OUTLOOK Users - if you are using Outlook 2003 against MS Exchange, we have a better solution for you than a standard IMAP connection. Google Apps Sync for Outlook (aka GLook) uses a MAPI plug-in for Outlook that is simple to install and provides faster performance and bi-directional synchronization between Outlook and GMail/GCal.
Install Google Domain for Google Apps Sync
I. Downloading Google Apps Sync
(Requires a Google Apps Premier Edition or Google Apps Education Edition account.)
you can use Google Apps Sync, your domain administrator must enable it
for your domain. If you are the administrator, do this in your Google
Apps Control Panel. For details, go to Setting up Google Apps Sync for Microsoft Outlook and look under Google Apps & System Requirements.
- Go to the Google Apps Sync download page and carefully review the system requirements listed there. Then install any necessary updates.
- From the same page, download and install the Google Apps Sync plug-in.
- When prompted, enter your Google Apps account Email address and password, and sign in.
4. After sign-in, a dialog appears where you can optionally import your Exchange data:
To import your existing email, contacts, and other Exchange data to your Google Apps account and finish creating your profile,skip down and follow steps under Importing my Exchange data, below.
If instead your Google Apps account already has your data, or if you want to import data later, select the Do not import any data option and click Create Profile. A window opens where you can start Outlook and begin using your account. For details, see below under Using Google Apps Sync.
(Note: In XP, Profiles can be managed by going to Start>Control Panel>Mail>Show Profiles)
If you have any problems during installation, see this Troubleshooting FAQ.
I. Alternative - My administrator downloaded Google Apps Sync for me
you belong to a large organization, your administrator might have
prepared a Google Apps Sync installation file for you. In that case,
all you have to do is point Outlook to your Google Apps account and
import your Exchange data.
- Go to your Windows Control Panel and open Run Advertised Programs.
- In the window that opens, select Google Apps Sync from the list of programs, and click Run.
- From the Windows Start menu, open All Programs and choose "Set up a Google Apps Sync user."
- In the dialog that opens, enter your Google Apps account Email address and password, and sign in.
- After sign-in, a dialog appears where you can optionally import your Exchange data:
To import your existing email,
contacts, and other Exchange data to your Google Apps account and
finish creating your profile, skip down and follow steps under Importing my Exchange data, below.
If instead your
Google Apps account already has your data, or if you want to import
data later, select the "Do not import any data" option and click Create
Profile. A window opens where you can start Outlook and begin using
your account. For details, see below under Using Google Apps Sync.
(Note: In XP, Profiles can be managed by going to Start>Control Panel>Mail>Show Profiles)
II. Importing my Exchange data
switching from Microsoft Exchange to Google Apps, you'll probably want
to bring your existing email messages, contacts, and calendar events
with you (so they're available just like they were in Exchange). Do
this by using Google Apps Sync to import them.
You can import data during setup, or later from the Windows Start menu.
Import directly from your Exchange account if it's available.
Otherwise, save your Exchange data as a PST file and import that.
try importing your Exchange data using Outlook's Import and Export
command (in the File menu), as this might not work reliably. Instead,
use Google Apps Sync to import your data, as described here.
Importing during setup
- Sign in to your Google Apps account as described above under I'm downloading Google Apps Sync myself or My administrator downloaded it for me. The following dialog appears, offering you a chance to import your data:
2. Select Import data from an existing profile, and choose which profile to import from the list. If your Exchange account profile is listed, choose your profile name. If instead you've saved your Exchange data in a PST file, choose From a PST File and browse to the file on your computer or network.
3. Specify exactly what you want to import (Contacts, Calendars, Email messages, and so on)—just check each appropriate box.(Tip: To avoid duplications, import all your data once and don't re-import it later. Re-importing calendars or importing themafter importing Email can cause duplicate events.)
