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What's the procedure to switch Outlook from POP to IMAP?

I currently have Outlook set up with POP. I'd like to switch to IMAP - so that I can also view my messages from Gmail.
I have multiple email addresses coming it, and a sophisticated folder structure in Outlook that I want to duplicate in Gmail.
What would the procedure be?
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Brian BEE Topic Advisor, Independant Technology Professional

Commented:
Assuming whoever provides your email offers IMAP, it is pretty straightford. Create a new account in Outlook and set it to configure manually. Fill in the information as required and at some point during the setup process, you'll get a choice between POP and IMAP. Then just point this new account to your existing PST file.

As for folder structure, if you have been using POP and not a live server connection, the structure is most likely built in to your PST and not on the mail server. So the structure wouldn't carry over to an outside source like GMail.

Author

Commented:
Thanks. A couple of questions:

How do I create a new account? Does that mean that until I stop the POP I'll get two of each email?

"Then just point this new account to your existing PST file." --> How?

If I duplicate the folder structure into Gmail, can I somehow upload my saved messages?

Do you know if Verizon email (@verizon.net) supports IMAP?
Software and Hardware Engineer
Commented:
Actually, if you have a full folder structure already, your best bet is to run the new imap account in parallel, so you can copy between the two.

assuming outlook xp (later versions have similar options):

Tools >> Email accounts
Email: view or change existing [next>]
[add]
(*)Imap [next>]
fill in details for imap account then hit [more settings...]
go to advanced tab and complete (gmail requires IMAPS not plain IMAP - so secure on port 993, with outbound smtp secure on port 465)

then hit [finish] or [ok] on everything

you should now see your imap mailbox *in addition to* your existing pop3 based one. just drag and drop your predefined folder structures into the new imap mailbox to copy them up to the server (not sure how gmail supports folders though. it maps tags to folders, but that might not be the same thing)

Author

Commented:
Do I have to worry that the POP account will get my messages first, and then the IMAP won't get them?

Author

Commented:
Also, can Gmail be set up to use both POP and IMAP?
Brian BEE Topic Advisor, Independant Technology Professional

Commented:
The issue with POP is that it downloads all your mail one-way. It doesn't keep track of what you delete, reply to, move, etc. So if you are pulling your mail via pop to two different places, you are going to get your messages out of synch.

Author

Commented:
Actually, I meant while I set up the IMAP but still have POP running, will my messages get lost?
Dave HoweSoftware and Hardware Engineer

Commented:
Gmail has an option to remove messages that are already "popped" - if that is turned off, then you can access both pop3 and imap at the same time. In fact, it has four options, those being:

* Do Nothing
* Mark Read
* Archive
* Delete

sometimes, the client can be set to delete stuff also - either on download, or when deleted/moved from your inbox. Outlook *defaults* to this behavior, which may be part of your issue. To change this go to
Tools>>Email Accounts
View or Change [NEXT>]
Select on pop3 account and hit [Change....]
[More Settings...]
Advanced tab, near the bottom is "Leave a copy of messages on the server" with further options of "remove when deleted" and "remove after xxx days"


Author

Commented:
Can Gmail be set up to use both POP and IMAP at the same time?
What about Verizon?
David Johnson, CDSimple Geek from the '70s
Distinguished Expert 2019

Commented:
Google can, not a verizon customer so I have no idea. gmail doesn't technically use folders but labels.. I'm guessing that your elaborate folder structure is done by rules in outlook.. rules do not work on imap (to the best of my knowledge)

You can just use pop to retrieve the gmail mail just use the same .pst file that you've been using before. this way the rules will work as before.

Author

Commented:
If I have set up my rules as filters into labels in Gmail, will Outlook mimic the organization structure into my folders?
Dave HoweSoftware and Hardware Engineer

Commented:
my understanding is that labels are presented as folders by gmail, a single layer deep (the imap standard allows for subfolders, but many mailservers don't support that either)

how that would work if you tried to set up a subfolder structure by imap I don't know, but it is easy to try - just create a test gmail account (invite yourself at a dummy address, then get the link from your own sent mail) and experiment :)

Author

Commented:
Will try and let you know.

