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Table of Contents
Set up Gmail in Outlook using IMAP
Enable IMAP access in Gmail first
Sync calendar and contacts with Google Calendar and Contacts
Keep in mind what syncs and what doesn't
Home Software Tutorial Computer Software How to sync my Gmail with Outlook

How to sync my Gmail with Outlook

Jul 17, 2025 am 12:49 AM

Set Gmail and Outlook to synchronize to manage emails, calendars, and contacts centrally. 1. Manually add Gmail account through IMAP in Outlook, configure server settings and enable IMAP access to Gmail; 2. By default, only inboxes and sent mails are synchronized, and other folders need to be manually configured; 3. Calendar synchronization requires adding Google calendar links through Internet Calendars, and contacts need to be manually imported or used third-party tools; 4. The deletion operation will take effect in both directions, so be cautious; 5. If there is a security warning or password change, you may need to re-verify your account information.

How to sync my Gmail with Outlook

Gmail syncing with Outlook makes it easier to manage emails, calendars, and contacts from one place. The key is setting up the connection properly and understanding what syncs by default — and what doesn't.

How to sync my Gmail with Outlook

Set up Gmail in Outlook using IMAP

Outlook supports connecting Gmail via IMAP, which keeps your inbox in sync across both platforms. Here's how:

  • Go to File > Add Account
  • Select Manual setup or additional server types , then click Next
  • Choose POP or IMAP , then follow the prompts
  • For server settings:
    • IMAP Server : imap.gmail.com
    • Username : Your full Gmail address
    • Password : Your Gmail password (or app password if 2FA is enabled)
    • Make sure SSL encryption is selected

Once connected, Outlook will pull in your Gmail inbox. It may take a few minutes depending on how much data you have.

How to sync my Gmail with Outlook

Enable IMAP access in Gmail first

Before Outlook can connect, you need to enable IMAP in your Gmail account:

  1. Sign into Gmail
  2. Click the gear icon and go to See all settings
  3. Under the Forwarding and POP/IMAP tab
  4. Scroll down to IMAP Access and make sure it's turned on
  5. Save changes

If this is off, Outlook won't be able to sync anything, so double-check that step before troubleshooting further.

How to sync my Gmail with Outlook

Sync calendar and contacts with Google Calendar and Contacts

Outlook doesn't automatically sync Gmail calendars and contacts like it does with Exchange accounts. To get those working:

  • In Outlook, go to File > Account Settings > Account Settings
  • Click the Internet Calendars tab
  • Add this calendar URL: https://www.google.com/calendar/ical/YOUREMAIL@gmail.com/public/basic.ics
  • Replace YOUREMAIL@gmail.com with your actual Gmail address

For contacts, you can export them from Gmail as a .csv file and import into Outlook manually. Alternatively, use third-party tools like Google Workspace Sync for Microsoft Outlook if you're on a business plan.


Keep in mind what syncs and what doesn't

By default, only your inbox and sent items will sync through IMAP. Other folders like Drafts or Trash usually don't unless you configure them manually. Also, sending emails from Outlook will still use Gmail's outgoing server (SMTP), so make sure that's set up correctly too.

And remember: if you delete an email in Outlook, it'll also disappear from Gmail — so be careful when cleaning up.

Basically that's it. After setting it up, there will generally be no problems, but occasionally re-authenticate if Gmail detects suspicious activity or if you change passwords.

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