4. Click Create Profile.
If you imported a profile rather than a PST file, Google Apps informs
you that your Exchange data will be imported when you next start
5. In the next window that appears, click Start to start Outlook.
6. After Outlook starts, Google Apps Sync begins to import
your data from Exchange. (If you imported a profile rather than a PST
file, you're prompted to first log in to your Exchange account.) As
data imports, it begins synchronizing with your Google Apps account in
the cloud, where it also becomes available from your Google Apps
7. You're now ready to use your new Google Apps account! For details, see below under Using Google Apps Sync.
(Note: In XP, Profiles can be managed by going to Start>Control Panel>Mail>Show Profiles)
III. Continuing to access my Exchange account
Importing later from the Start menu
you skip importing data during setup and want to import later, go to
the Windows Start menu and choose "Import data to Google Apps Sync"
from the Google Apps Sync menu (in All Programs). In the dialog that
opens, select a profile and choose what data to import, just as
importing, it might be a few minutes before you see any data appear in
Outlook. Initial synchronization, moreover, can take up to 24 hours to
you can begin using Outlook right away).
only mail, contacts, and calendar data is synchronized and available
from your Google Apps interface. Notes, journal entries, and tasks you
import are not synchronized but stored only on your computer and
available only from Outlook.
the Exchange account you're switching from is still available, you can
keep using it from Outlook in addition to using your new Google Apps
account. This can be useful when first piloting Google Apps or during a
transition to your new Google environment, when you want to switch back
and forth between using one account or the other.
Create your Google Apps profile in Outlook as described above under I'm
downloading Google Apps Sync myself or My administrator downloaded it
2. If you plan to import data from Exchange, do so now,
before continuing with the following steps and accessing your Exchange
account (see Importing my Exchange data above). Otherwise, you might
import duplicate email messages.
3. Go to your Windows Control Panel > Mail settings, and click Show Profiles.
4. In the dialog that opens, select "Prompt for a profile to be used."
next time you start Outlook, you'll be prompted to select either your
Google Apps profile or Exchange profile, depending on which one you
currently want to use.
Using Google Apps Sync
Introducing the Google Cloud
Access from anywhere...
With Google Apps Sync, your mail, contacts, and calendar events are stored both in the Google cloud and in Outlook on your computer. Google Apps Sync makes sure data is the same in both places by regularly copying, or synchronizing it
back and forth. Incoming messages, meeting invitations, and contact
information are downloaded from the cloud to Outlook, while changes you
make locally sync back up with the cloud. Because the cloud is
accessible from anywhere on the Internet (not just from behind your
firewall), you can access this information from any computer
anywhere—either from Outlook, or by logging in to Google Apps using a
... but only data that gets synchronized
Some information, however, doesn't get
synchronized with the cloud. This includes Outlook tasks, notes,
journal entries, reminders, and other features that Google Apps doesn't
support. You can still use these features in Outlook, say, to track
tasks on your To Do list. But the tasks are stored only on the computer
where you create them. They don't synchronize with the cloud and
therefore aren't there when you log in to your Google Apps interface or
use Outlook on another computer.
How synchronization works
you start Outlook and connect to the Internet, Google Apps Sync begins
downloading all the new messages, calendar events, and contacts that it
detects since you last connected. The download is chronological, so if
you last connected on Friday, and now it's Monday, Friday's messages
arrive first. Your email, contacts, and calendar events all synchronize
concurrently as separate threads (though email generally takes the
longest to complete since there's more of it). You can tell
synchronization is happening when the Google Apps Sync icon in your
system tray is spinning.
you don't stay connected long enough to complete an entire
synchronization, Google Apps Sync downloads what it can. When your
connection resumes, it picks up seamlessly from where it left off until
it completes the synchronization.
can also use Outlook while working offline such as during a plane
flight, or with a very slow or intermittent connection. As when you use
Exchange, Google Apps Sync works seamlessly as an offline client,
batching data on your computer to synchronize with the cloud the next
time you connect. When you do connect, Google Apps Sync updates your
account in the cloud with all the new email messages, calendar events,
and contact information you've created while offline.
Using Mail with Google Apps Sync
switching to Google Apps, you can keep using Mail in Outlook the same
as you did with Exchange. Send mail, reply and forward, accept calendar
invitations, organize messages in folders, flag messages and receive
reminders, mark messages as unread, assign importance levels and
message categories, and much more.
You can also access your
email from the Google Apps Mail interface. This is handy when you're
traveling or otherwise away from your computer, as you can log in to
Google Apps from any computer's web browser. Google Apps Sync
continually synchronizes data between Google Mail and Outlook, so the
same messages, folder structure, and message status are shown from
Things to note about Google Mail
Outlook folders map to labels in Google Apps. However, they still look and act like folders in Outlook. (Find out more about labels.)