Author

Commented:
If I have many accounts POPing into one Gmail account, which I IMAP with Outlook, will I be able to send mail from any address from Outlook also?
Dave HoweSoftware and Hardware Engineer

Commented:
yes. you can select the "from" account to send with; it would be easier with something like Thunderbird (which lets you have multiple "from" addresses on a single account) but in Outlook you can just set up one "send" account per address, and have it store into the "sent mail" folder in IMAP.  for most versions of outlook, this is an "account" pulldown on the compose mail screen (which appears as soon as you have more than one account)

Author

Commented:
I currently have the account pulldown, but I think it's because I have more than one email account POPed into Outlook. If I have many email accounts POPing into one Gmail account, and that account IMAPed into Outlook, will I have that same account pulldown when I click new message?

Author

Commented:
I just set up Outlook to IMAP with gmail. Why do I have a separate set of folders for folders/sent mail etc from gmail? I want everything to be integrated.

Author

Commented:
Another question - when I copied my messages into the outlook account, or maybe it's from the other Gmail accounts, all of my sent messages flooded my inbox! Can I create some kind of filter or something to clean them up and keep it from happening?

Author

Commented:
Another issue - I can no longer send emails from Outlook - I get a send receive error.

Can anyone help me with these problems?
Dave HoweSoftware and Hardware Engineer

Commented:
Ok, from the top then.

First, each IMAP account by necessity is a separate set - you are subscribing or unsubscribing from a folder set held on the server. you don't need the original set once you have moved the mail across to imap, so you can remove that account (and its folders should go too)

Second, a "feature" of gmail is when you send via gmail, a copy of your sent mail is put in your inbox (no, I don't know why). you should be able to easily write a rule to move mail "from" any of your own addresses into the sent mail (you may need to create a separate sent mail folder for that though)

you should be able to send mail from outlook. how you send it though depends on which account you are sending from - so if you are sending "from" the new imap account, you need to have correctly set up a smtp send server (and if you are using gmail, tls and credentials)

if you just want to send via your isp's usual smtp server, just duplicate the smtp settings from there into your new imap account.
Dave HoweSoftware and Hardware Engineer

Commented:
oh. and you have one account pulldown per account set up in the accounts page - that can be set to deliver into the single imap structure if it is pop3 (and if you want to use the pulldown to select the sending account, that is the easiest way to configure it)

each account should have its own independent settings. email address and printable name, pop3 source (not used if you aren't pulling via outlook), "sync this account" (which you untick if you don't configure a pop3 source), and smtp target server (with any credentials required).

Author

Commented:
I didn't totally follow your answers. Here's the story:
All my email accounts are POPing into one Gmail account.
That mother Gmail account is IMAPing into Outlook on two different computers.
On the Outlook 2010 computer, I can send emails, but they come from one@gmail.com on behalf of two@gmail.com, where one@gmail.com is the mother account, and two@gmail.com is the account that is the default to send emails from within Gmail of the mother account.
On the Outlook 2007 computer, I can't send emails altogether.
I want to be able to send emails from any of the addresses, from either computer, without any "on behalf of" added in.

As far as the issue of sent mail, it seems to have cleared up and was just a problem when I first consolidated my email accounts. (I hope).

Author

Commented:
Another issue - when I send an email from Gmail, it goes into my inbox.
I want it to go directly into my sent mail folder (which seems to be missing). Can I set up a rule like that?
There's a complication - I often send email to myself, and would want those to stay in my inbox - so I can't have a rule that moves any message from me to sent mail, unless I can set it to run with exceptions for mail sent TO any of my email addresses that I get in my main account. (Also, if I sent an email to myself, it should appear in my sent mail AND my inbox. Is this possible?)
Thanks.
Dave HoweSoftware and Hardware Engineer

Commented:
that's a pretty complex rule. I could do that in Thunderbird, I am not sure gmail OR outlook offer that.

Author

Commented:
I know outlook can do it, but I think I would need it to do in Gmail, because the Outlook email automatically goes into sent items.
Dave HoweSoftware and Hardware Engineer

Commented:
Where the rule runs isn't a big deal - if you are using imap/outlook to look at your inbox, then the rule should run even on mail created in gmail. if you are composing using gmail, then it shouldn't appear in the gmail web gui anyhow, as it is put into the "sent" folder there (however, the full thread will usually be shown, similar to outlook's option to put replies in the same folder as the mail replied to)

Author

Commented:
Where is the sent folder in Gmail?

Author

Commented:
Take that back - I just found it.
Which Outlook folder does it sync with? Sent Items?
It didn't look like it was consistent with that.

Author

Commented:
Also, I still have issues in Outlook sending from different email addresses.

