If your organization uses Google Workspace but you prefer working in Microsoft Outlook, Google Workspace Sync for Microsoft Outlook, commonly called GWSMO, lets you connect the two. Once it is set up, your Google Workspace email, calendar, contacts, and other supported data can work with Outlook.
This guide explains how to set up a Google Workspace Sync user on a Windows PC.
Set Up a Google Workspace Sync User
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To set up a Google Workspace Sync user on a Windows PC:
- Install Google Workspace Sync for Microsoft Outlook (GWSMO) on your Windows computer.
- Open Set up a Google Workspace Sync user from the Windows Start menu.
- Enter your Google Workspace email address and sign in.
- Select Allow when Google asks you to authorize GWSMO.
- Choose whether to import information from an existing Outlook profile.
- Configure the available import options and create your Google Workspace Outlook profile.
- Open Microsoft Outlook and select the new Google Workspace profile.
- Confirm that your email, calendar, and contacts are synchronizing correctly.
Step 1: Make Sure Your Google Workspace Account Is Ready
Before creating the sync user, make sure you have an active Google Workspace account provided by your company, school, or organization. GWSMO does not work with a standard personal @gmail.com account.
You should also make sure that Microsoft Outlook is installed on your Windows computer and that Outlook is completely closed before you begin the installation or profile setup. Your organization may also have an administrator who controls whether GWSMO is available to users.
If your administrator already installed GWSMO, you can move directly to the next step. If not, you may need to install it first.
Start > Google Workspace Sync > Set up a Google Workspace Sync user
Google recommends checking your Windows and Outlook updates before installing GWSMO.
Step 2: Open Set Up a Google Workspace Sync User
Once GWSMO is installed on your computer, open the Windows Start menu and look for the Google Workspace Sync program.
Select:
Start > Google Workspace Sync > Set up a Google Workspace Sync user
This is the specific option used to create or recreate a Google Workspace profile for Outlook. You may see slightly different wording depending on your Windows environment, but the important part is to select Set up a Google Workspace Sync user.
If you do not see this option, GWSMO may not be installed correctly, or your administrator may have installed it in a way that limits access to the setup utility.
Step 3: Enter Your Google Workspace Email Address
The setup window will ask for the email address associated with your Google Workspace account.
Enter your complete work or school email address and select Continue.
Google Workspace email address > Continue
Make sure you use the account you actually want to connect with Outlook. If your organization has multiple Google Workspace accounts, choosing the wrong account can result in the wrong mailbox being connected to your Outlook profile.
GWSMO then takes you through the Google sign-in process. Enter your password when requested and continue through the authentication process.
Step 4: Allow Google Workspace Sync to Access Your Account
After entering your account information, Google will ask you to authorize GWSMO.
Review the access request and select Allow to give GWSMO permission to work with your Google Workspace account.
Sign in > Review permissions > Allow
This authorization is necessary because GWSMO needs access to supported Google Workspace information so it can synchronize that information with Outlook.
If your organization uses additional security controls, such as two-step verification or other administrator-managed authentication requirements, you may see additional sign-in screens.
Step 5: Choose Whether to Import Existing Outlook Data
After signing in, GWSMO can offer the option to create an Outlook profile and import existing information.
If you are moving from an older Outlook account and want to bring compatible information into Google Workspace, select the option to import data from an existing profile.
You may also be able to import information from a PST file or an Exchange profile, depending on your setup.
Set Up Google Workspace Sync for Microsoft Outlook > Import data from an existing profile > Select your Outlook profile
If you are starting fresh and do not need to bring old Outlook information into Google Workspace, you can skip the import and create the profile without importing older data.
Step 6: Select the Data You Want to Import
If you decide to import your Outlook information, carefully choose the types of data you want to transfer.
Depending on your configuration, this can include email, calendar information, contacts, notes, and other supported Outlook data.
Choose your Outlook profile > Select data types > Show advanced settings > Create profile
Pay close attention if your Google Workspace account already contains information. Importing the same information again can create duplicate contacts, calendar events, or notes.
For that reason, do not automatically choose an option to import everything again if the data was previously migrated. Google specifically warns that repeatedly importing the same information can result in duplicates.
