When you use Google Workspace (formerly G Suite) with email software like Outlook, Postbox, Thunderbird, or any other third-party mail client, you might encounter sign-in errors due to enhanced Google security measures. These errors usually occur because Google blocks access from apps that don’t support its latest security standards.

To resolve this, you need to use an App Password — a unique 16-character code generated by Google that lets these applications connect securely to your account.

Here’s a complete step-by-step guide to creating and configuring a Google Workspace App Password.

? Step 1: Sign in to Your Google Workspace Account

1. Open your browser and go to https://myaccount.google.com/security

2. Log in with your Google Workspace email ID (example@yourdomain.com).

3. Ensure you are using the administrator-approved login credentials for your organization’s workspace account.

? Step 2: Enable 2-Step Verification

1. Under the section “Signing in to Google”, locate 2-Step Verification.

2. Click “Get Started” and follow the prompts to enable it.

3. You’ll need to verify your identity using your mobile device or Google Prompt.

4. Once enabled, your account becomes eligible for App Passwords.

? Step 3: Create an App Password

1. Once 2-Step Verification is active, stay on the Security page.

2. Click on App Passwords (it will appear below the 2-Step Verification section).

3. Google may ask you to re-enter your password — enter it to continue.

4. Under “Select App”, choose Mail.

5. Under “Select Device”, choose Computer (or the specific device if listed).

6. Click Generate.

7. A 16-character password will appear on your screen — this is your App Password.

? Tip: Copy this password and save it temporarily (do not share it). You’ll need it for your email client setup.

? Step 4: Configure in Outlook, Postbox, or Other Email Clients

1. Open your preferred email client (e.g., Outlook, Postbox, Thunderbird).

2. Go to Account Settings → Add Account.

3. Enter your Google Workspace email address.

4. When prompted for a password, paste the 16-character App Password instead of your regular password.

5. Ensure the correct IMAP/SMTP settings are used:

   • Incoming Mail (IMAP):

     • Server: imap.gmail.com

     • Port: 993

     • SSL: Yes

   • Outgoing Mail (SMTP):

     • Server: smtp.gmail.com

     • Port: 465 or 587

     • SSL/TLS: Yes

6. Save the settings and test the connection.

If configured correctly, your email client will now connect securely using the App Password.

? Step 5: Keep Your Account Secure

• Do not share your App Password with anyone.

• If you suspect unauthorized use, go to your Google Account → Security → App Passwords and revoke it immediately.

• You can generate different App Passwords for different devices (e.g., one for Outlook and one for Postbox).

? Summary

By setting up 2-Step Verification and generating an App Password, you enhance your Google Workspace account’s security while maintaining compatibility with traditional email clients. This ensures safe, uninterrupted email communication without login errors or connection failures.