You have a new Archived folder. Place
messages here that you want to remove from your Inbox but keep around
for reference later. (You have 25 gigabytes of storage for your
personal Google Apps account so you won't run out of space!) The
Archived folder also contains messages you archive using Google Mail -
that is, messages that aren't in your Inbox and don't have a Google
Apps label (find out more about archiving).
AutoArchive is turned off by default. Outlook's
AutoArchive feature moves old email to a PST file on your computer that
doesn't get synchronized with your Google Apps account in the cloud. As
a result, these message are deleted from Google Apps Mail. To
Quick entry of email addresses: To
email someone in your Contacts, click the To button and select the
address from the Contacts list (start typing to quickly find addresses
that match). You can also do this to enter resource addresses. After
emailing an address once, you can complete the address by typing in the
To fieldwithout having to open the contact list.
Group addresses aren't available from the contacts list when sending mail, but they autocomplete after you email them once.
Message flags in Outlook are stars in Google Apps. A
flagged message in Outlook has a star in Google Mail. You can use flags
as usual in Outlook, but different types of flags, such as follow-ups
and reminders, aren't available from Google Mail. (This is because
Google Mail has only one kind of star.)
If your Sent Items folder isn't saving your sent messages,
you need to restore a default setting in Outlook's E-mail settings. In
Outlook, open Tools > Options. On the Preferences tab, click E-mail
Options. Then check the Save copies of messages in Sent Items folder box.
Setting a local Mailbox Size limit: While
Google Apps stores your mail in the Google Apps cloud, Outlook also
stores it locally in a mailbox (PST) file on your computer. Your
account in the cloud can hold up to 25 gigabytes of mail, but the
amount of mail stored on your computer is limited by the local mailbox
size. If you run out of space locally, older mail is removed from your
computer but still available in the cloud. Most people do fine with a
local limit of 1GB. But if you do run out of space and want to keep
more mail around locally, you can choose a larger mailbox size. Note,
however, that if you don't have a very powerful computer, a larger size
might degrade performance when searching and indexing.
Google Apps Spam is Junk E-mail in Outlook. Messages labeled Spam in Google Mail appear in Outlook's Junk E-mail folder.
For more details about using Mail, see below under "What's Different from Exchange."
Using Calendar with Google Apps Sync
Google Apps Sync, you can also keep using your Outlook Calendar as
you're used to with Exchange. Schedule events, including all-day events
or a series of recurring meetings. Make an event public or private.
View your co-workers' free/busy information to see who's available
when. Respond to invitations, update notes in an event, receive
reminders, organize events using colored labels (Outlook 2003) or
categories (Outlook 2007), and much more.
As with Mail, you can
access your calendar from the Google Calendar interface as well as from
Outlook. Google Apps Sync synchronizes event information between
Outlook and Google Calendar so you see the same events, free/busy
information, and much of your other calendar data from either interface.
Things to note about Google Calendar
Choosing Tentative or Out of Office status for
a calendar event appears as Busy to other users viewing your status.
This is because Google Apps supports only Free or Busy status, not
these other alternatives.
Your Outlook calendar synchronizes with the Google Apps cloud every time you create an event or receive an invitation, and every 10 minutes for other updates.
Share your calendar as an Internet Calendar. With
Google Apps Sync, you can't share a calendar using Outlook's "Share my
Calendar" feature, but you can share it as an Internet calendar:
1. From Google Calendar, go to your Calendar settings, share your calendar, and make it Public (find out about sharing calendars in Google Apps).
Also from your Google Calendar settings, view the Calendar Details for
your calendar. Then scroll down to the Calendar Address, click the ICAL
button, and copy the address that appears (it should end in .ics).
In Outlook, open your Account settings (choose Tools > Account
Settings). On the Internet Calendars tab, create a new calendar using
The calendar is now available in Outlook, in your Calendar's navigation pane (under Other Calendars).
For more details about using Calendar, see "What's Different from Exchange," below.
