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.
- Difficulty
- Beginner
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 sign in when you're prompted — the app usually works out the rest of the settings itself. 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. If it does, sign in at m365.cloud.microsoft/apps and choose Install apps.
Add your account. In classic Outlook, go to File → Add Account, enter your email address and click Connect. In the new Outlook for Windows, go to the View tab, select View settings, then Accounts → Your accounts, and under Email accounts choose Add Account and Continue.
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 the accounts list. On Windows, classic Outlook uses File → Add Account; the new Outlook uses View → View settings → Accounts. On a Mac, use Tools → Accounts, then + Add Account at the bottom of the list.
Enter your email address and follow the prompts.
On a Mac you can also add your first account from Outlook → Settings → Accounts → + Add Account. (Older versions called that menu item Preferences.)
Google Workspace with Apple Mail (Mac)
Open Apple Mail (the built-in Mail app on Mac).
Choose Mail → Add Account in the menu bar.
Enter your business email address, or click choose from a list and pick Google.
Click Continue and sign in through the Google sign-in page that appears. Use Sign in with Google rather than typing your password into Mail — see the note below.
Follow the remaining prompts. If you're asked which apps should use the account, make sure Mail is selected.
If the account is already set up elsewhere on your Mac, you can switch it on for Mail instead: choose Mail → Accounts, click the account, and make sure Mail is selected.
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 start adding an existing email account.
Enter your name and email address, then let Thunderbird look up the settings for you. There is also an option to enter the server settings by hand if the lookup doesn't find them.
Use IMAP, and sign in through Google. For a Google Workspace account, Thunderbird has to connect with IMAP over OAuth — that is, the Google sign-in page, not a password typed into Thunderbird.
Finish the setup. Your inbox loads.
Google Workspace: sign in with Google, not a password
Google no longer lets a non-Google app reach a Google Workspace account with just a username and password. Apps have to use OAuth instead, which is the "Sign in with Google" button that opens Google's own sign-in page. If an app is already set up with a plain password and stops working, remove the account from the app, add it again, and choose Sign in with Google. Google's guidance for Thunderbird is the same: remove the account, re-add it, and configure it to use IMAP with OAuth.
Two other things can block a desktop app: your administrator has to have IMAP turned on in the Google Admin console, and app passwords are not the answer here. Google says app passwords "aren't recommended and are unnecessary in most cases", and the option to create one is often unavailable on a work account.
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 in real time — changes appear everywhere | Downloads email on a schedule you choose; can be set to delete the server's copy |
| Best for | Using email on multiple devices | A single computer 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
Do I need to pay separately for the desktop Outlook app?
The desktop version of Outlook is included with Microsoft 365 Business Standard and Business Premium. Business Basic doesn't include the desktop apps at all — it gives you the web and mobile versions. Microsoft lists which plans include the installed apps in its Office applications service description.
Can I use Gmail in a browser instead of installing an app?
Yes, absolutely. Many Google Workspace users prefer Gmail in a browser at mail.google.com. It has all the features of the web app without needing a separate installation.
My desktop app says it can't connect. What should I try?
First, check that you can log in via webmail (see Accessing email on the web). If webmail works, the problem is in the app's configuration. Check your password and server settings. See Troubleshooting email problems for more help.
I have both a personal and a business account. Can I manage them in one app?
Yes. Both Outlook and Apple Mail support multiple accounts. Thunderbird does too. Your inboxes are listed separately in the sidebar.
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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