Configure Gmail account in Microsoft Outlook 2016

Configure Gmail account in Microsoft Outlook 2016

Applies to: Outlook 2016, Outlook 2013, Outlook 2010, Outlook 2007, Gmail, Google Calendar, Google Task

For various reasons, we like to integrate Gmail accounts into Outlook rather than using Gmail on web browsers. At this point, we use free Gmail account as an example to demonstrate on how to create a Gmail account inside Outlook using IMAP and SMTP protocols.

Adding Gmail account

Setting up Gmail account in Outlook can be as simple as a few steps below:

1. Click on [File] at top-left

2. Click on [+ Add Account]

3. Click on [E-mail Account] radial and 
fill in your name, E-mail Address and password. Then, click on [Next >] at lower-right

4. After 10 to 15 seconds of auto-discovery, your Gmail IMAP is successfully configured and click on [Finish] to exit [Add Account] window

5. At Navigation Pane to the left, you will see folders for your Gmail account

Unlike some on-premises mail server, whether they are free mail server or paid software that requires us to fill in server host name and supporting ports, Outlook is able to auto-detect Gmail configuration settings.

Managing subscribed folders

You can and you should take a look at the list of subscribed folders in your Gmail account, because you do not necessarily need to subscribe them all. For example, subscription to [Gmail]/All Mail folder can be omitted so that you can save a lot of time and bandwidth.

Streamline your Google experience in Outlook

For Outlook users who stick with Gmail accounts, it would be nice to also integrate their Google contacts, calendars and tasks from their Google accounts on Outlook. I personally recommend sync through Outlook add-ins. Since contacts, calendars and tasks are always changing all over the places, life is easier if things are synchronized throughout all your devices.

Surprisingly, it’s the year of 2016 and Gmail still doesn’t provide Push Mail Notification to Gmail account configured under Outlook. After observation for some time, the only way for me to be notified of new incoming mails for IMAP is if I leave the INBOX of my IMAP account selected.

Sync tools on the market

There are about a dozen of Outlook sync tools on the market, such as gSyncit, Companionlink, OggSync, Sync2, SyncMyCal and EVO Collaborator for Outlook. What if we want an all-in-one solution that synchronizes Google contacts and tasks while providing both real-time calendar sync and Gmail Push Mail to Outlook? EVO collaborator for outlook may be the only answer. I’d recommend Gmail users using Outlook as their default desktop mail client to try this add-in.


Sync Google Calendar and Gmail with Outlook in real-time Push Notification

Sync Google Calendar and Gmail with Outlook in real-time Push Notification

It has been 2 years since I last wrote the article about “How to synchronize Google Calendar with Outlook”. Lots of things have changed since then. Now, many of you already know how to sync Google Calendar and address book with Office 365, Outlook 2016/2010/2013/2007. Today, I am going to update this article and elaborate on how to also sync Google Task with Outlook, how to sync Google Calendar in real-time, and how to sync Gmail’s INBOX under Outlook in real-time using IMAP and Push Notification technology.

To refresh our memories:

Google Calendar Sync: Error syncing your calendar.Error code: 2016.Please see our Help Center for more information.

The above error message started to pop up back in 8/1/2014 when you were trying to use Google’s free Google Calendar Sync for Outlook. The reason was that Google terminated access of this free application to its synchronization services. Instead of providing free services, users must pay to continue using the successor called GASMO (Google App Sync for Microsoft Outlook) while Microsoft still has not yet implemented a way to sync with Google’s contact/calendar/task in its most recent Outlook 2016. Free Gmail users have been looking for an alternative to GASMO on their Outlook even until now.

Push Technology

Other than GASMO matter, I believe that many of you are using Android smart phones. When your Gmail account has e-mails coming in, your smartphone will notify you. Perhaps you are getting so used to it and you do not realize that it is the Gmail Push Email feature doing the job. With this push notification scheme, you can receive emails in real-time. However, when you use Outlook, it is still only designed to check for emails every few minutes. Is there any way for Outlook to also achieve such real-time Gmail INBOX sync?

What is real-time Google calendar sync with Outlook?

Calendar entries you created elsewhere (for example on an android smartphone) are pushed to your other devices or software immediately.  As far as I know, almost all other sync tools still rely on manual or sync-counter to pull new entries from Google Calendar. 

What is Gmail Push Notification?

Gmail’s new email arrivals can be pushed via Gmail Push Notification. When new mails arrived at your Gmail INBOX, Google will send a notification to your device or software. Then, you will hear an alert sound and automatically initiate a quick mail sync for the Gmail INBOX.

Is it possible for us to sync both Gmail emails and Gmail Calendar with Microsoft Outlook in real-time as mentioned above?

Of course, you can! EVO Collaborator for Outlook is handling the jobs for you. Other than synchronizing Gmail contacts and tasks with Outlook, you will experience the advantage of real-time sync upgrade from timer-sync over Gmail Calendar and your existing Gmail IMAP INBOX.

Technology behind EVO Collaborator for Outlook

EVO collaborator for Outlook uses many different Google API, including Google Contacts API, Google Calendar API, Gmail API, Google Tasks API so that Outlook can talk to Google services. Meanwhile, CardDAV and CalDAV are also implemented to make synchronizations with popular CardDAV and CalDAV services possible, such as iCloud, Synology, Yahoo!, GMX, ownCloud and etc. 

Recap of ECO sync with Google contacts, calendars and tasks

1. Download and install EVO Collaborator for Outlook with Run as administrator

2. Open Outlook 2007/2010/2013/2016 and click on EVO ribbon

3. Click on Configure profile and select Profile #6 

4. Enter your Gmail account (if you have Gmail configured in Outlook, your Gmail account is auto-detected and listed in the email space) and click on TEST to proceed Google OAuth 

5. Once authenticated, click on Apply and Quit to leave Confgiure profile window. Synchronization will take place. Be sure to click on Calendar/People/Tasks section at lower-left within Outlook and you will find your contact/calendar/task entries inside Gmail contacts/Gmail calendar/Gmail task respectively.

An ultimate and complete Gmail companion for outlook is finally here.

With ECO’s Google contacts/calendar/tasks sync as well as Google Calendar Push Notification and Gmail Push Notification on Outlook, now Microsoft’s Outlook and Google’s Gmail are now finally like a family.