Using Contacts with Google Apps Sync
Google Apps Sync, you can also manage your contacts in Outlook the same
as with Exchange. These include personal contacts you add and manage
yourself. And if your administrator uses Google Apps Sync's GAL
Generator to create a Global Address List for your domain, global
addresses are available, as well.
As with Mail and Calendar, you
can access your contacts from the Google Apps interface as well as from
Outlook. Google Apps Sync synchronizes nearly all of your personal
contact information between Outlook and the Google Apps interface,
along with key entries for global address contacts, so you can reach
colleagues, family, and other contacts from either interface.
Global Address List contacts
(available if created by your administrator using Google Apps Sync's
GAL Generater) currently include Name and Email Address entries, only.
Phone Numbers will be available soon.
For more details about using Contacts, see "What's Different from Exchange," below.
Using Tasks, Notes, and Journal
can import Tasks, Notes, and Journal entries from Exchange to your
Google Apps profile in Outlook and continue using these features much
as before. Place to-do items on your task list and track your progress
completing them. Jot down ideas on colored sticky Notes. Record journal
entries to track hours spent on a particular account, or to keep a
timeline of when you work on certain documents.
Note that Google
Apps itself, however, doesn't have equivalent features. As a result,
this information isn't synchronized with your Google Apps account in
the cloud, nor is it available from the Google Apps interface. Instead,
all your tasks, notes, and journal entries are stored locally on your
computer, in a PST file.
In addition, Google Apps Sync doesn't
support multi-user interactions for notes, tasks, and journals. For
example, you can't assign a task to someone or share your Notes.
Instead, use these features for personal work.
What's Different from Exchange
Cloud computing with Google Apps and Outlook
general, using Outlook with Google Apps is just like using it with
Exchange. This is because most features supported by Outlook, such as
sending and receiving mail, scheduling events, looking up contacts and
so on, are supported by Google Apps, too. This information is easily
synchronized between Outlook and your Google Apps account in the cloud,
meaning you can access it equally from either Outlook or the Google
there are a few features normally available with Outlook that Google
Apps doesn't support. Some of these aren't available at all when using
Google Apps Sync. Others, such as Tasks, Notes and Journal entries, are available,
but only from Outlook (not from the Google Apps interface). These
features aren't used in Google Apps and therefore can't be synchronized
with the cloud. Instead, they're stored locally on your computer.
The following differences apply in general when using Google Apps Sync:
Public folders aren't available. You
can't make a folder public to share its contents with other users. This
is because folders in Outlook map to email labels in Google Apps, which
don't have permission properties. With Google Apps Sync, the
Permissions settings in folder Properties (which you use to make
folders public) aren't available.
Can't delegate access to your mailbox or calendar. You
can't use Outlook's Delegates option to let an assistant manage your
mailbox or calendar. (This feature isn't available when using Google
Tasks, Notes, and Journal entries aren't synchronized with the Google cloud. You
can still use these features from Outlook, but only for personal work,
not for multi-user interactions (so you can't do things like assign
tasks to other users or share your Notes). Also, this data is stored
locally on your computer and available only from Outlook, not from the
Google Apps interface.
Posts and other non-mail items in folders aren't synchronized: You
can keep storing posts, contacts, and other non-mail items in folders.
But these items don't appear with the corresponding email label in
Google Mail (because labels in Google Mail apply only for mail
Differences using Mail
Outlook with Google Mail is a lot like using it with Exchange. However,
there are a few features Google Apps doesn't support, as well as some
more subtle differences.
What's not supported by Google Apps Sync
Delegating access to your mailbox: You
can't use Outlook's Delegates feature to let an assistant manage your
Inbox, responding to mail on your behalf. This feature isn't available
when using Google Apps Sync.
Multiple types of flags in Google Mail.
You can use different types of flags in Outlook, for example, to
schedule follow up tasks, and you'll still receive reminders. But this
additional information isn't synchronized with your Google account in
the cloud (since Google Apps only has a single type of star), and
therefore isn't available from the Google Mail interface.
Recovering deleted items: After
emptying your Deleted items folder, you can't use "Recover Deleted
Items" in Outlook's Tools menu to get the messages back as you can in
Exchange. This option isn't available with Google Apps Sync.
Specifying a delay for emailing calendar invitations: In
Outlook, you can specify a delay for emailing calendar events, after
saving the event (using the "delay email by X minutes" option).
