Last reviewed on April 27, 2015   —  139 Comments

Applies to: Microsoft Outlook 2013, Outlook 2010, Outlook 2007 and older

The recommended method of using Gmail accounts in Outlook is to use IMAP. However, this only syncs email, not your Gmail calendar and contacts. If you don't have a Google apps account you'll need to use a utility to sync your Gmail calendar and contacts to Outlook. See Google Calendar Sync Utility for sync options to replace the Google Calendar sync utility that was discontinued August 1, 2014.

You need to configure the account settings online to allow IMAP (and/or POP3) at Gmail settings. This needs configured only the first time you use Gmail.

Configure the account

If you let Outlook configure your Gmail account, it will set it up as IMAP. If you don't want to use IMAP you'll need to configure the account manually.

More Settings, Advanced tab settings for GmailUse the following settings:
Incoming server name: imap.gmail.com
Outgoing server name (SMTP): smtp.gmail.com

Use your full Gmail address, including @gmail.com or @your_domain.com as the username.

In More Settings, Advanced tab, set the Incoming server to use port 993 and SSL encryption. The Outgoing server uses port 587 and TLS encryption.

On the Outgoing Server tab, select My outgoing server (SMTP) requires authentication and Use the same settings as my incoming mail server.

Note: this screenshot is from Outlook 2013; options on the lower half of the dialog in other versions will vary.

Setting a Sent Items folder

Beginning with Outlook 2007, you can choose a Sent folder for your IMAP accounts. While there is no problem using a folder on the IMAP server with most IMAP accounts, you DO NOT want to save a copy of sent items in the Gmail folders. Saving a copy in the Gmail folders will result in two copies of Sent Messages. If you use Gmail's SMTP server, Gmail will put a sent copy in the [Gmail]/Sent Mail folder automatically.

Either configure Outlook to not save sent copies of the Gmail mail or Save it in your local sent folder. Saving a copy locally will result in two copies of the sent message (one local and one saved by gmail online), but this is necessary if you use BCC and later want to check who a message was sent to.

Outlook 2013

Outlook 2013 removes the ability to choose the Sent folder, instead, it asks the IMAP server which folder it should use. If the server supports XLIST or enhanced-list, or Outlook can match a folder on the server to it's folders by name, sent items will be stored in the Sent folder on the server, otherwise they will be in the local Sent Items folder.

GMail Sent Folder in Outlook 2013In Outlook 2013, Gmail uses the Sent folder on the server. This folder is automatically subscribed to your IMAP account; expand the [Gmail] folder to find the Sent folder.

Messages sent through the Gmail account will sync down to Outlook on the next sync, or when you open the Sent folder.

Setting a Deleted Items folder

Outlook 2010 introduced the ability to save Deleted items on the IMAP server. As with sent items, this works fine for most account types but has unintended consequences with Gmail accounts.

The problem is with how Gmail manages email, using Labels instead of folders. Labels are converted to folders for IMAP access. Deleting a message removes all labels from the message, leaving the message in the [Gmail]/All Mail folder, which shows all messages, whether or not they are labeled. To delete a message from all folders, you will need to move it to the [Gmail]/Trash folder.

Moving deleted messages to your [Gmail]/Trash folder will delete the message in all folders. Deleting a message from the Trash folder deletes it permanently.

If you use Shift+Delete to permanently delete messages, they will be deleted in Outlook and from the account online, bypassing the Deleted items folder. They cannot be recovered.

Do not configure Outlook to empty deleted items on exit. It can take "forever" for Outlook to close when used with IMAP accounts. Gmail will keep deleted items for 30 days before deleting them permanently.
 

Subscribe to folders

You can control what folders are visible in your IMAP clients by subscribing or unsubscribing from IMAP folders.

Right click on any folder in your IMAP account and choose IMAP folders... to open the IMAP folders dialog. Click on the Query button to list all folders or type a few letters in the Query field then click Query to display only folders containing those letters.

Folders displayed with a small envelope icon are subscribed, those without the envelope are visible only using your server's web access.

Select a folder and click the Subscribe or Unsubscribe button to change it.

I do not recommend subscribing to the [Gmail]/All Mail folder. This duplicates all messages in the other folders and will double the size of your data file.

Subscribe to imap folders

Note that the subscribed folder list is stored on the server and will apply to all devices you access using IMAP. You can't subscribe to all folders on your desktop computer and only the Inbox on your tablet or laptop.

Unsubscribe the All Mail folders

Junk Email

Do not enable Outlook's junk mail filter. Gmail's spam filters are generally better than Outlook's junk mail filter and using both can result in confusion.

Utilities to Sync with Google Calendar and Contacts

CompanionLink for Google
CompanionLink for Google

Do you need a solution to sync Outlook and Gmail Calendar and Contacts when Gmail ends ActiveSync? CompanionLink keeps Microsoft Outlook and your Google account synchronized. Make changes in Outlook and those will update your Google account. And vice versa. Set the auto-sync feature to automate the entire process. CompanionLink works with any Google, Gmail, or Google Apps account.

Bynari Outlook WebDAV Collaborator

The WebDAV Collaborator is a powerful plug-in for synchronizing your CalDAV calendar and/or CardDAV contact data to Outlook. Works with Gmail calendar, Yahoo, Zimbra, Zarafa, Atmail, and more. Outlook WebDAV Collaborator is compatible with Office 2013. Outlook 2003-2010 32/64 bit support.

Calendar Sync +

This utility synchronizes Outlook calendar entries to a designated Google calendar. It allows user to choose Outlook Profile, Mailbox and Calendar. It deletes old entries from Google calendar and updates new appointments. User can Setup Sync Frequency as Hourly, Daily, or Weekly. Uses .Net framework 4.5. Outlook 2007 and above are supported.

Calendar Sync for Outlook and Google Calendar

Software to sync Outlook Calendar appointments with Google Calendar events. Allows you to sync one-way with either Outlook or Google as master as well as 2way sync by last changed appointments/events. Option to schedule a sync at regular intervals.

CompanionLink for Mac

CompanionLink for Mac keeps Outlook for Mac contacts, calendars, tasks, and categories synchronized with either a Google account, smartphone, or tablet. You can choose your destination in the Settings menu of the software. Two-way direct sync.

Contacts Sync for Outlook and Google Contacts

Contacts Sync - Synchronize Outlook Contacts with Gmail - Freeware and Pro version. 2way contacts sync, sync Outlook Categories, pictures, notes, sync by last changed contact, skip Outlook Category, sync Outlook Contacts to 2 Gmail accounts, Preview Sync with option to download entire Outlook/Gmail contact list as single CSV file and more.

