Setting up email in a desktop app
How to add your business email to Outlook, Apple Mail, or another desktop email app on your computer.
A desktop email app keeps your email available even when you're not in a browser. It usually syncs your email, calendar, and contacts in one place, and can work offline for reading older messages. This guide covers the most common desktop apps.
Quick summary
Open your email app, find the option to add an account, enter your business email address and password, and the app will configure itself automatically. For Microsoft 365, use Outlook. For Google Workspace, Gmail in a browser is usually the best option, but Apple Mail and other apps work too.
Which desktop app should I use?
| Your email platform | Best app |
|---|---|
| Microsoft 365 | Microsoft Outlook (desktop) |
| Google Workspace | Gmail in a browser OR Apple Mail / Thunderbird |
| Either | Apple Mail (Mac), Thunderbird (Windows/Mac/Linux) |
Microsoft Outlook is the gold-standard desktop app for Microsoft 365. Google Workspace users often prefer Gmail in a browser — but if you prefer an installed app, Apple Mail (on Mac) and Mozilla Thunderbird are solid choices.
Microsoft 365 with Outlook
Open Outlook on your computer. If you don't have it, check whether your Microsoft 365 plan includes desktop apps — download Outlook from office.com if so.
On first launch, Outlook may prompt you to add an account automatically. Enter your business email address and click Connect.
Enter your password when prompted. Microsoft 365 accounts may redirect you to a sign-in page in your browser — this is normal.
Complete multi-factor authentication if prompted.
Outlook syncs your inbox, calendar, and contacts. This may take a few minutes on the first setup.
Adding a second account to Outlook:
Open Outlook and go to File → Add Account (on Windows) or Outlook → Preferences → Accounts (on Mac).
Enter your email address and follow the prompts.
Google Workspace with Apple Mail (Mac)
Open Apple Mail (the built-in Mail app on Mac).
Go to Mail → Add Account in the menu bar.
Choose Google from the list of account types.
Enter your business Google Workspace email address and sign in through the Google sign-in page that appears.
Choose what to sync — Mail, Contacts, Calendars. Select what you need.
Click Done. Your inbox will populate within a few minutes.
Google Workspace with Thunderbird
Mozilla Thunderbird is a free, open-source email app that works on Windows, Mac, and Linux.
Download Thunderbird from thunderbird.net.
Open Thunderbird and go to Add a new account → Email.
Enter your name, email address, and password. Click Configure manually if automatic setup doesn't work.
Use IMAP settings. Thunderbird will usually find Google's settings automatically, but you can find them in Google Workspace Help if needed.
Click Done. Your inbox loads.
Google Workspace and app passwords
If you have two-factor authentication enabled on Google Workspace and you're setting up a non-Google app, you may need to create an "App Password" in your Google account security settings. This is a special one-time password generated for that specific app.
IMAP vs POP3 — what's the difference?
If you're setting up a non-standard email app, it may ask you to choose between IMAP and POP3.
| IMAP | POP3 | |
|---|---|---|
| How it works | Syncs email from the server — changes appear everywhere | Downloads email to your computer; may delete from server |
| Best for | Using email on multiple devices | Single-device access only |
| Our recommendation | Always use IMAP | Avoid unless you have a specific reason |
Always choose IMAP. It keeps your email synchronized across your computer, phone, and webmail.
Common questions
Related guides
- Accessing email on the web
- Setting up email on your phone
- Troubleshooting email problems
- Email not sending or receiving?
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