How to Sync G Suite with Microsoft Outlook

We’ve all seen just how much technology has advanced in recent years. It’s made a lot of things easier – one of it being able to connect and sync data between two different softwares.

If your company uses both G Suite and Outlook and wants to sync data between the two platforms, it’s now easily possible.

This way you can retain and access information – email data and contacts, for instance – without any manually exporting and importing.

So, let’s take a look at how to sync G Suite with Microsoft Outlook.

Table of Contents

• Pre-requisites to Sync G Suite with Microsoft Outlook
• The synchronization process 
  • Install the Google sync tool
  • Import data from your G suite account
• How to import Gmail contacts to Outlook
  • Export Gmail contacts
  • Import Gmail contacts to your Outlook
• Final Words
• Frequently Asked Questions (FAQs)

Pre-requisites to Sync G Suite with Microsoft Outlook

To sync G Suite with Outlook, you’ll need to have a Google Workspace (formerly called the G Suite) account.

With your Google Workspace account, you’ll have to download the syncing tool called the Google Workspace Sync for Microsoft Outlook (also known as GWSMO) on your Windows PC.

This tool lets Microsoft Outlook on your PC access your Google Worskpace data. With GWSMO, you can import your G Suite data – like emails, calendar and contacts – into the familiar interface of Outlook.

Important Note: GWSMO can help you sync G Suite data with MS Outlook only, and not with Microsoft Exchange. Also, you will need a paid G Suite account to sync your data.

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. 

• 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. 

2.  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.

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

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

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.

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.

Frequently Asked Questions (FAQs)

1. Can I sync G Suite with Outlook if I use a Mac?
   Yes, you can sync G Suite with Outlook on a Mac. However, you will need to use different tools, such as Google Sync or third-party apps like SyncMate, as GWSMO is designed for Windows PCs.
   
2. Is it possible to sync G Suite with Outlook without a paid Google Workspace account?
   No, you need a paid Google Workspace (formerly G Suite) account to use the Google Workspace Sync for Microsoft Outlook (GWSMO) tool.
   
3. How often does GWSMO sync data between G Suite and Outlook?
   GWSMO syncs data in real-time. Any changes made in either G Suite or Outlook will be reflected almost immediately in the other.
   
4. Are there any limitations to syncing data with GWSMO?
   Yes, there are a few limitations:
   -GWSMO does not sync with Microsoft Exchange.
   -Certain Outlook features, such as mail rules, may not work as expected after syncing.
   -Only emails, contacts, calendars, and tasks are synced. Other data types like notes and journal entries are not supported.
   
5. Can I sync multiple Google Workspace accounts with Outlook?
   Yes, you can sync multiple Google Workspace accounts with Outlook. However, each account will need to be set up separately using GWSMO, and you may need to create separate profiles in Outlook for each account.
   
6. How secure is the data synchronization between G Suite and Outlook?
   Data synchronization between G Suite and Outlook using GWSMO is secure. Google Workspace employs strong encryption methods to protect your data during transit and at rest. However, always ensure you use strong passwords and enable two-factor authentication for added security.