Step 7: Create the Google Workspace Outlook Profile
After reviewing your settings, select Create profile.
GWSMO will create a dedicated Google Workspace profile for Microsoft Outlook. This profile connects Outlook with your Google Workspace account and becomes the profile you use for your synchronized mail and other supported information.
Review settings > Create profile > Wait for profile creation
The amount of time required can vary depending on how much information needs to be imported and synchronized.
You do not necessarily have to wait for every item to finish importing before opening Outlook. Google notes that Outlook can be started while data is still importing.
Step 8: Open Microsoft Outlook With the New Profile
Now open Microsoft Outlook.
If Outlook asks which profile you want to use, select the newly created Google Workspace profile.
Microsoft Outlook > Select profile > Google Workspace profile > OK
Outlook will begin working with your Google Workspace account through GWSMO.
If you want Outlook to automatically use this account every time you open the application, you can configure the Google Workspace profile as the default Outlook profile.
Step 9: Check That Synchronization Is Working
Once Outlook opens, give GWSMO some time to synchronize your information.
Check your email, calendar, and contacts first. These are among the primary types of information synchronized between Google Workspace and Outlook.
GWSMO synchronizes different data types at different intervals. For example, Google documents email synchronization at approximately every minute, calendar synchronization at approximately every 10 minutes or after certain calendar activity, and contacts at approximately every 20 minutes.
Outlook > Inbox > Calendar > People/Contacts
You can also check the GWSMO status information from the Windows notification area if you want to see whether synchronization is progressing normally.
Step 10: Turn On Additional Sync Options When Needed
GWSMO allows you to control which supported data types synchronize with Outlook.
If something such as contacts or calendar information is not appearing, check the GWSMO synchronization settings before assuming the account setup failed.
Windows taskbar notification area > GWSMO > Turn sync modules on/off
Select the data types you want to synchronize and apply the changes.
Some options may show as Turned off by admin. If that happens, your organization’s Google Workspace administrator has restricted that synchronization feature, so changing the setting yourself may not be possible.
What Happens After You Set Up the User?
After successful setup, your Google Workspace account and Outlook profile are connected through GWSMO. Supported information can synchronize between Google Workspace and Outlook, allowing you to continue using the Outlook interface while your organization manages its data through Google Workspace.
Keep in mind that not every Outlook feature or data type works exactly the same way with GWSMO. Some Outlook-specific information does not synchronize with Google Workspace, and some Google Workspace features may behave differently inside Outlook.
Additional Tips for a Smooth Setup
Before importing a large amount of Outlook information, check whether that information already exists in your Google Workspace account. This can help you avoid duplicate messages, contacts, or calendar entries.
If you use Outlook on multiple computers, GWSMO needs to be installed and configured on each computer where you want to use the same Google Workspace account with Outlook.
If information appears to be missing after setup, check the GWSMO sync status before recreating the entire profile. A synchronization or repair operation may resolve certain local Outlook data problems.
FAQs
Can I use GWSMO with a personal Gmail account?
No. GWSMO is designed for Google Workspace accounts, such as accounts provided by a business, school, or organization. A personal @gmail.com account is not supported for this setup.
Do I need Microsoft Outlook to use GWSMO?
Yes. Google Workspace Sync for Microsoft Outlook is designed to connect a Google Workspace account with Microsoft Outlook on Windows.
What information can GWSMO synchronize?
GWSMO can synchronize supported email, calendar, and contact data, along with certain other information. However, some Outlook-specific features and data do not synchronize with Google Workspace.
Can I create another Google Workspace profile?
Yes. You can create another profile when you need to connect a different Google Workspace account or recreate an existing profile. Google provides the Set up a Google Workspace Sync user option for this purpose.
What if my old Outlook data has already been imported?
Avoid importing the same information again unless you specifically need to. Re-importing previously migrated information can create duplicate data, particularly with contacts, calendar events, and notes.
Why can’t I enable a synchronization option?
If a synchronization option is marked Turned off by admin, your Google Workspace administrator has disabled that feature for your account or organization. You will need to contact the administrator if you need it enabled.