Google Workspace 📧 Email Settings: ✅ Ports, Servers, SSL & Client Configuration Guide Print

🔐 Secure. Reliable. Scalable. Whether you're setting up your business email on Outlook, Apple Mail, Thunderbird, or a mobile device — this guide delivers everything you need for a smooth and secure email experience with Google Workspace (G Suite).

🗂️ Table of Contents

1. 🌐 Google Workspace Email Server Settings

2. 💼 Step-by-Step Setup for Popular Clients

3. 🚀 SMTP Relay Setup for Devices & Apps

4. 🔒 Authentication Methods & Security

5. 🧑‍💼 Admin Tips & Security Best Practices

6. 🛠️ Common Troubleshooting Tips

7. 📌 Final Thoughts

🌐 1. Google Workspace Server Settings & Port Numbers 🔌

To ensure seamless email delivery and secure access, Google Workspace provides industry-standard mail server settings compatible with all modern email clients. Below is a comprehensive breakdown of each service, its purpose, configuration details, and recommended usage.

📥 Incoming Mail (IMAP & POP3)

📌 IMAP (Internet Message Access Protocol)

• 🟢 Recommended for all modern clients

• 📨 Keeps emails synced across devices (webmail, desktop, mobile)

• Perfect for accessing emails from multiple locations

Use case: Ideal for professionals who access email from laptops, phones, and tablets interchangeably.

📌 POP3 (Post Office Protocol)

• 📤 Downloads email to a single device and removes it from the server (unless configured otherwise)

• Useful in limited-storage or offline environments

Use case: Best for legacy systems or single-device configurations where email archiving is done locally.

📤 Outgoing Mail (SMTP)

📌 SMTP (Simple Mail Transfer Protocol)

• Required for sending emails from any client (Outlook, Thunderbird, Apple Mail)

• Supports both implicit SSL (465) and explicit STARTTLS (587) encryption

• Compatible with OAuth2 and App Passwords

Recommendation:

• Use Port 587 (STARTTLS) for most modern email clients

• Use Port 465 (SSL) if your device doesn't support STARTTLS

🚀 SMTP Relay (for Printers, Servers & Applications)

📌 What is SMTP Relay?

SMTP Relay is used for automated systems and devices that need to send emails, like:

• 🖨️ Multifunction printers (MFDs)

• 📊 ERP/CRM systems

• 🔔 Alerting/monitoring tools (e.g., Nagios, Zabbix)

🔧 Configuration Notes:

• You can restrict relay access by IP address via Google Admin Console.

• Email must originate from a domain you own.

• Google enforces SPF checks, so ensure your domain's DNS includes:

  include:_spf.google.com
  

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  🔐 Authentication Methods: Secure Access to Google Workspace Mail

  Starting May 2025, Google Workspace has permanently disabled Basic Authentication (username + password) for third-party email clients. This change enhances security and requires users to switch to modern, token-based login methods like OAuth 2.0 or App Passwords.

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  ⚠️ Deprecated: Basic Authentication (No Longer Supported)

  🚫 Method	🧾 Details
  Basic Auth (Username + Password)	Login using only email and password
  Status: ❌ Blocked	As of May 2025, all connections using Basic Auth are rejected

   

  Why was it deprecated?

  • Vulnerable to brute-force attacks and phishing

  • Lacks token lifecycle management

  • Insecure over non-encrypted channels

  📌 Impact: If your email client still prompts for a basic password login, it will fail to authenticate.

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  ✅ Recommended Authentication Methods (2025 & Beyond)

  🔐 Authentication Type	💡 Best For	✔️ Supported Clients
  OAuth 2.0	Most modern apps (secure & automatic)	Gmail App, Outlook 2016+, Thunderbird, Apple Mail (Google method)
  App Passwords	Older apps that don’t support OAuth	Outlook 2013, iOS Mail (manual), older Thunderbird, ERP/CRM integrations

   

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  🔑 Method 1: OAuth 2.0 – The Gold Standard for Email Security

  OAuth 2.0 uses secure tokens instead of passwords and offers seamless integration with Google login.

