How to Sync Outlook to Gmail
If you're a Google Apps for Business subscriber, you can use Google Apps Sync for Microsoft Outlook to automatically transfer your data from your Gmail account to a new Outlook profile. If, however, you only have a free account, you must configure Gmail to use Internet Messaging Access Protocol, or IMAP, instead of the default Post Office Protocol, or POP -- the former synchronizes your folders with your computer, whereas the latter only downloads content to your PC -- and then manually add your mailbox to the email client.
If You Have a Free Account
Log in to Gmail, and then click the gear-shaped "Settings" icon.
Choose "Settings" from the options, and then click the "Forwarding and POP/IMAP" tab.
Select "Enable IMAP" next to IMAP Access to turn on synchronization, and then click "Save Changes" on the bottom of the page.
Launch Microsoft Outlook, press "Alt-F" to switch to the File window, and then click "Add Account" on the Info tab to open the Add Account wizard.
Enter your name, email address and password into the appropriate fields, and then click "Next" to create your account.
Click "Finish" to close the Add Account window, and then select the "Send/Receive" tab.
Click "Send/Receive Groups," and then click "Define Send/Receive Groups." Check "Schedule an Automatic Send/Receive Every [n] Minutes," with "[n]" representing the frequency.
Replace "[n]" with how often you want MS Outlook to send or receive new messages, and then click "Close."
Click the "Send/Receive All Folders" button in the Send/Receive Group to sync your mailbox to Outlook.
If You Have a Business Account
Close Microsoft Outlook, and then download Google Apps Sync from the Google website (link in Resources). Google Apps Sync installs and opens automatically.
Enter your account details into the fields provided, and then click "Continue."
Check "Import Data from an Existing Profile," and then choose "Google" from the corresponding drop-down menu.
Check which items you want to import into Microsoft Outlook, and then click "Create Profile."
Click "Start Microsoft Outlook," and then choose "Google Apps" from the "Profile Name" drop-down menu.
Click "OK" to access your Google mailbox.
Tips & Warnings
- Information in this article applies to Outlook 2013. It may vary slightly or significantly with other versions or products.