Article Contents

Install Duo (if necessary)

Add the Rice Gmail Account to Microsoft Outlook on Windows

Add Your Gmail Calendar to Microsoft Outlook

Update Name and Email Address

Troubleshooting Duo

You can access emails from your Rice Gmail account through the Microsoft Outlook application on your Windows computer.  

Install Duo

Rice's two-factor authentication app, Duo Mobile, is required to access your Rice Gmail account on your Windows computer. Before continuing with the rest of the instructions, make sure that you have enrolled in Duo.

Install the Duo Mobile app from the iOS App Store

You can also access the Duo Mobile app through a secondary device (i.e., another phone or tablet) if you already have it installed elsewhere. Learn more about Duo enrollment.

Add the Rice Gmail Account to Microsoft Outlook on Windows

1. Open Microsoft Outlook. Select the File menu in the top, left corner.

2. Select Account Settings and then Manage Profiles.

3. Select Show Profiles in the window that appears.  

4. Select Add in the new window that appears.

5. Name the profile Rice Gmail. Select OK.

6. Select Cancel on the next window that appears. 

7. Select OK on the new window to create a profile with no email accounts.

8. Select Always use this profile on the next window that appears. Make sure that Rice Gmail is selected in the drop down options. Alternatively, you can select Prompt for a profile to be used so that Microsoft Outlook asks every time you open the application. This setting can be changed later. Select Apply and then close Microsoft Outlook. When you reopen Microsoft Outlook, you should see a pop-up with a screen asking for your email information.

9.  Reopen Microsoft Outlook. Enter your netid@mail.apps.rice.edu credentials and select Connect.

10. Enter your NetID to login. You may need to enter your credentials twice.

11. Provide your credentials through the Rice Identity Provider. Select Allow on the permissions dialog box. Scroll down to find the Allow button, if necessary. You may need to repeat this action twice to complete this step. You should receive a "Success" message.

12.  Review the last window of options. Review the top to see that you have successfully added your Rice Gmail account. Leave the "Add another email address" option blank. Uncheck the Set up Outlook Mobile on my phone, too option. Select Done.

Microsoft Outlook should open and start downloading your mail. If you have a lot of mail, the first sync can take a while.

Update Your Name and Email Address in Outlook

Update your Outlook Account Settings to ensure your preferred name and personal email address are shown when sending and receiving emails. Use the following instructions in Microsoft Outlook.

1. Select File > Account Settings.

2. Select Account Name and Sync Settings.

3. Select General Settings.

4. Change the name field to reflect how you would like your name to display when sending an email. In the example below, the name will appear the same as the NetID. Verify that Don’t save copies of sent items is unchecked (unless you do not want sent email messages saved). Select Next and save the changes.

Add Your Gmail Calendar to Microsoft Outlook

Visit the article linked below for instructions on how to add your Gmail Calendar to Microsoft Outlook. 

Add Google Calendar to Microsoft Outlook

Troubleshooting Duo

If Push notifications were not configured in Duo or a banner did not show up or only showed up momentarily, navigate back to step 9 and select the Duo Mobile app to finish the multi-factor authentication approval process for the sign in attempt (such as approving a Push notification or copying a passcode for the Passcode method).

Need Technical Support? Contact the OIT Help Desk

How to Contact the OIT Help Desk