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. Google business customers can use the Google Sync utility to sync calendar and contacts to Outlook.
You need to configure the account settings online to allow IMAP (and/or POP3) at Gmail settings. This needs to be configured only the first time you use Gmail.
If you are not using Outlook 2019 or newer and IMAP, you will need to enable two-step verification and use an app password in Outlook as Google removed the option to Allow less secure apps on May 30, 2022.
If you have two-step verification enabled, you will need to use an app password in older versions of Outlook. If Outlook doesn't ask for the second authentication, get an app password.
Sync Outlook to Google Calendar, Contacts, Tasks! Two-way sync is enabled by default, or choose one way sync. Set the Auto Sync feature for every 15 minutes or manually sync on your own. Outlook Categories map to Google Groups One user-license is valid on up to 3 PCs. Free Trial Available.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.
To configure Gmail accounts for POP3, use
Incoming mail server: pop.gmail.com
Outgoing server name (SMTP): smtp.gmail.com
Use the following settings for IMAP:
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. If you enabled two-factor verification on your Gmail account, you need to use an app password in Outlook. See "Using Outlook with 2-step verification" for more information.
In More Settings, Advanced tab, set the Incoming server to use SSL encryption. This will automatically change the port to 995 for POP3 or port 993 for IMAP. The Outgoing server supports a couple of options.
If you use Outlook 2016 (or another client that support STARTTLS) use STARTTLS and port 25, otherwise use 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 2016; options on the lower half of the dialog in other versions will vary.
Sync the All Mail folder
GMail's All Mail folder displays all messages in the mailbox and does not sync to Outlook because it creates duplicates of all messages, wasting hard drive space. If you really, really want to display it in Outlook, follow these steps:
- Right-click on [Gmail] folder and choose New Folder...
- Name the new folder All Mail.
- Select the All Mail folder and see if it starts syncing mail. If not, follow the next steps.
- Right-click on any folder in the Gmail account, select IMAP Folders...
- Click the Query button.
- If [GMail]/All Mail is not subscribed (yellow folder icon on left), select it and click Subscribe.
- If it is subscribed, select it an Unsubscribe, Apply then Subscribe.
- Click OK to close the dialog.
- To begin syncing email do one of the following:
- If the All Mail folder is selected, click Update folder command on the Send/Receive tab
- Right-click on the folder and choose Process Marked Headers.
- If the folder is not selected, switching to the All Mail folder should start the sync process.
Note: you may need to restart Outlook for the folder to start syncing.
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.
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
Deleted Items folder
Please note: in current versions of Outlook, users cannot choose where to store deleted items.
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.
Sent Items folder
Beginning with Outlook 2013, you cannot choose the Sent folder; Outlook 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.
In Outlook 2013 (and newer), 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.
In Outlook 2007 and 2010 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.
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.
Tools in the Spotlight
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. | |
CompanionLink synchronizes Outlook data with phones and other supported desktop applications and web-based services (like Google). Companionlink supports all versions of Outlook, including Outlook 2013 32-bit and 64-bit, and Windows 10. Version 9 |
Tools
Sync Outlook using Sync2 for Microsoft Outlook without a server. Sync Microsoft Outlook with Google Calendar, and Android phone. Synchronize Microsoft Outlook between multiple PCs using an external USB device, shared network folder of FTP. Share Outlook Calendar with Google Calendars. Sync Outlook Calendar, Contacts and Tasks folders. Includes improved product installation process and first start user experience. The update comes with improved performance of the software. Try the new Sync2 2.86 version now. | |
Use AkrutoSync to synchronize your Outlook Contacts, Calendar, Tasks and Notes directly with any Android, iOS (iPhone or iPad) or Windows Phone devices. AkrutoSync runs on your computer, not in the cloud. The program works with the phone's built-in apps, so there are no additional apps to install on the phone. After the initial set-up, the program syncs automatically. It works over Wi-Fi or the Internet. Akruto syncs Outlook with unlimited number of phones and tablets even if they are different brands and operating systems. Synchronization history feature lets you restore data if you change or delete something inadvertently. | |
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 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 - 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 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 Outlooks default address book, calendar or task within a CardDAV/CalDAV profile. | |
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'. | |
gSyncit is an Outlook add-in that allows for two-way synchronization between Outlook calendars, contacts, notes, and tasks with your Google, iCloud, AOL, Fruxx, Yahoo, Memotoo and many other "DAV" enabled services. Also includes support for syncing attachments for calendar events. Works with Microsoft Outlook 2007, 2010, 2013, 2016, 2019, 2021 or Office 365 (Desktop Client) on Windows 7 and newer. | |
Outlook CalDav Synchronizer is a free Outlook Plugin, which synchronizes events, tasks and contacts between Outlook and Google, SOGo, Nextcloud or any other CalDAV or CardDAV server. Supported Outlook versions are Office 365, 2019, 2016, 2013, 2010 and 2007. | |
Outlook Google Calendar Sync is completely free and syncs between any Outlook calendar and a Google calendar of your choice - either in a single direction or two-way. Attendees, reminders, free/busy attributes are all synced, events can be merged with existing if necessary, and even words in calendar subject's can be obfuscated if you have security concerns. Syncs can be configured on an automatic schedule, or simply upon request. It does not need to be installed (can just be unzipped) and works behind web proxies. Supports Outlook 2003 right through to Outlook 2016 64-bit! | |
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. | |
Automatically synchronize your Outlook calendar and contacts with Google or iCloud. Access Outlook calendar and contacts on your Android phone or iPhone/iPad. |
More Information
Recommended IMAP client settings (Gmail Help)
Deleting IMAP messages (Gmail Help)
Additional articles on using Gmail with Outlook
Kim Hull says
My husband and I have separate gmail accounts as well as our original shared account (used for sign ups, etc) and separate computers. How can I get only my gmail on my outlook? It continues to download all of the emails from the original shared account. That account is the one that our Google account was started from. Thanks.