  🔧 How it works:

  1. You add your Google Workspace email in the client.

  2. A browser pop-up appears asking you to sign in with Google.

  3. After approval, a token is issued to the app – no password is stored.

  ✅ Advantages:

  • Highly secure & phishing-resistant

  • Revokable tokens from Google Security settings

  • Native support in modern clients like:

    • ✅ Gmail App (Android/iOS)

    • ✅ Microsoft Outlook (2016, 2019, 365)

    • ✅ Apple Mail (via “Add Google Account”)

    • ✅ Mozilla Thunderbird (v78+)

  🛡️ Admin Tip: Enforce OAuth-only access in Google Admin Console → Security → Access and data control → API controls

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  🔐 Method 2: App Passwords – For Legacy Email Clients

  An App Password is a special 16-digit password generated by Google for apps that do not support OAuth 2.0. It works only after enabling 2-Step Verification on your account.

  📝 Use Cases:

  • 📤 Sending email via Outlook 2013

  • 📥 Accessing email via iOS Mail (manual config)

  • 🖨️ Connecting older MFDs, CRM systems, ERP alerts

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  🛠️ How to Generate and Use an App Password:

  🔹 Step-by-Step Instructions:

  1. 🔐 Visit: https://myaccount.google.com

  2. Go to Security → Signing in to Google

  3. Enable 2-Step Verification (if not done already)

  4. Once enabled, return to Security → App Passwords

  5. Select the app type (e.g., Mail) and device (e.g., Windows Computer)

  6. Click Generate

  7. Copy the 16-character password

  8. Use this password in your email client in place of your regular Google password

  ✅ Where to use:

  • During IMAP or SMTP setup in older email apps

  • In devices with no browser-based OAuth login support

  💡 Note: App Passwords do not work without enabling 2FA.

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  🧠 Pro Tip for Admins:

  If you're managing a team:

  • 🛡️ Require 2-Step Verification in Admin Console

  • 🔒 Review token access under Admin Console → Security → OAuth App Access Control

  • 📊 Monitor user login methods via Reports → Audit → Login Log

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  By enforcing these modern authentication methods, you:

  • 🚫 Eliminate legacy risks

  • 🔐 Secure your business email system

  • ✅ Comply with industry-standard security practices

    🔐 Authentication Methods

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  ✅ Best Practice Checklist:

  • ✔ Always use your full email address (e.g., yourname@yourdomain.com) as the username.

  • 🔐 Enable 2-Step Verification on your Google account to generate App Passwords.

  • 💼 For teams: Set IMAP and SMTP access policies in the Google Admin Console for better control and security.

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  💼 2. Step-by-Step Setup for Popular Email Clients

  📧 Microsoft Outlook (2016 – 365): Secure Setup with IMAP & OAuth/App Password

  Outlook remains one of the most widely used desktop email clients for professionals. Here's how to configure your Google Workspace email securely using IMAP and either OAuth 2.0 or an App Password.

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  🔁 Steps to Add Your Google Workspace Email to Outlook:

  🧭 Navigation Path:

  📂 Open Outlook → Click on File (Top Menu)
  ➡️ Select Add Account

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  🛠️ Configuration Mode:

  • Choose: Manual Setup or Additional Server Types

  • Select: IMAP

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  📥 Incoming Mail (IMAP) Settings:

  Field	Value
  Server	imap.gmail.com
  Port	993
  Encryption Method	SSL/TLS
  Authentication	Full email address (e.g., you@yourdomain.com)

   

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  📤 Outgoing Mail (SMTP) Settings:

  Field	Value
  Server	smtp.gmail.com
  Port	587
  Encryption Method	STARTTLS
  Authentication	Same as incoming (full email address)

   

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  🔐 Authentication Options:

  ✅ Option 1: OAuth 2.0 Login (Recommended)

