SLCC Google Apps
Google Apps Sync Tool
- Install Google Domain for Google Apps Sync
- Using Google Apps Sync
- What's Different from Exchange
- Troubleshoot your installation of Google Apps Sync for Microsoft Outlook
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.
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 underUsing Google Apps Sync.
(Note: In XP, Profiles can be managed by going to Start>Control Panel>Mail>Show Profiles)
Don't 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.
- 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. A Dialog box will appear, offering you a chance to import your data:
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, chooseFrom a PST File and browse to the file on your computer or network.
- 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 themafterimporting Email can cause duplicate events.)
- 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 Outlook.
- In the next window that appears, click Start to start Outlook.
- 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 interface.
- You're now ready to use your new Google Apps account! For details, see below under Using Google Apps Sync.
Importing later from the Start menu
If 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 described above.
When 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 complete (although you can begin using Outlook right away).
Also, 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.
If 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.1. Create your Google Apps profile in Outlook as described above under I'm downloading Google Apps Sync myself or My administrator downloaded it for me.
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.
The 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.
Access from anywhere... With Google Apps Sync, your mail, contacts, and calendar events are stored both in the Google cloudandin Outlook on your computer. Google Apps Sync makes sure data is the same in both places by regularly copying, orsynchronizingit 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 Web browser.
... 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
When 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.
If 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.
You 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.
After 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 either interface.
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.
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 fieldwithouthaving 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 arestarsin 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 theSave copies of messages in Sent Items folderbox.
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."
With 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).
2. 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).
3. In Outlook, open your Account settings (choose Tools > Account Settings). On the Internet Calendars tab, create a new calendar using this address.
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.
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.
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.
However, 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,areavailable, 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.
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 Apps Sync.)
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 messages).
Using 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.
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.
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 start Outlook.
Your 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.
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 calendar.
Share my Calendar feature: You can't share your calendar in Outlook using the Share my Calendar option in the left navigation pane. However, youcanshare 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 inyourcalendar, 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.
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 updated.
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 calendars.
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 recipient 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 choosenotto 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 settings.
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, 2012, the event will stop recurring January 1, 2013.
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 remaining series.)
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 intended.
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 2 p.m., move this week's meeting to 1 p.m. (creating an exception), then reschedule the entire series to 3 p.m., this week's meeting will still be at 1pm. (In Exchange, this week's meeting would be moved to 3 p.m.)
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 Calendar interface.
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.
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 2 p.m. 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 really isn't.
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 can't).
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.
We'll 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.
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.
While 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.
Can I install on a 64-bit version of Windows?
The 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.
- 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
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
Windows 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.
If you have met your system requirements, the installation takes only a few minutes.
After 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.