Diane Poremsky says
If you didn't add the account as a separate account in Outlook, do you have the shared account connected to your account - either forwarding mail to it or have it configured as a linked account in Gmail settings.
If you added the account to outlook, remove it in File > Account Settings > account Settings > email - select the account and click Remove.
Rob Poretti says
This does not work on Outlook 2016 and G-Suite gmail
Diane Poremsky says
You should use the gsuite sync utility with these accounts so calendar & contacts sync... but were you able to get it configured? You need to either allow less secure apps or use an app password (with 2-factor auth enabled) if your outlook build doesn't ask for the 2nd factor.
Murray Paterson says
I would just like to thank you for your advice on solving my gmail/outlook 2016 (Office 365 business) account. Having spent probably 12 hours on this over 3 weeks, your solution of changing the outgoing server to STARTTLS and Port 25 did the trick (perhaps along with removing IMAP links to unnecessary Google labels particularly allmail, and cleaning out my google trash folder/s). I am indebted to you and have promoted your web page on this to the Microsoft community forum who weren't able to help me.
Nadine says
Hi,
I Hope you can really help me with my problem.
I have my GMail on Outlook 2010 for more than 2 years now, but last week the e-mail was hacked & that caused some problems.
I connected with Google Support Team & we went step by step to solve each problem. Last thing we did is that i deleted my gmail account from outlook & re-configured it again.
Now after doing this, am facing a problem with the synchronization. In the Send/Receive box, the synchronization keeps working & never finishes. This is the case since last Thursday. This usually get my outlook stuck & it have to close it & re-open it frequently.
Any solutions for this problem???
Diane Poremsky says
No error messages?
Are there any sync issue messages? Switch to the folder list (Ctrl+6) to see the folder.
Nadine says
We used to have another e-mail on another server, but we canceled it, but didn't remove it from outlook for the emails history in addition to that we have to keep it so as not to lose the connection for the new e-mail server (sorry am not an IT so this is as far as i understand about this point).
This usually cause that there is error with send/receive for emails not activated.
But I have been working with these setups for more than 2 years now & it was OK. It's just now after what i explained above, this problem appeared.
Diane Poremsky says
>> but didn't remove it from outlook for the emails history
Was it set up as pop3? if so, you can remove the email account from outlook but keep the data file. if it was set up as imap, export the mail to a pst file then remove the account from outlook.
>> This usually cause that there is error with send/receive for emails not activated.
You can set the account to not check for mail in Send /Recieve settings. Ctrl+Alt+S then Edit the group and untick the send and recieve options for the account
Nadine says
I don't have a problem with the error i receive in Send/Receive for the inactivated accounts.
What am facing now problem with is the not finishing - keep loading synchronization for my activated gmail one.
Diane Poremsky says
When they reconfigured the account, did they use auto account setup or do it manually? I remove the account and add it back using auto-account setup.
If that doesn't work, there could be a "bad" message on the server causing problems - this would be a message that was corrupted by the hackers. Are there any messages in the Sync issues folder?
Nadine says
no it was manual configuration.
I really can't thank you enough for your responses to my problem.
All of a sudden today, the problem was solved by itself. :)
Thanks a million again.
Diane Poremsky says
It may have been a Gmail issue - I know a few weeks ago there were problems syncing, but AFAIK, that was solved and I hadn't seen any other complaints recently.
Nadine says
no there is no error related to this account at all appear.
Rhonda SCHMIDT says
my work email is through Outlook and when I need to email someone with a gmail address Outlook will not deliver it. I was able to until recently. How do I fix this? The error message reads.This message was created automatically by mail delivery software.
A message that you sent could not be delivered to one or more of its recipients. This is a permanent error. The following address(es) failed:
.....................gmail.com
host p3nlsmtpcp-v01.prod.phx3.gdg [72.167.191.78]
SMTP error from remote mail server after end of data:
552 5.2.0 jB9HeCJzIPLzb :: CPANEL :: Message rejected for spam or virus content ::
Please include this entire message when contacting support ::
Diane Poremsky says
The recipient server is rejecting the message as it thinks it is infected with a virus or is spam: "Message rejected for spam or virus content". This means your domain or SMTP server could be on a black list - it also could mean something in the message triggered a spam filter, such as a signature or links in the message.
