1. Log in to your Google Apps account at Gmail.com, and click the gear button to access your settings
  2. Click "Settings"
  3. Go to the "Forwarding and POP/IMAP" tab
  4. Click the radio button to "Enable IMAP". You can leave the default settings for the additional options that appear, unless you specifically want to change them.
  5. Save your changes 

  6. Now, you'll need to click this link to allow Outlook to log in to your account: https://www.google.com/settings/security/lesssecureapps
    If you're unable to complete this step, you'll need to have your admin log into http://admin.google.com and change a setting. The admin will need to do a search for less secure and click on the less secure apps result. Then just change the setting to the middle option as pictured below:
  7. Next, make sure your account is unlocked by visiting this link and clicking "Continue": https://accounts.google.com/b/0/DisplayUnlockCaptcha

Now you're ready to set up the account in Outlook!

2

Add a new IMAP account in Outlook

These instructions assume you are starting from scratch to set up an new email account in Outlook. If you are switching to Gmail but are keeping an email address that you already have set up as POP3, you will still need to create a new one, since Outlook won't let you modify the account type.

Settings Quick Reference:

TypeIMAP
Full Name or Account Name
[your name]
Email address
full email address for Google Apps (username@yourdomain.org)
Usernamefull email address for Google Apps (username@yourdomain.org)
Passwordyour Google Apps account password
Require authentication (SPA)
checked
Incoming server
imap.gmail.com
Port993
Encryption Type
SSL
Outgoing server
smtp.gmail.com
Port587 (or 465)
Encryption type
TLS (or SSL)
Use the same settings as incoming server
checked

Setup Steps:

  1. Open Outlook and go to File >> Account Settings and click New to add an account (or Change an existing IMAP account)

  2. Choose "Manual Setup" and then choose "POP or IMAP"
  3. Enter the settings as summarized in the table above, or use the following screenshot for reference: 

  4. Click "More Settings" and continue entering the information: 

  5. Click "OK" and then "Next" and correct any errors, then "Finish"