How to Sync Outlook to Gmail

By Ruri Ranbe

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

Step 1

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

Step 2

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

Step 3

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

Step 4

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.

Step 5

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

Step 6

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

Step 7

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.

Step 8

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

Step 9

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

If You Have a Business Account

Step 1

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

Step 2

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

Step 3

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

Step 4

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

Step 5

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

Step 6

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.