How to sync Outlook to Gmail

Written by mark ritchie
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Gmail is a Web-based e-mail system that was created by online giant Google. It offers a large storage capacity and thousands of apps that allow you customise your Gmail functionality and interface. Gmail offers a free app that lets you import your existing data automatically from Outlook to Gmail or from Gmail to Outlook. Downloading the software takes a few moments, and the synchronisation process starts with the push of a button.

Skill level:


  1. 1

    Download Google Apps Sync for Microsoft Outlook (see Resources).

  2. 2

    Install the software on your computer. You will be prompted to sign in to your Google Apps account. This allows Google Apps Sync to connect to your account.

  3. 3

    Enter your Gmail address into the "Email Address" field.

  4. 4

    Enter your password and click on the "Continue" button.

  5. 5

    Create a Google Apps profile for use in Outlook. Select the down arrow and choose your user profile. This is automatically generated from Outlook. If your user profile is not listed you can import your Outlook PST file by choosing the "From a PST File" option. Your Outlook PST file is a locally-stored copy of message, task and calendar items.

  6. 6

    Specify what to import by checking each appropriate box. You can import e-mail messages, contacts, calendars, notes, junk mail and deleted messages.

  7. 7

    Select the "Create Profile" button. The data import automatically starts.

  8. 8

    Run Outlook after the import is complete. Outlook prompts you to select which profile to open. Choose your Google Apps profile. After your profile is selected, Google Apps Sync begins to import your data.

Tips and warnings

  • Be patient when importing. It might be a few minutes before any data appears in Outlook. Importing and the initial synchronisation can take up to 24 hours or more to complete.

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