EVO Collaborator for Outlook

EVO Collaborator for Outlook is a CardDAV and CalDAV add-in supporting 32- and 64-bit Outlook 2007 to 2013. Sync Outlook address books with CardDAV servers and calendars and tasks with CalDAV servers. Works with SabreDAV-based WebDAV servers, iCloud and Yahoo and AOL (in read only mode). Map Outlook's default address book, calendar or task within a CardDAV/CalDAV profile. Download EVO Collaborator for Outlook

GO Contact Sync Mod

GO Contact Sync Mod synchronizes your Microsoft Outlook contacts with your Google Mail address book, including pictures, categories and notes. Since version 3.5.6 it also syncs your Outlook Notes on demand to Google Drive. Since version 3.7.0 it also syncs your Outlook Calendar Appointments on demand to Google Calendar. This Mod fork adds many enhancements and bug fixes to the obviously dead project 'Go Contact Sync'.

GooOut Multisynchronizer

GooOut syncs Outlook calendar and contacts with your Google / GMail account. Stay in the known and up-to-date by synchronizing your Google Account on your Google based smartphones. Sync Outlook Calendar & Contacts with Google Calendar & Contacts, one way sync and Merge possible. No server needed.

gSyncit

gSyncit is an Outlook add-in that allows for two-way synchronization between Google and Outlook calendars, contacts, notes, and tasks with your Google account. In addition, gSyncit also supports synchronization between Outlook and Toodledo, Pocket Informant Online, Evernote, Dropbox, Simplenote and Nozbe. Version 3.6 and higher support Windows 8 and Outlook 2013. Supports Outlook 2010 and 2013 64-bit.

OggSync

Sync Google calendars and contacts with Outlook. Requires yearly subscription.

Outlook Google Calendar Sync

Outlook Google Calendar Sync is completely free and syncs from the default Outlook calendar or any subfolder of it to a Google calendar of your choice. Attendees, reminders, free/busy attributes are all synced and events can be merged with existing if you need to. Does not need to be installed (can just be unzipped) and can automatically sync on a schedule or on request. Currently only one-way sync from Outlook to Google, but two-way sync is coming soon.

Outlook4Gmail

Outlook4Gmail is a free Outlook add-in providing easy contacts synchronization of your Outlook and Gmail accounts and address books.This add-in uses these Outlook and Gmail contact details: Name, Company, Phones, Emails, Addresses, Dates, Persons, Notes, etc. You define the direction of synchronization/update: you can sync or update either the Outlook or the Gmail address book (one-way synchronization) or choose to update both accounts simultaneously (two-way synchronization). Paid version syncs Gmail calendar too.

Sync2 for Outlook

Sync2 is a Microsoft Outlook sync tool to synchronize Outlook with Google, on several PCs, tablets or smartphones. Sync Outlook folders, such as email, calendar, contacts, tasks, notes and journal between multiple PCs without a server. Sync Outlook Calendar, Contacts and Tasks with Google, smartphones and tablets. Two way sync ensures that all changes made on any of the devices, will be moved to others. Latest version of Sync2 features an automatic Contact and Calendar folder backup and instant synchronization of changes made on Outlook folders. Version 2.62.2638

SyncMyCal

Use SyncMyCal to synchronizes Google Calendar calendaring service and Microsoft Outlook calendars automatically. Sync multiple calendars in Google Calendar calendaring service with single Outlook calendar and vice versa. Free Lite version available.


Discuss in our community

Comments

  1. David Goodmanson says

    Hi, I clicked on the link in an "Answers" response to find info about synchronising Gmail and Outlook. I have had (and still have) the "Missing Folder(s) problem, as yet unfixed despite running the Inbox Repair Tool. Anyway, I would love to get some help with synchronising gmail and outlook 2010. I can't afford the loss of information that happened by losing the folder that was lost. I am quite shattered about it really. Anyway, any help would be really wonderful. Can you guide me or suggest in anyway.
    Regards
    Dave
    Albury, Australia

    • Diane Poremsky says

      Without having some idea about what happened to the missing folder, it's hard to say what needs to be done to prevent a similar loss in the future.

      Are you using IMAP? If so, is the missing folder subscribed? Right click on the imap folder inbox and choose IMAP folders... click the query button and see if it is listed on all folders tab.

    • katie steve says

      You can configure Outlook to handle your Gmail account as a POP3 or as an IMAP account. Depending on your choice, you have to enable the related account option in your Gmail account (Gmail Settings -> Forwarding and POP/IMAP).

  2. John HIgbie says

    I have 2 Gmail accounts and 2 non-Gmail accounts and I understand that within Outlook I have to stop saving sent mail in the Gmail accounts because the Gmail server also saves each sent mail in the same folder, thus I have duplicates. I cannot use the check box in Options/Mail to stop this because when I do, I also stop saving sent mail in the non-Gmail accounts. If I go to the individual mail accounts via File, Account, Account, More Options, and click the radio button for ‘do not save copies of sent items’ for the 2 Gmail accounts, everything works great.

    Here is the question - The next time I open Outlook, the radio button is magically reset to ‘save sent items in the following folder’ with Sent Items highlighted. So I am back to duplicates. Do you have a hint?

    • Diane Poremsky says

      Set the option then immediately close Outlook. Wait a minute then open Task Manager and see if Outlook.exe is listed on the Processes tab.

      Reopen Outlook - did the setting stick?

      If Outlook doesn't close cleanly some settings are not saved. If your only reboots are when Windows reboots after installing updates, settings may not be saved.

  3. John Higbie says

    Diane,

    I finally got it to stick, so I offer this for your future reference. I was setting the radio button under Sent Items, clicking OK, and then instead of clicking Next, that causes a test email to be sent, I clicked cancel. After that, in the same Outlook session, I went back in to see that the radio button was still set and it was. So I thought everything was set. When I closed and reopened Outlook, it reverted back to the previous setting. So this time, I tried setting the radio button, OK, and then Next and allowed the test message to be processed. That’s probably all I was doing wrong but I went further.

    Outlook was the only thing running after a fresh reboot, other than all the garbage that runs all the time. I did the setting as described above, then closed Outlook and rebooted. When I opened Outlook again, the setting stuck. Thanks for all your help on this complex piece of software.

    John

  4. pagelizard says

    Diane - I just set up a Nimble account and it won't sync with my Outlook IMAP account. So I set up a Gmail IMAP account that will sync with Nimble. I want that Gmail account to act as a proxy so that all my incoming mail is forwarded to Gmail (and thereby Nimble) and all my sent mail as well. I only want the sync to work one way ie nothing coming from Gmail to Outlook. Can you please advise how I configure this?

    • Diane Poremsky says

      In Send/Receive Settings (Ctrl+Alt+S) Select the Send and receive group (All groups for most people) and click Edit. Select the Gmail account and deselect Receive items.

  5. Brian says

    I have a unique problem. I have Outlook 2003 that uses IMAP to sync with my gmail account. I use Companionlink to sync contacts and calendar. All is good.., and here comes the "but". I occasionally will get an email (always HTML) that is broken text. It seems to be for specific email senders. When I go to my gmail account and look at the message there, it is not broken.

