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

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Log in to Gmail, and then click the gear-shaped "Settings" icon.

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Choose "Settings" from the options, and then click the "Forwarding and POP/IMAP" tab.

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Select "Enable IMAP" next to IMAP Access to turn on synchronization, and then click "Save Changes" on the bottom of the page.

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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.

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Enter your name, email address and password into the appropriate fields, and then click "Next" to create your account.

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Click "Finish" to close the Add Account window, and then select the "Send/Receive" tab.

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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.

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Replace "[n]" with how often you want MS Outlook to send or receive new messages, and then click "Close."

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Click the "Send/Receive All Folders" button in the Send/Receive Group to sync your mailbox to Outlook.

If You Have a Business Account

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Close Microsoft Outlook, and then download Google Apps Sync from the Google website (link in Resources). Google Apps Sync installs and opens automatically.

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Enter your account details into the fields provided, and then click "Continue."

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Check "Import Data from an Existing Profile," and then choose "Google" from the corresponding drop-down menu.

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Check which items you want to import into Microsoft Outlook, and then click "Create Profile."

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Click "Start Microsoft Outlook," and then choose "Google Apps" from the "Profile Name" drop-down menu.

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Click "OK" to access your Google mailbox.