IMAP (Internet Message Access Protocol) is an email protocol used to retrieve and manage emails from a mail server. Unlike legacy POP3 protocol, which downloads emails to a single device and removes them from the server, IMAP keeps emails stored on the server, allowing users to access, sync, and manage their messages across multiple devices.
IMAP is useful for those who need access to their emails from different locations and devices (even without an active internet connection), as changes like reading, deleting, or organizing emails into folders are reflected in real-time across all synced devices. It's widely supported by most email clients, including Microsoft Outlook, Mozilla Thunderbird, and Apple Mail. IMAP is the primary protocol used to access Google Workspace mailboxes, along with access via a web browser.
As a Google Workspace administrator, you can either enable or disable IMAP for your users. To ensure it is enabled, use the following steps:
The Google Admin Console shows the navigation path for managing Gmail settings within Google Workspace, with Apps, Google Workspace, and Gmail highlighted to indicate the section for email configuration and management.
2. On the Gmail settings page, scroll down and select the End User Access section.
The Google Workspace interface shows the Gmail settings page, emphasizing the "End User Access" section, where administrators can configure user permissions and access controls.
3. On the End User Access page, ensure that the option Enable IMAP access for all users is set to On. If it is set to Off, you can select the Edit button on the right side and change the value.
The 'End User Access' settings in Google Workspace display the option to enable IMAP access for all users. The 'Edit' button is highlighted, allowing administrators to modify this setting.
Note that if you don't want to enable IMAP for everyone for security reasons, you can utilize Organizational Units (OU) to apply different policy settings to different groups of users. For example, you can create an OU called IMAP Users, place users there, then select this OU on the left side of the configuration page to override the global policy:
In the Google Workspace, the End User Access settings panel is open, showing the 'IMAP Users' organizational unit. The setting 'Enable IMAP access for all users' is activated and overridden, ensuring that IMAP access is enforced for all users within the selected OU.
Pro Tip: On the same page, you can disable POP access for all users (it is enabled by default). The POP protocol is outdated and considered insecure, and it is a good practice to disable it on an organizational level.
The configuration process will vary depending on the client software you are going to use. In general, the configuration should be the following:
OAuth is the modern authentication protocol, and it is the only one that should be used. Though legacy authentication is still supported, it will be discontinued in March 2025.
If TLS is not supported by your client software, you can use port 465 with SSL encryption for the outgoing server.
Some of the clients (most of the popular ones) configure the settings automatically when you select Gmail as a service provider. Now, let's have a look at a couple of examples.
Microsoft Outlook is one of the most widely used email clients worldwide and has become the de facto standard for business communication. If you prefer using Outlook, follow the steps below to configure your Google Workspace mailbox.
Note that this guide covers the setup process for the new version of Outlook. If you're using a legacy version, refer to the Microsoft Support Portal for the appropriate instructions.
The Outlook Settings page is open to the Accounts tab, where users can manage their email accounts. The "Add Account" option is highlighted, guiding users to add a new email account to their Outlook application.
2. On the Welcome to the New Outlook page, type your email address and select Continue.
The New Outlook login screen features an email address field that is already filled in, guiding users toward the next step with a prominently highlighted "Continue" button. This design enhances user experience by streamlining the sign-in process.
3. On the next page, you need to select your email provider. In our case, we should select Gmail.
The "Select Your Email Provider" page allows users to choose their preferred email service for integration. In this view, Gmail is highlighted, indicating it as the selected option among other available providers.
4. You will be switched to the web browser. The Gmail authorization window will be shown. Specify your Google Workspace login information and select Next.
The Gmail Authorization page guides users through logging into their Google Workspace account. It features input fields for email and password, with the "Next" button highlighted to proceed with authentication.
5. On the next page, enter your password and press Next again. You may also need to perform the 2-step verification, depending on the security settings of your Google Workspace subscription.
This image shows the Gmail authorization screen where a user is entering their password. The "Next" button is highlighted, guiding the user to proceed with authentication.
6. On the next page, you need to agree to provide Microsoft with permission. After that, you will be forwarded back to Outlook. Review the privacy statements and press Next.
The Microsoft Outlook setup screen presents privacy statements detailing data usage and security policies. The "Next" button is prominently highlighted, guiding users to proceed with the setup process.
Go through several other pages, including the language settings and data sharing agreement.
The Microsoft Outlook email client is open, showing the navigation pane with various folders such as Inbox, Sent Items, Drafts, and Archive.
To configure the Google Workspace mailbox on Mozilla Thunderbird, another popular email client application, follow these steps:
1. Open Mozilla Thunderbird, then navigate to Settings (gear icon on the bottom left) > Account Settings.
The Thunderbird settings interface displays various configuration options, with "Account Settings" highlighted in the left panel, guiding users to manage email accounts, server settings, and preferences.
2. On the Account Settings page, navigate to Account Actions>Add Mail Account.
The image shows the Account Settings page in focus, guiding users to the "Account Actions" menu. The "Add Mail Account" option is clearly highlighted, indicating where users can add a new email account to their profile.
3. On the Set Up Your Existing Email Address page, fill in all the fields and select Continue.
The "Set Up Your Existing Email Address" page guides users through configuring an email account with pre-filled details. It includes fields for email credentials, server settings, and authentication options. The highlighted "Continue" button indicates the next step in the setup process.
4. All the IMAP settings will be auto-configured for Google Workspace; select Done.
The setup page for an existing email address shows IMAP settings that are automatically configured for Google Workspace. The "Done" button is prominently highlighted, indicating the final step in completing the email setup process.
5. You will be forwarded to the Google authentication web page. Enter your email address and press Next.
The Google Authentication page in Google Workspace prompts users to proceed with login. The entered email address is visible, and the "Next" button is emphasized, guiding users to the next step in the authentication process.
6. On the next page, enter your password and select Next again.
The Google Authentication login page prompts the user to enter their password. The "Next" button is prominently highlighted, indicating the next step in the sign-in process.
7. On the permissions page, allow Thunderbird access to the mailbox, contacts, and calendar.
The Account Permissions page prompts users to grant necessary permissions, with the "Allow" button highlighted for easy access.
After this step, the mailbox will be synchronized with the Thunderbird.
Google Workspace offers several IMAP security features to protect email accounts and ensure compliance with security policies. These features include:
Configuring IMAP for Google Workspace enables users to access their mailboxes not only through a web browser but also via a wide range of email clients, even when offline. As a widely supported protocol, IMAP provides an efficient way to manage emails across multiple devices. Additionally, it offers a wide variety of security features to help protect sensitive data.
Want to ensure your security settings are properly configured? Contact our team for a demo of our security posture management solution and assess the strength of your security coverage!
