How to Set Up Outlook With Gmail and Two-Step Verification

You want to access your Gmail account from Outlook but get an error when you try to add it. This is because Google requires an app password when two-step verification is enabled on your account. Standard Gmail passwords will not work in this security scenario.

This article explains the process of generating a Google app password and using it to configure your Gmail account in Outlook. You will be able to send and receive emails from your Gmail within the Outlook application.

Why You Need an App Password for Outlook

Google’s two-step verification adds a critical layer of security to your account. After entering your password, you must provide a second verification code from your phone or an authenticator app. Most modern email apps can use OAuth, a secure sign-in protocol, to handle this process automatically.

However, older email applications like some desktop versions of Outlook cannot use the newer OAuth method. They only support the basic password-based sign-in. To allow these “less secure apps” to connect securely, Google provides the app password system. An app password is a 16-digit code that acts as a dedicated key for one application, eliminating the need for the second verification step during setup.

Prerequisites Before You Start

You must have two-step verification already active on your Google account. You can check this by visiting your Google Account security page. You will also need your standard Gmail password to sign in and generate the app password. Ensure you have access to the phone or device you use for two-step verification codes.

Steps to Generate a Google App Password

1. Go to your Google Account settings
   Open a web browser and go to myaccount.google.com. Sign in with your Gmail credentials. Click on the “Security” tab in the left-hand navigation menu.
2. Navigate to 2-Step Verification
   In the “Signing in to Google” section, find and select “2-Step Verification.” You will be asked to enter your password again to confirm your identity.
3. Find the App passwords section
   Scroll down the 2-Step Verification page until you see the “App passwords” option. It is typically located near the bottom. Click on it.
4. Create a new app password
   From the dropdown menu, select “Mail” as the app. For the device, select “Windows Computer” or type a custom name like “Outlook Desktop.” Click the “Generate” button.
5. Copy the generated password
   Google will display a 16-character password in a yellow box. The password will have no spaces, for example, “abcd efgh ijkl mnop.” Click the copy icon or select and copy the entire code. Paste it into a temporary text document. You will not see this password again after you close the window.

Steps to Add Gmail to Outlook Using the App Password

1. Open the Outlook account setup
   Open Outlook. Go to File > Add Account. In the dialog box that appears, enter your full Gmail email address. Check the box that says “Let me set up my account manually” or click “Advanced options” and then select manual setup. Click “Connect.”
2. Select the account type
   Choose “POP or IMAP” from the list of account types. Click “Next.”
3. Enter the mail server settings
   In the IMAP Account Settings window, fill in the information. Your name and email address are pre-filled. For the Account Type, select “IMAP.” For the Incoming mail server, type imap.gmail.com. For the Outgoing mail server (SMTP), type smtp.gmail.com.
4. Enter the app password
   In the Password field, paste the 16-character app password you generated from Google, not your regular Gmail password. Leave the “Require logon using Secure Password Authentication” box unchecked. Click “Next.”
5. Complete the test and finish
   Outlook will test the account settings by logging into the incoming and outgoing servers. If successful, you will see a confirmation message. Click “Close” and then “Finish.” Your Gmail account will now appear in the Outlook folder pane.

Common Configuration Mistakes and How to Avoid Them

Outlook Says the Password is Incorrect

This almost always means you entered your regular Gmail password instead of the app password. Go back to your Google security page and generate a new app password. Delete the existing account from Outlook in File > Account Settings and start the setup process again using the new app password.

Connection Errors to the Server

If Outlook cannot connect to imap.gmail.com or smtp.gmail.com, check your port and encryption settings. They should be configured as follows:

1. Incoming server (IMAP): Port 993, Encryption method: SSL/TLS.
2. Outgoing server (SMTP): Port 587, Encryption method: STARTTLS.

You can adjust these in Outlook by going to File > Account Settings, selecting the account, and clicking “Change.” Then click “More Settings” and go to the “Advanced” tab.

Two-Step Verification is Not Enabled

If you cannot find the “App passwords” option on the Google security page, it is because two-step verification is not turned on. You must enable it first before you can generate an app password. Go to the “2-Step Verification” page and follow the prompts to set it up using your phone.

Manual Setup vs. Automatic Setup in Outlook

Item	Automatic Setup	Manual Setup (with App Password)
Best for	Accounts without two-step verification	Gmail with two-step verification enabled
Security method	Standard password or modern OAuth	Dedicated 16-character app password
User action required	Just enter email and password	Generate app password in Google, then enter server details
Success rate with 2SV	Usually fails	Consistently works
Configuration control	Outlook chooses settings	You specify IMAP/SMTP servers and ports

You can now send and receive your Gmail messages directly within the Outlook application. The connection uses a secure app password, keeping your main account credentials safe. If you add another device later, generate a new, unique app password for it in your Google security settings. For advanced management, use Outlook’s Rules feature to automatically sort incoming Gmail messages into specific folders as they arrive.