Resolve syncing issue with Gmail and Outlook/Office 365 in a few steps
For the longest time, I had issues syncing my Gmail accounts to Outlook. I would enter all the account and password information in Outlook, I’d get the green light, and assume everything was good-to-go. But, every time I opened Outlook, I received a password error. This drove me crazy, and after months of performing all the tasks suggested by Microsoft and Apple, I resorted to Safari mail. The error was due to a long time glitch with the 2-factor verification in Gmail. I realized today that there is finally a work-around. It’s called an “app password”.
WHEN AND HOW TO USE GOOGLE APP PASSWORDS
WHAT IS AN APP PASSWORD?
An “App Password” is a 16-digit passcode that gives a non-Google app or device permission to access your Google Account. App Passwords can only be used with accounts that have 2-Step Verification turned on.
WHY WOULD I USE ONE?
Its purpose is to reduce fraud by adding a second layer of security. Think of it as having your standard user name and password as your front doorknob and the “2 Step Verification” like a deadbolt to the door.
By using a 2- step verification, there will be some apps or devices (such as phones) that may become blocked from accessing your Google Account. The “App Password” allows you to gain access while still keeping your account under an additional layer of protection.
Furthermore, if your Google Account password gets changed, it disables your “App Password”, resulting in a great way to keep your account safe from hackers.
However, you shouldn’t assume that anything is truly bulletproof so make sure you are using and updating your malware and antivirus software.
WHEN DO I USE MY APP PASSWORD?
To help keep your account secure, use “Sign in with Google” to connect apps to your Google Account. If the app you’re using doesn’t offer this option, you can either:
- Use “App Password” to connect to your Google Account
- Switch to a more secure app
HOW DO I CREATE MY APP PASSWORD?
- Go to your Google Account.
- On the left navigation panel, choose Security (lock icon)
- If you already have 2-Step Verification activated, choose App Passwords. If you don’t see this option, follow the next steps to set up 2-Step Verification.
*Note-Make sure you add a valid phone number. You will be unable to set up your account if you are unable to respond to a text or phone call alerts.
- At the “Congratulations” screen click “Turn On”
*Note Available second steps
A second step after entering your password verifies it’s you signing in.
Note: Within a few weeks, if you sign in to your Google Account on any eligible phone Google prompts will be added as another method for 2-Step Verification.
- Review and set up any additional security, such as:
- Back up codes
- Google Prompts
- Security Key
- Back up Phone
- Authenticator app
- Trusted Devices (Highly recommended)
- Set up App Password.
- At the bottom, choose Select app and choose the app you’re using.
- Choose Select device and choose the device you are using.
- Choose Generate.
- Follow the instructions to enter the App Password. The App Password is the 16-character code in the yellow bar on your device. I selected Mac as an example.
- Choose Done.
What you will not read in the instructions is that if you have a Mac, you will need to do the steps twice. Once you log out of Outlook and log back in, Gmail will prompt you to add the password to your Mac Internet Account screen.
Two-factor authentication on your Google account requires the user to use one time generated code—either sent through a text message or email to the user—to accompany your username and password. However, many programs like desktop email clients cannot send a two-factor challenge-response. The solution? An app-specific password here is how to set one up.