Gmail Setup for Outlook on PC

NOTE: The following set of steps will enable you to access mail, contact and calendar data from your Gmail account in Outlook, but may be very time-consuming if you have a lot of mail in your account. There is a separate process you can use that is much quicker to set up, but will not allow you to access contact or calendar data.

If Outlook is currently open, make sure to fully quit out of the application before continuing.

NOTE: The Synchronization Status window is set to automatically appear each time you launch Outlook, as the program will need to pull down any new data from your Google account and save it locally. You can uncheck the box next to “Open this window when Microsoft Outlook starts” to prevent this window from appearing in the future.

1. Download a program from Google called G Suite Sync

2. Run the installer that downloads by clicking on it in your Downloads bar. If it prompts you for permission to make changes to your device, click “Yes”.

3. Click on the Windows icon in the bottom-left corner of the screen and start typing the words “G Suite Sync”. You should see an option highlight that says “Set up a G Suite Sync user.” Click on this.

4. Enter your email address and click "Continue".

5. A browser window will open asking you to choose an account from sonoma.edu. Click on your account in the list (you may be prompted to sign in to your SSU Online Services as well).

6. You will be told that G Suite Sync for Microsoft Outlook wants to access your Google Account. Scroll to the bottom of the page and click “Allow”.

7. The G Suite Sync application will now prompt you to create a new profile in Outlook. Leave the “Import data from an existing profile” box unchecked and click “Create profile”.

8. Click “Start Microsoft Outlook”.

9. Outlook will open and prompt you to choose a profile. Select your brand new G Suite profile from the drop-down menu if it is not already selected, and click “OK”.

10. Your email, contacts and calendar will now begin syncing to your computer. A window will pop up showing the status of this process. Note that this step may take a while depending on the size of your email account.

11. When the process is complete, you will be able to click “Close”.
     

    NOTE: You may see a message that your email “synced with errors”. One likely cause of this is if you have labels in Gmail that share the same name with automatically-created folders in Outlook, like “Contacts” or “Sent Items”. As Outlook will put such items in the proper locations for you, you can safely ignore this error message.

12. Your email, contacts and calendar items should now properly appear in Outlook!

Gmail Setup for Outlook on PC (Mail Only)

The following steps describe an alternative method of configuring Gmail to work with Microsoft Outlook. While this process does not require your entire email account to fully synchronize with Outlook before use, please take note that your contacts or calendar items will not be available in Outlook if you choose this method. However, if this does not bother you and you simply want to get up and running quickly with your email alone, give the following steps a try.

1. Log into your Gmail account using the web interface and click on the gear icon located near the top-right of the screen. Select "Settings" from the menu that appears.

2. Below the word "Settings", click on the "Forwarding and POP/IMAP" subheading. Scroll down to the "IMAP access" setting and click the radio button next to "Enable IMAP".

3. Click "Save Changes".

4. Now, scroll to the top of the page and click on the icon near the top-right that looks like a 3 by 3 grid of dots. Then, from the pane that pops up, click on "Account".

5. On the sidebar on the left of the screen, click "Security".

6. Scroll down to the section entitled "Less secure app access" and click on the link that says "Turn on access (not recommended)".

7. Click on the toggle button to turn the "Allow less secure apps" setting ON.

8. Launch Microsoft Outlook. Click on the File tab at the top of the screen, then click the "Add Account" button.

9. On the "Add Account" window that appears, select the radio button next to "Manual setup or additional server types", then click "Next >".

10. Select the radio button next to "POP or IMAP" and click "Next >".

11. Fill in the fields with the following information. When you're done, click on the "More Settings..." button.
     

    Your Name: (your name)
    Email Address: (your email address)

    Account Type: IMAP
    Incoming mail server: imap.gmail.com
    Outgoing mail server (SMTP): smtp.gmail.com

    User Name: (your email address)
    Password: (your password)

12. On the window that appears, click on the Outgoing Server tab and check the box next to "My outgoing server (SMTP) requires authentication". Make sure that the radio button next to "Use same settings as my incoming mail server" is selected.

13. Click on the Advanced tab. In the Server Port Numbers section at the top, set the following values:
     

    Incoming server (IMAP): 993
    Use the following type of encrypted connection: SSL
    Outgoing server (SMTP): 465
    Use the following type of encrypted connection: SSL

    (You can leave all of the other settings alone.)

    Click "OK".

14. Click "Next >" one final time. Outlook will attempt to log onto this account and send a test email message, and a window will appear showing whether these attempts have succeeded or failed. If they've failed, go back and make sure that you've input all of the necessary information correctly. Either way, you can click "Close" once these tests have finished running.

15. The setup process is now complete! You should gradually start to see your old emails populate in Outlook.