Outlook 365 Exchange - how to change existing POP Gmail to IMAP


  1. Posts : 868
    Windows 10 x64
       #1

    Outlook 365 Exchange - how to change existing POP Gmail to IMAP


    Windows 10 x64, Office 365, Outlook 365 Exchange.

    Within Outlook I have a few POP3 accounts as well. One of them being a Gmail POP3 account.

    I have trying to change that IMAP and went on to do the following

    - go into Gmail using browser
    - settings > selected ENable IMAP + Save
    - go into Outlook and wanted to create a new account (same email address)
    - Outlook reported the account already existed (of course)

    I assumed.. that a new account file would be created (extension .ost) that would reside next to the .pst,
    similar to my Outlook account.

    Have used Outlook.com on POP3 basis in the past, so I have:
    Old account: username-at-outlook.com.pst
    New account: username-at-outlook.com.ost

    Any suggestions?

    Thanks!

    Outlook 365 Exchange - how to change existing POP Gmail to IMAP-gmail-pop-settings-2021-01-31_14-19-19.png
      My Computer


  2. Posts : 16,784
    Windows 10 Home x64 Version 22H2 Build 19045.4170
       #2

    In Outlook, do not try to "change" the existing account. Add another one as IMAP then just stop using the old POP version of the account.

    I think the easiest way of not using the old account without deleting it would be this [but there might be a hundred other methods for all I know]
    Send/Receive [the tab on the Ribbon], click on its dropdown arrow,
    Send/Receive settings, Define Send/Receive groups,
    For each entry,
    select Edit …
    select the old account,
    if the checkbox for Include the selected account in this group is set then clear it.

    Note - I've checked these steps against screenshots I've kept from when I was using Outlook 2016 but have not used a later version. I think the procedure will be the same.

    Best of luck,
    Denis
      My Computer


  3. Posts : 868
    Windows 10 x64
    Thread Starter
       #3

    Many thanks!
    Am I correct when assuming that you previously had an POP account and changed/added an IMAP?
    So, in that case, I assume you then started using a -new- email address then(?)
    In which case you have to inform xx persons, you have to change user properties on a lot of forums, etc.
    Right?

    I don't know the following would work ... (did not try it yet)
    1. create a temporary archive .pst
    2. with the same structure as the Gmail account
    3. move email to the respective folders in the archive (inbox, sent, draft, blah blah)
    4. delete account
    5. create a new one, using existing email address, using IMAP. Now, at this point, whether this RE-creating existing email account will work, I don't know. I guess it should, it is similar to creating accounts after a clean, fresh install of Windows and Office.
    6. copy all emails from archive into folders of the new email account

    As said, I don't know for sure though...
      My Computer


  4. Posts : 16,784
    Windows 10 Home x64 Version 22H2 Build 19045.4170
       #4

    No, I'm not saying use a different email address.

    I'm saying add it to Outlook as an additional Account settings entry. Outlook does not give a monkey's that the email address used within the entry's settings is the same as that used in another one.

    I am not sure what you are trying to achieve with your archive.pst. What you wrote seems to be a bit mixed up.
    - You are always free to make an additional pst file.
    - You can always make whatever folders you want in a pst file
    - You can always copy whatever you want into a pst file.

    Denis
      My Computer


  5. Posts : 868
    Windows 10 x64
    Thread Starter
       #5

    I am trying to switch from POP3 to IMAP using the same email address, i.e. same as with Outlook, have 2 email addresses, of course using just 1 (the IMAP-one).
    The other one (.pst) well, it is there, not used, but as a kind of archive.

    As said, with an Outlook account it was no problem, it simply created a new account, same email address, but on Exchange basis, i.e. with file extension .ost. The .pst = archive.

    However, when I wanted to do the same using my Gmail account Outlook reported that the account already existed.
    I did not went on from there.
      My Computer


  6. Posts : 16,784
    Windows 10 Home x64 Version 22H2 Build 19045.4170
       #6

    In your Outlook, Account settings dialog make sure the name shown is not the same name that the new account creation is trying to create. I think the new one will try to call the new entry by your email address fred@gmail.com so if your existing name is that then there will indeed be a clash.

    You can change the name shown [which is just a label, it is whatever reminds you what the entry is for] -
    These is the Outlook 2007 procedure, the last time I looked it was the same [Outlook 2016]
    Account settings,
    <select the existing GMail account [i.e. the old one]>,
    Change...,
    More settings…,
    General tab,
    Mail account - Type the name by which you want to refer to this account …
    Call it Fred, OldGMail or anything else that setting up the new one will not want to call the new one.

    When you have finished, you can rename the new one as well if you wish - the entry is just a label.

    Denis
      My Computer


  7. Posts : 868
    Windows 10 x64
    Thread Starter
       #7

    Sorry for the delay.

    Thanks again for your solution.

    However, I am afraid it won't work, or, likely I am doing something wrong.

    I can try to rename stuff to OldGmail or something, but the account does not change, i.e. it reads the old email address, consequently it is not possible to add a new one.

    I haven't tried it but maybe... just maybe....
    closing the .pst file
    rename it (oldgmail-at-gmail-dot-com)
    then re-open it (???)
    but then maybe the gmail address is 'embedded', i.e. I may change the filename, but it still reads the old email address.

    Outlook 365 Exchange - how to change existing POP Gmail to IMAP-snagit-05022021-132227.png

    - - - Updated - - -

    Found the solution
    - In Outlook close gmail account and relaunch Outlook to verify it is out of the folder tree (left)
    - Find the .pst file and rename it
    - Go to Gmail web access and go to settings (Forwarding and POP/IMAP)
    - at the bottom, enable IMAP
    - Back to Outlook, File > Add Account

    Maybe there are better ways but this one I got it working. Finally...

    Outlook 365 Exchange - how to change existing POP Gmail to IMAP-snagit-05022021-141253.png
      My Computer


  8. Posts : 16,784
    Windows 10 Home x64 Version 22H2 Build 19045.4170
       #8

    I'm glad you solved it and I'm sorry I was no help.

    Your thread & this other recent thread
    Outlook 2019 doesn't allow custom username for IMAP/SMTP account - TenForums
    have made it clear that I'd have to sign up for another Office365 trial to understand the email changes that have taken place in Outlook.
    - My last 'trial' was a year spent using Outlook 2016.

    All the best,
    Denis
      My Computer


 

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