Best Practices for Using Microsoft Outlook with Google Workspaces Email

Google Workspace Sync for Microsoft Outlook (GWSMO) allows users to access their Google Mail directly within Outlook, instead of having to login to the Gmail website. 

This useful tool allows you to collaborate productively across multiple devices and platforms.  However, note that syncing is not currently supported for MacOS/iOS.  

In this article we’re going to cover several best practices that will help you sync Outlook and Google Workspaces with minimal headaches: 

Administrator Setup 

Before you can sync your Gmail account to your Outlook client, your network administrator will have to do some background setup. Depending on the guidelines established by your network administrator, you can download and install GWSMO yourself or have your admin download it for you. 

Install & Set Up GWSMO 

After the software is installed, you will need to sign into your Google Account to do some minor set up — such as setting up your signature and email filters.  

You should also note there are some differences between the two email tools. 

Some features in Outlook aren’t available, or might not work as you’d expect, when using Outlook with GWSMO. 

Some features to note:  

• Gmail uses “labels” instead of “folders” 

• Gmail uses “stars” instead of “flags” 
• Junk email in Outlook is labeled as Spam in Gmail 
• You can find messages in your Archived folder under All Mail in Gmail 

Recreate your Email Signature 

To use the same signature in Outlook that you use in Gmail, you need to recreate the 

signature in your Outlook settings 

Recreate Outlook Rules as Google  Filters 

Gmail uses Filters the same way Outlook uses Rules. You can recreate your Outlook Rules as Gmail Filters. Be sure to delete your current Outlook Rules or you may get conflicting results.  

Archived Folder 

The archived folder is for messages you want to remove from your Inbox but keep for reference. Google provides 30 GB of storage in the cloud for your personal Google Workspace account, including archived messages. 

Compose emails in HTML, not Rich Text 

Leave the default setting on HTML or sent messages won’t be readable. 

Choose a Profile 

Each time you start Outlook, you’re prompted to choose the profile for whichever account you want to open. Set your Gmail account as your default account to allow Outlook to open your Google Workspace profile automatically. Then you will not need to choose a profile each time. 

Vacation Responder 

You can set up automatic vacation responses in Gmail to let people know when you’re away from your mail. This is set up in your Gmail web interface. Do not use Outlook’s Out of Office feature. 

Mailbox Cloud Storage 

All your mail for your Gmail account is stored in the cloud. You only need to set your mailbox size only if you want to store more than 1 GB of mail in your local Outlook mailbox. Note that the smaller the mailbox the faster it will sync.  

Email Delegation from Gmail 

You can allow someone else to access and manage your Outlook inbox via Gmail. This is set up in your Gmail web interface. Do not set it up in Outlook.  

Mailbox Syncing Size 

In rare instances, users may run into issues syncing very large mailboxes. Syncing mailboxes that exceed Outlook’s 40 GB limit will cause Outlook to stall and will render Outlook unusable. 

 If you require more than 40 GB of mail within Outlook, contact your help desk or network administrator for a compatible workaround. Remember that you can always access all of your emails directly through the Gmail web interface. 

Keep in Mind! 

Remember, if the software malfunctions or freezes and you are having trouble accessing your Gmail messages in your Outlook client, you can always log into the Gmail web interface directly to access your messages.  

Syncing your Gmail account to Outlook will make email communication more efficient if you follow these best practices. Contact your network administrator or IT team If you run into issues using Outlook with Google workspaces.   

Dedicated to IT security and productivity,      

– Steve