Mar 01

google

Despite their differences, Apple and Google do work well together when it comes to email.  Gmail is free and it has great spam protection. But the Gmail web interface is a bit clunky. Apple mail is very nice to use and you can set it to use a Gmail account. Here’s how to use Gmail from Apple’s mail app and also how to set up Gmail on your iPhone or iPad.

1. Sign up for Gmail.

(If you already have a Google Gmail account you can skip this step – but you will need to know your email-address@gmail.com and it’s password)

– Go to gmail.com and click on “Sign Up”

– Fill in the details – you’ll need to pick a gmail email address (somethingunique@gmail.com) and a password. (Write them down!)

– When you have finished you should get a verification page that says this at the bottom:

Gmail signup complete

Now it’s time to set up the Apple mail application on your computer.

 

2. Enter your Gmail details into Apple mail on your iMac, Mac Mini or Macbook.

 

– Open Apple mail, and go to the “Mail’ menubar at the top of the screen and  then select  ‘Preferences’  from the menu.

Select preferences from the mail menu

 

 

 

– Select the ‘Accounts’ tab. From here  you can manage your mail accounts.

Accounts tab

 

 

– Press the ‘+’ button – this means add a new account.

Add a new account

 

–  You will be prompted for some details:

Enter your Gmail settings into Apple  mail

  • Where it says ‘full name’  enter your name,  this is not important but it will appear in the ‘ from’  field and can be anything.
  • Where it says ‘email address’   put in your Gmail email address from step 1 above including the @gmail.com at the end.
  • Where it says ‘password’ enter your Gmail password from step 1 above.

 

It will then verify that the email address and password are correct and then display a confirmation screen. It should say that the Account type is “Gmail IMAP” as follows:

Gmail confirmation screen

– Press ‘Create’

– You will be taken back to the Apple Mail preferences screen. There are some settings you should change here.

1. Click on the mailbox behaviours tab

Mailbox behaviours tab

 

You pretty much need to set them to the opposite of the Apple default. Tick the ‘Junk’ and un-tick everything else like this:

Mailbox behaviour settings

 

EXPLANATION OF ADVANCED SETTINGS

You don’t want to tick “Drafts.”  Every few minutes Apple mail makes a backup copy of your email as you are typing it. If  you select this option all these draft emails get stored in your gmail Drafts folder and you end up with lots of clutter!

You don’t want to tick “Sent”  because Gmail automatically keeps a copy of your sent messages and puts them in its ‘send mail folder’ so Apple mail does not need to.  You only need this option checked if your email provider doesn’t keep a copy of your sent emails automatically.

The “Trash” option is  for email providers who don’t keep a copy of all your deleted emails. If checked it will save all your deleted items to a trash folder incase you want to undo the delete. Gmail automatically keeps a copy of every email that you delete so you don’t need to do this.

You  want the “junk”  option ticked  because Gmail automatically takes care of junk mail –  you don’t want the Apple mail program deleting it.

 

– That’s it.

– You can close the preferences window. (Click save if it prompts you to save the new settings).

– There should be some welcome messages from Gmail waiting for you in your Apple mail.

 

EXPLANATION OF GMAIL FOLDERS

On the left-hand side of your mail app there should be a little folder called [Gmail]  that looks like this:

Gmail folders

 

The All Mail  folder contains every mail you have sent or received and even the emails you have deleted.  This is where you go if you want to find an old email that you have deleted.

The drafts folder will be empty all the time because you are not storing your draft emails on the gmail server.

Sent mail will contain all the emails you have sent.

Trash will be empty. All your deleted emails are kept in the All Mail folder –  you don’t need another copy in the trash.

 

– You can repeat all these instructions  to add more accounts to your Apple mail.

– If you want to set up your Gmail account on an iPhone or iPad read on.

 

3. Enter your Gmail details into your iPhone or iPad.

 

– Go to Settings, then “Mail, Contacts, Calendars”

– Select the ‘Add Account’ option.

IMG_2110

 

 

– Select ‘Gmail’

IMG_2111

 

– Enter your Gmail settings from Step 1 above. The ‘description’ can be any description to help you remember what the account is,  eg ‘My personal gmail account’

IMG_2112-1

 

That’s it!