    • Diane Poremsky says

      In what way is it broken? If the message has a header outlook considers malformed, it won't render the html properly. This is the likely cause since one sender is affected.

  6. Osama says

    I have another problem, that I was using outlook POP3 on a local company's Exchange Serever mailbox for many years which caused in more than 14gb .PST file , lately i switched to gmail and i configured Outlook as IMAP, now i need to know how to import my old POP3 PST 14gb file to outlook IMAP and how to prevent IMAP from uploading 14gb to Gmail's mailbox.

    thanks in advance for your endless support.

  7. Diane Poremsky says

    If you don't want the mail uploaded to Gmail, you need to keep it in the pst file, which you can open in your profile using File, Open, Outlook Data File. If the mail is imported into the imap pst, it will be uploaded - you can't avoid it.

  8. jerseydude says

    I was loving Outlook 2013 until I realized that deleting in Outlook moves the message into GMail's trash folder. In Outlook 2010 I was able to map the IMAP delete folder to a different folder so that my messages were archive rather than deleted. Any idea on how to get the Outlook delete function to archive instead of trash? Thanks.

  9. Jeffery Breisch says

    Great info about subscribing to IMAP folders. Since Google Apps Sync is broken for Office 2013 this was a great tip. Thanks for the info! Cheers

  10. brfenske says

    Hi Diane, Some other people are reporting this problem but I can't find a solution. I've used GMail in IMAP mode in Outlook 2010 for a couple years. Sending and receiving have always worked fine except when I send mail to my wife, which is of course not making me popular at home! She uses speakeasy.net and my address shows there in her Allowed Senders list. If I send from GMail using Chrome, IE or my phone she receives it. But if I use Outlook, either at home or at work, she does not. What could Outlook be doing differently to my sent message? I get no errors. It shows up in my Sent Items both in Outlook (twice! Thanks for the tip above!) and in my GMail Sent Items folders. Sending to other accounts works fine as far a I know because they reply to me. I'm out of ideas. Thank you, Brian

    • Diane Poremsky says

      Somewhere there is a filter that is probably tagging it as spam. When Outlook 2010 was first released a major filter was blocking it, but that was fixed a long time ago. They could also be tagging the sending SMTP server as not allowed - generally speaking, mail clients use a different SMTP than web mail.

      Does she have web access with her account? she should log in and see if its in the junk folder online and see if she can whitelist your address.

  11. brfenske says

    I checked her web mail settings. None of my messages are in the junk folder or trash. My address is in her Allowed Senders and not in Blocked Senders. How would I determine what Speakeasy sees as the sending SMTP server? Wouldn't it just be smtp.gmail.com?

    • Diane Poremsky says

      You'd have to compare message headers for mail sent using web mail and mail sent using outlook and see if they route through the same servers.

  12. James says

    Hello Diane, I am getting 2 duplicates gmails when I send a message.
    I want to be able to see my sent gmail messages on other devices, however, right now I am seeing both sent messages on every device. When I send from outlook 2013 it is saving duplicates in the same gmail folder. How do I change it so I only see 1 email sent message from any device.

  13. James says

    Tx for the reply Diane. Right now none of my emails are being saved to outlook 2013 (computer only) - they are however being saved twice in my IMAP folder in outlook 2013 . For example if I go to my gmail online there are 2 sent messages for every message I send from my desktop. If I email from mobile device, gmail online etc.. there is only 1 sent email message. I can't figure out why outlook 2013 is creating 2 sent messages?

  14. Paulo says

    Hi,
    I would like to ask your help with following issue: I configured an IMAP gmail account in Outlook 2010 and I have a message in outlook inbox that has an encoding problem in header where both the From and To fields display an incorrect codification. However, when I see the message in the Gmail webmail everything is OK. Also, I deleted the IMAP account and configured it as POP3 and the header message in Outlook appeared correctly. As for me it is very important to use the IMAP configuration, I would like to know if there is a way to solve this problem? Is it related with Outlook or with Gmail IMAP?
    For your information, the header in outlook IMAP do not display the Portuguese caracthers like "ç" or "é" or "ê".
    Thank you very much in advance.

    • Diane Poremsky says

      It's odd that it works in pop3 but not imap - but there is no setting within outlook that will address it for one specific account. The international settings are near the bottom of the File, Options, Advanced page but the settings affect all accounts so i don't think tweaking them will help but it might be worth a shot.

  15. Paulo says

    Dear Diane,
    Yes, it is completely odd... Regarding the international settings what configuration do you recommend me to set?
    Thanks.

    • Diane Poremsky says

      In reading it in the light of day, it looks like its only for outgoing messages, so it may not help at all. I'd try Unicode UTF-8 - you'll need to check it on new messages downloaded after changing the settings or clear offline folder (right click on the folder and choose Properties to see the Clean offline button) and re-download the messages. Change it back to the setting it was on if it doesn't help.

  16. James says

    hello Diane,

    when I send emails from my gmail account in outlook 2013 , duplicates are shown of each of my sent messages in my gmail sent mail folder. my outlook 2013 internet settings "do not save copies of sent items" is not checked.

    • Diane Poremsky says

      In Outlook - File, Account Settings, double click on the Gmail account, then More Settings, Advanced - Do not save sent items should be checked. This will apply only to the gmail account.

  17. James says

    Tx Diane, I can't believe I misread that ... wow :)
    hypothetical question, I am debating using either hotmail or gmail in outlook 2013... if I forward my gmail to hotmail and select send message to trash in gmail mail settings I am getting 2 emails in my people pane (one from the hotmail folder and one from the trash folder) Outlook will not let me unsubscribe from the trash folder. Is there a way to hide the gmail trash folder?

    • Diane Poremsky says

      To the best of my knowledge, no, you can't hide it. Are you including deleted items in the search results? I'm not sure it will help here. but it's worth checking. File > Options > Search to check.

  18. James says

    no, "include messages from the deleted items folder in each data file when searching all items" is unchecked. If I want to forward my gmail to hotmail and not have any duplicates from received messages (archived or deleted gmail), my only solution is to not include my gmail account in send/receive settings.

  19. Arnaldo says

    Is there any free tool to sync outlook and google calendar now that google has discontinued its own service?

  20. Lynndell Epp says

    I'm having this same issue in Outlook 2010. The deleted from my inbox used to stay in All Mail, but now it's going to Trash. I want it to stay in All Mail. I logged into Gmail and checked the setting in the Forwarding and POP/IMAP tab and the "archive the message (default)" is checked but the selection is also greyed out. Do you know how to get my messages to stop going to trash when deleted from the inbox in Outlook 2010?