Barry Schwartz says
I am using Windows 10 and Outlook 2016. I have had a Gmail account forever. Today I began getting a dialogue box that showed the imap.gmail.com input, my gmail email address and asked for my password. Every single password I can think of, including my current gmail password failed. I reset my Google password and that didn't help, so I deleted the email account assuming I could just add it again as a "new" account. When I do that Outlook remembers my old email and password, so I am back to square one except I have deleted my old gmail folders.
Do you have any idea how to fix this?
Thank you,
Barry.
Diane Poremsky says
Wild guess... you got an email from gmail that said you had less secure apps enabled and you took their advice and disabled it. When you do this, you need to enable 2-factor authentication and use an app password in outlook.
(That is the common scenario lately.)
Diane Poremsky says
Oh, and a second option is to turn allow less secure apps back on. :)
Thomas says
Diane,
Please help with following problem: I have Outlook 2016 with a company gmail account synced with G suite sync and another gmail address with IMAP - mails only.
1. How can I add a second (private *.gmail) gmail account which syncs contacts and calendar too?
2. When I add a private hotmail account, it doesn't work. I can only reply to mails I received but I cant write mails to new mail addresses. When I connect my hotmail account only via IMAP, it does´nt sync calendar and contacts.
Please advise what I can do.
Thank you so much
Thomas
Diane Poremsky says
The gmail account should work as an imap account... on hotmail, you may need to make a new profile for that account if you need to sync calendar and contacts.
Guillaume says
Hi Diane,
I move from Outlook 2010 to Outlook 2016 (365 Home) and got all my accounts automatically transferred, also Gmail (Imap). For Gmail, I could receive and send but realized that connection with imap folders was not (always ?) working (moving emails out of my inbox in outlook would not mirror in gmail online or app). So I turned to 2FA and created a password app for Mail. deleted the gmail account from outlook and try to recreate it. I get a message that outlook cannot access IMAP with the current encryption method. All gmail imap settings are fine and I tried all combinations.... Any idea how this can be solved ?
Diane Poremsky says
Did you let auto account setup add the gmail account to your profile? It should get everything correct - and you will need to use the app password if using 2-factor auth.
The screenshots show the settings from my gmail account in Outlook 2016. auto account setup added it for me.
mary-anne says
Hi
Outlook 2010 is not allowing me to maunually set up gmail goes to automatically set up the account and then gives an error message ..something went wrong. I think at one stage the message said account is invalid. I have the correct settings in gmail and the verification password is set up. Any suggestions?
thanks!!
Diane Poremsky says
Is gmail enabled for POp or IMAP access (auto setup uses IMAP)? Are you using 2-factor authentication? Log into gmail.com and see if there are any messages from google - they will sometimes block access if they think its not you.
Donald says
I attempted to bring Gmail into Outlook 2016 and outlook kept prompting me for a password. I can not get passed this problem. However I found out from Googles Help regarding this that Google blocks lesser sercure sources like Outlook from accessing your profile. To overcome this you must go into your Google account and enable the use of lesser secure email clients which Outlook is one. If you choose to enable then they say the risk of hacking into your Gmail account is hightened. I chose not to. Also after a number attempts I got an email from Gmail to say that a less secure App was attempting to sign into my profile and that is how I picked it up in the end. Hope that helps.
Diane Poremsky says
if you use two-factor authentication, you don't need to enable less secure apps. You will need to use an app password in Outlook though.
https://www.outlook-tips.net/tips/gmail-outlook-unable-connect-password-prompts/
David H says
I have been using Outlook to access several email accounts, including my Gmail account. Several days ago, Outlook no longer saw the Gmail account, but
still sees other accounts. My computer is backed up daily, and I can restore the applicable file or program to the last day that it was working. What file or folders would contain the information that enabled Outlook to access my Gmail account, so that I know which files to restore?
Diane Poremsky says
it sounds like the account was removed from the profile - if you back up the registry, restore it or try using system restore to go back a few days.
Jeri says
I have an embarqmail.com account set up in Outlook 2016. I also have an account
set up in GMAIL, which syncs to my Outlook. It's been set up for a while and works fine.
I decided to create a new GMAIL acct and wanted to sync that one to my Outlook 2016
as well. I've been working on this for over 2 hours now and am having difficulty.
I tried using the imap settings suggested in google (993-SSL/25-TLS) and that didn't work.
So, I thought I'd try the current settings I'm already using with my 1st GMAIl acct I have
(993-SSL / 587 TLS), that's not working either.
Any suggestions?
Diane Poremsky says
Did you enable 3-factor authentication? if so, you need to use an app password in outlook. if you don't use 2-factor, you need to set gmail to use 'less secure clients'.
Have you logged into the account at gmail.com to check for messages from gmail - they may pop up a warning there when you try to connect with a new client. Sometimes they block it - the message will tell you why.
