Gmail and Outlook are one of the top 3 platforms being used for email communication all over the world. And integrating Gmail with Outlook can be a pivotal task for countless users striving for a unified email experience.
Is it possible? Yes.
Is it simple? Definitely!
For most businesses, while choosing between Gmail and Outlook is common, both platforms usually get used side-by-side for their different features and easy integration with their respective Google and Microsoft workspace.
In this article, we will guide you through those 3 simple steps to sync Gmail Outlook settings and emails seamlessly in 2024.
Getting Started to Sync Outlook with Gmail
Before we deal with the Gmail Outlook mail settings, ensuring that everything is in place is helpful.
These initial steps set the groundwork for smooth integration, allowing your emails to flow between the two platforms seamlessly:
1. Update Your Software
Before diving into the sync process, ensure your Microsoft Outlook and Gmail applications run the latest versions.
To prioritize security, Google advises using Gmail exclusively with email clients that support OAuth. If you're utilizing the most recent version of Microsoft Outlook, this requirement should pose no issues.
2. Create a Backup
While the synchronization process is designed to be seamless, creating a backup of your important emails and data is always essential. This acts as a safety net, ensuring no crucial information is lost during syncing.
- In Outlook, go to "File" and choose "Open & Export".
- Select "Import/Export" and follow the prompts to export your emails to a PST or CSV file. You can also use a data export plugin for this backup in Outlook or an external one for Gmail.
3. Confirm IMAP settings
To initiate combining Gmail Outlook settings and emails, enabling IMAP (Internet Message Access Protocol) on your Gmail account is crucial. This sets the foundation for a smooth communication channel between Gmail and Outlook.
IMAP allows emails to be synchronized across multiple devices, ensuring that any action taken on one device is reflected on others.
This leads us to the first step in our guide right ahead!
How Do I Sync Outlook with Gmail? – 3 Simple Steps
Synchronizing Outlook with Gmail involves a series of straightforward steps, each crucial in establishing a seamless connection between these email powerhouses.
Let's start with our 3-step guide:
Step 1: Enable IMAP Settings
This step is the most important to successfully and securely sync your email accounts.
Here's how you can enable IMAP:
- Log in to Gmail – Open your account and navigate to the gear icon in the upper-right corner. Select "See all settings" to access advanced settings.
- Access IMAP Settings – Click the "Forwarding and POP/IMAP" tab. Under the "IMAP Access" section, select "Enable IMAP." Ensure that you save changes to activate IMAP on your Gmail account.
It's that easy! You've laid the groundwork for two-way communication between Gmail and Outlook by enabling IMAP.
Step 2: 2-step Verification and Password
Once you've completed Step 1 of enabling IMAP settings, the next crucial step ensures secure access without compromising safety by generating a password to verify your synced emails.
If you already have multi-factor verification on Gmail, you can move on to the section for setting up passwords.
Follow these detailed instructions to set up 2-step verification:
- Navigate to your Google profile image and select **"Manage your Google account." **Within your Google account settings, locate the "Security" tab.
- Under "How you sign in to Google," click on "2-step verification."
- Click "Get started" to protect your Google account with 2-step verification. Provide your phone number and press "Next." Google will send a verification code via text message. Enter the code and click "Next."
- Finally, click "Turn on" to activate 2-step verification for your Google account.
Now it's time to Generate an App Password:
Head back to the **"Security" **tab, then "How you sign in to Google," and click on "2-step verification." Then, click on "App passwords."
In the "App" menu, select "Mail." In the "Device" menu, choose your device type, and click **"Generate." **Google will generate a new app password. Copy this 16-digit code and click "Done."
Use this app password when Outlook prompts to verify your identity and confidently access your Gmail account.
Step 3: Sync Accounts
It's finally time to configure Outlook to sync with your Gmail account. Follow these steps:
Open the Microsoft Outlook app on your desktop. Please note that this process cannot be executed from the Outlook web app. Select "File" from the top menu.
Under "Account Information," click on "Add Account." A new window will appear. Click "Advanced options" and select "Let me set up my account manually."
Type in the email address of your Gmail account and click on "Connect." Under "Advanced setup," choose "IMAP." Edit your IMAP account settings with the following information:
Incoming Mail (IMAP) Server:
- Server: imap.gmail.com
- Requires SSL: Yes
- Port: 993
Outgoing Mail (SMTP) Server:
- Server: smtp.gmail.com
- Requires SSL: Yes
- Requires TLS: Yes
- Requires Authentication: Yes
- Port for SSL: 465
- Port for TLS/STARTTLS: 587
Once settings are entered, click on "Connect." Outlook will initiate the connection with your Gmail account.
How to Sync Outlook Google Contacts?
Here's a step-by-step guide on how to sync your Outlook contacts with Google:
- Open your Gmail account. Click on "Settings" and then select "See all settings".
- Navigate to "Accounts and Import. Click on "Import mail and contacts".
- Enter your Outlook email address and click on "Continue." Sign in to your Outlook account and then click on "Continue".
- Grant Gmail permission to access your Outlook messages and contacts. In the "Import options" window, select "Import contacts," "Import messages," and "Import messages for the next 30 days." Finally, click on "Start import".
You might encounter duplicate contacts after combining the two platforms. Find out how to remove duplicate contacts from Outlook to ensure your contact groups and lists are organized for all campaigns
How to Sync Outlook into Google Calendar?
If your Gmail and Outlook email accounts are synced, your Outlook email appointments, events, or tasks will, by default, start showing up on Google Calendar.
In case your Outlook does not sync with Gmail Calendar directly, use the following steps:
- Navigate to the Outlook App Settings.
- Click on Account Info for your MS Email account.
- Enable the "Sync Calendars" option.
Upon doing so, you'll receive a prompt to "Allow" Outlook access to your phone's calendars. After granting permission, you should be able to synchronize Outlook and Google Calendar.
5 Tips to Make the Most of Combined Gmail Outlook Email Settings
Here are some actionable tips to make the most of your combined Gmail Outlook email settings:
1. Utilize Folders and Labels
Two accounts in one can get disorganized quickly.
Create folders in Outlook and labels in Gmail to efficiently categorize and organize your emails. Use consistent naming conventions to streamline navigation between the two platforms. This ensures that your emails are neatly arranged and easily accessible.
2. Set Up Filters
Leverage email filters in both Gmail and Outlook to automatically categorize incoming emails based on specific criteria. This saves time and ensures that your synchronized inbox remains organized and clutter-free. Especially when looking for that one important email!
3. Regularly Update App Passwords
If you've enabled 2-step verification for added security, make it a habit to update your app passwords regularly. This ensures continuous synchronization and protects your accounts from potential security threats.
4. Explore Advanced Settings
Dive into the advanced settings of both Gmail and Outlook to customize your synchronization preferences. Adjusting settings such as synchronization frequency, email retention periods, and notification preferences allows you to tailor the integration to suit your needs and preferences.
5. Backup Regularly
Periodically backup your emails to prevent data loss. Both Gmail and Outlook offer options to export emails. Regular backups act as a safety net, especially when handling large volumes of emails or during major account changes.
Enjoyed this article?
We have a whole library of useful articles for you to readShow me the library of Outlook articles