How to Sync Outlook with Gmail: A Step-by-Step Guide for 2022

If you’re like many people, you probably have multiple email accounts that you check daily. Maybe you have a work account and a personal account, or maybe you just prefer to keep your different types of correspondence separate. Either way, it can be helpful to sync Outlook with Gmail so that all of your emails are in one place.

How to Sync Outlook with Gmail

Your business may be able to continue using Microsoft products such as Outlook, but you may also want to use Gmail or other Google Workspace products simultaneously. You can sync your Gmail account and Outlook in a very convenient way.

There are easy ways to transfer all your messages and information to G Suite if you’re migrating Outlook or Microsoft products to G Suite.

How to Enable the IMAP protocol for Gmail

To ensure that the syncing process works with Outlook, you will need to modify a few settings in the Gmail email client before you can begin. The first step is to enable the IMAP protocol for Gmail. This is a fancy name for an email protocol that allows for access to and manipulation of messages.

Here’s how it’s done:

Log in to your Gmail account.

Click on the Gear icon to go to Settings.

Click on the tab “Forwarding and POP/IMAP”.

Scroll down to IMAP access, and make sure that “Enable IMAP” has been checked. If it is already checked, you don’t need to do anything.

Click on Save Changes. This button is located at the bottom of your screen.

Once you’re done, you can add your Gmail address to your Outlook platform.

How to Sync your Outlook with your Gmail Account

Step 1: Open your Outlook email account.

Step 2: Go to File and then Account Settings.

Step 3: Once you have the Account Settings box opened, click New.

Step 4: Select Email Account and click Next.

Step 5: Select “Manual Setup or Additional Server Types.” Click Next.

Step 6: Select “POP or IMAP”. Click Next when you are done.

Step 7: Fill out the Add Account section with the required information. You will need to enter several pieces of information here. In the Your Name field, enter your full name or display name. In the Email Address field, enter your full Gmail address including @gmail.com. Select IMAP from the dropdown menu in the Account type field. In the Incoming mail servers field, enter “imap.gmail.com” while in the outgoing mail servers (SMTP) field enter “smtp.gmail.com.” Finally, in the password field, enter your Gmail password. Check “Remember password” to make Outlook remember your password.

Step 8: Click for More Settings.

Step 9: Click the Outgoing Server tab.

Step 10: Check “My Outgoing Server (SMTP) requires authentication.”

Step 11:Select “Use the same settings as my inbound mail server.” This will ensure that your user name and password are used to log you into the system.

Step 12: Select the Advanced tab. You will need to validate additional information. Enter the value “993” for the Incoming Server field. For the Outgoing Server (SMTP) field, use the value of “465.” Choose “SSL” for both the “Use the following type of encrypted connection” and click OK to finish.

Step 13: Click Next. Outlook will now test your connection to ensure that sync can start.

Step 14: Close the box and click Finish to end the test. If the test fails, likely, one or more fields were not correctly entered. Double-check each step to ensure that your information is correct and complete.

Additional Reading: Gmail vs Outlook Comparison

How to Migrate Messages and/or Contacts from Outlook to Gmail

Let’s now turn our attention to the opposite direction. What if you want your messages and/or contact to be migrated from Microsoft Outlook to the Gmail email client.

It’s a good idea first to check your Junk folders for messages you don’t want to delete. Then, move them to your Inbox to make sure they don’t get lost. Migrating messages and contacts both follow the same process.

Log in to your Gmail account.

Click on the Gear icon and then Settings.

Click the Accounts and Import tab in Settings.

Scroll down and click “Import mail and contacts.” If you have previously imported to this account, you might instead see the option to “Import from another address.”

Follow the prompts. A pop-up box will appear asking if you would like to import from an existing account. Type your full Outlook email address into the box and click continue. At this point, you may be asked to log in to another email account.

Click Continue. The next box only contains basic information.

Check permissions and then click Yes to confirm. Next, you will need to grant Google access to your Outlook account. These permissions can be reviewed if you are interested in learning more, or if privacy is a concern.

Choose your options. This is where you will decide what you want to import. You can import contacts, mail, and import new mail within the next 30 days. You can choose the option that best suits your needs.

Click on “Start Import” and then click OK. Now the migration process will begin. You don’t need to provide additional information or take any additional actions.

The time it takes to migrate your account depends on the size of your account and how many entries you are importing. Larger accounts may take several days to migrate.

You will start to see messages slowly come in, so don’t worry if some messages aren’t appearing right away. Give it some time. Try to begin the migration process by Friday afternoon to avoid any confusion or delays.

How to Sync Outlook Contacts to your Gmail Account

Instead of simply transferring contacts from Outlook to Gmail, you will want to sync your contacts between Outlook, Gmail, and other email services. In other words, every time you add a contact to your Outlook account, it will automatically populate into Gmail.

Outlook and Gmail don’t have an option to do this automatically. A third-party app or add-on is required to automatically keep your contact list synchronized with each other.

GO Contact Sync Mod is an open-source add-on that was created specifically for this purpose. It allows you to transfer contact changes almost automatically from one account to the other. It’s open-source, free, and comes with no additional strings.

First, install MicrosoftNET Framework 3.0 and then the mod. You will need to log in to your account when you first start it up. This is quite simple.

Once you are done, you can toggle multiple options, including:

• Sync deletion. If you delete a contact in Outlook, it will be deleted from Gmail.
• Prompt deletion. Make a manual decision when you attempt to sync deleted contacts between accounts.
• Sync contacts. Sync contacts between accounts.
• Sync notes. Sync notes between accounts.
• Sync appointments. Sync your calendar information between accounts.

Configuration settings can be changed to make the program run at startup, how often it syncs, and whether it automatically runs.

How to Maximize Productivity with Gmail

Now that you’re able to sync Outlook with Gmail, it is time to maximize your productivity. We have a tool that will help you maximize productivity and efficiency if you are a new user of G Suite or if you have been using Gmail for years.

For a FREE one-one-one Business Audit, CLICK BELOW

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