Account radio button

  4. Under Add a Mail Account:

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

    2. In the Email Address: text box, type: ABC@vt.edu where ABC is replaced by your PID.

    3. In the Password: text box, type your VT Google Apps Mail password. If you forgot your password, follow the instructions at Change VT Google Apps Password / Forgot VT Google Apps Password.

    4. Click the Sign In button.

      Image of the Name, Email Address, and Password text boxes

  5. For the server information:

    1. In User Name: text box, type: ABC@vt.edu where ABC is replaced by your PID.

    2. Verify Account Type: is set to IMAP .

    3. In the Incoming Mail Server: text box, type: imap.gmail.com
       
    4. In the Outgoing Mail Server: text box, type: smtp.gmail.com 

    5. Click the Sign In button.

      Image of the Account Type, Incoming Mail Server, and Outgoing Mail Server text boxes

  6. Only the Mail check box is required. All other check boxes are optional. Click the Done button.

    Image of the Done button

 


Contents: Browser (Recommended) || Mail for Mac OS 10.9 || Mail for Mac OS 10.11 || Outlook for Mac OS || Outlook for Windows ||  iOS / Android || Top of page


Outlook 2011 / 2016 for Mac OS

  1. Verify that IMAP is enabled by following the instructions on the Google interactive Get started with IMAP and POP3 help page.

  2. Enable less secure apps by following the instructions at Error when Adding VT Google Apps Mail Account to Outlook or Other Program.

  3. Start adding a new account to Outlook.

    1. Start Outlook 2011.

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

      Select Accounts.

    3. In the left pane, near the bottom, click the plus sign (+) button.

      Click the plus sign button.

    4. Select Other E-mail....

      Select Other Email...

  4. Enter your credentials.

    1. In the E-mail address: text box, type: ABC@vt.edu but replace ABC with your PID.

    2. In the Password: text box, type your VT Google Apps Mail password. If you forgot your password, follow the instructions at Change VT Google Apps Password / Forgot VT Google Apps Password.

    3. In the User name: text box, type: ABC@vt.edu but replace ABC with your PID.

      Enter the appropriate information.

  5. Select the correct server settings.

    1. If it is not already selected, from the Type: drop-down list, select IMAP.

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

    3. Place a check in the Use SSL to connect (recommended) check box.

    4. To the right of the Incoming server: text box, the text in the text box containing the port number should automatically change to 993.

    5. In the Outgoing server: text box, type: smtp.gmail.com

    6. Place a check in the Override default port check box.

    7. To the right of the Outgoing server: text box, in the text box containing the port number, clear the text.

    8. To the right of the Outgoing server: text box, in the text box containing the port number, type: 465

    9. Place a check in the Use SSL to connect (recommended) check box.

    10. Click the Add Account button.

      Enter the appropriate information.

    11. Near the bottom of the window, click the More Options... button

      Click the More Options... button.

    12. From the Authentication: drop-down list, select Use Incoming Server Info.

    13. Click OK.

      From the drop-down list, select Use Incoming Server Info.

  6. Finish adding the account.

    1. If prompted to use confidential information stored in your keychain, click the Always Allow button.

    2. If the window appears a second time, click the Always Allow button.

    3. Close the Accounts window.


Contents: Browser (Recommended) || Mail for Mac OS 10.9 || Mail for Mac OS 10.11 || Outlook for Mac OS || Outlook for Windows ||  iOS / Android || Top of page


Outlook 2010 / 2013 / 2016 for Windows

  1. Verify that IMAP is enabled by following the instructions on the Google interactive Get started with IMAP and POP3 help page.

  2. Enable less secure apps by following the instructions at Error when Adding VT Google Apps Mail Account to Outlook or Other Program.

  3. Start adding an account in Outlook.

    1. Start Outlook.

    2. Start adding a new account.

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

      • If you already have other accounts in Outlook:

        1. Select the File tab.

          Select the File tab.

        2. Click the Add Account button.

          Click the Add Account button.

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

    4. Click the Next button.

      Image of the Manual setup radio button

  4. Configure the IMAP settings

    1. Select the POP or IMAP radio button.

    2. Click the Next button.

      Select POP or Imap.

    3. 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 where ABC is replaced by your PID.

    4. Under Server Information:

      1. From the Account Type: drop-down list, select 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

    5. Under Logon Information:

      1. In the User Name: text box, type: ABC@vt.edu where ABC is replaced by your PID.

      2. In the Password: text box, type your VT Google Apps Mail password. If you forgot your password, follow the instructions at Change VT Google Apps Password / Forgot VT Google Apps Password.

      3. Verify that Remember password is checked.

        Image of the Account Type, Incoming mail server, Outgoing mail server, User Name, and Password text boxes
  5. 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.
  6. 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.


Contents: Browser (Recommended) || Mail for Mac OS 10.9 || Mail for Mac OS 10.11 || Outlook for Mac || Outlook for Windows || iOS / Android || Top of page


Mobile Devices (Android, iOS)

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 to access VT Google Apps Mail are: