Email Setup on Outlook

This guide provides the steps needed to use Outlook with Williams Gmail
Open Outlook

Click File Tab | Info | Click Account Settings | Account Settings

Click the New button

  • Click E­mail Account | Next
  • Select “Manually configure server settings or additional server types”: Next
  • Select Internet E­mail | Next

Enter these settings:

  • Your Name: your real name
  • E­mail Address: your short email address ([email protected])
  • Change Account Type to IMAP
  • Incoming mail server is:
  • Outgoing mail server (SMTP) to:
  • User Name is your short email address ([email protected])
  • For those you use 2-Step Authentication you will need to get a password generated by Google to enter into Outlook, your regular password will not work.  For directions go to:
  • Click More Settings
  • Select the General tab and change the account name to “Williams google”
  • Click the Sent Items tab
  • Select Do not save copies of sent items (this is because Google already saves a copy when you send, regardless of what Outlook is set to). This prevents duplicates.
  • Click the Outgoing Server tab
  • Check the box for My outgoing server requires authentication
  • Use same settings as my incoming mail server
  • Click the Advanced tab
  • Change both encryption types to SSL
  • The Incoming server number will automatically change to 993
  • Change the outgoing server to 465 using SSL (or 25 using TLS will also work)
  • Click: OK
  • Click: Next
  • Click: Finish

Outlook will test your settings. Hopefully the tests will pass. If so hit Close, Finish, then Close. If not please contact the faculty/staff support desk at 413-597-4090 or email [email protected]

Add the Sent column and make it the default view for Outlook:

Click the Columns bar

In the Show Columns window scroll down to Sent, select it, then click Add
Then select Received, click Remove, then OK, and OK again.

You’ll want this view to be the default for all your Gmail folders
Click the View tab, then Change View, then Apply Current View to Other Folders

Select your new Williams Google account

Click the Apply view to sub-folders at the bottom, then click OK

Delete Behavior:

Outlook  can be set to “mark items for deletion” in which messages you delete get a line through them, or it can move deleted messages to the Trash folder.

The behavior on Gmail is to delete these messages immediately (skip the Trash). If you would like to continue to have the ability to see messages you have recently deleted:

  • Log in to Gmail.
  • From the Gear Icon menu, choose Settings
  • Choose the Forwarding and POP/IMAP tab
  • Select Auto­expunge Off
  • Select Move the message to the Trash
  • Select Save Changes

NOTE: Items are deleted from Gmail / Trash after 30 days automatically. If you want to delete a message permanently right away you can go into that Trash folder, select the message and delete it there.