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How to Sync G Suite with Microsoft Outlook

Jul 12, 2024
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5 min read
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With the advancement of technology around the world, it has become surprisingly easy to sync G Suite with Microsoft Outlook. I know you were thinking it is fairly impossible because they are two different systems. 

It is apparent they do not belong to the same umbrella. That’s obvious.

Syncing G Suite with Google Calendar is as easy as Microsoft Outlook with Office 365. They belong to the same bodies so it isn’t an issue. 

But what if you want to sync G Suite with Microsoft Outlook? Not to worry, this is totally possible.

This sync is essential for organizations that have decided to make a switch to Google accounts. However, these organizations have decided to continue using Microsoft Outlook, hence, the need for the sync. 

After the sync, you can access any information that was part of the synchronization on all devices where you have your Google accounts signed in. You will launch the Outlook app or sign in on your browser as always. 

Want to learn how to sync G Suite with Microsoft Outlook? Let’s get started!

Table of Contents

You need to have a G Suite account first

It is essential you own a G Suite Account first or the sync won’t be possible.

A Google Woksspace Sync for Microsoft Outlook (also known as GWSMO) enables people to create a community that allows users to make use of Microsoft Outlook via PCs.

But, there’s a catch: users can only connect with data in G Suite but not on Microsoft Exchange. 

You should note that you do not need to be part of a community before you can use GWSMO. An individual can use it but such an individual has to upgrade to a paid G Suite account. 

The synchronization process

Install the Google sync tool

  • First, you need to download the updated version of the Google sync tool for outlook. Here is a direct link for you. 
Sync G-suite with Microsoft Outlook
Sync G-suite with Microsoft Outlook
  • After the download is complete, run the installation file. You need to be connected to the internet because a series of automatic downloads will follow suit. 
  • Immediately after the installation process is completed, a pop-up window would require you to sign in. You have to input your Gmail credentials and click ‘continue’. 
  • Once you sign in successfully, you will be asked to grant the G Suite sync tool permission to manage your email as well as other tasks which include but not limited to contacts and calendars. 
  • Next, a pop-up window will require you to create your Outlook profile. You’ll see an ‘Import data’ box. Click on it if you are ready to import data. This will enable your G Suite sync tool to import your outlook data. 
  • That’s it! You can run your Microsoft Outlook and your data will sync automatically. 

Import data from your G suite account

These are the steps you need to take if you are ready to import data:

  • Mark the ‘Import data from an existing profile’ option.  After this, you’ll be required to choose from the following options: 
  1. If the option lists your Outlook profile, click on the profile name to enable a direct import from the profile. 
Import data from Gsuite
Importing data
  1.  If you have enabled a data export from Outlook to a Personal Storage (PST) file, click on the desired PST file. 
  • Click on the options that fit what you want to import. 
  • Tap on the ‘Show advanced settings’ option.
  • Click the ‘Turn AutoArchive off’ option in order to keep your archived messages. This means that your archived messages will now appear in a different archived folder that has been synced with your Google account. 
  • Tap on ‘Create Profile’ and you are good to go. 

Here are the data that can be imported from your G-suite account

  • Email
  • Notes
  • Tasks
  • Journal entries
  • Contacts
  • Calendar events 
  • Deleted mails
  • Junk emails

Note: Your emails will sync automatically. However other data including your contacts, calendar, and other tools won’t sync automatically. You need to enable it by click on the check-box while importing the data

But let’s say, you want to import only your Gmail contacts to Outlook account. Let’s check how to do it.

Recommended read: How To Create And Use Email Templates in Outlook

How to import Gmail contacts to Outlook

This is especially for those who do not have a full G Suite account. Fret not. This post has come to the rescue. 

Export Gmail contacts

Go over to your Gmail account. Select Apps> Contacts.

Google contacts app
Select Google Contacts

Select the contacts you want to export. Click on the three dots and select “Export”.

exporting contacts from Gmail
Exporting contacts from Gmail

Click on the export type Outlook CSV. This is to import into Outlook or other applications. 

Saving contacts as Outlook CSV
Saving contacts as Outlook CSV

Click on ‘Export’.

A pop-up will require you to select ‘Save As’. Choose your preferred location to save the file. 

Import Gmail contacts to your Outlook

When all these are done, Outlook automatically imports your contacts to Outlook. 

You can now view your contacts in Outlook by clicking on People from the Home Tab.

Viewing Contacts in Outlook
Viewing Contacts in Outlook

Final Words

So, as you see, syncing G suite with Outlook is quite straightforward. By following the steps outlined in this guide, you can enjoy the best of both worlds – the robust features of G Suite and the familiar interface of Outlook. Whether it’s managing your emails, contacts, or calendars, having everything in one place makes life a lot easier.

So go ahead, set up the sync, and streamline your workflow. If you run into any hiccups, just refer back to this guide, and you’ll be sorted in no time.

Naveen writes content for Hiver. When not reading espionage novels or instruction manuals of household appliances, he tries his hand at absurd humour.

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