Google Mail: Personal Device Setup for Email Clients

Before you start…

This help page will take you through the process of how to set up your Cedarville Google Apps account with your email client. The first step of the process is done on your computer. Step II moves on to the email client. There are several options for how to set up your email client to receive Google Mail so take a look at each section and its description before you begin.

Note:

If you are setting up Microsoft Outlook 2003 or later, please skip to Option 3.

Part I: Set up your Google account for 2-step verification

  1. On your computer, navigate to gmail.cedarville.edu and log in to your account.
  2. Click the drop-down arrow next to your email address (located in the top right-hand corner of the screen).
  3. Click the “Account” link.
  4. In “Accounts,” click “Security” in the sidebar.
  5. In the “2-step verification” section, click the [Edit] button.
  6. Login in with your username and password if you are prompted to do so.
  7. Click the [Start setup].
  8. Google will generate a verification code and send it to you either by voice call or text. Enter a phone number (can be your cell, office phone, or home phone, depending on what is available) and select whether you would like a text or a voice call to come to that number. Note that the number you enter will become associated with your account, so you should not use a number that you will not have access to in the future.
  9. Click [Send code]. You should receive the call or text containing your verification code within a few moments. You may be asked for your verification code in the future, so it is a good idea to write it down or save the text message.
  10. Enter your verification code in the appropriate field.
  11. Click [Verify].
  12. If you are on your office or personal computer, check the box to "Trust this computer" and click [Next].
  13. Confirm that you want to turn on 2-step verification by clicking [Confirm].
  14. Now that 2-step verification is turned on, Google may prompt you to create passwords. If it does, click “Create Passwords.” If not, you’ll need to return to Account Settings>Security by repeating steps 1-3 and clicking on [Authorizing Applications and Sites.”
  15. On the “Authorized Access to Your Google Account” page, scroll to the bottom and find “Step 1 of 2: Generate New Application-Specific Password.”
  16. In the field below, enter a name that will help you identify your device (Ex. “HTC Android” or “My Phone” or “iPad 2”) and click “Generate Password.” Google will generate a randomized, 16-digit password for you. You’ll need this password in Part II. Do NOT click [Done] yet.
  17. Follow the instructions in Part II to set up the device. Once you are finished, you can easily set up an additional device specific password for another device by clicking “Generate Password” again. Each password can only be used for one device.

Note:

After setting up all your mail clients, it may be convenient for you to turn off 2-step activation for your Google account. Your application-specific passwords will work either way, but unless you disable 2-step activation, you will have to verify every computer that you use (by phone, as in steps 6-7) before you will be able to sign in.

Part II: Option 1 - POP

Mail-Only, easy to set up but less secure, downloads mail but does not sync, works with nearly all mail clients. You may want to choose POP if you are using old or outdated software.

  1. Navigate to gmail.cedarville.edu and log in to your Cedarville Google Mail account.
  2. Click the gear-shaped drop-down (located on the right side of the screen) and choose “Settings” from the resulting list.
  3. In “Settings,” click the [Forwarding and POP/IMAP] tab.
  4. In the “Pop Download:” section, click “Enable POP for mail that arrives from now on.”
  5. Click [Save Changes]. Your account is not set up to download POP email to your mail program.
  6. Add an account to your email client and set up the account with the following settings: Email: yourCUemail@cedarville.edu; Username: yourCUemail@cedarville.edu; Password: application-specific password from Part I.
  7. Most email clients will try to auto-setup your account using these settings. This will probably fail, as your account is administrated through Google, but has a “@cedarville.edu” address. Choose to set the account up manually and use the following settings: Account Type: POP; Incoming Server: pop.gmail.com; Incoming Port: 995; Outgoing Server: smtp.gmail.com; Outgoing Port: 465; SSL: ON; Authentication: Password.

For additional information about specific applications, you can visit Google’s help page for setting up mail clients with POP mail here: http://support.google.com/mail/bin/answer.py?hl=en&ctx=mail&answer=12103

Part II: Option 2 - IMAP

Mail-Only, easy to set up, synchronizes mail and folders, but not contacts and calendars, works with most mail clients, ideal for Outlook Express 2003+ and Mozilla Thunderbird 10+.

  1. Navigate to gmail.cedarville.edu and log in to your account.
  2. Click the gear-shaped drop-down (located on the right side of the screen) and choose “Settings” from the resulting list.
  3. On your Google Mail settings page, choose the tab for [Forwarding and POP/IMAP].
  4. The second section of this page is labeled “IMAP Access.” Click the button to “Enable IMAP.”
  5. Click [Save Changes]. Your account is now set up to synchronize IMAP email to your mail program.
  6. Add an account to your email client and set up the account with the following settings: Email: yourCUemail@cedarville.edu; Username: yourCUemail@cedarville.edu; Password: your application-specific password from Part I.
  7. Most email clients will try to auto-setup your account using these settings. This will probably fail as your account is administrated through Google but has an “@cedarville.edu” address. Choose to set up the account manually, and use the following settings: Account Type: IMAP; Incoming Server: imap.gmail.com; Incoming Port: 993; Incoming SSL: ON; Outgoing Server: smtp.gmail.com; Outgoing Port: 465; Outgoing SSL: ON (if supported); Authentication: Password (if supported).

For additional information about specific applications, you can visit Google’s help page for setting up mail clients with IMAP mail here:

http://support.google.com/mail/bin/answer.py?hl=en&ctx=mail&answer=75726

Part II: Option 3 - Outlook

Synchronizes mail, folders, contacts, and calendar, exclusive to the full business version of Microsoft Outlook 2003+. Outlook must already be installed for these instructions to work.

  1. Go to https://tools.google.com/dlpage/gappssync/ and download the free Google Apps Sync tool.
  2. Allow the Google Apps Sync tool to install.
  3. If the application does not start automatically, start it by going to Start>All Programs>Google Apps Sync.
  4. Enter your email address in the top field and choose “No, Help me sign in” below.
  5. Check “Remember Me” and click “Continue.”
  6. Google will open your browser and direct you to the Cedarville sign-in page for Google Apps. Sign in using your CedarNet username and password.
  7. Google will redirect you again to a page asking if you would like to grant access to Google Apps Sync. Click “Allow Access.”
  8. Copy the code that it gives you in case you need it later and go back to the Google Apps Sync window. Click “Continue.” Do not check “Import Data from an existing profile.”
  9. Click “Create Profile.”
  10. Click “Start Microsoft Office Outlook.”
  11. Google Apps Sync should open Outlook and prompt you to set up the account with the profile and settings that Google Sync provided. Click “Yes” or "OK."
  12. The synchronization should begin automatically to download your Google Mail, contacts, and calendars.


Keywords: google, personal computer, personal device, gmail, phone, mobile, device, iphone, android, cell, setup

Email this to a Friend

Help Page Feedback

Did this content help you? *


What is your opinion about the content? *


Suggest new content or let us know how we can improve this content (optional):

If you desire a response, please provide your email address (optional):

Leave this field empty