/
Using Outlook with Gmail

Using Outlook with Gmail

Owned by Matthew Powell
Last updated: Feb 12, 2024
4 min read

Using Outlook on a computer to connect with Gmail is hardly the recommended process, but if the end-user MUST have Outlook here is how you can make it work.

Before You Use Outlook:

Outlook is NOT a preferred technology when interfacing with our email system since it circumvents several security technologies built into the Google Mail User Interface. Though outlook may have what appears to be a better more readable user interface, many improvements can be done to the look and feel of your Google Inbox to make it look the way you want it to, and also make it function they way you want as well. 

Before you say MAIL MERGE is the reason you must use Outlook, please consider that Google now has a mail merge function that should suffice for most of our Mail Merge users.

Google Mail Merge:

Functionality: Built-in functionality within Gmail and leverages Google Sheets for recipient data.

  • Pros:

    • Limits for daily and monthly sending volumes based on Gmail plan.

    • Allows personalization using merge tags based on recipient data.

    • Integrates seamlessly with Google Sheets.

    • Free for Gmail users.

    • Easy to use, intuitive interface.

  • Cons:

    • Limited customization options compared to dedicated mail merge tools.

    • Not suitable for highly complex campaigns with advanced personalization or branching logic.

    • Sending limits might be restrictive for high-volume senders.

Outlook Mail Merge:

Functionality: Requires add-ons like "Mail Merge with Attachments" or third-party integrations.

  • Pros:

    • More robust features and customization options.

    • Supports branching logic and conditional content for targeted messaging.

    • Handles larger, more complex email campaigns efficiently.

    • No inherent sending limits (depends on chosen add-on or service).

  • Cons:

    • Add-ons might require additional subscriptions or fees.

    • Interface might be less intuitive for non-Microsoft users.

    • Not directly integrated with Google Sheets.Step-by-step guide

How to Connect Outlook to Gmail

  1. Before you go through this process make sure you do not have an outlook profile setup yet.

    1. If there is one setup remove it using the dialogue that comes up while running "outlook.exe /safe"

    2. WARNING! This will delete any data that was not synchronized to the cloud from outlook!

  2. Make sure Outlook is closed before continuing.

  3. Download the Google Workspace Sync application: https://tools.google.com/dlpage/gssmo

    1. You will want the "DOWNLOAD .EXE FILE (RECOMMENDED FOR USERS)

  4. Install the application (You may need to get admin approval)

    1. Run the installer.

    2. When the installation is complete it will show an account login window: 

  5. Put in your work Gmail account.

    1. Make sure "remember me" is checked before clicking "Continue"

  6. Next you will sign in on your browser:

    2. You may need to put in your full email and password.

  7. Allow the terms:

  8. Configure the outlook profile:

      1. Do not check any boxes.

      2. Click "Create Profile"

  9. Start Microsoft Outlook:

      1. Click "Start Microsoft Outlook"

  10. Select the profile that it just created and Click "OK"

    1. The profile should be the email address followed by "Google"

  11. All emails, contacts, and calendar items should synchronize:

    2. Depending on the size of the mailbox this could take a while

  12. Testing

    1. If you create a test calendar event, be aware that it may not show up on devices such as phones until the next time you download the most recent emails. This can cause confusion, and make it seem like it is not working even if it is.

    2. Try to test using gmail.com to verify calendar events and the like as it should be almost real-time.



In the event that any of these steps do not work it could be caused by an OS or Application update. Check back to the original point of reference when creating this document found here:

https://support.google.com/a/users/answer/153871?hl=en&ref_topic=28354

Related articles







Related content