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Gmail app password setup

Written by Joseph Russo, Principal Architect, Networks and Tech, AskVault · Reviewed by Allison Chan
Last updated: · 2 min read

When to use an app password

An app password is how you connect Gmail today. Forwarding Gmail to an AskVault address, with no password to create or store, is rolling out and is not available yet. The hosted inbox page explains where that stands.

Use an app password when:

  • Forwarding is not available on your account yet.
  • You want AskVault to read the mailbox directly instead of receiving forwarded copies, for example a shared mailbox you cannot add a forwarding address to.
  • Your Google Workspace admin blocks automatic forwarding but still allows app passwords.

Prerequisites

  • Google account with 2-Step Verification enabled. Required for app passwords.
  • Mailbox access (Gmail or Google Workspace).
  • AskVault Growth or above.

Generate the app password

5 minutes:

  1. Visit myaccount.google.com/apppasswords.
  2. Sign in if prompted.
  3. Select app: Mail.
  4. Select device: Other (custom name). Name it "AskVault".
  5. Click Generate.
  6. Copy the 16-character password (e.g., abcd efgh ijkl mnop).
  7. Click Done.

The password shows once. Don't lose it; you can regenerate but old one stops working.

Paste into AskVault

  1. Open Channels > Email and pick the Gmail provider.
  2. Enter Gmail address as username.
  3. Paste the app password (with or without spaces; AskVault normalizes).
  4. IMAP server: imap.gmail.com, port 993, SSL.
  5. SMTP server: smtp.gmail.com, port 587. The Gmail provider fills in both servers for you.
  6. Click Test Connection.
  7. Save.

Email channel active within 60 seconds.

Security considerations

App passwords bypass 2FA for the specific app:

  • Treat like a password. Never commit to git, never share.
  • Scope is limited: read mail + send mail. Doesn't grant full account access.
  • Revoke any time at the same URL where you created it.
  • Doesn't expire until you revoke.

For maximum security, rotate every 6 to 12 months.

Limits

  • App passwords per Google account. Up to 25.
  • No expiration until manually revoked.
  • Setup time. About 5 minutes end-to-end.
  • Per-app scope. Mail only; other Google services unaffected.
  • Email-poll cycle. Every 60 seconds default.

Common pitfalls

"Less secure app" error. Old terminology. App passwords replaced "less secure apps" in 2022.

App password option missing. 2-Step Verification not enabled. Enable first under Google Security.

Workspace admin blocks app passwords. Google Workspace policy may disable them. Ask your admin to allow them for this account.

Connection works briefly then fails. Google sometimes auto-revokes after suspicious activity. Regenerate.

FAQ

Why not just use my regular password?

Google deprecated regular-password access for IMAP/SMTP in 2022. App password is the modern alternative.

Can I use the same app password for two services?

Technically yes, but recommended one per service for cleaner revocation.

What if my Workspace admin disabled app passwords?

Ask your admin to allow app passwords. AskVault has no Google sign-in for email. A hosted address you forward to is built but cannot be set up from the Channels page yet.

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