configure hcl notes with gmail and yahoo!

HCL Notes and Domino: Tips & Tricks

Configure HCL Notes with Gmail and Yahoo!
Modified date: Oct 21, 2020

By Lance Zakin, HCL CASA, CAAD
Notes and Domino
HCL BP NotesMail
The instructions below were tested on Notes 9.0.1 FP9 client, but can be used on any Notes 11/10/9 version as long as you enable the security option in Gmail and Yahoo to "Allow Less Secure Apps" (aka SSLv3). Local and server Notes mailboxes can be configured with Gmail and Yahoo accounts to send and receive email via local POP and SMTP Notes client accounts.

However, in the interest of protecting corporate data this article will instruct you only how to receive Gmail into your existing Notes mailbox by configuring a POP SSL account. You can reply to the Gmail in your existing Notes mailbox, but it will be sent from your Notes mailbox address. A Yahoo account can be configured in a similar manner as well. The instructions below are for Notes 11/10/9 (Standard). If you are running Notes 11/10/9 (Basic) you can skip step 3 & 4, and the remaining instructions should be somewhat similar.

Note: As of Oct 20, 2020 Yahoo will no longer support the existing sign-in functionality in your third-party email client. You must generate and manage the third-party app password using Generate and manage third-party app passwords.
Otherwise, you can always configure one Gmail account to receive other POP accounts such as Yahoo!, Hotmail, AOL, etc. as a workaround using Gmail Mail Fetcher.

1. Login to Gmail: Enabe "Access for less secure apps" in the security settings. If you cannot find it, then click the adjacent link to open it immediately:

2. Login to Gmail: Click the gear icon - Settings - Forwarding and POP/IMAP. Click "Enable POP for mail that arrives from now on" as seen below. WARNING: Do not choose any other options unless absolutely necessary. If you have many emails in your Gmail account it can put strain on your company network bandwidth, and your HCL Notes server mailbox might reach a quota size limit preventing you from sending outgoing emails until your IT Help Desk (Domino Administrator) resolves this issue.

3. Open List: If the "Open" icon displays as seen below, then Right click Open, then left click: Use Large Icons

4. Open List: If the "Open" icon displays as seen below, then Right click Open, then left click: Dock the Open List

5. Contacts - Advanced: Click the Contacts icon in the vertical bookmark bar (Open List), then click Advanced as seen below.

6. Advanced - New Account: Click New - Account as seen below.

7. New Account - Basics: Configure as seen below, then click Advanced tab.
A. Account name: Incoming Internet mail - Gmail
B. Account server:
C. Login Name: [Your gmail email address]
D. Password: [Your password]
E. Protocol: POP
F. SSL: Enabled
G. Only from locations(s): *
NOTE: If you switch between multiple locations (profiles) which link to other Notes mailboxes you should change this to a specific location, for example, "Office (Network)", otherwise, your Gmail may download to the wrong mailbox.

8. New Account - Advanced: Click Advanced tab and Configure as seen below, then click Save & Close button.
A. Port number: 995
B. Accept SSL site certificates: Yes
C. Accept expired SSL certificates: Yes
D. Send SSL certificates when asked (outbound connections only): No
E. Verify account server name with remote server's certificate: Disabled
F. SSL protocol version: V3.0 with V2.0 handshake

9. Locations: Click File - Locations - Manage Locations.

10. Locations: Click Edit to edit your current location. i.e. Office (Network)

11. Edit Location: Click Replication tab, then configure as seen below, then click OK - OK.
A. Enable replication: [Click checkbox]
B. Replicate when Notes starts: [Click checkbox]
C. Schedule: [Click checkbox]
D. Replicate daily between: 08:00 AM - 7:45 AM
E. Replicate every: 15
F. Days of week: Sun, Mon, Tue, Wed, Thu, Fri, Sat
G. High priority replication: [Click checkbox]
H. Replicate daily between: 08:00 AM - 7:45 AM
I. Replicate every: 15
J. Days of week: Sun, Mon, Tue, Wed, Thu, Fri, Sat

Reference Sources

Configuring the Lotus Notes 8.5 Client with Google Gmail
This article will show you how to configure IBM Lotus Notes to download e-mail from your Google Gmail account.

Steps to Enable STARTTLS on IBM Notes Client
When user sends mail using SSL from Notes Client it fails and give Error as "Invalid SSL Certificate". This is going to be addressed in IBM Notes Client 9.0.2. If you want the fix on existing Notes Client and can't wait for 9.0.2 then please contact IBM Technical Support for a fix on SPR # MPAA6PQCHK (only on Notes Client 9.0 and 9.0.1).

IBM Notes-only users cannot send mails using SMTP with TLS (SSLv3)
For users accessing a mail provider via secure SMTP/POP3/IMAP using the IBM Notes client (with no Domino involvement), mail can no longer be sent once the provider disables SSLv3 support due to concerns regarding POODLE (Padding Oracle On Downgraded Legacy Encryption) attack vulnerability.

TLS 1.2 deliveries for IBM Notes & Domino 9.x
What are IBM's plans for Notes and Domino support of TLS 1.2? As a follow-up to the TLS 1.0 deliveries IBM released in Q4 2014, IBM released TLS 1.2 deliveries in Q1 2015. The TLS 1.2 protocol enhancements are introduced in Interim Fix 2 for Domino 9.0.1 Fix Pack 3 and in Interim Fix 3 for Notes 9.0.1 Fix Pack 3.

Gmail Account Setup: Things To Check Before Setting Up Gmail In Notes Client
Receiving Protocol Error Messages? Gmail had made changes on their security layer and optimized some settings on their mail preferences. Some identified causes of these errors being returned are: gmail migrated from SSLv3 to TLS, disabled POP3/IMAP on gmail settings and turned off less secure app in gmail.