Before you begin configuring Microsoft Outlook to access a user's U-M Google Account, you must first Enable IMAP Access on the account. Once this is done, you should also identify the user as an Archiver or Deleter. This is important because how they choose to handle messages when they are marked for deletion (i.e. archive, move to Trash, or expunge immediately) will impact how they manage their mail across other IMAP client(s) they may use, and how the client(s) should be configured. We have provided the recommended settings for both Archivers and Deleters below.
Configuring Google Apps Sync for Microsoft Outlook
Google Apps Sync for Microsoft Outlook is a plugin that allows users to use Outlook to access their Google Mail, Contacts, and Calendar. To begin configuring Outlook with Google Apps Sync, follow these steps:
- Download Google Apps Sync for Microsoft Outlook, and open the installer.
- After installation completes, it will prompt for the user to sign-in. Enter the user's U-M Email address (email@example.com), and their UMICH.EDU Kerberos password, and click Continue:
- Google Apps Sync will then prompt to select which data to import. Make sure to leave the box next to Import data from an existing profile unchecked, as this might merge unwanted and/or duplicate data into their Google Mail and Calendar (refer to Migrating .PST Files on the Google site for information on importing data):
- Click the Create profile button.
- Once Google Apps Sync setup is complete, click the Start Microsoft Outlook button:
- The Mail, Calendar, and Contacts in the user's U-M Google Account should now begin syncing with Microsoft Outlook. This process may take a few minutes, depending on the size of the mailbox.
Using Microsoft Outlook for Archivers vs. Deleters
By default, Outlook is configured to Delete messages by moving them to the Deleted Items folder after selecting them and pressing the Delete key. The Deleted Items folder is automatically synced to the Trash in Google, so messages moved there will be permanently deleted after 30 days. These messages can be immediately expunged by right-clicking Deleted Items in the Outlook folder list and selecting Empty "Deleted Items" Folder:
To Archive messages in Outlook, right-click the messages and select Move to Folder... Select to move the messages to [Archived] from the Outlook folder list, which is the equivalent of Google's All Mail. Messages can also be dragged-and-dropped to [Archived] using the mouse cursor. Since the folder name begins with the [ character, it should appear near the top of the alphabetical folder list. Note: [Archived] actually only shows messages that have no Label. Messages with Labels can be found in the corresponding Outlook folder.
- If you attach an email message (.msg or .eml file) to another message in Outlook, recipients using Google's web interface may not be able to read the attachment. Outlook users, however, will be able to read it.
- If you've added a non-Google account to Outlook, such as an IMAP account, you can't send messages from that account that were attached directly from another application. That is, if you're viewing a Microsoft Word or PDF document in another application, you can use that application's Send to > Mail recipient command to attach the file to a message you send from Outlook. However, if you select to send the message from your IMAP account, it will instead appear to come from your U-M Google Account.
- If you accept a calendar invitation from another Google user in Outlook by clicking the Accept button at the top of the message, then add a reply using Outlook's "Edit the response before sending" option, the recipient will get a reply indicating that you accepted the invitation, but your response text will not appear.
- For a full list of known issues, refer to Troubleshooting issues with Google Apps Sync.
Related U-M Google Links
Related Google Support Links