App Specific Passwords for Gmail

Monday May 23, 2022

App Specific Passwords for Gmail

Creating App Specific Passwords for your Gmail account improves your security and may be imperative for PCRecruiter users who have an @gmail.com account linked to the database for incoming or outgoing mail.

Secure your Gmail with app specific passwordsGoogle announced recently that they will no longer support the use of your primary Gmail username and password when connecting from third-party apps and devices. These changes imposed by Google are part of a strategy to strengthen account and application security. The changes took effect at the start of June, 2022.

One of Google’s alternative options is App Specific Passwords, which are additional passwords for your Gmail account that you designate for use by one specific site or app. Creating separate passwords, rather than using your main Google password across multiple apps and sites, isolates any security risks to one site or service. If that App Specific Password should ever be compromised, it can be disabled without interrupting or exposing any other services associated with your Gmail login.

How does this affect you?

This new policy will only affect users of @gmail.com addresses. It is not currently being applied to Google Workspace or Google Cloud Identity accounts. If you are using Google’s email servers but have your own domain name associated with the account, you may continue to use your existing password, but we do recommend switching to a more secure method for security’s sake.

In regards to PCRecruiter, this policy change should only impact your ability to send or receive email within PCRecruiter if you are using an @gmail address with a standard Google password.

Example Sign in with Google Button
Google Sign In Button Example

You will find Sign in with Google buttons on PCR’s Outgoing Mail (SMTP) screens. These are the preferred method of connecting your Gmail account to PCRecruiter. If you see a button like the one shown here and use it to authenticate with your Google Account, an App Specific Password is not necessary.

Setting up the App Specific password option is a viable method of upgrading your security with PCRecruiter or any other services you may be using your plain Gmail password on when no Sign in with Google method is available. For those using IMAP to read or write activities for incoming mail, App Specific passwords are required at this time.

If you need further assistance, contact PCRecruiter Support.

The Basics

Enable 2-Step Verification

  1. Open your Google Account.
  2. In the navigation panel, select Security.
  3. Under “Signing in to Google,” select 2-Step Verification and choose Get started.
  4. Follow the on-screen steps.

Create an App Specific Password

  1. Under “Signing in to Google,” select App Passwords. You may need to sign in. If you don’t have this option, it might be because:
    • 2-Step Verification is not set up for your account.
    • 2-Step Verification is only set up for security keys.
    • Your account is through work, school, or other organization.
    • You turned on Advanced Protection.
  2. At the bottom, choose Select app and choose ‘Other’.
  3. Name it “PCRecruiter”
  4. Select Generate.
  5. The App Password is the 16-character code in the yellow bar. You’ll use this password rather than your primary Google password when connecting to PCRecruiter for IMAP or SMTP.

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