How to Access Friends (Gmail/GApps) Account using Microsoft Outlook?

You can access your Friends Account (which in fact is a Gmail/GApps account) using a common email software (e.g. Microsoft Outlook, Apple Mail, etc.) with IMAP configuration. You can obtain more detailed information regarding this at https://mail.google.com/support/bin/static.py?hl=en&page=ts.cs&ts=1668960.

Before setting up the account in your email software, you must enable "IMAP" and change "App security" in your Friends account.

Following are the detailed steps for setting up your Friends account in Microsoft Outlook:

Enable IMAP

1. Sign in your Friends account through the Web.
2. Click gear icon at the top-right corner.
3. Select Settings.
   
   
   
   
4. Click Forwarding and POP/IMAP tab.
5. Select Enable IMAP.
6. Select Do not limit the number of messages in an IMAP folder (default).
7. Click Save Changes button.






Change App Security

8. Open Google apps menu. (on the top right hand corner)
9. Select My Account.
   
   
   
   
10. Select Connected apps & sites.
    
    
    
    
11. Scroll down to the Allow less secure apps section and turn it ON.
    
    
    
    

Setup Friends Account in Outlook

12. Open Outlook, on the toolbar choose the File tab.
    
    
    
    
13. Click Add Account.
    
    
    
    
14. Select Manual setup or additional server types.
15. Click Next.
    
    
    
    
16. Select POP or IMAP.
17. Click Next.
    
    
    
    
18. Enter Your Name: the name you wish displayed when recipients get your e-mails.
19. E-mail Address: youreid@friends.cityu.edu.hk. (e.g. cctom@friends.cityu.edu.hk)
20. Account Type: IMAP.
21. Incoming mail server: imap.gmail.com.
22. Outgoing mail server (SMTP): smtp.gmail.com.
23. User Name: youreid@friends.cityu.edu.hk. (e.g. cctom@friends.cityu.edu.hk)
24. Click More Settings ....
    
    
    
    
25. Type the name by which you want to refer to this account.
    
    
    
    
26. Select Outgoing Server tab.
27. Select My outgoing server (SMTP) requires authentication.
    
    
    
    
28. Select Advanced tab.
29. Select SSL. Incoming server (IMAP): 993.
30. If (a) does not work, try (b).
    (a) Select SSL. Outgoing server (SMTP): 465.
    (b) Select TLS. Outgoing server (SMTP): 587.
31. Click OK.
    
     
    
    
32. Click Next.
    
    
    
    
33. Click Close.
    
    
    
    
34. Click Finish.
    
    
    
    

Notes:

• After successfully setup and connect your Friends account in Outlook, you can select one or more email messages from your Staff email account then copy them to your Friends account. You can also use Outlook's "Copy folder" function to copy a folder (including all sub-folders and email messages stored in the folder) from your Staff account mailbox to your Friends account mailbox.
• Please DO NOT quit the Outlook immediately after your copying process looks like completed. You should web-logon your Friends account to check if all your wanted messages can be seen in your Friends account. Depending on the number and size of the email messages you want to copy, you may need to leave Outlook running overnight in order to complete the entire copying process.

Return to Friends FAQs