  21. Simon says

    I am using Outlook 2013 for my business mail and have Gmail account for personal stuff. This is also accessed through Outlook. But I have noticed that any emails sent via gmail in Outlook are not being saved in my Sent items box as seen in Outlook but they appear in Gmail if I access my account via Googles home page. Any ideas?

    • Diane Poremsky says

      The IMAP sent folder should sync down. In the IMAP folders, look in the [Gmail]\Sent Mail folder.

  22. Lynndell Epp says

    I use Gmail and Outlook 2010. The deleted emails from my inbox used to stay in the All Mail folder within gmail, but now they are going to the Trash folder. I want it to stay in All Mail for archive reasons. Is there a good solution for this?

    • Diane Poremsky says

      In File, Account Settings, double click on the account then More Settings then Deleted items tab. What is your setting? What are you settings in gmail's settings for imap accounts?

  23. Simon says

    Aah, found it :). Just surprised that they did not turn up in the folder called Sent Items...
    One other thing. I notice that all my sent emails are being saved as 2 copies in the Sent mail folder. Why is that?

  24. andrewgoldy says

    Hi there, but then when I check the "Do not save sent items" option, then I can't find a copy of the sent email in Outlook 2013. It appears in Gmail online, just not in my sent items folder in Outlook 2013...

    • Diane Poremsky says

      When you use an IMAP account, the send items are saved in the IMAP sent folder. The Gmail Sent folder should sync with Outlook.

  25. Roly says

    Hi Just tied to install gsyncit and it keeps telling me that Outlook needs to be 64 bit when it is. Here are the details:
    Was windows 7 but upgraded to windows 8 (brand new machine)
    Office 2010 was pre-installed but upgraded to Office 2013 immediately.
    Downloaded the Gsyncit 64 bit to test it the software
    Error message "Installation required Outlook 64bit version"

    Any ideas on what can be done here?

    Cheers,
    Roly.

  26. Constant Govaard says

    Diane,

    I want to change from gmail to outlook.com and want to export my mail. With every possible way to do that my receive dates of older mail get messed up. My oldest mail is from 2000 and gets a receive date of 2010.

    I've tried sending and receiving within outlook.com, imap and pop3 in outlook but every time with the same result.

    Any idea what to do?

    Regards,

    Constant

    • Diane Poremsky says

      The received date shouldn't be affected when you export/import, but we have seen where the date in the column is wrong, but its correct when the message is opened. To avoid this, I recommend using one of the products at convert to or from outlook.

      Are you using the import/export function or some other method?

      If you are using Outlook 2003, 2007, or 2010, you can open both the gmail and the outlook.com account (using the outlook connector) in Outlook and move mail from one account to the other. You could also configure Outlook.com to get mail from the gmail account, although this works better if the gmail mailbox is small - and I'm not sure how it handles the dates.

  27. Cliff Locks says

    Hi Diane,

    I would like to start using Nimble. I'm using Outlook 2010 & DejaOffice 2.3.5 (Samsung S3) with Companion Links for outlook sync between the two. Work's POP/SMTP email, like to send to Nimble. One way sync to Nimble. Outlook shares three other POP/SMTP. Goal to sync my calendar, contacts and emails from Outlook 2010 to Nimble. Do I need Companion Links (Pro) or introduce Gmail IMAP into the equation.

    Thank you for your insights, it's appreciated.

    Cliff

  28. Bob says

    Diane, you have answered the issue of 'save sent items' being set at account level rather than globally for Office 2010 - but is there any way to do it on Outlook 2003?

    • Diane Poremsky says

      No, sorry. That is new in Outlook 2010. However, Google will save sent items on the server with all accounts. You'll end up with 2 copies - one in gmail, one in the local sent folder. You can also disable saving sent items globally and use rules to save sent items for each account.

  29. Bob says

    Thanks for that, as you can guess it's not quite the answer I wanted but saved me a lot of time trying to do it!

  30. Whyvon says

    Hello - I am an Outlook 2007 user who would like to be able to access Outlook on my Laptop from time to time, and be able to come back to my Desktop with everything up to date. Is this what is possible through what you are describing here ... or by subscribing to Google Apps? I'm perfectly willing to pay even, to accomplish this without having to use complicated syncing devices that always seem to fail.

    • Diane Poremsky says

      Email is not a problem - use IMAP and it will be identical on all computers. Calendar and contacts is the problem. You need to use a utility because google doesn't sync directly with outlook. Google apps would work because they have a sync utility. Outlook.com syncs with outlook (using the outlook connector), Office365 hosted exchange syncs, using native Exchange services. If I were paying for email service, I'd go with Office 365 over Google apps because it's native sync and syncs over the air with all smart phones (except older blackberries).

  31. Anna says

    Hiya, I'm trying to set up multiple gmail accounts in Outlook 2013 but cannot seem to get beyond the first one (default account). I am using the same settings, and each account is already enabled for imap. I really need these working by Monday! Appreciate your help :)

  32. Jason Darrell says

    Hi, Diane.
    Set up my Google Apps account to come through into Outlook 2013, thank you.

    The only thing I'd mention (and I don't know if this is pertinent to all mail clients) is that I needed to check the 'outgoing server needs authentication' box in the advanced settings. By default, it was unchecked.

    My send test e-mail didn't work first time, but when I went back in and checked that box, the second test worked like a dream. Outlook is now streaming all of the e-mails from my Apps account.

    And like everyone else, thanks for the advice about checking the 'do not save sent e-mails' box - blinding!

    • Diane Poremsky says

      Thanks for the update. The incoming server usually passes the auth but if there is more than 10 min between mail checks, you need to use outgoing auth to send immediately. I'll update the page to mention it.

  33. Giedrius says

    Hi Diane,

    I'm about to set up a few gmail accounts on Outlook 2010 now (with 20000+ messages in one of them, *ouch*). At this point I'm very confused, could you please help me a little with these two questions?

    1) Is there a way I could set up the latter gmail account over IMAP on Outlook, download all of the messages, then delete most of the older ones from gmail (for privacy reasons), and keep on using the same IMAP account on Outlook? I want to always have all messages on my PC(s) for references/archive (preferably in the same folder structure, not some archive folder, for easier searching).

    2) I'd like to use CodeTwo Public Folders for sharing these several email accounts between 2-3 computers, but CodeTwo supports/recommends using only POP3 (not IMAP), only default Outlook.PST file, and only single (default) email account per Outlook.PST. On the other hand, IMAP is recommended by gmail. What is the best way to deal with all these seemingly contradictory requirements/recommendations? (I'd be using C2 PublicFolders for sharing my calendar+tasks+notes between Outlook applications on these PCs; I'll avoid google calendar/tasks/notes for a while)

    Thank you very much in advance!

    • Diane Poremsky says

      1. You would need to move them into a local pst file. Anything in the imap pst file will sync up to the server.

      2. I think the pop recommendation is if you are sharing email. If you are only sharing the special folders, it should be ok. Mail can get messy when you sync and use imap or have multiple email accounts. You'll end up with dupes and replies may use the default account, not the account they were sent to.