Liz says
Diane, I sure hope you can help. Our company uses gmail for work - our email does not end in gmail.com. We have tried using the tutorials online, but haven't had any luck. I am using Office 365. Can you point me in the right direction?
Diane Poremsky says
What happens when you try to set the account up? You have two options: set it up as imap account (email only) or use the google sync utility to sync calendar and contacts too. If you are using two-factor authentication, you need to use an app password, not your real password and code you receive.
Riza says
I try this and it won't work. This is because I use 2FA on my Google email. Any idea how to resolve the issue without disabling the 2FA. Also, if I disabled the allow "Less Secure Apps" in the Gmail settings also won't work. I use Microsoft Outlook 2016 Desktop version.
Diane Poremsky says
Are you using the app password? Outlook won't trigger the second screen needed to authenticate so you need to use the app password. (It works - I use 2FA too.)
Dali says
Hi Diane, whats an "app password"?
Diane Poremsky says
When you use 2 factor authentication and a mail client that doesn't bring up the screen for the second auth, you need to use a single use password in place of your real password. The password is usually 16 characters and is presented once - if you want to reuse it, you need to save a copy of it. Follow the instructions at https://appleid.apple.com/account/manage to enable two factor on the apple accounts and then to create app passwords.
Diane Poremsky says
Also, see https://www.outlook-tips.net/tips/tip-1090-twofactor-authentication-outlook/ - that covers gmail and outlook.com.
Joe says
Just added Gmail to Outlook on my iMac. The inbox and sent folders did not sync up with the various messages in my account. I'm able to send new messages and they appear in "sent", however, the inbox remains empty. In the lower right corner of Outlook is an error message "Not connected to Gmail". What to do? Thanks.
Diane Poremsky says
Sorry I missed this earlier. Did you get the problem solved? If sending works, then the log in should be correct... I'm assuming you've used imap with gmail before, so it was enabled (i don't recall if imap support is enabled by default). Check at https://mail.google.com/mail/u/0/#settings/fwdandpop
John says
Had to put in my email address as xxx@googlemail.com instead of xxx@gmail.com.
Then it worked with the indicated settings.
Doug says
Thank you! Everything else failed. Then I tried googlemail instead of gmail as my address. Outlook2016 on Win10 Home v1709 won't let me "manually" add an account, it will only run the automatic process. I put in the xxx@googlemail.com (instead of xxx@gmail.com), then my correct password, then for the next Outlook2016 pop-up password verification window I put in the 16-letter password generated by gmail (the 2fa add app process), then again for a second pop-up, and voila!
Doug says
Even better, I put the 16-letter password into the first window (instead of my regular password) and it worked right away (using "googlemail")
Dev says
Hello,
First of all, thanks for the excellent post!
One of our gapps customers is facing an issue as users prefer to use Outlook instead of Gmail and they have configured Outlook to receive gmail through IMAP. However, it has happened several times that Oulook stops receiving e-mails. User has to close Outlook and open it again for the e-mails to arrive. This is impacting users' productivity. They also claim that configuring IMAP in Outlook to receive e-mails from other providers is working fine. Any clues on what needs to be configured for this to work?
Thanks for your help!
Dev
Diane Poremsky says
Are they using the default send and receive settings? i would delete the .srs file for the profile as the first step. the default send/receive is 30 min - don't go below 5 - 8 minutes.
Uri says
Hi Diane!
Thank you so much for all of your answers, they helped me out a lot!
I just synced Outlook 2016 for Mac with my Google Apps account (mail only). Everything works great so far, folders appear great etc., but for some reason I can't send mail from Outlook - I receive a "Connection to the server failed or was dropped" error message.
What am I doing wrong?
Thanks in advance!
Dawn says
I am using Outlook 2016 with Gmail. I have my deleted items going to [Gmail]/Trash and my archived mail going to [Gmail]/All Mail. However when I delete it goes to both trash and all mail and when I archive I get duplicates in the All Mail folder. Any suggestions?
Thanks!
Diane Poremsky says
You shouldn't use the All Mail folder in Outlook - it should be unsubscribed as it will cause duplicates due to the way gmail does imap. (using 2 labels will also cause duplicates).
That said, gmail has a setting that controls how deleted items are handled. look for it in google's options, i think its under the pop/imap settings.
DougInAmbler says
Diane,
I am setting up Outlook 2016 on a new Win 10 hp laptop, and hope for it to match my older Win 7 Outlook 2007.
Both are connected to my Gmail account, with over 10 years of email there (about 5Gig).
The intitial opening of Outlook 2016 worked fine, configured the gmail IMAP account automatically, except for these anomalies:
1. Outlook Inbox remained empty, but [Gmail]->Important got 5k emails and [Gmail]->Trash received 2k emails, I didn't want any of them to be either "important" or "trash". I moved them to my Outlook Inbox or to various personal folders. But every time I moved them I saw duplicates in my Outlook 2007, and I spent hours removing the duplicates. I also noticed that new emails went to "Important" instead of to "Inbox", even though I disabled the "important" options in gmail for this. Eventually I unsubscribed from "Important" and finally new email is going to the Inbox and the unwanted "Important" folder is gone from Outlook.
