Google Apps Sync Tool for Outlook (GASMO)

Migrating your Outlook or using Outlook with Google Apps has been made much simpler. Google Apps Sync for Microsoft Outlook® (GASMO) is a plug-in for Microsoft Outlook® 2003, 2007, or 2010 that lets you keep using Outlook to manage your Google Apps for Business or Education account. Specifically, Google Apps Sync syncs your mail, contacts, and calendar events between your Google Apps account in the cloud and your Google profile in Outlook, so you can access the same information at any time from either interface.

Ensure you are running the latest updates to Windows/Outlook (depending on your version)

[Links to Microsoft’s website are provided for your convenience. The links and their content may change without notice. Please consult Microsoft’s website for the latest configuration and support information.]

1. Download the current version of the Outlook Sync Tool

2. Sign in to Google Apps

After Google Apps Sync for Microsoft Outlook® downloads and installs, you’re prompted to sign in to your Google Apps account. Remember that this must be a Google Apps for Business or Education account. Signing in here lets Google Apps Sync connect to your account to get ready for importing and synchronization.

You only have to do this once as long as you check the Remember me box (see below):

  1. Enter your email address (the one you’ll be using with your Google Apps account).
  2. Enter your password, choosing one of the following options:No, help me sign in: Select this option if you’ll be using a non-Google Apps password to sign in to your account—that is, if your administrator has set up a Single Sign On service that signs you in to other services in your organization, along with your Google Apps account.Yes, I have a password: Select this option if you’ll be signing in with your Google Apps password. Then enter the pasasword here, too. (If no one has told you otherwise, this is probably the option you should select.)
  3. Check Remember me (don’t skip this step). Check this box no matter which password option you choose above. Google Apps Sync needs to remember your password, otherwise it will ask you to sign in each time you start Outlook.
  4. Click Continue when you’re done.

Next, let’s create your Google Apps profile for Outlook, and import some data.

3. Create your profile and import data

Next, you’re prompted to create a Google Apps profile for use in Outlook. This step is also where you can import data from your existing Outlook profile to your Google Apps account, and set a few other options. You can import data directly from a Microsoft® Exchange profile (if you’re using Exchange). Or export it first from Outlook as a PST file, and import that. You can also skip importing for now and import later instead.


If you’ve already imported data into this Google Apps account, don’t re-import the same data now, or you may end up with duplicate calendar events, contacts, or notes.


  1. To import your old data now, check Import data from an existing profile. Then choose where to import from. If your Exchange profile is listed, choose its profile name to import directly from the profile—Google Apps Sync takes a snapshot of the profile’s current data and imports just that. If instead you’ve exported your data from Outlook to a PST file, choose From a PST File and browse to the file on your computer or network.If your import options aren’t available (they’re grayed out so you can’t select them), you need to install a separate tool to import data. For details, see enable my import options.
  2. Specify what to import (just check each appropriate box). To speed up your importuncheckDeleted messages and Junk email, as you probably don’t need any of these messages.What gets imported?
  3. Send crash reports to Google: Help us make Google Apps Sync better by automatically sending usage statistics and crash reports to Google. Learn more.
  4. Turn AutoArchive off (click Show advanced settings) (you can turn it back on later): Outlook’s AutoArchive feature either removes old email from Google Apps or stores it in a separate file on your computer that isn’t synchronized with your Google account in the cloud. To instead keep a copy of all your archived messages with your Google account, turn AutoArchive off and place messages you want to archive in your Google Apps Archived folder (available in Outlook when using Google Apps Sync).
  5. Click Create Profile to continue.

You’re almost done—you just need to wait for importing to begin and start Outlook.

4. Monitor your migration

If you chose to import data, Google Apps Sync for Microsoft Outlook® launches a tool that begins to import data to your Google Apps account. Contacts are imported first, followed by calendar data, and then email. Contacts and calendar events import directly to Outlook and synchronize with your Google Apps account on the web only when you start Outlook. Your email, on the other hand, imports directly to Google Apps and begins to be available from the web even before you start Outlook.

If you’re importing from a Microsoft® Exchange profile, you’re prompted to log in to Exchange. The migration tool then performs a one-time import of data currently in the profile (it doesn’t continue importing new data from Exchange later).You can monitor your migration’s process to see the number of items migrated and the number of items remaining. See what gets imported and synched.


What to expect during migration

  • How long does it take? Depending on how much mail and other data you have, it might take several hours for all of it to import (although you can start Outlook and begin to work in your Google Apps account right away).
  • Pause a migration. To temporarily halt importing, click Pause Migration. Click Resume Migration to continue importing from where you left off.
  • Restart a migration. If your import is interrupted and you need to run the migration again (say, if you click Cancel or if you have to shut down your computer), simply rerun the wizard. To avoid importing duplicate contacts, select the option to Migrate only new data.
  • My Internet connection went away. If the migration is interrupted without closing the wizard—say, if your Internet connection goes away—it will resume where it left off if the connection comes back soon. Otherwise, you should start a new migraiton. To avoid importing duplicate contacts, select the option to Migrate only new data.

Did everything migrate?

To see the status of your migration, such as any errors that might have occurred, click the Migration log file link. This opens the log file for the current migration. You can find log files from all your migrations at: C:\Documents and Settings\your-user-name\Local Settings\Application Data\Google\Google Apps Migration\Tracing\.

While you’re waiting for your migration to finish (or if you skipped migrating), go ahead and start Outlook.

5. Start using Microsoft Outlook

After you create your Google Apps profile, a window appears where you can start Microsoft Outlook®, then synchronize with the cloud to begin using Google Apps.

  1. Click Start Microsoft Outlook to start Outlook. (You can do this even if your data is still migrating.)
  2. If you have Outlook profiles other than the Google Apps profile you just created (such as a Microsoft® Exchange profile you’re importing from), Outlook prompts you to select which profile to open. Be sure to choose your Google Apps profile to begin using your new account. (To later access your old Exchange account, just restart Outlook and choose your Exchange profile, instead.)
  3. As soon as Outlook opens your Google Apps profile, Google Apps Sync begins synchronizing with your Google Apps account in the cloud. If you chose to import data, your data might be importing for awhile, too. See what gets imported and synched.Be patient when importing! It might be a few minutes before any data appears in Outlook. Importing and the initial synchronization, moreover, can take up to 24 hours or more to complete (although you can begin using Outlook right away).
  4. You’re now ready to use your new Google Apps account—from either Outlook or the Google Apps web interface! For tips on what to do next, see get started with Google Apps Sync.
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