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How to Install Google Apps Sync for Microsoft Outlook

Overview

Google Apps Sync for Microsoft Outlook® is a plug-in for Microsoft Outlook® 2003, 2007,  2010, 2013, and 2016 that lets you import your current data from your Outlook account into a Google Apps Education Edition account. You can then keep using Outlook to access your Gmail, contacts, and calendar, or you can switch to the Google Apps web interface.

Unless you use Outlook for mail merge or another business need, we recommend you use the Google Apps web interface. It has a number of features that Outlook lacks (Chat, the ability to Undo a sent message within 30 seconds), and it's one less program to troubleshoot if something is not working.

Note: Administrative privileges are required to install Google Apps Sync.

Creating a Google account password

When configuring a mobile device or IMAP email software you will need to first create a Google account password to use with it. You will not be able to use the same password as your SUNet ID password.

If you have not yet created a Google account password, do so by going to tools.stanford.edu/cgi-bin/google-pass. You can use the same password for this connection and for your mobile device.

Installing Google Apps Sync for Outlook

  1. Close Outlook.
  2. Open a web browser and go to tools.google.com/dlpage/gappssync/
  3. Click the Download Google Apps Sync button to run the installer. If you are prompted to Run or Save, choose Run.

    Google Apps Sync download button

    The installer will run.  You must have administrative rights on your computer to install this.  If you don't, contact your local IT support.  When it finishes, you'll see this window:

    sign in to your Google Apps account
  4. In the Email address field, enter your Stanford email address (sunet_id@stanford.edu).

    enter your email address
  5. Below Do you have a Google password?, click Yes, I have a password, and enter the Google Apps password you created at tools.stanford.edu/cgi-bin/google-pass.

    enter your Google Apps password
  6. Leave Remember Me checked and click Continue.

    choose to have login information remembered

    The following screen opens:
    migration settings
  7. In the Set Up window, uncheck the option to Import data from an existing profile and click Create Profile.

    create a Google Apps profile in Microsoft Outlook
  8. When the setup is complete, click Start Microsoft Outlook.

    start Microsoft Outlook
    Notes:
    • Microsoft Outlook will open and begin synchronizing.  
    • You can begin using Outlook immediately, but it may take several hours (up to a day) for all of your mail to synchronize.  
    • Your most recent mail is synchronized first.
    • To view the status of your mail sync, point your mouse at the Google Apps Sync icon in the Windows notification area. (You may have to click the Show hidden icons arrow if it's hidden.)

      view sync status icon and menu
  9.  If you previously stored email on your local computer (in personal folders), continue to Adding Local Files, below.

Adding local files (.pst files)

  1. Click File > Info > Account Settings > Account Settings.
  2. Click the Data Files tab, then click Add.

    Outlook data files
  3. Click Outlook data file (.pst) and click OK.

    add new Outlook data file
  4. Navigate to where your PST file is stored (typically it is in the default window that opens or My Documents > Outlook Files).
  5. Select your PST file (typically called "Local.pst" but may be something like "Personal Folders.pst") and click OK.
    Note: Do not attach PST files of items that were on the Exchange server during migration, as that has already been moved. Importing Calendar and Contacts again could create duplicate entries.

    select local pst file to attach to new profile
  6. In the Accounts Settings window, click Close.

    Account Settings dialog box

    Notes:
    • Your "old" mail will still be in folders under "Local Mail" or "Personal Folders" and your new mail will show up under "Google Apps."
    • If you need webmail access to a message, you should drag that message to your Google Inbox.
    • If your Outlook profile continues to open instead of your new Google profile, you need to switch profiles.
Last modified May 15, 2017