2. Missing [Gmail]->All Mail folder. I realize this is messy and controversial. I thought I wanted all the contents of Gmail "All Mail" on my local machine, in spite of some of your comments to the contrary. I think I am repenting. Anyhow, I followed the workaround of manually adding [Gmail]->All Mail and was happy to see it start to populate, but slowly horrified to see perpetual syncing going on as it loaded the first half of 85k emails, bloating my Outlook .ost file to over 2Gig.
I think you are correct that All Mail only contains a duplicate of what's in my other personal folders, but I can't be sure of this.
Now I'd like to get that approx 1.9Gig of All Mail out of my Outlook datafile, but I can find no way to do this. Since I unsub'd from All Mail to stop the syncing, the All Mail folder has disappeared in Outlook so I can't even try to move or delete the contents. I created a new [Gmail]->All Mail in hopes it would reappear, but this turned out to be just a new one, and it started syncing all over again, making the file even larger.
At this point I am considering deleting my entire gmail.com account in Outlook 2016 and starting over without "All Mail", which would waste two days of rules and folder setup.
Is there any other way to get the All Mail junk out of my Outlook?
Thanks
Diane Poremsky says
Sorry I missed this earlier. You've probably solved the problems but I'm sure others have the same problem... (Actually, i know from experience that they do. :))
1. Did you log into Gmail and verify the messages weren't in those folders online?
2. The reason we don't recommend syncing all mail is because it creates duplicates of all mail and doubles the size of your mailbox. you'll also have duplicates online.
To clean the mess up after unsubscribing, close outlook, find and delete the data file. Then restart outlook. it will resync with a new pst. Type of paste %localappdata%\microsoft\outlook in the address bar of windows explorer and press enter to open the folder where the data file is.
Nitin Bhardwaj says
Hi Diane,
I had setup gmail pop3 configuration in outlook for my boss where i had migrated 6 GB of data from old email services to gmail services. Now all is good but emails are not properly sorted for example 2014 emails are coming on top when I am sorting emails by Date(conversation). Please help he is MD of our organization my juniors/SME are unable to resolve this.
Diane Poremsky says
Are you sorting by received or created date? Try sorting by Sent date. Customize the view and add the Sent field then sort by it.
Ron Hamaty says
My emails are being downloaded from my Gmail address and, although emails arrive, I don't receive these emails into my Outlook 365 in sometimes an hour or more. Help!
Diane Poremsky says
Do the messages show up if you leave the folder and return to it? If they only download if you press Send and Receive, check your send and receive settings (Ctrl+Alt+S).
RJC says
Thank you for the invaluable source of info you provide to the community. Re GMAIL in Outlook and Archive vs Delete via the IMAP setting. As for the Client, is Archiving or Deleting a one-or-the-other process, not both? Is it not possible to Archive some messages and delete others? Would this only be possible by activating the Archive option and dragging messages to the delete folder? Quick Steps aren't an option since those are tied to my O365 account. Just wondering if I'm missing something.
Diane Poremsky says
You're talking about the Gmail.com setting? Depending on the settings online, delete in outlook = delete online. If you want to keep some messages, you would move them out of the inbox - either to a new pst or to a folder in the imap data file instead of deleting them.
sunk818 says
I got some sort 78754 failure error from Google when trying to connect via IMAP. Gmail already has IMAP turned on.
Going to this link, I had to Turn On Access for less secure apps. Using Outlook 2016. Not sure if this works in Outlook 2013 and previous versions.
https://www.google.com/settings/u/0/security/lesssecureapps
Some apps and devices use less secure sign-in technology, which makes your account more vulnerable. You can turn off access for these apps, which we recommend, or turn on access if you want to use them despite the risks. Learn more
Diane Poremsky says
it works in all mail clients - the 'less secure' bit refers to the older authentication method which is used by many mail clients. Google tries to make it sound insecure, but it's not - few mail clients currently use the newer auth method.
Sun says
Thunderbird works just fine. Even outlook 2016 is using insecure tls. It's okay, it's typical of Microsoft to be behind the curve when it comes to security standards. They are getting better updating more regularly but still slow compared to other companies.
Diane Poremsky says
You should use the application that meets your needs the best. For some, it is t-bird, others need Outlook. Microsoft has other issues that have a higher priority than implementing oAuth 2.0. Honestly, it's not "insecure" but anyone who is worried should use multi-factor auth anyway (and an app password in outlook).
AL \"Jurassic Admin\" says
Note that if you have multiple Gmail accounts you need to "enable imap" & "turn on access for less secure apps" for each account. It's easy to do for the first/"master" gmail account, but for the 2nd+, log in to that account on your browser, click the settings dropdown (the one that looks like a gear), select "accounts", then click the "google account settings", then the "signing in to Google" link, then set "allow less secure apps" to ON.