      The imap recommendation is for when you use multiple computers and want the accounts on all - imap will allow the mailboxes to be identical - read state, replies, etc - on all computers. Depending on what your plan is for removing old mail from gmail, it might be better to use POP3 and sync mail via code two.

  34. Giedrius says

    Hello Diane, I have left a reply here an hour ago, which first showed it must be approved. But now I see that the reply has disappeared completely. What happened, or what did I do wrong?

    • Diane Poremsky says

      When comments are waiting for approval (all do, to prevent spam) and you leave and come back, the page refreshes and the comment is hidden.

  35. Giedrius says

    Also, what about the speed of Outlook 2010 with gmail IMAP? I read on internet (e.g. here http://www.makeuseof.com/answers/outlook-2010-gmail-imap-account-slow/ and in some more places) that Outlook 2010 is very slow if there are thousands of messages being synced by IMAP. It's so slow that some users write that they just go back to previous version of Outlook or use POP instead of IMAP. What would you suggest in the scenario of thousands of emails? Just go IMAP? or POP3? or some custom solution with IMAP?

    • Diane Poremsky says

      Once the messages are synced, it should be fine. It can be very slow for the initial sync though. Since you are removing mail from the server anyway, I would probably use POP3 - after the server is cleaned off, you can switch to imap so the mail is online for other computers.

  36. Giedrius says

    Thank you very much for your replies!
    What maximum number of email messages would you recommend to have on gmail server or keep syncing normally via IMAP so that Outlook wouldn't lag badly?

    • Diane Poremsky says

      That's a tough one. Two factors come into play: the number of messages and the speed of your internet. In a non-imap Inbox, i like to stay under 5000 messages, under 3000 is best. This is because outlook needs time to draw the view, so fewer is better. I don't care about other folders because I rarely access the mail in them (true for all account types, imap included). With IMAP, not only does outlook need to draw the view, but it also checks for new messages and changes. So.. for folders that change a lot, like the inbox, i'd keep it under 5000, preferably under 3000. if the subscribed folders don't change much, size won't matter.

      Also, if you use folders (labels in gmail terms) you can unsubscribe from folders and subscribe to them after outlook syncs other folders. It may speed it up a bit. Oh, and with gmail, unsubscribe from all mail - that just duplicates everything in your mailbox. That will definitely slow down the time outlook needs to completely sync the mailbox.

  37. Giedrius says

    Thank you. I'll try configuring my smaller gmail account first with IMAP Outlook, and go for the huge one a bit later.
    Now I was about to set "Do not save copies of sent items" option, but the following excerpt from your post somewhat confused me: "Saving a copy locally will result in two copies of the sent message (one local and one saved by gmail online), but this is necessary if you use BCC and later want to check who a message was sent to." What do you mean by "later want to check who a message was sent to"? I will be using IMAP from my Windows Mobile 6 device (FlexMail, ProfiMail, and probably Outlook Mobile) for these accounts too, if it's relevant.

    • Diane Poremsky says

      That only applies if you send messages using BCC. If you send them from outlook and save the sent message in the imap's sent folder, the people you Bcc'd aren't saved in the sent message. If you ever need to go back and see who you bcc'd, the bcc field will be blank if the sent message is saved to the imap folder. If you rarely use BCC, it may never be a problem. I have not checked how it works with mobile devices, but your choices are limited.

  38. Giedrius says

    And another question.. Before reading this article I have tried syncing (Gmail/IMAP/Outlook), and I think I saw messages not fully downloaded (only headers or maybe without attachments). Now I have set up they way you described it here, Diane. And after a few checks looks like it's working. However I also found this article http://www.gilsmethod.com/force-outlook-2010-to-download-all-messages-and-attachments-with-imap - should I do anything additionally (like mentioned there, select "use custom behaviour") if I want to be sure that Outlook 2010 downloads all messages and attachments with IMAP?

    • Diane Poremsky says

      Outlook *should* check all subscribed folders in the account without setting it specifically for each account. That article was specifically referring to the outlook 2010 beta, and things may have changed in the final version.

  39. Giedrius says

    Yes I do sometimes use BCC (to other people or myself) from desktop and from mobile phone. I read that it's good to pick one of two options: "Either configure Outlook to not save sent copies of the Gmail mail or Save it in your local sent folder", so the second option you suggest would be "Save sent items in the Sent Items folder on this computer", am I correct?
    If so, then what are the advantages/disadvantages of the second option vs the first one?
    If possible, I'd really like to see BCC field values of the messages that I send, and have these same messages saved on IMAP folder (but no duplicates in any email clients).

    • Diane Poremsky says

      There is no benefit, save for a local copy with the BCC information. Not everyone likes two copies of their sent messages - its really just personal preference. The big thing with gmail is to not save it is the gmail imap folders because gmail will save a copy for you.

  40. Giedrius says

    I'm sorry for yet another one, Diane, I hope you don't mind it... :S

    What is the best way to configure Outlook and Web Gmail so that I could see BCC fields in my Sent messages in Outlook and in Web Gmail interface?
    (I meant I would like to not have two copies of messages on Outlook for storage reasons. And I would like to not have two copies of messages on Web Gmail too.)

    Thank you!

    • Diane Poremsky says

      AFAIK, there is no way around it. You can't see the BCC field in gmail when you send mail from outlook - you would need to use the gmail interface.

  41. Neil Knight says

    Hi Diane, I use Outlook 2007 to manage all my e-mails. I just added a new g-mail address via IMAP. It looks like the e-mails arrive in a separate Outlook In-Box, only for Gmail e-mails. I want my G-Mail e-mails coming to my main Outlook In-Box. So, I set up a rule that all g-mail emails get placed into by main Inbox. So, now they arrive at my main in-box like all my other e-mail accounts, which is great., However, now the e-mails don't show up in my G-Mail Inbox on-line, or on my phone G-mail inbox... Any idea why?

    • Diane Poremsky says

      IMAP accounts have their own set of email folders. When you use rules to move the mail, you are deleting it from the server, so its not accessible elsewhere.

      I would keep the two Inboxes, use the mail navigation pane and put the gmail inbox folder in the favorites list. The other option is to use POP3 for gmail and deliver it to the original inbox. Properly configured, the mail will be left on the server for the other devices. Changes won't sync though, which is the main benefit of using IMAP.

  42. sanju says

    i am using my gmail account in two different computers outlook. but when i download mails from one computer i am not able to download that mails on another computers outlook. even i have selected a option leave a copy of message on server. is there any solution for downloading all mails on both computers.

    • Diane Poremsky says

      Are you using POP3? You should use IMAP instead. Then mail will sync between computers.

