Unless you use Microsoft Outlook for mail merge or functionality that's only available in Outlook, we recommend you use Google Apps for your email. Because it's on the web and not on your local computer, it's one less program to back up and troubleshoot if something goes wrong. Plus, it has several useful features Outlook does not have, such as online chat and the ability to retract a message if you hit Send by mistake.
However, if you do want to continue to use Outlook as your email client, you can install an application called Google Apps Sync for Microsoft Outlook as a plug-in for Microsoft Outlook 2003, 2007, or 2010. This enables you to import your local Outlook data (.pst file) into Google Apps so you can keep using Outlook to access your Google Apps mail, contacts, and calendar.
Note: Administrative privileges are required to install Google Apps Sync. If you don't have these, contact your ITC for assistance.
Installing Google Apps Sync for Microsoft Outlook
- Close Outlook
- Open your web browser and go to tools.google.com/dlpage/gappssync/
- Click the Download Google Apps Sync button. If you are prompted to Run or Save, choose Run.
- Provided you have administrative rights on your computer, the installer will run. When it finishes, you'll see this window:
- In the Email address field, enter your HSU email address (the one with your HSU User Name, e.g., email@example.com)
- Below Do you have a Google password?, click Yes, I have a password, and enter your HSU password. The following screen will open:
- Leave Remember Me checked and click Continue. The following screen will appear.
- If you have previously used Outlook on this computer and want to transfer (import) your contacts, calendars, etc., click the box next to Import data from an existing profile and select your existing Outlook profile. If you don't want to import any data, skip to Create Profile.
- Uncheck Email messages (which also unchecks deleted and junk messages). This will leave Contacts, Calendars, and Notes, Journal entries, and Tasks checked - these are the things you DO need to import. Learn more about what gets imported
- Click Create Profile to continue. If you see an error message "Failed to create profile", call your ITC or the Technology Help Desk at (707) 826-HELP (4357).
- After the profile is created, click Start Microsoft Outlook on the window that appears. Microsoft Outlook will open and begin synchronizing. You can begin using it immediately, but it may take several hours (up to a day) for ALL of your mail to synchronize. Your most recent mail is synchronized first.
- To see the status of your email sync, point your mouse at the Google Apps Sync icon in the Windows system tray. (You may have to click the Show hidden icons arrow if it's hidden.
If you previously stored emails on your local computer in Outlook personal folders, you will need to take a few extra steps to make those available:
Adding Local Files
- In Outlook, click File > Data File Management (Outlook 2007) or File > Info > Account Settings > Account Settings (Outlook 2010)
- Click the Data Files tab, then click Add.
- Click Outlook data file (.pst) and click OK
- Navigate to where your PST file is stored - usually you'll find it in the default window that opens, or My Documents > Outlook Files).
- Select your PST file (typically called "Local.pst", but may be something like "Personal Folders.pst") and click OK.
- In the Account Settings window, click Close.
You'll see your old mail in Outlook in folders under "Local Mail" or "Personal Folders"; your new mail will appear under "Google Apps". Your old mail will continue to be stored locally on your computer, so it won't be visible if you use the Google Apps webmail interface. If you need webmail access to a locally-stored message, you can drag that message from your Outlook inbox to your Google inbox.
Note: If your local Outlook profile continues to open instead of your new Google profile, you will need to switch profiles.