However, Google Apps Sync synchronizes attendees' calendars right away,
inviting them immediately regardless of any delay you specify.
Importance levels in Google Mail: Using
Outlook with Google Apps Sync, you can send mail marked as "Important"
or Low Priority," but these values don't show up for Google Mail users
(since Google Apps doesn't support these properties). They do, however,
show up for other Outlook users.
Other Differences in Mail
Messages can have multiple labels: In
Google Apps, a message can be associated with more than one label. A
message with budget information for a project, for example, can have
both the Budget label and Projects label. In Outlook, this message
therefore appears in both your Budget folder and Projects folder.
Note that deleting the message from one folder in Outlook also deletes it from the other.
Folder names are limited to 40 characters.
Clean reply headers may look different. Clean
reply headers in email threads between Google Mail users and Outlook
users look different than in threads between Outlook users. This is
because Google Mail sends slightly different headers than Outlook.
Receiving POP vs. IMAP mail: Using
Google Apps Sync, email sent to a POP3 account appears in your Inbox
(just as it does with Exchange). Email sent to an IMAP account goes to
that IMAP account.
Receiving web pages from IE or Office: If
someone emails you a web page from Internet Explorer or Microsoft
Office using the "Send > page by mail" option, the message is sent
immediately if Outlook is open. Otherwise, it's sent the next time you
Differences using Calendar
Outlook Calendar also continues to work with Google Apps much as it did
with Exchange. However, there are a few features not yet supported by
Google Apps, some differences in behavior to watch out for, and a
number of minor differences that hopefully won't be a bother.
What's not supported by Google Apps Sync
Multiple calendars: You
can't create multiple calendars in Outlook, such as one for work and
one for home. Instead, all your events are stored in your primary
Share my Calendar feature: You can't share your calendar in Outlook using the Share my Calendar option in the left navigation pane. However, you can share it as an Internet calendar. For details, see above under "Using Google Apps Sync."
Delegating access to your calendar: You
can't use Outlook's Delegates feature to let an assistant manage your
calendar, creating, accepting, or declining your meeting invitations.
This feature isn't available when using Google Apps Sync.
Optional attendees: Google
Calendar doesn't differentiate between Optional and Required attendees.
So even if you mark an attendee as Optional when inviting them to a
meeting, they will appear as Required to everyone else.
Accepting new meeting time proposals: You
can propose a new meeting time in Outlook, and the organizer receives
the proposal in email as usual. However, the organizer can only accept
the proposal (by clicking Accept in the email) using Outlook 2007, not
when using Outlook 2003 or the Google Apps web interface. Also,
clicking "View all proposals" in the email using any version of
Outlook, will not display other attendees' proposed times.
Calendar attachments: If you add a document, contact, or other attachment to a calendar event in Outlook, you see the attachment in your calendar,
but other attendees don't see it in theirs. This is because attachments
aren't synchronized with the Google Apps cloud and therefore don't
update to other people's calendars.
Conversely, if a
Google Calendar user attaches a Google Docs document to a calendar
event, Outlook users don't see the attachment. For Outlook users to
access the document, Google Calendar users should paste the URL to the
document in the event's description.
Differences to watch out for
You can't save without sending: In
Outlook, an organizer can create or update an event, such as with a
minor change, and choose not to send the update to attendees (by
closing the event window and choosing "Save without sending"). In
Exchange, attendees would not learn of the update, either by email or
in their calendar. Google Apps, however, synchronizes all calendar data
with your domain in the cloud, whether or not you send updates from
Outlook. Other attendees won't get an email, but their calendars are
Similarly, if you create an event and save it
without sending (say, because the event isn't yet fully drafted),
attendees you've already added will still see the event on their
Forwarding meeting invitations: If
an organizer creates a meeting in Google Calendar and unchecks the
"Guests can invite others" option, then an attendee forwards the
meeting, the recipent gets the forwarded invitation, but clicking
Accept doesn't add the event to the recipient's calendar.
Requesting invitation responses: If you create a meeting in Outlook and choose not to
receive responses from attendees (you don't select the Request Response
option), you might still receive responses. This happens if you have
enabled Notifications for your calendar in your Google Calendar
Event replies aren't stored in Calendar: When
you reply in Outlook to a meeting invitation, you can edit your reply
before sending. Your reply is indeed sent via email. But it's not
stored as a note in the calendar event itself.