Diane - my wife and I have been fans of yours ever since we got help from you and slipstick.com to resolve an Exhange 5.0 issue (back in the 20th Century). THANKS for your help over many years!
Hassan says
This is exactly what worked for me when connecting Outlook 2013 to my Gmail account, thank you!
aman prajapati says
I cannot connect showing error pop3
Diane Poremsky says
Did you enable POP access in gmail settings? It's not turned on by default.
https://mail.google.com/mail/u/0/#settings/fwdandpop
Ashley says
Hi Diane,
This is a little off topic, but it sounds like the same sort of issue. I have lots of folders (not nested under the Inbox) in my Outlook 2013, but they aren't showing up in my Mail on my iPhone 6. Everything is set up as IMAP. Can you help?
Diane Poremsky says
If you log into the account on the web, do you see the folders? This is a gmail account?
P N Sekhar says
Hi Diane, I sync my gmail with outlook, however it is limited to only recent one month mail and not from the beginning. please help out with the solution for getting sync all mails of gmail to MS outlook. Thanks & Regards, Sekhar
Diane Poremsky says
In Outlook 2013 and 2016, check the Sync slider settings. File, Account Settings, double click on the imap account in the Email account list and see if its set to one month. If it is syncing more than a month, log into gmail and check the settings - gmail has an imap setting to limit the amount of synced mail.
Henrik says
Hi Diane!
I'm using Outlook2007 and are trying to create an IMAP account for my gmail.
All settings are like you have described above.
I still get en error "can't create a secure connection to server" from Outlook.
I have made the necessary changes i my gmail account.
Any idea?
Diane Poremsky says
Although the error message isn't the usual one for this, are you using two factor authentication on the gmail account? If so, you need to use an app password in outlook.
did you exit the add account wizard and open it again? Just clicking Back and retrying often won't be sufficient to make it work after fixing issues on the server.
Leonardo says
Thank you for the guide Diane, unfortunately I need to subscribe to All Mail folder in order to archive and search items from Outlook
Diane Poremsky says
If you have all other folders subscribed, everything is already in outlook - either in the inbox or filed in another folder. If you could add it, it would create duplicates in gmail. The only way to view it in Outlook is using an older version of Outlook.
Barry Graham says
I've been having all sorts of fun with deleted messages since I upgraded. I use imap with Gmail. Prior to Outlook 2016 I was on 2007, and when I deleted an item in Outlook it went to All Mail in Gmail, and disappeared from Outlook - which was exactly what I wanted to happen. Now I see different things happening. At first I was seeing the messages go into trash and NOT into All Mail. Now I see them going into Deleted Items. I just want it to behave the way it did in Outlook 2007. What specific settings do I have to change in Outlook 2016 to make:
(1) Items I delete in my Outlook disappear from Outlook, and move from Inbox to All Mail on gmail (just like it used to).
(2) Items I send without saving go just to All Mail. I do use a mail filing program SimplyFile which may be adding some complication here although it worked fine with imap and Outlook 2007 with gmail. Specifically, when I send a message, it prompts me to file or delete. If I delete, it's supposed to not be filed in Outlook, but should still go to Sent Items in Gmail as it did before I upgraded.
Diane Poremsky says
Go to file, account settings and double click on the gmail account. Click More Settings then Advanced. At the bottom is options for deleted items handling - see if changing the top option makes it work like you prefer. The correct setting for sent items should be checked for Do not save sent items. The gmail server will save a copy as it sends the mail.
I'm assuming you didn't change any settings in gmail online - you can control deleted behavior there too. https://mail.google.com/mail/ca/u/0/#settings/fwdandpop - you want to archive deleted items.
Brian Mallalieu says
In my Outlook 2016 (an IMAP account under W7) 'Deleted items' folder has no emails shown when I delete them, nor are any shown in my Gmail account folder, but they are in 'Bin'! How do I get 'Bin' then (or 'Deleted items') to show in Outlook please? In Gmail Labels I have selected 'show' in IMAP/Bin.
Diane Poremsky says
Is the Bin folder subscribed in Outlook? Right click on ne of the folders, choose Imap folders... and see if it has a fodler icon next to it.
Katie says
Hi there - this article is amazing except in Outlook 2013 I'm not given the option to subscribe to IMAP folders. The IMAP folders option is not listed on any of the folders when I right click.
The issue I'm having is that I have folders from my google apps gmail but there aren't any emails with in them. Some folders ported over correctly, some are missing emails, but many don't have any emails contained at all. They aren't subfolders (i double checked that first). When I go back to gmail webmail, all the folders are there with the correct emails inside them. I have IMAP forwarding turned on and I have show all turned on inside my gmail settings. What am I missing?
Please advise
Diane Poremsky says
If you are using the google apps sync utility, it sets the account up and handles folder sync. It should sync everything - hmmm, how old are the messages in the folder? Do you have the sync slider set to only sync newer messages?
Bryan says
Hi!
I'm migrating outlook settings for my father-in-law. His old computer runs outlook 2010 and interfaces with his gmail account via POP (he likes it this way). He recently got a new Surface Book with Outlook 2016 and wants things set up the same way.