      If you want to keep using POP3, what are the settings in Gmail options? Gmail tends to ignore Outlook's settings and uses it's own.

  43. Giedrius says

    Hi again. What is the best way to configure filters and/or rules when there are a lot of IMAP messages involved? Looks like Outlook rules have some more options too. I'm thinking of reducing my Inbox folder of 20-30 thousands of messages currently (and more counting rather quickly) by organizing them into IMAP folders, so that Inbox was back down to some 2000-5000 items, no more. Should I use web filters and the corresponding Outlook rules at the same time (e.g. web filter which is applying label "X" to some of Inbox items and archiving them -and- the corresponding rule in Outlook which is sending items from IMAP folder Inbox to IMAP folder "X")? Or should I use just one of them (either web filter X or Outlook rule X, i.e. not both) so they don't conflict?
    Many thanks

    • Diane Poremsky says

      For future mail, I would sort on the server as much as possible - let it move the less important or mail that needs filed as it arrives. If you are just moving old mail, then do it in Outlook (no need for rules though). My preference is to move mail I'm finished with but probably should keep into a folder called "Completed".

      If the account is gmail (evidenced by the use of 'label'" I'd definitely do it on the server - if you move the mail in outlook it's more likely to create duplicates on the server. Also, make sure you are not subscribed to the all mail folder. That is a duplicate of all mail already.

  44. Giedrius says

    Oh, and one more - what would happen if I make a full system backup, and then after some Outlook IMAP usage (messages received/moved/flagged etc.) restore the previous system image? Will my IMAP messages mess up (lost messages, duplicates etc.)? What is the best way to backup/restore my system when I have a IMAP client like Outlook on the PC? If there are going to be troubles, then how do I backup system / Outlook / full email state while using IMAP?

    A side question (more related to Windows Mobile and Desktop Outlook sync) - is there an easy way I could backup only calendar / tasks / contacts state on PC and WinMo device (together with all the WMDC/ActiveSync status; I'm not syncing emails via WMDC/Active Sync) at the same time? Now I usually make a full backup of the phone and PC at the same time, but maybe there is an easier way? It's Win 7, Outlook 2010, Win Mo 6.

    • Diane Poremsky says

      If you restore a backup, Outlook will resync the data file, removing anything that is not on the server.

      Because IMAP is server-based, you really don't need to back up the mail. You do need to back up your calendar, contacts, and tasks (and notes, journal, if used) that are in Outlook.

      I'm not aware of an easy way to backup windows mobile (I sync with exchange and don't backup the phone) - for outlook, you just need to make a copy of the pst file that holds the calendar and contacts.

  45. Giedrius says

    So let's say I restore my older backup of the whole system (this includes Windows+Outlook+all other apps and data), but I wan't to have my POP3 or IMAP accounts on Outlook untouched (not restored) after restoration. What is the best thing to do about my POP3 and IMAP accounts that are on Outlook? Should I just let them be restored, and then perform a send/receive and all will be OK? Or I should copy the relevant PST files (and maybe some other Outlook configuration files?) just before restore operation, then restore the image, then overwrite the old PST files with newer ones, and from this point everything should send/receive OK?

    • Diane Poremsky says

      If you restore from an image, everything will be replaced with old copies during the restore. You should make a separate backup of your pst files with your calendar and contacts before the restore. Pop3 pst too, unless you leave mail on the server. IMAP doesn't need backed up. I'd also backup any documents that are not in SkyDrive. Templates and signatures - maybe other things in %appdata%\Microsoft - i usually copied the entire roaming folder before restoring an image. Then i picked through the files and copied back the ones I needed (copying the entire folder was faster and insured I didn't forget anything).

      So... to answer the question, after restoring, you only need to do a send and receive for the IMAP account. For pop3, replace the restored backup pst with a newer copy of the pst. If you leave mail on the server you may get some duplicates downloaded when you do a send and receive.

  46. Lynn says

    Once downloaded to Outlook, I would like to delete email from the gmail server (sent folder). Is there any way to do that? Thanks

    • Diane Poremsky says

      Gmail is funky and doesn't like to let outlook delete anything, so you'll need to check your settings in Gmail too... on the outlook side, you might be able to use rules, autoarchive (use method here), or VBA - otherwise, it's manual.

  47. Ankit goel says

    Please tell me how to deactivate my old Account from Outlook & want to start my New Gmail Account from outlook

  48. Annemarie says

    Hello, I have searched many online forums and tried many tricks, but can't seem to find the solution to the following. I use Gmail and Outlook 2010. When I send an email using Outlook, it perfectly shows up in my Outlook sent items folder (and in my Gmail sent messages folder, accessible both in my Outlook and via Gmail). However, when I send an email using Gmail via the web, or using the Gmail app on my Samsung phone or tablet, it does show up in my Gmail sent messages folder, but it does NOT show up in my Outlook sent items folder. What I would really prefer is that when I am away from home, and I send emails using other computers, or via my phone/tablet during the day, that they show up in my Outlook sent items folder when I return home and open Outlook on my desktop computer.

    Many thanks for your help in advance!

    • Diane Poremsky says

      Are you using a GMail IMAP account in Outlook? Are you looking in the Sent folder in the Gmail IMAP account or in Outlook's default pst? The sent items in an imap account should sync down with all of your other Gmail folders (labels) and be at \\youraddress@gmail.com\[Gmail]\Sent Mail. If that folder is missing, right click and choose IMAP folders... then click Query. Is a yellow folder icon next to [Gmail]/Sent Mail?

  49. Annemarie says

    Dear Diane,

    Many thanks for your reply. Yes I'm using a Gmail IMAP account in Outlook. And I am looking in Outlook's default pst, I would like that folder to sync when I send an email using Gmail via the web, or using the Gmail app on my phone or tablet. The Sent folder (next to [Gmail]/Sent Mail) in the Gmail IMAP account is active and indeed syncs fine.

    Hope my wish is clear..

    Thank you again for you help!

    Annemarie

    • Diane Poremsky says

      The local sent folder won't sync, you'll need to move the sent items to the google folders. Google should save sent items automatically, so you should have all the sent google mail.

  50. Karen says

    Hi Diane,

    Am I correct in understanding that there is no free way to sync Outlook 2010 desktop calendars with Google calendars? My calendars were syncing but we switched our gmail accounts (company name change) and now my calendars are not syncing.

    • Diane Poremsky says

      There is no way to sync without an addin. Are you using google apps? If so, google has a sync addin. If not, you'll need ot use an utility.

  51. Michael says

    Dear Dianne, left a post yesterday but don't see it so I am posting again. Our CEO is having issues with Outlook 2010 64bit, imap configuration, syncing with gmail. He is experiencing slow and long syncs when deleting email. My configuration is exactly like you posted above, and we have checked that only the required folders are subscribed, ie: Inbox, Sent items, Drafts and Trash. He doesn't have a directory structure, all his email is in his Inbox. Any thoughts?

