Client Side - GASMO Sync between Google Apps & Outlook*Available only for Google Apps for Business, Education, and Government.

Google Apps Sync for Microsoft Outlook (GASMO) is a tool that has been developed to manage your Google Apps Mail, Calendar, and Contacts while still using Outlook. Google Apps Sync continually syncs the data between your Google profile in Outlook and your Google Apps account in the cloud. GASMO allows users who prefer the familiarity of Outlook to continue using the

software, while doing away with in house legacy systems such as Exchange. We recommend solely using Google Apps for many reasons. One such reason being that you no longer need to purchase Outlook software for your users.

Upon setting up Google Apps Sync, you will have the option to import from another Outlook file. This one time import will migrate data (Calendar, Contacts and Email) from your current Outlook profile to your Google Apps account. While the migration tool is working on getting your new email imported into Google Apps, you will be able to continue working in Outlook by utilizing the new Google Apps Sync Outlook profile that has been created. Please note that depending on the size of your previous Outlook profile, it may take upwards of 24 hours for your data to appear in Google.

However, if all you want to do is migrate data, (that is, you don't plan to keep working in Outlook afterwards), use Google Apps Migration for Microsoft Outlook instead.

Google Apps Sync Co-Existence Issues

While Google Apps Sync is a great way to link your Google Apps account to an Outlook profile, there are a few caveats in doing so. These problems tend to present themselves when attempting to use an advanced feature of Outlook that is not present in Google Apps because when this data attempts to sync, Google does not have a place to store it. Outlook categories, journal entries, and other features will still be available when using Outlook, however, they will not be accessible via Google Apps because Google Apps does not support these features.

Also, if your Outlook application is not set to use your Google Apps Sync profile as default, you must ensure you select that profile at launch. If you choose your old Outlook profile, any work you perform within it will not be synced to Google. What’s more, you may not receive any new mail as your domain administrator may have removed your legacy mail system all together.

Outlook Data That Syncs With Google

Mail

● Email Messages ● Email State (read vs. unread)

● Folders ● Nested Subfolders

● Folders nested under Inbox* ● Junk Email

● Deleted Items ● Attachments (20mb limit)

● Importance Levels ● Message Flags (Stars in Gmail)

*Labels appear as Inbox/folder_name in Gmail

Calendar

● Default Calendar ● Other calendars you own (under Calendar)

● Event Reminders ● Free/Busy status for Google Apps users

● Optional Attendees ● Free/Busy status for Non-Google Apps users

Personal/Global Contacts

● Personal Contacts (under Contacts) ● Domain Contacts (individual/group addresses)

● Out-of-domain contacts ● Autocomplete

● Rich field data for each user

Notes/Tasks

● Notes (sync to plain text files in Drive) ● Notes (in subfolders)

● Tasks ● Notes in Tasks

● Due Dates ● Task Status (marked as completed

Outlook Data That Does Not Sync With Google

Mail

● Drafts ● Executable Attachments

● Posts in Mailbox Folders ● Follow-up dates and reminders (used with flags)

● Arrow icons indicating you have replied/forwarded ● Rules

● Signatures ● POP/IMAP Account

● Category Definitions/Assignments ● Delivery Receipts

● Public Folders ● Sharing Mail Folders

● Recovering Deleted Messages ● Sending in Rich Text Format (must be HTML)

Calendar

● Other Calendars you own (not under Calendar) ● Tentative/Out of Office Status (appears as busy)

● Calendar Attachments ● Rich content in event descriptions (images/links)

● Category Definitions/Assignments ● Saving Event updates without sending

Contacts

● Personal Contacts (not under Contacts) ● Rich formatting in notes

● Notes larger than 16KB ● Follow-up flags, dates and reminders

● Category Definitions/Assignments ● Sharing a Contact Folder

Notes/Tasks

● Category Assignments ● Other Progress Status (in progress, deferred)

● Reminders ● Start Dates

● Top-level Folders in Tasks ● Subfolders in Tasks

Installing Google Apps Sync*Administrators: In order for the migration to work, you must enable the Provisioning API and Email Migration API for your domain within the Admin Console. In the console, go to the Settings > Email > User email uploads section, select the checkbox for "Allow users to upload mail using the Email Migration API." Also, go to Security > API Reference and click the box for “Enable API access”.

1. Install GASMO by downloading the tool here.2. Open the Start Menu and navigate to Programs > Google Apps Sync > Set up a Google Apps

Sync user.3. Enter your Google Apps email address and click Continue.4. A browser window will open up. Click Accept at the bottom of the page to allow GASMO to access

your Google Apps account. 5. Switch back to GASMO, check the box next to Import data from an existing profile and choose the

profile you wish to import from. Then click Create Profile.6. Click Start Microsoft Outlook to open Outlook and begin the initial migration and sync.

a. You may pause/resume the migration at will but note you will not see all of your prior email until the tool has completed.

b. If you exit Outlook, while GASMO is still syncing your data to Google, it will resume from where it was the next time you open Outlook.

7. You should now set the new Google Apps Outlook profile as your default Outlook profile.a. Open the Control Panel and go to Mail.b. Click Show Profiles and select the radio button for Always use this profile at the bottom.

Then use the dropdown list to select the Google Apps profile.