I mirrored the settings from 2010 on the 2016 outlook and continually get errors when sending SMTP! I've tried resetting the ports all the ways described both above and below. Is this some strangeness associated with Outlook 2016 that I'm not picking up?
BTW, I am able to get things working via IMAP but he doesn't like the changes that this incurs (or, likely doesn't like how I have it set up and he is receiving multiple emails).
Thanks!
Rajveer says
You need to update this article, because google have changed their security settings
Mary says
Hi Experts! I'm desperate for help, I'm using outlook 2013 for my Gmail account for the last two months everything was ok until yesterday, it's just stopped working.
I tried many solutions I found online, including removing the account and re add it which i couldn't re add it at all, I disabled the the antivirus, I uninstalled the last security update for windows 10, I even changed from IMAP to POP but still getting the same message (Log onto incoming mail server (IMAP): The host 'imap.gmail.com' cannot be found. Verify that the server name is typed correctly.) all configurations for IMAP is correct as it was working before. I tried the two ports 587 and 465 TLS for outgoing server still getting the same message.
I tried also imap.googlemail.com still nothing ... HELP
Rayan says
I'm using Outlook 2013 and followed the settings above after also trying the Gmail suggested settings. Gmail is preventing my login and sending me email about it stating that it wasn't secure and won't be allowed and that I should use a google app to access email.
I'm using SSL/TSL and I have tried using the "Require login using SPA) to no avail.
Any tips would be appreciated.
Diane Poremsky says
its definitely not spa. you need to log into gmail and change a setting or enable two factor auth and use an app password. To change the setting, log into google and go to https://myaccount.google.com/security#signin - at the very bottom is the option to allow less secure apps. if you enabled two factor, you won't see this option - you'll need an app password in outlook.
DM says
Thank you , you saved the day for my operations manager
Spenrok says
My girlfriend thinks you are amazing! Thank you Diane as she has spent 3 hrs trying to get this to work
Lee says
Just wanted to say thanks for this. I was signing in with Outlook 2010, kept getting the popup telling me to log into GMail, and nothing was changing. Your post gave me the magical checkbox I need to hit in order to get back to work!
Alka says
Hi,
i have copied my outlook email into a new computer. There is about 70 000 emails there. I am trying to get any new gmail email to go into it but to no avail. I do not understand what is going on. I still receive all email in the old computer. Help!! Thank you
Diane Poremsky says
are the accounts (on both computers) set up as an imap account or pop3? you'll need to remove the account from the old computer if you don't want to get mail on that computer.
Chuck Pyne says
I'm using IMAP. Where are the sync settings? Thx.
Diane Poremsky says
That would be in Send & Receive > Define Send & Receive groups. Ctrl+Alt+S will open the dialog. Default is check every 30 minutes - it's not recommended to go below 5 minutes.
Chuck Pyne says
I have Outlook 2013 as my GUI for a Gmail corporate account. There is sometimes a delay of hours between when an incoming email hits the gmail account and my Outlook Inbox. Is there a setting I need to adjust somewhere to shorten this delay (to seconds)? Thank you.
Diane Poremsky says
Are you using the google apps sync tool? if so, i don't think you can control it - but it should be synced often. if you are using imap, you can have it check mail more frequently.
wealthlab says
Thanks for the quick reply.
Mmmh, Gmail only has all mail and mails with labels which would be also in the all mail folder. However, my mails usually do not have a label, they are either in the Inbox if they require my immediate action, are market as "Starred" if they require a long term action or in all mail if I just like to keep them for reference. Wouldn't I require then the "All Mail" folder?
BTW, I really would like to use Outlook again and stay in the Windows world since I represent a windows only software. That is why I put so much effort into finding the right Mail, Task, Calender and Contact (windows) program. It seems that you could be the person to help me to be happy with Outlook (again)?
Diane Poremsky says
No, you won't need all mail - they'll be in the Inbox and also in the Important folder.
I can't promise that i can make you happy with outlook, but i can try. :)
wealthlab says
Hi, Thank you for the article. I am using Outlook 2016 and running in many issues, mostly inconsistent behaviour of Outlook in conjunction with Gmail and Gmail for Work.
I reall would like to get to the bottom of it...
Anyway, I can not see why you say that subscribing to "All Mail" will duplicate mails?
Diane Poremsky says
Because All Mail is a copy of all messages in gmail, including mail in the inbox and other folders. Unlike gmail web where you have one messages with multiple 'labels', imap will create a copy of each message in each folder (label).
The All mail folder shouldn't be subscribed by default though.
Lee says
Diane,
I have been an Outlook fan for many years and although the rest of the household is migrating to Apple, I am still running Outlook 2013 on my laptop and the Outlook app (from Acompli) on my iPhone6+. I use Gmail for email and have that syncing properly but am having trouble with syncing Contacts and Calendars so have removed both data sets from Google. The calendar now "originates" on my iCloud Calendar as Outlook is happy to sync with it there. What's the best way to configure my system (iPhone/iPad/laptop on Outlook with Gmail and ensure compability with my families Mac products? I've heard this can be done with Office 365 ? Or do I need another product, ie CompanionLink for Outlook???