    • Diane Poremsky says

      What addins does he have installed?

      If his mailbox is not large, try deleting the imap data file. If the mailbox is large, you probably won't want to do it because you'll need to download everything again.

  52. Art says

    Hi Dianne,

    I agree that disabling the subscription to the folder All items is a good idea. My offline cache for the IMAP folders were growing above the 2Gb, however...

    I use 5 IMAP Gmail and Google Apps mailboxes and so now and then I have issues with Outlook (2010) which forced me to re install the mailboxes. But I want to have access to all items when I am offline. To rebuild the offline cache with folders containing complete messages and attachments I have to select each folder, select all messages and mark them for download. Isn't there an easier way to achieve this, for example with a macro? I have to select each (sub)folder (+/- 250) in each mailbox which takes some hours every time.

    Art

  53. Art says

    I Did the same but for some reason Outlook (2010) kept track of the old data file and created the file (empty) again + an empty copy
    mailbox.pst
    mailbox(1).pst
    mailbox(2).pst
    etc.
    Data files could not be deleted in the account configuration. If deleted in the file explorer, Outlook contiguously created the old files and a new data file with a new number.
    Deleting/configuring the email account is the only real solution that helped.

    Art.

  54. Jon says

    Hi Diane,

    I have an issue with the reply all in outlook 2013. Since I use gmail, I effectivley have 2 email addresses, with the same account (@gmail.com, @googlemail.com) If i do a reply all to an email sent to @gmail, great I don't get a CC, but if I reply all to an email sent to @googlemail.com, I will get cc'd on the reply as outlook doesn't recognise the address as the same as the account its set up with. Is there a way around getting the irritating CC's?

    Thanks in Advance
    Jon

    • Diane Poremsky says

      I think a replyall macro should do it and would be better than an itemsend macro. I'll see if i can make it work.

  55. William says

    Hello Diane..
    I was trying to find a way to have my outlook calendar synced to my hotmail calendar. Is there a way to do this? I know with the outlook connector you can add the hotmail account to OUTLOOK and it will sync the hotmail -> outlook. But I was looking for Outlook -> Hotmail calendar.. sort of like people do it for Outlook Calendar -> Google Calendar.
    Thanks in advance.

    • Diane Poremsky says

      There is not a direct way to sync to the outlook.com calendar - you'd need to use a utility. I know companionlink can sync it, other sync utilities like sync2 might be able to.

  56. Brian says

    Diane,
    Now that Google has turned off its free sync with Outlook, do you know of any FREE (2-way) sync utilities for Google and Outlook?

    • Diane Poremsky says

      The Calendar Sync app has a free version and is low priced if you need to buy. GSyncIt is not expensive. SyncMyCal is not currently free (but it's dated - not sure if it works with Outlook 2013) and thye are going to stop selling it and convert it to freeware.

    • Joel says

      HI Diane:
      So glad you maintain this site :-) I did your mods to my Outlook so I could correct my Imap account and be able to sync my outlook and gmail files, but like the poster above, once the sync was removed, I get the dreaded error 2016. I've tried Akruto and a couple other 3rd party software applications, but none seem to work. I downloaded calendar sync but it does not sync events entered on my laptop into my android phone, is there a step by step for this, or am I missing something?

      I'm also open to paying ($) to have it all sync'd up, I'm having some email issues as well.

      Thanks for the help,
      Joel

    • Diane Poremsky says

      Do you know which other 3rd party utilities you tried? Sync2, Gsyncit, and Companionlink should all work. (I've used them.)

  57. Jayesh says

    Hi Diane, I do not know, but perhaps my query is related to the that of Brian dated 4 August 2014. I use windows 7 (64bit) Outlook 2013. I have a gmail account and have configured outlook as per the details provided on the gmail setting webpage which I have also confirmed at various forums and websites.

    The issue is : From outlook I am able to send messages but unable to download the incoming mail. Day before yesterday I could download and downloaded almost the entire set of old mails but now since yesterday the fresh mails I am unable to download to outlook.

    May I request you to kindly help.

    • Diane Poremsky says

      Do you get any send and receive error messages? Were any updates installed right before the problem started?

      Do you read mail on a smart phone or tablet too? If so, are you using a view that hides read messages?

    • Diane Poremsky says

      No send and receive error messages and are using Outlook 2013? It could be the update released this month - it has some imap fixes in it. I would definitely try removing the account and adding it back before rolling back the installation.

  58. Alan says

    Hello Diane, I am trying to get a gmail account to work with outlook 2013, however, I don't know if this is the sync problem you are talking about or not. The account seemed to work fine before the 14th. Then some updates were run and now I can send but not receive consistently. If I go in and choose test account settings without even changing anything I will receive the messages sometimes, but a normal send and receive isn't working. Does something need to be done with outlook.com, such as, any new verification for Microsoft or would this just be the sync problem? No options have been changed , as far as I know, with the account settings in Outlook or gmail. please help me if you have any ideas. I hope I am clear enough with what I am trying to say. Thanks for any help.

  59. Alan says

    I have done a repair, but not removed and added the account. Will try on Monday. Thanks for any help anyone can give me.

  60. Jamie says

    Hi Diane. I am using my IMAP gmail account to sync with my outlook and everything seems to be working fine. The only issue I am facing is that the sync's with gmail (everything else sync's frequently) seems to only happen every hour or so. I can send emails no problem from this account. But when they are sent back, it can take a long time for it to finally come through to my outlook. Any idea on how i can speed up this process and make it much closer to instant? Thanks so much.

    • Diane Poremsky says

      The default for IMAP is 30 minutes. Press Ctrl+Alt+S to open the send and receive group - set it 5 to 8 minutes (I don't recommend less than 5 minutes). Set Outlook to send immediately in File, Options, Advanced - Send Immediately when connected is near the top.

  61. Joel says

    Thanks Diane, I lost my place in this large and growing thread. I've only tried the trial version of Akruto for the google/outlook sync issue, and I didn't like it because it kept changing the IP address when trying to sync to my wifi, I think I probably should have configured to sync by web instead of wifi, but was trying to avoid excessive data charges.

    I will try to check out some of the other applications you listed, they are all fee-based, but worth it I guess to get everything together. Part of my problem is that I created the "data file" method you recommended, and for some reason I have multiple instances of my gmail accounts listed in my folders, its somewhat of a mess.

    If I decide to continue using MS Outlook, and not try to just completely commit to google, do you still offer a remote service where you can set up my accounts and get them dialed in? I'm aware there's a fee, and thats fine, unless you think all my issues can be resolved by the third-party software you've mentioned.

    thanks as always for your input,
    Joel

  62. Joel says

    OK, yes, I right-clicked and was able to delete the "ghost" gmail accounts. I also downloaded Calendary Sync, and it appears to sync the calendar, but I believe I have to manually open and sign-on each time I want to sync? its a little cumbersome, but at least it works. . .thanks again for the advice, this forum really is a useful tool.

