Google Apps Definitive Outlook Guide

This is a concise setup guide for working with Google Apps (Gmail) Standard (the free version) and iOS devices and Outlook (Mac or PC)

  • Backup your Mac outlook file (Use Apples Time Machine or perhaps this method http://www.maclife.com/article/howtos/how_back_and_restore_mail_outlook_2011)
  • Create a new mail account on the Mac (Outlook) with IMAP credentials (https://support.google.com/mail/troubleshooter/1668960#ts=1665018,1665137,2769074)
    • Incoming Mail (IMAP) Server – Requires SSL
      • imap.gmail.com
      • Port: 993
      • Requires SSL: Yes
    • Outgoing Mail (SMTP) Server – Requires TLS
      • smtp.gmail.com
      • Port: 465 or 587
      • Requires SSL: Yes
      • Requires authentication: Yes
      • Use same settings as incoming mail server
    • Full Name or Display Name: Firstname Lastname
    • Account Name or User Name: name@mydomain.com
    • Email address: name@mydomain.com
    • Password: your Gmail / Google Apps password
  • Go to Gmail to create a “Label” which will then show in Outlook as a Folder (this is to see how it works)
  • Copy any mail from your POP Outlook inbox/folders into your new imap inbox and folder
    • Do this in small increments or else you will have major issues. Never copy more than 100 MB of messages at a time. This is an Outlook issue. I just chokes.
    • Do this only when you have a good strong internet connection. This is very bandwidth intensive as you are basically sending a copy of all of your mail back to the cloud from whence it came
  • Read through this basic IF/THEN table of how Outlook and Google work together with IMAP – Bookmark this and share with your team: https://support.google.com/mail/answer/77657?hl=en&ref_topic=3397500
  • Finally, be sure your iOS Mobile devices also use IMAP. Android devices simply “work” as another gmail/google account.

 

Also, with iOS you can sync your calendar and contacts. I HIGHLY recommend syncing both of these in case of a major phone loss/damage. I have 1003 contacts in my google/iphone. It is invaluable for me to know that these are always backed up to the Google Apps account.