This article explains how to setup Outlook 2010 for email synchronization. You will be guided through modifying your existing accounts (if you have any) and configuring Outlook 2010 to synchronize with Gmail.
At this point you should have completed the setup of Gmail for email synchronization.
Did you know you can synchronize your Outlook 2010 email on multiple computers? Automatically? And without an expensive Exchange Server?
See how the brilliantly simple Easy-Email solution will simplify your life by watching the quick video at synchronize Outlook.
At the end of the article you will find references to more information which is relevant for working with Outlook 2010 and Easy-Email.
Important! If you have not done so already please read the article “Naughty Outlook”.
Important! Backup your emails before you start! Easy-Email does not accept responsibility for any data loss under any circumstance.
Modify existing accounts (POP)
If you already have email accounts setup in Outlook 2010 we need to ensure they leave new email in the mailbox on the mail server for one day.
Gmail is also downloading email from the same mailbox, so Outlook 2010 will have to leave the email on the mail server long enough for Gmail to get hold of a copy too. Gmail automatically checks your mailboxes for new mail once every hour. If a new email arrives in your mailbox and Outlook 2010 downloads and removes the email from the mailbox before Gmail gets to it you will not see that email in Gmail and it will not be synchronized with your other email clients.
This modification does not change the way your current email setup works.
Do the following for each Outlook 2010 account that downloads email from a mailbox:
Note! Click on the images to see a larger version.
- Go to File → Account Settings → Account Settings…
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Select your existing email account.
Click Change.
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Click More settings…
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Go to the Advanced tab.
Check Leave a copy of messages on the server.
Check Remove from server after 14 days.
Make sure emails are left on the server for a minimum of 1 day.
1 day is more than sufficient for Gmail to pick up new emails.
The default of 14 days is fine.
Click OK.
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To close the account settings window again:
Untick Test Account Settings by clicking the Next button.
Click Next.
Click Finish.
Click Close.
Create a new email account in Outlook 2010 to access Gmail
Gmail will now pick up your email for you. This step tells Outlook to synchronize with Gmail so you can download copies of your emails.
Note! If you have more than one email address work with the email address you use most often in this section. For John Doe this is JohnDoe@pogo-card.com. Setting up multiple email addresses is explained in the Advanced guides.
Follow these steps:
- Start Outlook 2010.
- Click File → Add Account
- Enter the following information:
For Your Name enter your name, for John that is John Doe.
For E-mail Address enter your Gmail address, which for John is walletpcuser1@gmail.com.
For Password enter your Gmail password twice.
Click Next.
- Wait while Outlook searches for your account settings.
This can take a couple of minutes.
- Tick Manually configure server settings.
Click Next.
- Change the email address to the email address you wish to synchronize. In out case this is JohnDoe@pogo-card.com.
- On the general tab enter a descriptive name for the mail account.
For John we enter My Mail (IMAP).
- Click on the Sent Items tab.
Select Do not save copies of sent items.
Gmail automatically does this for us now.
Click OK.
- Click Finish.
- Outlook tests your account settings.
Click Close.
- Your mail is synchronized with Gmail.
This could take some time depending on how many emails you have.
You can Delete the test email from Outlook.
- Select the [Gmail] → Sent Mail folder.
The sent folder view includes From instead of To.
What you want to see here is who you sent emails to.
- Click on View → Change View → Save Current View As a New View
- Enter My Sent View as the name of the view.
Click OK.
- Click View Settings.
- Click Columns…
- Select the Sent and To fields.
Tip! Hold down the Ctrl key when you click on the second field to select both fields at the same time.
Click Add.
- Move the fields so To is located below From and Sent is below Received.
- Select the From and Received fields.
Click Remove.
Then click OK.
- Click OK.
- Now we can see who we sent our emails to.
Set the Gmail account as the default email account
When we send email we want the new Gmail account to be the default acccount.
- Go to File → Account Settings → Account Settings..
- Select the My Mail (IMAP) account.
Click Set as Default.
Click Close.
Enable mail notifications
Outlook does not automatically notify you when new mail arrives in an IMAP account.
To make this happen follow the instructions in this article.
Change the Outlook startup folder
You can change the default startup folder for Outlook.
To make this happen follow the instructions in this article.
Known issues
- Draft emails are stored in the local folder on the computer – not the Gmail drafts folder. This is due to a limitation in Outlook. This means you cannot start an email in another client and finish it in Outlook or vice versa.
- Outlook 2010 always creates a Junk E-mail folder.
This folder will also appear in Gmail.
- The first time Outlook 2010 synchronizes with Gmail it can take a long time – please be patient.
If you would like help with synchronizing Outlook 2010 on multiple computers you can download and follow the Easy-Email Essential Guide. See how this brilliantly simple solution will simplify your life by watching the quick video at synchronize Outlook.
