Office and Google

The preferred email client for Gmail is your web browser. Your web browser can offer the same features and experience on any platform: Windows, Mac, Linux, or even your mobile device. However, some people have Outlook add-ins that will require them to use Outlook to continue working with third-party systems such as LegalFiles or OnBase. We are working with these people to configure Outlook to work with Gmail and Google Calendar.

If you plan to continue using Outlook, you'll want to review what is supported and what is not supported.

Life After Outlook

Explore differences between Gmail and Outlook in this video from Google:

Transitioning to Gmail (5:48)

Compare Google to Outlook

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Google Apps Sync for Microsoft Outlook

Google Apps Sync for Microsoft Outlook® allows you to use Microsoft Outlook® 2003, 2007, 2010 and 2013 effectively with Google Apps. There are limitations you should be aware of when using this sync tool.

If you do not have a technical requirement for using Outlook, we strongly recommend using your web browser to get the most out of your Gmail and Google Calendar experience.

Installation tips

Install the sync tool from the product webpage.

  • Before installing, remove all existing profiles from Outlook on the computer. The tool will create a new profile during setup and can cause errors if other profiles exist.
  • During setup, you will be prompted to import from another profile. Do not select this option as previous profiles are not compatible with the sync tool.
  • The sync can be configured for the amount of mail synced to the local machine. Do not select more than 1GB of mail to be synced if possible as sync times increase greatly with each increment.
    • Important note: Once a higher level of synced mail is chosen, you cannot lower the amount of mail to be synced.
    • If the amount of mail to be synced needs to be lowered, the existing profile has to be deleted and a new profile created and the initial sync performed again.
  • The initial sync will take a very long time, often more than 5 hours. Plan accordingly and brief the user prior to beginning the initial sync.
  • Mark the "Always use this profile" option so user isn't prompted to choose a Profile when Outlook starts.

Notes

  • Auto-fill (look ahead) does not work in Outlook
  • Deleting events in Inbox is equivalent to declining the invitation. If a Google Apps Sync user deletes an invitation, the event organizer receives a decline.

What's Not Supported

Pros

  • Sort by Date, size, sender
  • Offline mail
  • Name display isn't First name
  • Reply and Forward indicators

Cons

  • Speed and performance
  • Rules, Categories, and Signatures do not sync to Google
  • Message recalls do not work
  • Cannot compose messages in Rich Text

Google Support Links

Issues related to Outlook

  • Downloading attachments, users cannot uncheck the Always ask checkbox

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Export Outlook Contacts

You can follow the instructions below to export a backup copy of your contacts from Outlook,  which can be imported into Gmail.  Note that this will result in duplicate records that will need to be merged or cleaned up.

  • For Outlook 2013, on the File menu, click Open & Export, then Import and Export. (For Outlook 2010, Click File > Options > Advanced then, under Export, click Export)
  • Click Export to a file, and then click Next.
  • Click Comma Separated Values (Windows), and then click Next.
  • In the folder list, click the Contacts folder, and then click Next.
  • Browse to the folder where you want to save the contacts as a .csv file.
  • Type a name for the exported file, and then click OK.
  • Click Next.
  • Click Finish.

For Outlook 2011, follow steps 1 through 3 on this page:

http://support.microsoft.com/kb/2648667

Some Outlook contacts may be in your local cache, and cannot be migrated, nor will they be part of an export following the above instructions.  Microsoft has provided technical information on cached contacts at http://support.microsoft.com/kb/2679568.  We recommend you seek assistance from your IT support staff to follow these instructions.

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Is it Local? (Missing Data?)

During the Early Adopter go-live, some people reported that some of their data was missing in Google.  Upon investigation, we found that most of the time, the reason for this was that the missing data was not stored on the Exchange server, but was instead only resident on the individual's computer.  Any local data of this type will need to be migrated separately following the instructions to Migrate Offline Mail Archives (PST or OLM files).

Below are some examples of the way email would appear if some of the data is local (local data circled in red):

Outlook for Windows

windowsoutlookpst

Outlook for Macintosh

outlook

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