Google Calendar users don't see links or formatting: You
can add rich content such as links and formatted text to a calendar
description in Outlook, and other Outlook users see it. Google Calendar
users, however, don't see the links or other rich content.
Invitation emails from Google Calendar don't show all attendees: If
you receive a meeting invitation in Outlook from a Google Calendar
user, you won't see all attendees in the invitation email. You will,
however, see all attendees in your calendar.
Maximum number of recurrences: With
Google Apps, a recurring event is limited to 365 recurrences. If you
import a daily recurring event from Exchange that was scheduled January
1 2005, the event will stop recurring January 1 2006.
Scheduling a recurring event: If
a Google Calendar user schedules a recurring event that begins on a
different day than the meeting recurs, Outlook users don't see the
first event. For example, if a Google Calendar user schedules a weekly
meeting for Monday that recurs every Tuesday thereafter, Outlook users
will miss the first meeting. (This is because in Outlook, you can't
schedule a recurring meeting that begins on a different day than the
End-of-month recurring events: If
a Google Calendar user creates a recurring event on the 31st of every
month, Outlook users will see events on the last day of every month
(even those with only 30 days). Google Calendar users, however, will
see events only in months with 31 days, as the organizer likely
Modifying recurring events doesn't delete exceptions. If
you modify a recurring event in Outlook, existing exceptions aren't
necessarily deleted even though a dialog says they will be. So if you
schedule a weekly meeting at 2pm, move this week's meeting to 1pm
(creating an exception), then reschedule the entire series to 3pm, this
week's meeting will still be at 1pm. (In Exchange, this week's meeting
would be moved to 3pm.)
Google Calendar users can't schedule First Weekday or First Weekend Day recurrences. Outlook
users can schedule a recurring meeting on the "First Weekday" or "First
Weekend Day," just as you can with Exchange. The meeting is properly
scheduled for everyone in your domain, Google Calendar and Outlook
users alike. However, you can't schedule such a meeting from the Google
You can't remove attendees from an exception. Removing an attendee from an exception to a recurring event, doesn't always remove the attendee.
Declining a recurring event from Outlook 2003: If
an attendee using Outlook 2003 declines an invitation to a recurring
event organized by an Outlook 2007 user, the 2003 user is removed from
the organizer's attendee list, rather than just listed as declined.
Moving an all-day recurring event: If
you schedule a recurring all-day event, such as a daily Out of Office
event for a week-long vacation, then move one recurrence to another day
that's part of the series (say, you move Monday's event to Tuesday),
Outlook will still allow only one event on Tuesday. A Google Calendar
user, however, sees two all-day events on Tuesday.
Other Differences in Calendar
Organizers in Google Calendar can decline their own meeting: When
using Outlook, you can't organize a meeting without being listed as an
attendee. If you schedule the meeting in Google Calendar, however, you
can remove yourself from the attendee list.
Resource names don't update for previously scheduled events: If
your domain administrator changes the name of a conference room or
other resource, Outlook users don't see the new name for meetings that
have already been scheduled. They will, however, see the new name when
attending or scheduling any future meetings.
New time zone rules can affect meeting times: Google
Apps uses current time zone rules to do UTC-to-local time conversions,
not those that apply when the event is originally created. This can
affect meeting times in regions where time zone rules tend to change.
For example, if you create a 2pm meeting in New Zealand when the time
zone is GMT +13, and New Zealand's time zone subsequently changes to
GMT +12, the meeting will now show up at 1pm.
Choosing a new time zone affects all-day events: Unlike
in Exchange, if you have an all-day event on your calendar in Google
Apps, then change your time zone, the event is still shown as an
all-day event. In Exchange, by contrast, the event becomes a 24-hour
event that crosses day boundaries.
