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Repair Windows errors before they cause bigger problemsFix Now →Fix the driver behind crashes, sound loss and screen glitchesFind Drivers →Clear out junk files and repair common Windows errorsFree Scan →To set up a Google Workspace Sync user, an administrator enables Google Workspace Sync for Microsoft Outlook (GWSMO) for the organization, then the user installs or opens GWSMO, signs in with a work or school Google Account, creates an Outlook profile, and opens that profile in Outlook. Importing existing Outlook data is optional. GWSMO does not support personal @gmail.com accounts.
Before you start
- Account: Use a Google Account managed by your work, school, or another organization. A personal
@gmail.comaccount is not supported by GWSMO. - Administrator: An administrator must enable GWSMO for the organization. Google also lists the Calendar service as a prerequisite for users creating profiles.
- Software: You need Microsoft Outlook and GWSMO on the Windows computer. Check Google’s current GWSMO system requirements and updates before installing; supported Windows and Outlook versions are not specified here.
- Outlook state: Close Outlook before installing GWSMO.
GWSMO keeps Outlook synchronized with a Google Workspace account. It is different from Google Workspace Migration for Microsoft Outlook (GWMMO), which moves Outlook data to a Google Account rather than maintaining ongoing synchronization.
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1. Administrator: enable GWSMO
An administrator needs to enable Google Workspace Sync for Microsoft Outlook for the relevant users in the Admin console. Google also says Calendar must be enabled for users to create GWSMO profiles. Admin console labels can change, so follow Google’s current administrator setup instructions rather than relying on an old click path.
2. Install or open GWSMO
Your organization may let users download the recommended installer, provide the installer centrally, or install GWSMO for users. Follow the route your organization uses, and check Google’s system requirements before installing.
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| Who handles installation | What the user does |
|---|---|
| User | Download and install the recommended GWSMO installer, with Outlook closed. |
| Administrator provides the installer | Install the provided copy according to your organization’s instructions. |
| Administrator installs GWSMO | Open the Windows Start menu entry named Set up a Google Workspace Sync user. |
3. Sign in and grant access
- Enter the user’s organizational Google Account email address and continue.
- Enter the account password when prompted.
- Select Allow to grant GWSMO access.
If you cannot sign in, first confirm that the same account works in a browser. If it does not, ask your administrator to check the account before troubleshooting Outlook.
4. Create an Outlook profile and decide whether to import
Create a Google Workspace profile for Outlook. You can start with an empty Outlook profile and import nothing, or import data from an existing Outlook profile, an Exchange profile, or a PST file.
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| Choice | When it makes sense | Important consideration |
|---|---|---|
| Skip import | You want to start using Outlook with the Google Workspace account without bringing in older Outlook data. | Import is optional; you can use the profile without importing old data. |
| Import from an Outlook or Exchange profile | Your existing data is held in one of those profiles. | If the same mail, calendar, contacts, or notes are already in the Workspace account, importing them again can create duplicates. |
| Import from a PST file | Your Outlook data is stored in a PST file. | Apply the same duplicate caution if the data has already been imported to the Workspace account. |
Google says tasks and journal entries can be re-imported because Workspace does not store them. Avoid re-importing mail, calendar, contacts, or notes already imported to the account. See Google’s profile and import guidance for details.
5. Open the Google Workspace profile in Outlook
- Start Outlook and choose the Google Workspace profile when Outlook asks which profile to use.
- Optionally set that profile as Outlook’s default.
- Open the profile. Google says GWSMO begins synchronizing when Outlook opens it.
What synchronizes, and how often?
Google’s synchronization reference publishes the following operational intervals. They are Google’s product specifications, not independent performance measurements.
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| Data type | Google-published synchronization interval |
|---|---|
| Every minute | |
| Calendar | Every 10 minutes, or immediately after you create or receive a meeting invitation |
| Contacts | Every 20 minutes |
| Global Address List | Every 24 hours |
| Notes | Every 60 minutes, or immediately after creating or changing a note |
| Tasks | Every 2 hours |
Not every Outlook feature or item synchronizes in the same way. For example, calendar attachments added in Outlook do not sync with other users’ calendars, Outlook personal distribution lists do not sync to Google Workspace, and some task details—including reminders and start dates—are unavailable in Google Tasks. Check Google’s What’s synchronized? matrix for a specific item or feature you depend on.
Optional: enable smart features for attachment search
Google highly recommends enabling smart features and personalization before syncing if you want synced email attachments indexed for search. If you enable the feature after data has synced, the change applies only to new data. Google notes that changes can take up to 24 hours to take effect.
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If setup fails
- Account sign-in fails: Test the organizational account in a browser. Contact the administrator if browser sign-in also fails.
- You cannot create a profile: Ask the administrator to confirm GWSMO is enabled for your account and that Google Calendar is enabled.
- Installation or Outlook problems: Check Google’s current GWSMO requirements and guidance. Issues can involve system requirements, administrator setup, Outlook add-ins, network traffic, or third-party applications accessing Outlook PST files.
- A feature or item does not appear: Consult the Google synchronization matrix; some Outlook items and features are not supported or behave differently.
Use GWSMO-specific requirements when checking compatibility. GWMMO has a different purpose, so its compatibility information is not a substitute.
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