Setting Up Google Workspace for Third-Party Email Clients Using App Passwords

Google Workspace (previously known as G Suite) is both a business productivity suite and a collaboration tool that offers numerous applications for both personal and organizational purposes. The platforms include Gmail, for email; Google Drive, for cloud storage;

Google Docs, for document editing; Google Meet, for video calls; and Calendar for scheduling. Besides allowing real-time collaboration, these programs also enable access to documents and seamless  communication-one-stop shop application. Google Workspace security is very stringent, while the email can also be customized at the domain level. Well able to accommodate any size of team with easily accessible controls or fully delegated administration, face user productivity enhancements and organization efficiency increases. Internet connectivity from any device makes it possible to work from anywhere.

In case you are using a third-party email client to access your Google Workspace account, it requires you to generate an App Password when 2-Step Verification is activated. This is a guide to help you in creating POP/IMAP settings and create an App Password for securely accessing Google Workspace account.

Step 1: Enable POP and IMAP in Google Workspace

1. Log in to your Google Workspace account:
   Open Google Mail and sign in with your credentials.
2. Go to Settings:
   • Click the gear icon in the top-right corner.
   • Select See all settings.
3. Enable POP and IMAP:
   • Navigate to the Forwarding and POP/IMAP tab.
   • Under POP Download, choose:
     • Enable POP for all mail (if you want to download all emails) or
     • Enable POP for mail that arrives from now on (for only new emails).
   • Under IMAP Access, select Enable IMAP.
4. Save Changes:
   Scroll down and click Save Changes.

Step 2: Generate an App Password

If two-factor authentication is enabled, you'll need an App Password to use Google Workspace with third-party clients.

1. Access Your Google Account Settings:

   • Go to Google Account.
   • Sign in if required.

2. Navigate to Security Settings:

   • In the left-hand menu, select Security.
   • Scroll down to the "Signing in to Google" section.

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

   • Click 2-Step Verification and follow the instructions to set it up.
   • Once enabled, return to the Security section.

4. Generate an App Password:

   • Under "Signing in to Google", locate App Passwords and click it.
   • Sign in again if prompted.
   • From the "Select app" dropdown, choose Mail.
   • From the "Select device" dropdown, select the device you're setting up, or choose Other and type a name (e.g., "My Client").
   • Click Generate.

5. Copy the App Password:

   • A 16-character password will appear.
   • Copy this password—you’ll need it for your email client.
   • Click Done.

Step 3: Configure Your Email Client

POP Settings

• Incoming Mail Server: pop.gmail.com
• Port: 995
• Encryption: SSL/TLS
• Username: Your full email address (e.g., you@yourdomain.com)
• Password: Paste the App Password generated earlier.

IMAP Settings

• Incoming Mail Server: imap.gmail.com
• Port: 993
• Encryption: SSL/TLS
• Username: Your full email address
• Password: Paste the App Password generated earlier.

SMTP Settings (Outgoing Mail)

• Outgoing Mail Server: smtp.gmail.com
• Port: 465 (SSL) or 587 (TLS)
• Encryption: SSL/TLS
• Username: Your full email address
• Password: Paste the App Password generated earlier.

Step 4: Test the Configuration

• Open your email client and send a test email to ensure everything is working properly.

• If you encounter any issues, double-check the server settings and ensure your App Password was entered correctly.

What Are MX Records?

MX (Mexican Exchange) records are just like any other DNS records. What sets them apart is the fact that they are specifically created for incoming email address entries in your domain. It is like telling them that if they want to reach inboxes at yourdomain.com, they should route this email through the correct email server, mainly the mail hosting provider, such as Google Workspace or Microsoft Office 365. In general, an MX record defines the priority and server used to handle emails sent to the specific address.

Google WorkSpace MX Records

Make sure you have configured correct MX Records (table banna ap pic mat lagana)

Process of adding MX records for Google Workspace

1. Visit the online portal of the domain registrar (for example, GoDaddy, Namecheap, Cloudflare).
2. Find the DNS settings or Manage DNS section.
3. Find the option for adding or editing MX Records.
4. Add MX records with respective priority and mail server values.
5. Save your settings.

Important Notes

1. Make sure there's no other MX record maintained, unnecessary Google Workspace records, to avoid conflicts.
2. Propagation time for MX changes can be up to 48 hours, but it usually happens faster.
3. Wait until the end of propagation for testing incoming and outgoing emails.