Learn how to add an IMAP account to Outlook, such as a personal Gmail account, and how to add the Inbox to Favorites.
- We've already added an Exchange business account to Outlook, but it is possible to have more than one account here. Let's add a personal account. Click Outlook, Preferences, and then click Accounts. Way down at the bottom of this dialogue box, click the plus sign and then choose New Account. We'll start the same way we did last time. We always start by putting in the email address. In this case, it's a Gmail account, so I'll click Continue.
For Gmail, you do have to authorize Outlook to be able to access the account. So I'll select the account, and then click the blue Allow button. I'll click Allow again, and my account has been added. Because I have this account already logged in on my Mac, I don't have to put in my password. But you may get prompted for your password if you've never added this Gmail account to the computer before. I'll click Done and here we can see the Gmail has been added as an IMAP account.
This means that it's going to sync any deletions that I make back up to my Gmail account on the web. Sometimes, Outlook may not recognize the incoming and outgoing mail servers for the account. In this case, you'll need to contact your internet service provider and get those settings. When it pops up with the IMAP screen, here is where you can change these settings. For example, in the Passsword screen, I can put it in so I'm not prompted for it every time.
Here is where I can also change the incoming mail server and the outgoing mail server based on what the results of my internet service provider telling me I need for those settings. For Gmail, you shouldn't have to change anything. If your outgoing mail server requires a different user name and a password than the one you currently have, click More Options and you can put the information in here by choosing User Name and Password in the authentication field. I'll click Cancel for this.
Our account is all set. We could click the X in the top left-hand side, but I do want to show you that if you ever need to remove these accounts for any reason, you can select the account and click the minus button in the bottom. This is going to delete the selected account. I'll close out of this and here we can see our Gmail account has been added. I can click the triangle next to Gmail.com and click on Inbox to see my mail. Now that we have two separate inboxes, one for Gmail and one up here for Exchange, we might want to add these to something called Favorites so that we can check our email together.
I'll right-click on Inbox, and choose Add to Favorites. It's going to open up a new expandable list at the top. I'll also do the same thing for my Gmail inbox. I'll secondary click and choose Add to Favorites. Now I can see I have one inbox up here, and another inbox directly above it, so both inboxes are very easily accessible for me to check my mail.
- Identify why you would need to tell Outlook to allow you to input server settings manually for an email account.
- Recall the easiest way to create folders for your messages.
- Explain how to save the body of an email message as a template.
- Recognize how to allow others to book appointments with you based on your calendar settings.
- Explain what happens if you try to open a calendar you don't have permission to view.
- List the steps required to view your calendars by toggling back and forth between tabs.