To set up a Google Workspace Sync user, an administrator first enables Google Workspace Sync for Microsoft Outlook (GWSMO) and Google Calendar for the organization. The user then installs or opens GWSMO, signs in with a work or school Google Account, grants access, creates an Outlook profile, and opens Outlook with that profile. Synchronization starts when Outlook opens it. GWSMO does not support personal @gmail.com accounts.
Before you begin
- You need an organizational Google Account managed by your work, school, or another group; a personal
@gmail.comaccount is not supported. - An administrator must enable GWSMO for users, and Google lists the Calendar service as a prerequisite for creating profiles.
- GWSMO is for synchronizing an organizational Google Account with Outlook. It is different from Google Workspace Migration for Microsoft Outlook (GWMMO), which is intended to move Outlook data into a Google Account rather than keep Outlook synchronized.
- Check Google’s current GWSMO system requirements and updates before installing. Supported Windows and Outlook versions are not listed here; do not rely on GWMMO requirements as a substitute.
1. Administrator: enable GWSMO and Calendar
An administrator needs to enable Google Workspace Sync for Microsoft Outlook for the users who will use it. Google also says the Google Calendar service 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 a remembered menu path.
2. Install or open GWSMO
Your organization can let users download and install the recommended GWSMO installer, have an administrator provide the installer, or have the administrator install GWSMO for them. If the administrator installed it, open the Windows Start menu and select Set up a Google Workspace Sync user.
Close Outlook before installing GWSMO. For installation guidance and current prerequisites, use Google’s GWSMO setup and troubleshooting page.
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3. Sign in and grant GWSMO access
- Enter your organizational Google Account email address and continue.
- Enter your account password when prompted.
- Select Allow to grant GWSMO access to your account.
If sign-in fails, first confirm that you can sign in to the same account in a browser. If you cannot, contact your administrator; the problem may be with the account rather than Outlook.
4. Create an Outlook profile and decide whether to import data
Follow the prompts to create a Google Workspace profile for Outlook. You can start with a new profile and skip importing, or import existing data from an Outlook profile, an Exchange profile, or a PST file. Import is optional; choose it only if you need that older data in your Workspace account.
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- Import if the mail, calendar, contacts, or notes you need are not already in the Workspace account.
- Skip the import if that same data has already been imported. Importing mail, calendar, contacts, or notes again when recreating a profile can create duplicates.
- Google says tasks and journal entries can be imported again because Workspace does not store them.
For the import workflow and supported source choices, see Google’s GWSMO getting-started instructions.
5. Open Outlook with the Google Workspace profile
When Outlook asks which profile to use, choose the Google Workspace profile. You can optionally make it Outlook’s default profile. Google says GWSMO begins synchronizing when Outlook opens the Google Workspace profile.
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What synchronizes, and how often?
Google’s synchronization reference publishes the following typical intervals. These are Google’s product behavior specifications, not independent performance measurements.
| 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 |
Synchronization does not make every Outlook feature behave identically in Google Workspace. For example, calendar attachments added in Outlook do not sync with other users’ calendars, Outlook personal distribution lists do not sync to Workspace, and some task details—such as reminders and start dates—are unavailable in Google Tasks. Check Google’s full “What’s synchronized?” reference for any specific item or feature you depend on.
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Optional: enable smart features for attachment search
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If setup does not work
- You cannot sign in: Test the account in a browser first. Ask your administrator for help if the account itself is inaccessible.
- You cannot create a profile: Ask your administrator to confirm that GWSMO and Google Calendar are enabled for your account.
- Installation fails or Outlook behaves unexpectedly: Review Google’s current GWSMO system requirements and troubleshooting guidance. Google identifies Outlook add-ins, network traffic, and third-party applications that access Outlook PST files among areas to check.
- You are setting up a personal Gmail account: GWSMO does not support personal
@gmail.comaccounts; use an organizational Google Account.
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