Google Mail: Personal Device Setup for Email Clients

This help page will take you through the process of how to set up your email client to receive Google Mail. The first step of the process is done on your computer; the second step moves on to the email client. There are several options for step 2, so take a look at each section and its description before you begin. If you are setting up Microsoft Outlook 2003 or later, please skip to Option 3.

Step I: Set up your Google account for 2-step verification

First, you will need to turn on 2-step verification within your Google account. 

To enable 2-step verification: 

1. Log in to your Cedarville Google Mail account.
2. In the upper right corner, click your avatar photo (this could also be your email address or the light blue default avatar). 
3. Click [My Account]. 
4. Select the "Sign-in and Security" option.
5. If you have previously set up 2-step verification, then select "App passwords" in the "Signing in to Google" section and skip to step 17. 
6. If you have not previously set up 2-step verification, then click the arrow to the right of "2-step Verification."
7. Select the large blue [Start setup] button.
8. If prompted, enter your CedarNet login credentials > Click [Login].
9. Enter a phone number (can be your cell, office phone, or home phone, depending on what is available) and select whether you would like a text or a voice call to come receive the verification code from Google. Note that the number you enter will become associated with your account, so you should not use a number that you will not have access to in the future.
10. Click [Send code].
11. Enter the verification code you received by text or call in the appropriate field. 
12. Click [Verify].
13. If you are on your office or personal computer, check the box to "Trust this computer" > Click [Next].
14. Click [Confirm] to indicate that you want to turn on 2-step verification. You will then be navigated to the 2-step verification page. 
15. Select "App-specific passwords" (the second tab at the top of the page).
16. Select [Manage application-specific passwords] towards the bottom of the page. 
17. You may be prompted to provide a backup phone number, you can skip this step by selecting "Remind me later" at the bottom of the page. 
18. Click the left drop-down menu and select which app you would like to set a specific password for, and then click the right drop-down menu and select which device type you will be using to access the app on.
19. Click [Generate]. Google will generate a randomized, 16-character password for you. You will need this password in Part II. Do NOT click [Done] yet. 
20. Follow the instructions in Part II to set up the device. Once you are finished, you can easily set up an additional device-specific password for another device by clicking [Generate] again. Each password can only be used for one device.

Note: After setting up all your mail clients, it may be convenient for you to turn off 2-step activation for your Google account. Your application-specific passwords will work either way, but unless you disable 2-step activation, you will have to verify every computer that you use (by phone, as in steps 6-7) before you will be able to sign in.

Part II: Option 1 - POP

This option is mail-only, is easy to set up but less secure, downloads mail but does not sync, and works with nearly all mail clients. You may want to choose POP if you are using old or outdated software.

1. Log in to your Cedarville Google Mail account.
2. Click the gear-shaped drop-down (located on the right side of the screen) and choose “Settings” from the resulting list.
3. In “Settings,” click the [Forwarding and POP/IMAP] tab.
4. In the “Pop Download:” section, click “Enable POP for mail that arrives from now on.”
5. Click [Save Changes]. Your account is not set up to download POP email to your mail program.
6. Add an account to your email client and set up the account with the following settings: Email: yourCUemail@cedarville.edu; Username: yourCUemail@cedarville.edu; Password: application-specific password from Part I.
7. Most email clients will try to auto-setup your account using these settings. This will probably fail, as your account is administrated through Google, but has a “@cedarville.edu” address. Choose to set the account up manually and use the following settings: Account Type: POP; Incoming Server: pop.gmail.com; Incoming Port: 995; Outgoing Server: smtp.gmail.com; Outgoing Port: 465; SSL:ON; Authentication: Password.

For additional information about specific applications, you can visit Google’s help page for setting up mail clients with POP mail.

Part II: Option 2 - IMAP

This option is mail-only, is easy to set up, synchronizes mail and folders, but not contacts and calendars, works with most mail clients, and is ideal for Outlook Express 2003+ and Mozilla Thunderbird 10+.

1. Log in to your Cedarville Google Mail account.
2. Click the gear-shaped drop-down (located on the right side of the screen) and choose “Settings” from the resulting list.
3. On your Google Mail settings page, choose the tab for [Forwarding and POP/IMAP].
4. The second section of this page is labeled “IMAP Access.” Click the button to “Enable IMAP.”
5. Click [Save Changes]. Your account is now set up to synchronize IMAP email to your mail program.
6. Add an account to your email client and set up the account with the following settings: Email: yourCUemail@cedarville.edu; Username: yourCUemail@cedarville.edu; Password: your application-specific password from Part I.
7. Most email clients will try to auto-setup your account using these settings. This will probably fail as your account is administrated through Google but has an “@cedarville.edu” address. Choose to set up the account manually, and use the following settings: Account Type: IMAP; Incoming Server: imap.gmail.com; Incoming Port: 993; Incoming SSL: ON; Outgoing Server:smtp.gmail.com; Outgoing Port: 465; Outgoing SSL: ON (if supported); Authentication: Password (if supported).

Part II: Option 3 - Outlook

This option synchronizes mail, folders, contacts, and calendar. It is exclusive to the full business version of Microsoft Outlook 2003+. Please note, Outlook must already be installed for these instructions to work.

1. Download the free Google Apps Sync tool and allow it to install. 
2. If the application does not start automatically, start it by going to Start>All Programs>Google Apps Sync.
3. Enter your email address in the top field and choose “No, Help me sign in” below.
4. Check “Remember Me” and click “Continue.”
5. Google will open your browser and direct you to the Cedarville sign-in page for Google Apps. Sign in using your CedarNet username and password.
6. Google will redirect you again to a page asking if you would like to grant access to Google Apps Sync. Click “Allow Access.”
7. Copy the code that it gives you in case you need it later and go back to the Google Apps Sync window. Click “Continue.” Do not check “Import Data from an existing profile.”
8. Click “Create Profile.”
9. Click “Start Microsoft Office Outlook.”
10. Google Apps Sync should open Outlook and prompt you to set up the account with the profile and settings that Google Sync provided. Click “Yes” or "OK."
11. The synchronization should begin automatically to download your Google Mail, contacts, and calendars.