I appreciate your suggestions and will consider a one-on-one paid session if this will get me there.
Thanks,
Lee
Diane Poremsky says
if you are using gmail or any account type except Exchange server or Outlook.com, you need to use a utility to sync calendar and contacts between outlook and a smartphone or outlook and gmail. For apple devices, iTunes or icloud works for apple to outlook but it doesn't help you get the stuff into the gmail calendar. If using both gmail and apple, i recommend syncing to gmail and syncing the device to gmail. So yeah, you'll need companion link or another utility to sync with gmail.
Glenn says
Diane - your explanations are great, but you don't give any step-by-step instructions for how to accomplish what you are saying. For instance, you say to "choose which folders you view," but there are no instructions on HOW to make those choices. Please include step-by-step instructions. You're assuming a starting point that is not intuitive to some of us. Thanks!
Diane Poremsky says
I said that in this article? I'm not sure what the context was, but if it's about IMAP folders, you can choose which folders you subscribe to - those are the only folders that will sync with desktop clients. Right click on the inbox and choose IMAP{ folders, then Query. (I couldn't find the text on this page.)
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 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?
Rob says
Hi Diane, I am having the same problem as Ramon above, but I really don't want to open another gmail account. Are there any other solutions to this problem?
Thank you
Rob
Diane Poremsky says
you shouldn't need a new account - are you using two factor authentication? if so, you need to use an app password in outlook.
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.
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.
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.
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
Diane Poremsky says
You have two options: You can create separate accounts configured as send only accounts.
If the account is set up in gmail, gmail should send it only from the account. See the Send mail as section at https://mail.google.com/mail/u/0/#settings/accounts - then type the email address in the from field when you send. Your gmail address will be in the message header - if you don't want that exposed, you'll need to use send only accounts.
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.
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
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
Diane Poremsky says
I do offer a remote assistance service - details are here - https://www.slipstick.com/about-slipstick-systems/#train
Can you right click on any of the google data files and choose Close... and have it actually close the file? Or in File, Account Settings, Data file tab, remove any from the list? (I'm assuming they are just ghost files of the correct one.)
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.
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.
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.
Diane Poremsky says
It's just a sync problem, probably related to the update. Try selecting the account in File, Account Settings and clicking Repair. If you haven't removed and re-added it, do that. If it still fails, roll back to a previous build.
https://www.slipstick.com/outlook/2013/uninstall-update-office-2013-click-run/
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?
Alan says
This is the same problem that I am having. Any assistance would be appreciated.
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.
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.)
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.
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.
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.
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
weldon says
thanks for your note - will purchase one of the software listed.
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.
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.
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.
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?
Ankit goel says
Please tell me how to deactivate my old Account from Outlook & want to start my New Gmail Account from outlook
Diane Poremsky says
Go to Control panel, Search for Mail and open your profile. Delete the account then add the new gmail account. See https://www.slipstick.com/outlook/config/remove-and-recreate-email-account/ in you need step by step instructions.
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.
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.
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.
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.
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.
Neil Knight says
Wonderful. That explains it and is very helpful. Thank you for your very quick response!
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.
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.
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.
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 https://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.
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.
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.
Giedrius says
Also, what about the speed of Outlook 2010 with gmail IMAP? I read on internet (e.g. here https://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.
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.
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.
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.
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 :)
Diane Poremsky says
What happens when you try? Do you get any error messages?
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).
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!
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.
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
Diane Poremsky says
I'm not familiar enough with Nimble to know how you'll need to do it. Sorry.
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.
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.
Diane Poremsky says
Verify you have 64bit Outlook 2013 - check in File, Office Account.
Simon says
Great, thanks!
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.
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?
Diane Poremsky says
You have Outlook configured to save a copy and gmail automatically saves a copy too. You can set Outlook to not save sent messages for the IMAP account.
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?
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.
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?
Arnaldo says
thx and keep us posted if anything appears!
Arnaldo says
Is there any free tool to sync outlook and google calendar now that google has discontinued its own service?
Diane Poremsky says
No, none that I am aware of. Sorry.
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.
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.
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.
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.
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.
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?
Diane Poremsky says
It's how gmail does it - you need to not save sent items in the gmail imap account in Outlook. See https://www.slipstick.com/outlook/outlook-2010/two-copies-of-sent-messages-in-outlook-2010/ for the steps.
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.
Diane Poremsky says
With gmail accounts, you do not want to save sent items in outlook. Outlook 2010 lets you set the gmail imap account to not save sent messages.
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.
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.
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
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.
Diane Poremsky says
Log into your account using web mail and check the Settings or Options. Many IMAP servers let you select the folders to use for sent, junk, deleted, and drafts.
Configuring special IMAP folders in Outlook 2013
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.
Osama says
i'm using outlook 2010
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.
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.
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.
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
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.
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).