Author

Commented:
It turns out that my emails sent from Gmail are also coming from one@gmail.com; on behalf of; "My Name<two@gmail.com>

The issue here is twofold - I want messages to come from the proper address, and also show up as from the proper name. Now I cannot do this in Gmail or in Outlook.

Can you help me?
Dave HoweSoftware and Hardware Engineer

Commented:
You can do that in outlook *provided* you don't send them via Gmail's SMTP server. use your own ISP's smarthost, or provide your own (slightly more work, but you can have a local smtp engine if you really want to :)

however, mail sent from gmail's web interface on an alias or via smtps authenticated as the main acccount will *always* be sent "on behalf of". There is no way to prevent this behavour in gmail, as it is by design.

Author

Commented:
"You can do that in outlook *provided* you don't send them via Gmail's SMTP server. use your own ISP's smarthost, or provide your own (slightly more work, but you can have a local smtp engine if you really want to :)"
--> How do I do that?

"however, mail sent from gmail's web interface on an alias or via smtps authenticated as the main acccount will *always* be sent "on behalf of". There is no way to prevent this behavour in gmail, as it is by design."
--> That's the whole reason I switched to IMAP. Prior to this, I had my email accounts forwarded into that Gmail, but I had that annoying "on behalf of". So I switched to have those accounts POP into gmail, and it fixed the problem, but now it stopped working.
Dave HoweSoftware and Hardware Engineer

Commented:
run your own smtp engine? just install one; there are a wealth of desktop apps (such as hamster or mercury) available for free, or if you want a full-featured MTA you can install cygwin then exim. IIS (the windows "official" webserver) has a smtp component service that works just fine for this too.

however, I usually recommend just going to your ISPs website and seeing what their end-user mailserver is called, then using that in place of smtp.gmail.com (outlook will put a copy of the sent mail into the designated folder anyhow)

GMail have usually been quick to block attempts to work around the "on behalf of" when using smtp.gmail.com - again, due to spammers attempting to abuse the service.

Author

Commented:
Will that work with my multiple gmail accounts?
Dave HoweSoftware and Hardware Engineer

Commented:
sure. or you can have each gmail account as a separate outlook account and send via its *own* smtp.gmail.com login - which will be fine, if it is a "real" gmail account and not a gmail-side alias.  but I always find it easier to just send via the local ISP as that means less messing about during the setup (and I tend to use Thunderbird, where I can set up dozens of aliases per account, and ISPs are usually less fussy about validating from addresses than Gmail is)

Author

Commented:
How will that work with my main IMAP gmail account?
Meaning, I set this up so I can send emails from both gmail and also outlook, from any address.
Dave HoweSoftware and Hardware Engineer

Commented:
if you set up multiple accounts in outlook, each can have its own smtp "target" with its own login, its own name and email address etc etc. you don't have to pull mail into additional accounts, and can set them to store sent mail into any folder (including the sent mail folder of an imap account).

gmail side, pretty sure that if you have other accounts feeding into one main account, there is no way to stop it doing the "on behalf of" thing.

Author

Commented:
On Gmail, it used to work. That's the whole reason I set it up like that. So there's no way around the "on behalf of"?

In Outlook, can you explain how to it up so I can send messages with each account separately, but not download messages, because they all already POP into my main Gmail account?
Dave HoweSoftware and Hardware Engineer

Commented:
I have not found a way around that - certainly, there used to be plenty of ways (for example, initially if you had an alias defined AND sent from the web interface not SMTPS, it would not add "on behalf of) but over time GMail have blocked them all. I haven't cared too much though - there is no particular benefit to using GMail's smtp servers instead of the ones my ISP provides, and my ISP doesn't do strange stuff to my headers.

in outlook, you set up additional pop3 connector accounts for each additional "send" email address you want. each can have its own SMTP server defined, and I set it to pull from pop3 server "x" then untick the box that says "include this account when synching". I set mail to send immediately, so that it doesn't wait for me to do a send/receive. At that point, the compose window has a pulldown menu for me to select which sending account to use.

Author

Commented:
I will work on setting that up in Outlook.
As far as working from within Gmail is concerned, are there any other options?
I would like to be able to send emails when on any computer.

Author

Commented:
In Outlook, what should I set as the incoming and outgoing mail servers?

Author

Commented:
I now have another IMAP account in outlook. Every so often, it picks up a message before Gmail POPs it, but then when Gmail gets it it gets automatically over to the other inbox.

Author

Commented:
I still have a couple more issues to straighten out, but I think it's time to award points and start a new thread.
Thanks for all your help in this area. I know it hasn't been simple.