Minor event updates are marked as exceptions: If
you update an event in Google Apps without changing the time or
location, for example, by adding a comment, the event in Outlook
appears as an exception (the exception icon is shown), even though it
Differences using Contacts
with Mail and Calendar, there are a few features of Outlook Contacts
that Google Apps doesn't support, as well as some other minor
What's not supported by Google Apps Sync
Global Address List data other than names and email addresses: The
Global Address List created by Google Apps Sync's GAL Generator
currently shows anly Names and Email Addresses (Phone Numbers will be
available soon). Other information, such as Job Title and Company
aren't shown in global addresses (but they are in your personal
Follow-up flags in the Google Apps interface: You
can flag a contact for follow-up in Outlook and the information is
stored with your account in the Google Apps cloud. However, contact
flags don't appear in the Google Apps interface.
Distribution list synchronization: If
you create a distribution list in Outlook, it's available in Outlook
but not from the Google Apps interface. This is because distribution
lists work differently in Outlook than in Google Apps and therefore
don't synchronize with the Google Apps cloud. (Outlook lists can
include addresses that aren't in your Contacts, while Google Apps lists
Updating Contacts from Google Apps: Currently,
updating a contact from the Google Apps interface can cause unexpected
results in Outlook. For example, a full name in Google Apps might
appear as a first name or last name in Outlook. Also, if you update a
Notes field in Google Apps, your updates don't appear in Outlook, and
subsequent updates in Outlook overwrite changes made in Google Apps.
be removing some of these limitations soon. But for the time being, we
recommend updating contacts only from Outlook, not from Google Apps.
Rich formatting in Google Apps Contacts: Links, bolding, and other rich content added in Outlook to a contact's Notes field, appear as plain text in Google Apps.
Long Notes in Google Apps Contacts: A
long Note entered in an Outlook contact is truncated in the Google Apps
interface. The full Note, however, remains available in Outlook.
Other Differences in Contacts
Google Apps supports contact information that Outlook doesn't, such as "Google Voice." In Outlook, this information appears as a read-only attachment to the contact.
If you have pre-existing contacts in Google Apps (created before installing
Google Apps Sync), their Full Name might appear as the Last Name in
Outlook. This is because Google Apps doesn't have separate fields for
First and Last names.
using Outlook with Google Apps Sync, you can get help any time by
clicking the Google Apps Sync icon in the system tray and choosing Online Help from the menu.
Also check out this Troubleshooting FAQ. If you still need help, contact your organization's help desk or support group.
Troubleshoot your installation of Google Apps Sync for Microsoft Outlook
Can I install on a 64-bit version of Windows?
installation may complete successfully, but Google Apps Sync is not
supported on the 64-bit versions of Windows at this time.
Why did my installation fail?
The most likely reason is that your version of Windows or Outlook does not meet the system requirements. Please review these system requirements, install any necessary updates, and try the installation again.
How can I tell if my computer meets system requirements?
To see which version of Windows you are using:
- On your desktop, right-click the My Computer icon, then click Properties.
- Click the General tab.
- The information under System lists your operating system, its version, and any service packs.
To see which version of Outlook you are using:
- In Outlook, click Help > About Microsoft Office Outlook.
- The first line of text details the version and any service packs that have been applied.
- You need to have the following version:
- Outlook 2003: 11.0.8169 or higher
- Outlook 2007: 12.0.6335 or higher
I'm getting the following error: Cannot register service. How do I fix this?
problem can be caused by having installed the Exchange Server
management tools, which include an incompatible version of MAPI32.DLL.
To remedy the problem, uninstall the Exchange Server management tools.
Where can I find the trace files?
Windows Vista: C:\Users\<username>\AppData\Local\Google\Google Apps Sync\Tracing\OUTLOOK.EXE
XP: C:\Documents and Settings\<username>\Local
Settings\Application Data\Google\Google Apps Sync\Tracing\OUTLOOK.EXE
Why don't sent messages show up in my Outlook Sent Items folder?
With the default Outlook settings, they should. If the original settings have been modified, restore the following default:
- In Outlook, click Tools > Options.
- On the Preferences tab, under E-mail, click E-mail Options.
- Select the check box for Save copies of messages in Sent Items folder.
How long does installation take?
If you have met your system requirements, the installation takes only a few minutes.
installation is finished, data synchronization begins. If you have
imported a lot of Exchange data to your Google Apps account, this
initial synchronization can take up to 24 hours. You can, however,
begin using Outlook immediately. For details, see Using Google Apps Sync.