  1. After entering the server settings, Outlook will open a Google sign-in pop-up window.

  2. Enter your full Google Workspace email address and click Next.

  3. Sign in with your Google credentials.

  4. If prompted, complete 2-Step Verification.

  5. Grant Outlook permission to access your mailbox.

  6. You're done – tokens are securely stored, and no password is saved locally.

  🔑 Option 2: App Password (for non-OAuth capable versions)

  1. Enable 2-Step Verification at: https://myaccount.google.com/security

  2. Go to “App Passwords” and generate a 16-character key.

  3. When Outlook prompts for your password, use this generated App Password instead of your main Google password.

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  📌 Pro Tips:

  • 🧹 Before setup, remove any previously failed Gmail account entries in Outlook.

  • ✅ Always choose IMAP instead of POP for cross-device syncing.

  • 🔄 Restart Outlook after configuration to ensure full sync.

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  🎯 Result:

  You now have a secure, fully synchronized, professionally configured email setup in Outlook using Google Workspace — ready to send and receive emails with encryption and peace of mind.

🍎 Apple Mail (macOS/iOS)

• Go to: Settings → Internet Accounts → Add Account → Google

• Automatically sets IMAP + Contacts + Calendar via OAuth

• Manual Setup (if needed):

  • IMAP: imap.gmail.com (SSL 993)

  • SMTP: smtp.gmail.com (SSL 465)

🐦 Mozilla Thunderbird

• Open Setup Wizard → Enter Email → Auto-detects IMAP/SMTP with OAuth

• Manual Mode:

  • IMAP: imap.gmail.com:993 (SSL)

  • SMTP: smtp.gmail.com:587 (STARTTLS)

📱 Android / Gmail App

• Gmail App → Add Account → Google

• Sign in using your Workspace credentials → OAuth login

📩 iOS Mail (Manual Method)

• Settings → Mail → Accounts → Add Account → Other → IMAP

• Use full email address + App Password

• Servers:

  • IMAP: imap.gmail.com (993, SSL)

  • SMTP: smtp.gmail.com (465, SSL)

🚀 3. Google SMTP Relay for Copiers, Printers & Applications

✅ When to Use:

• Legacy devices that can’t support OAuth

• Applications needing to send alerts or transactional emails

⚙️ Configuration:

📌 Admin Console ➜ Gmail ➜ Routing ➜ Configure SMTP relay
🛡️ SPF: Add include:_spf.google.com to your domain DNS

🔐 4. Authentication Options: Secure Your Login

🛡️ App Passwords (for Basic Mail Clients)

1. Enable 2-Step Verification in Google Account

2. Navigate to: Security → App Passwords

3. Generate and use the 16-digit App Password during setup

🔐 OAuth 2.0 (Recommended)

• Default for Outlook, Gmail App, Apple Mail (when “Google” option is selected)

• Seamless login with consent screen and token authentication

• No password saved locally 🔒

🧑‍💼 5. Google Workspace Admin Configuration Tips

✔ Enable IMAP access
→ Admin Console ➜ Gmail ➜ End User Access ➜ Enable IMAP

✔ Disable “Less Secure Apps”
→ Already enforced – use only OAuth or SMTP relay

✔ Use SMTP Relay for devices
→ Restrict by IP or domain
→ Enforce TLS connections (1.2 or higher)

✔ SPF, DKIM, and DMARC setup
→ Use email-auth tools to ensure deliverability and avoid spoofing

🛠️ 6. Troubleshooting Common Issues

📍 Pro Tip: Use telnet smtp.gmail.com 587 or openssl s_client -connect smtp.gmail.com:465 to test connectivity

📌 Final Thoughts

✅ With these verified settings and step-by-step setup guides, you can ensure:

• 🔐 Secure access via OAuth2 or App Passwords

• 📩 Smooth configuration across all major clients

• 🚀 Reliable SMTP relay for scanners, alerts, and applications

• 📊 Higher deliverability with SPF, DKIM, DMARC in place