Easy Configuration: Sync Gmail with clients like Outlook or Thunderbird using IMAP/POP3 settings in just a few steps.
Enhanced Productivity: Third-party clients offer offline access and advanced features for better email management.
Secure Setup: Use Gmail’s app-specific passwords to safely connect third-party clients without compromising security.
Most users prefer web browsers to access their Gmail accounts and organize their inboxes. However, using familiar-looking email apps like Outlook or Thunderbird can be convenient, accessible, and help with workflow management.
The applications enhance productivity by allowing users to keep their emails, calendars, and everything else together in one place. This guide provides simple, easy-to-follow steps to set up Gmail with a third-party email client.
Email apps like Outlook, Thunderbird, or Apple Mail provide more flexibility than Gmail's website. They enable users to read emails when they're not online, help organize the events calendar better, and personalize their experience.
Using a third-party email app is convenient for people who own several email accounts or prefer an app’s interface over a desktop view. The setup only takes a few minutes and can help smooth the workflow.
To get started with setting up a Gmail account in a third-party email application, users need to ensure they have:
Gmail Account: Email ID and password.
App Password: If two-factor authorization is turned on, then users might require the password used to open Gmail on the app.
Email App: Account holders need to download the app they want, like Outlook or Thunderbird, on their computer or phone.
Also Read: 10 Best Practices to Improve Email Deliverability
Once the prerequisites to set up a Gmail account with third-party apps are ready, the rest of the process is smooth sailing. Here's the lowdown on getting a Gmail connected to an email app in 2025:
Log in to Gmail in a browser.
Click the gear (top-right) and then select ‘See all Settings.’
Go to Forwarding and click on POP/IMAP.
Turn on IMAP (better for most people) or POP3, then click ‘Save Changes.’
IMAP is usually recommended since it keeps the emails the same across all platforms.
For people using 2FA, there is an extra security layer they need to clear before they can begin using their Gmail account. Here's what to do:
Go to your Google Account at myaccount.google.com.
Click on Security on the left panel, then select 2-Step Verification and App passwords.
Choose the account and device for which you want to enable 2FA, then create a password.
Remember this password as it will be needed to log into the email app.
This keeps your account safe while letting the app access it.
The next step is to set up the email app. Below are the general steps that users can follow; however, the steps can differ slightly for different apps:
Tap on the email app, like Outlook, Thunderbird, or Apple Mail.
Click on ‘Add a new account.’
Enter the Gmail address.
Then, use the settings below:
IMAP:
Incoming server: imap.gmail.com
Port: 993
SSL/TLS
SMTP:
Outgoing server: smtp.gmail.com
Port: 587
STARTTLS
Lastly, users need to type in the app password or the regular password if 2FA is off, and click ‘Connect’ to begin the syncing process.
For Outlook, if the app doesn't work automatically, it is better to choose the manual setup. Thunderbird, on the other hand, usually figures out the Gmail settings by itself.
The last step involves verifying if the setup is complete. This can be done by sending a self-email from the app. Users need to check if the new emails are arriving in the Gmail Sent folder and are syncing.
However, if there are any problems, account holders can double-check their IMAP/SMTP settings or the app password. Most apps also sync the Gmail calendar and contacts linked to the email address automatically.
Also Read: How to Use Gmail for Your Business Email: A Simple Guide
Here are a few popular apps that can be used with Gmail:
Microsoft Outlook: Outlook costs Rs. 5,000 a year with Microsoft 365, but it is decent for work and has built-in calendars and to-do lists.
Mozilla Thunderbird: Thunderbird is free to use and great for people who like to personalize settings for enhanced workflow.
Apple Mail: Apple Mail is free on Apple devices and is compatible with other Apple devices and applications.
Below are some tips that account holders can follow to simplify their email management:
Organize Folders: Gmail labels show up as folders in email apps. Make rules to sort your emails automatically.
Sync Settings: Make sure IMAP is syncing all your folders, like Drafts or Spam.
Keep the App Updated: Update your email app regularly so it works smoothly with Gmail.
Here are the things that Gmail users should avoid during the setup:
Wrong Password: If 2FA is enabled, the regular Gmail password won’t allow you to use the app. Users will need to use the app password instead.
Forgetting IMAP: To sync the emails, it is important to switch IMAP on in the Gmail settings.
Not Updating: Old email apps might not be compatible with Gmail accounts, so it is necessary to update them frequently.
Email apps like Outlook or Thunderbird provide users with more flexibility compared to the Gmail website, like reading emails offline. The apps are secure with Gmail's security features and work on any device. Whether it is organizing emails across folders or scheduling events on the calendar, these apps can help manage the inbox better and increase productivity.
1. Which third-party email clients work best with Gmail?
Popular clients like Microsoft Outlook, Thunderbird, and Apple Mail seamlessly integrate with Gmail for easy setup.
2. How do I find Gmail’s IMAP and SMTP settings for setup?
Use IMAP (imap.gmail.com, port 993, SSL) and SMTP (smtp.gmail.com, port 587, TLS) in your email client’s settings.
3. Do I need to enable specific Gmail settings for third-party clients?
Yes, enable “IMAP” in Gmail’s settings and allow “Less secure app access” or use an App Password for two-factor authentication.
4. Can I sync Gmail labels with a third-party email client?
Yes, Gmail labels sync as folders in IMAP-compatible clients like Thunderbird or Outlook for organized email management.
5. What should I do if my email client can’t connect to Gmail?
Verify your Gmail credentials, ensure IMAP is enabled, and check your internet connection or firewall settings.