    Have a great day,
    Joel

  63. dave says

    Hello, Im trying find easiest way how to actually sync all my emails from my several email addresses on all my devices (PC, tablet, phone). Best way I found out is use GMAIL to connect to all my six pop3 emails. SO I Added all my pop3 email accounts to gmail and setup it for send and receive. Enabled IMAP. Now I added gmail account (the one where i added all my pop3 emails) to my outlook 2013 so outlook reads all mails which end up on my gmail account from all pop3 accounts I added to gmail. Works fine. Bot now I have problem. I need somehow setup that email I sent from outlook will have correct "from" field because now all emails are showing my gmail email and I need "from" will be different for every email address I have but I also need that all sent emails will appear in Gmail SENT folder. How can I do that ? I know I can work this out if I sent emails directly from gmail (not using poutlook) but I want use outlook for that. Is there an way ? A way how to reply/sent from outlook using gmail and have separate "from" ? Hop you understand what I mean. I simply need to be able sent from outlook 2013 email FROM dave@mydomain.com throught my gmail account dave@mygmail.com and sent in in way that it save message in gmail sent folder. Is that possible ? I need recepient see as sender dave@mydomnain.com instead dave@mygmail.com . I know i can easily do that from gmail but I need be able do that from outlook... thx in advance for help

    • dave says

      Hello Diane - thank you, indeed sems like send only account is only way to achieve what i want if i dont want my gmail account to be exposed. But in this case - will setill be sent emails saved in gmail account sent folder ? I also consider to pay for MS exchange hosted service as I found that it cost only 4 USD/monthly so it can be better solution for ok price. I have test account but find out configure all my emails in MS exchange and configure outlook is also not easiest as I thought that would be. Surprisingly I didnt find any video tutorial or written tutorial which show step by step how properly configure all emaill addresses in exchange and how setup outlook 2013 with exchange server. Dont you know by any chance about any good tutorial which explain step by step how setup exchange server and outlook. All I need is that I will have access and have synchronized all my six email addressess on all my devices. I didnt know that task will be that hard to achieve.. its kinda surprising for me..

    • Diane Poremsky says

      I'm not familiar with any tutorial for configuring connected accounts online and in outlook (sounds like a good idea for an article :)), but I'm not sure its the best option. Like gmail, the mailbox address will be in the header, but unlike gmail, it will be easier to find. I'm guessing most people would not look in the internet header so while its exposed in gmail, it's not visible to the naked eye, you need to look for it.

      If the 6 addresses can be configured as imap, it might be easier to create 6 imap accounts. I know, you want one mailbox, but once you get used to the folders (and add them to the Favorites pane) it works well and is worth it for the automatic features.

  64. Matt M says

    Hi Diane, I really appreciate the advice and information you are providing on your site. I have a quick question for you. I have been able to get my Google hosted Gmail to sync through outlook and that seems to work fine. Calendars are syncing as well, but I color code certain events and those are not syncing through. For instance meetings are highlighted as "green". The colors do not flow through. Is this possible with office 365? I have home edition, but because everything is cloud, I thought the colors would flow through if the other info is as well? Do I need a 3rd party app? If so, from your extensive list, is there one you would suggest or recommend for this seemingly simple task? As I said, I have the google apps working correctly on the mail sync and even calendar info, it's just this last piece of having the color coding of calendar events flow through as well. Maybe I missing a setting with the google sync app? Thanks

    • Diane Poremsky says

      How are you syncing the appointments? If the server doesn't support Outlook categories, you won't be able to add them.

  65. Wayne Smyth says

    HI Diane, I have same issue with sending Imap / gmail emails. It wont send them, but the odd time it does, randomly but I cant see what changed to make it send them; new profile, same. Port and Imap settings are correct and tried different ports, same issue. I repaired the Imap account and even outlook 2013 and Office 2013 too. Disabled all add-ins and still not difference. There were also then issues with outlook 2013 not responding which I managed to resolve eventually but im sure it was also caused by this issue. Is there anything further I can try do you know? Thanks

    • Diane Poremsky says

      Do you get any send and receive error messages? Is the computer a desktop and always on one network or is it a laptop that uses different networks?

    • Wayne Smyth says

      Hi, error is "reported error (0x8004210B): The operation timed out waiting for a response from the sending (SMTP) server. If you continue to receive this message, contact your server administrator or Internet service provider (ISP)." Also the person who uses it, has it on his home network and also in the office at least, maybe more networks but im not 100% sure. Thanks

    • Diane Poremsky says

      What are the smtp settings? Are you using port 587 and TLS? Also, try checking the box to use the incoming server auth for outgoing mail. The usual cause of problems is the network blocking ports so users have to use their smtp servers but most isp's allow 587 and 465, which are the standard secure smtp ports.

    • Wayne Smyth says

      Hi those settings and other have been tried and same issue. when user takes laptop home it doesnt sometimes initially send the emails. however now it also is crashing outlook when he selects either of the gmail imap accounts in his Outlook, so the issue is getting worse now. It hangs outlook and needs to be restarted, safe mode is ok, but if i disable all add-ins it still crashes if the gmail accounts are selected

    • Diane Poremsky says

      Try deleting the .srs file for his profile. This is the file that holds the send and receive settings - when its corrupt, outlook crashes or hangs when you send and receive - which it does when you select an account. It's at %appdata%\microsoft\outlook in Windows 7/8. Type or paste that into the address bar of windows explorer and press Enter.

  66. Tom says

    Diane,
    I have a client who wants to have emails from another account show in the OUTLOOK program. Most of these are for reference/historical necessity. She currently has the the old accounts listed in OUTLOOK accounts. Can she just import the old accounts, copy the emails into a current account folder and then delete the old imports? Will this allow he4r to still see the old emails (copied into current email folders?)?

    • Diane Poremsky says

      If the old mail is in a pst file, she can just open the pst files in the profile - no need to import... but she can import them if she wants to. And yes, it will allow her to see the old email.

  67. Ramon says

    Dear Diane,
    Can you help me? I have tried to get my gmail account to work with MS Outlook 2010. I have done all the settings by the book as you and others recommend online and still cannot get it to work. Apparently, the gmail server does not recognize my settings because it keeps asking for my user name and password in a new window.

    So after many attempts, I decided to open a new gmail address to try with that one... and the setup procedure worked just fine! Not sure what is going on since both gmail accounts were configured the same way.

    Am I missing something here? DO you know what I may be doing wrong.

    Thank you,

    Ramon

    • Diane PoremskyDiane Poremsky says

      Did you enable 2 factor authentication on the first gmail account? If so, you need to use the app password with it.

      sometimes the gmail errors will include a link to a webpage. If so, what does it say?

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