Setting up UoB Gmail with Apple Mail

In order to make use of the full functionality of Gmail, IT Services recommend that you access the service via the Google Chrome web browser. Because of this, support for Apple Mail is provided by IT Services on a basis of reasonable endeavours.

Setup Apple Mail with UoB Gmail

Setup UoB Gmail password
  • For guidance on how to do this, please visit the following link:
Setup UoB Google password
Enable IMAP in Gmail
  • Login to your UoB Gmail account via Google Chrome
  • In the top right, click the gear icon cog
  • Select Settings
  • Select Forwarding and POP/IMAP
  • Under IMAP Access:

    • Select Enable IMAP

    imapaccess

Setup Apple Mail
  • On your Mac, start Mail.app from either Launchpad or the Applications folder.
  • When prompted to setup an account, select Google and click Continue.
  • When prompted for your UoB Gmail account, enter your UoB Gmail username. For example:
    • ab12345@bristol.ac.uk
  • Enter your UoB Gmail password.
  • Apple Mail will now download a local copy of your mailbox from the Gmail servers. If you have large amount of mail, this may take some time.

Further configuration

While the following steps are not essential, IT Services recommend them in order to make the most of using Apple Mail with Gmail.

Limit IMAP folder size

Like most desktop mail clients, Apple Mail downloads a copy of your mail from a server. If you have a lot of mail, this can take up a lot of space on your Mac. You can set a limit on how much mail is downloaded by taking the following steps:

  • Login to your UoB Gmail account via Google Chrome.
  • In the top right, click the gear icon cog
  • Select Settings
  • Select Forwarding and POP/IMAP
  • Under IMAP Access:
    • Look for Folder Size Limits and select Limit IMAP folders…
    • From the dropdown menu, select your preferred limit size.
    • See the following screenshot for guidance:
    foldersize
  • Click Save Changes
Handling Labels

Gmail uses Labels rather than Folders. This allows one message to have multiple Labels, rather than existing in a single Folder. Desktop mail clients, such as Apple Mail, interpret Labels as Folders. This means that a message with multiple Labels will appear in multiple Folders. As Apple Mail works by downloading a copy of your mail to your Mac, this means that you may download a single message multiple times.

To prevent this behaviour, take the following steps:

  • Login to your UoB Gmail account via Google Chrome.
  • In the top right, click the gear icon cog
  • Select Settings
  • Click on the Labels tab
  • Untick the Show in IMAP box for the following labels:
    • All Mail
    • Drafts
    • Starred
    • Important
    • Trash
    • Chats
  • You may uncheck other Labels that you do not wish to display in Apple Mail as you see fit.
  • Changes made under the Labels are saved automatically.
Aliases

By default, Apple Mail sends email with an alias of UoBusername@bristol.ac.uk. It is perhaps appropriate to change this. You can do so by taking the following steps:

  • Open Apple Mail
  • Open the Apple Mail Preferences menu:
    • Mail > Preferences
  • Select Accounts, then select your UoB Gmail account from the lefthand sidebar.
  • Select Account Information
  • Select the Alias drop down menu, and click Edit Aliases.
  • Double click the existing entry to change it. Change your Email Address to a more recognisable string, i.e. your name. This will then display to the recipients of email you send via Apple Mail.