How to access Gmail messages in other email services

You can open and read emails of your Gmail account in other email services ex. Microsoft Outlook, etc. But the mail client should support POP. With both POP and IMAP you can sync and read your Gmail messages in other email services in real-time. POP can be used only in a single computer, whereas IMAP across multiple devices.

How to set up POP in your Gmail account

1.    Open ‘Gmail’ in your PC.

2.    Log in with your Gmail account.

3.    Click the ‘Settings’ icon at the top.

4.    Switch to ‘Forwarding and POP/IMAP’ tab.

5.    Click ‘Enable POP for all mail’ under the POP download section.

6.    Or click ‘Enable POP for mail arrives from now on.’

7.    Click ‘Save Changes’ button at the bottom.

That’s it! Now you need to make settings on the email client you want to access your emails. After settings up your email client, open and read your Gmail messages on it.

How to download your emails on other email clients

If you want to use your Gmail on multiple email services, then using IMAP is the easiest option. If you’re using POP instead of IMAP, then to download your emails you need to set up ‘Recent mode,’ it will show your past 30 days emails.

Steps to enable Recent Mode:

1.    Open your email client.

2.    Go to ‘POP settings page.’

3.    Look for the ‘User name/Email address’ field.

4.    Click your email address to edit it.

5.    And add “recent:” before your email address, like recent:emailaddress@gmail.com.

How to adjust your POP settings

If you want to save a copy of your emails on the server, then you can enable it from your POP settings.

On Outlook:

1.    Open “Outlook.”

2.    Open your Accounts.

3.    Click ‘Advanced.’

4.    And select ‘Leave a copy of emails on the server.’

On Apple Mail:

1.    Open ‘Apple Mail.’

2.    Go to the ‘Advanced’ tab.

3.    And uncheck the box of ‘Remove copy from server after retrieving a message,’ if checked.

On Thunderbird:

1.    Open ‘Thunderbird.’

2.    Go to ‘Server Settings’ tab.

3.    Select ‘Leave messages on the server.’

That’s it! Settings may vary with the versions and devices. And you may need to sign in with your account if you’re not signed in.

What to do if messages are getting deleted from your Gmail inbox?

You need to check and customize POP settings in your Gmail account if the messages are getting deleted after opening it into another email client.

1.    Open ‘Gmail’ in your PC.

2.    Log in with your Gmail account.

3.    Click the ‘Settings’ icon at the top.

4.    Switch to ‘Forwarding and POP/IMAP’ tab.

5.    Under ‘POP Download’ section, check that ‘Delete Gmail’s copy’ or ‘Archive Gmail’s copy’ are not enabled.

6.    Deselect them and ‘Save changes.’

John Perley is a Microsoft Office expert and has been working in the technical industry since 2002. As a technical expert, John has written technical blogs, manuals, white papers, and reviews for many websites such as office.com/setup.

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