You can now access and edit your emails from your Computer and your iOS device.

 

 

 

 

 

94 Responses to “How to set up Apple mail to work with a Gmail account.”

  1. Daniele says:

    Hello,
    And many thanks for the great tutorial. I have a few questions if do not mind. As to this please note that I am using Mail 8 under Yosemite.

    1. Is there the possibility to have one folder with just the received or archived emails?
    2. I have tried to choose the folders to subscribe to but the system shows me just an empty list. To be honest the same is happening with the Yahoo account. What shall I do?
    3. is there a way to fully delete a message instead of leaving it among all mail?

    Thanks a lot for your time and attention, Daniele

  2. thank you! i just went through this, got stuck at some point but that was totally me trying to breeze through..
    the images are very helpfull

  3. Donna Wilson says:

    Hi. There are no problems with the mail account set-up, but I do have one problem I have not been able to figure out how to fix. When I forward an mail to people with PCs, it now shows up as an attachment. Not an issue when forwarding to Macs.

    The setting is not set up to send as an attachment, but I can’t figure out how to “fix” this bug. Your expertise is much appreciated; I’m a Peace Corps Volunteer serving in Namibia and there is ZERO Apple expertise here!

  4. Margaret Warren says:

    When I click on the “mail” icon, MAIL shows up at the top left of the window, but no window appears. It worked fine yesterday, but nothing happens today and it is very frustrating.

  5. Joseph says:

    I tried doing this, but I can’t get past the part where you enter your name, Gmail address, and password. I enter the info, click on “Set Up”, and it resets and the address/password fields are blank again. It’s an endless loop of fail. I’m using two-step verification, so I enter the password generated for the app, which should work just fine. I’m running 10.10.1, so I’m as current as can be. Does anyone have any ideas?

  6. Elaine says:

    When I type in my name, email (gmail email),and password I keep getting the message “Logging in to the Google IMAP server “imap.gmail.com” failed. Make sure the user name and password you entered are correct, then click Continue. If the information isn’t correct, you cannot receive messages.” The use name and password are correct. HELP!!!

  7. Jim says:

    Getting ready to set up gmail on a new Mac Mini. One great gmail feature I am afraid will not work is the gmail tabs, which pulls “promotions” and social site messages into separate tabs, allowing more efficient review of our “primary” messages. Anyone know of a way to keep this on a Mac? (The Gmail app for iPad does include this feature but not sure ther is a similar app for regular Mac)

  8. Mary says:

    I accidently clicked on “rebuild” in mail and wiped all my my mail clean. I’m desperate to retrieve important messages. Can someone help this nong?

    • Wayne says:

      If you use gmail they will all still be on the gmail server if you use these suggested settings. So just wait and let them sync again. Otherwise give apple a ring and see if they can help you get them back from a time-machine backup.

  9. Beth says:

    Thanks so much for the helpful info. Just wondering if you may be able to help – I want to keep a copy of all my old mail on Apple Mail, then clear out all the clutter from my Gmail. Only problem is that they are synced so when I delete from Gmail it deletes from Apple too. Is there a way around this? So I can store all my old emails on Apple, and totally declutter my Gmail?

    • Wayne says:

      Copy the emails from gmail to the ‘On My Mac’ folder in the left folders pane in mail, this will make a local copy, then they will stay on your mac even if you delete from gmail.

  10. Brian says:

    What a clear and helpful instruction to put a gmail account site so that it is on my normal Mac Mail window. It all went so easily, as explained, but although I can send messages from it , it does not show any incoming mail. All incoming mail is visible only on the Google site. I really would like to see incoming mail on the Mac Mail window together with the other account boxes set up on the Mac using Virgin Media blueyonder. Have I failed to use an appropriate setting in the Behaviour window in the Preferences ? Or?

  11. John Rogers says:

    I have trphree g mails accounts and have set up new accounts they are all merged into one mailbox. Can I get too look like it does on my iPad with three mail addresses separate? Thanks.

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