Google Cloud Apps Admins

Google Apps Sync For Microsoft Outlook

Written by Joey Allen (GCP Apps Admin) | November 16, 2015

Those who use Microsoft Outlook can conveniently access their Outlook email when using Google Apps with the Google Apps Sync plug-in. This plug-in works with many different Outlook versions, including Outlook 2003, 2007, 2010 and Outlook 2013.

 

Gmail users who are more familiar with the Outlook interface than the Gmail interface can use Google Apps Sync to access their Gmail account via the Outlook interface. 

With the plug-in, Google Apps users can access their Google Apps calendar, contacts, and mail when using Outlook. They can also automatically have data exchanged between their Outlook and Google Apps accounts. This means that they can access their Outlook account from any device on which they can pull up a browser page to log in to Google Apps. It also means that Outlook data is stored in the Cloud in addition to being stored on the hard drive of the computer(s) they use to run Microsoft Outlook.

Gmail users who are more familiar with the Outlook interface than the Gmail interface can use Google Apps Sync to access their Gmail account via the Outlook interface. 

Those interested in using Google Apps Sync to synchronize Outlook data and mail with Google Apps need to understand what data will be synchronized when the plug-in is used.

Synchronized data

In Outlook, notes and task data is synchronized between Outlook and Google. Data in Google Apps that is synchronized to Outlook includes any information in Gmail, Google Contacts, and Google Calendar.

While this gives a general idea of what information is synchronized, those who plan on using Google Apps Sync will need to look further into the details. Certain features within each of these Google applications- Gmail, Contacts, and Google Calendar- may not synchronize. For example, executable attachments and follow-up dates/reminders in Outlook will not synchronize automatically between Outlook and Google. 

Google posts more details on synchronization features available between Google Apps and Outlook online on its Apps Administrator Help pages. 

Data that is not synchronized with the plug-in

Data that remains unsynchronized after the Google Apps Sync plug-in is installed include journal entries from Outlook and follow-up flags. Distribution lists and rich formatting that's used to provide details in contact lists also will not synchronized. 

These data features that aren't synchronized will need to be separately entered in both Outlook and Google Apps if users want to be able to access the data in both places. 

With synchronization between Google Apps and Outlook, Google users can take advantage of the affordability and accessibility of Google Apps while also being able to use the Outlook interface with which their employees may be more familiar.