Email – Leveraging Gmail in POP3/IMAP Environments

POP3 is a great protocol if you simply want to download email to your PC. You can keep archiving the older mail to a separate PST file if the working PST file is getting too big, but if your PC dies you run the risk of losing all your historic emails.

IMAP is better if you want to hold a copy in the cloud, but, again, as historic email grows lots of space is required on the cloud server.

Enter Gmail, with it’s free, massive mailbox and superb anti spam/virus features, you can take advantage of this to improve your email situation.

Create a Gmail account to use with your POP3/IMAP mailbox, any account name will do as your friends and colleagues will never see it. In Outlook, set your Outgoing mail server to be smtp.gmail.com:-

 

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Tick authentication and Log On Using must be set to your Gmail settings:-

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Don’t forget Gmail uses SSL, so set the correct SMTP port of 587:-

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Now send a message from Outlook and notice that because you are using gmail to send, you get a copy of the sent message in BOTH Outlook AND Gmail:-

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So, all we need now is an archive of everything we receive. This can be achieved in one of two ways:-

1. Tell Gmail to retrieve email via POP3 under Settings.

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2. Or create a rule in Outlook to send a copy to Gmail.

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Rules sometimes disappear of their own accord, so I would probably recommend the first option. What about IMAP subfolders? Yes, that is one of the benefits of using IMAP, the ability to hold your precious emails in folders in the cloud. You could add your Gmail account as an IMAP account into your Outlook, that way you can easily file those emails. You must configure the Email Account Settings in Outlook like this, so that they always appear to be from the correct email account, NOT the Gmail account (which you are trying to hide):-

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