What to do if You Can No Longer Use GMail with Your Favorite Program or Device

Due to Google’s    increased security, you may find yourself unable to send email with your program of choice. If you want to keep using your existing email program, such as Outlook 2010, to read your Google email, you need to do two things.

  1. Turn on 2-step verification.
  2. You may also need to create an app password.

OK, how about we tackle 2-step verification? This security feature will send your PHONE a numeric code that you will need to enter into a Google generated prompt when you turn this feature on, and whenever new software tries using a Google service. The code can be sent via text or automated phone call where the code is spoken out loud. When you enter the code, this is telling Google that you trust this software to use Google services. Many times, you can check a box that tells Google not to ask for codes from this device and/or software. So, look for this checkbox when you are entering codes from your device.

To turn on 2-step verification, go to Google’s Security Settings. Once there, you will need to find 2-step verification. Google will prompt you for a phone number if your account doesn’t have one. This phone number will be used to get codes from Google. These codes can be via text message or a regular phone call. Once your phone number is verified by entering one of these codes, you can continue to use the same process to verify when you log into your Google account using new devices or software.

At this point, if your software supports Google’s security standards, you are done. If not, you will need to setup an app password. To do this, go back to Google’s Security settings and look for app password. Once you are within this area, you will need to provide a name for the app that needs the password. You could use a name such as Outlook 2010 as an example. Google will generate a random password that the app can use to login and use Google services. Again, this is for apps that do not have the security that Google needs for its services.

You will now use this app-specific password to log in. For older apps that do not support the newer Google security, this will be your new password, but not your overall Google account password.

If you have questions or need assistance with this process or any other tech-related matter, Web Friendly Help is here for you. I provide tech support and training services. Call if you have questions or for a free consult. See the Tame Your Tech page for more information. If you’re already my customer, just shoot me an email or call me.

I hope this post helps you successfully continue to use Google services on whatever device or software you prefer.


1 thought on “What to do if You Can No Longer Use GMail with Your Favorite Program or Device”

  1. It should be noted that the app password is specific to each device, and a separate app password must be created for each device you own.

    In other words, if you are using Outlook 2021 on a particular computer, you must create an app password for that instance of Outlook 2021, however, if you attempt to use that same password on another computer running Outlook 2021, you will not be able to, and must use another app password you create for that second computer.

    There is no way of getting around this.

    You can use the same app password should you have to re-install the software on the same computer, but you cannot use it on another computer.

    It might be helpful to name your app password “Outlook 2021 HP”, or “Outlook 2021 laptop” to distinguish the various password in your password list of app passwords.

    It would also be helpful if you keep the password jotted down in another location, as Google will not show you the app password you created, once you have the app passwrod, it will not let you see it again.

    I have a folder on my Dropbox account with different text files of various passwords I have created for various services, Facebook, Twitter, Instagram, etc.

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