Google Apps Sync for Microsoft Outlook

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1 Sync for Microsoft Sync for Microsoft is a plug-in for Microsoft 2003, 2007, or 2010 that lets you use to manage your mail, calendar, and contacts, along with your tasks, notes, and journal entries It also lets you import data from to your account Microsoft Feature Compatibility With Sync, your mail, contacts, calendar events, tasks, and notes are stored both in your account in the cloud and in on your computer Sync makes sure data is the same in both places by regularly synchronizing it back and forth Because the cloud is accessible from anywhere on the Internet (not just from behind your firewall), you can access this information from any computer anywhere either from, or by logging in to from a web browser Some data, however, isn t supported by This information either isn t available at all with Sync, or it s available in but not from the interface Below is a look at what you can import to your new profile in, what can be used in, and what gets synchronized with your account in the cloud (and can therefore be used from there) For more information on using Sync, see Mail Mail data Gmail messages state (read vs unread) Folders and nested subfolders Folders nested under Inbox (and other system folders) Junk Deleted Items folders map to Gmail labels Nested folders appear as nested labels Gmail doesn t nest labels under Inbox, Sent Mail, or other system labels Instead, labels appear as Inbox/folder_name Import is optional Junk is labeled Spam in Gmail Import is optional Drafts Attachments Executable attachments Attachments larger than 20mb don t sync with Gmail Not allowed in Gmail Posts in mailbox folders 1

2 Sync for Microsoft Microsoft Feature Compatibility Mail data Gmail Importance levels Message flags Follow-up dates and reminders (used with flags) Arrow icons marking messages you ve replied to or forwarded Rules Signatures POP/IMAP account POP messages Category definitions Flags appear as stars in Gmail Don t import or sync with Gmail but can be used in after importing Appear for messages you reply to or forward in, but don t sync to Gmail or other clients Not imported or synced but can be recreated in Or create equivalent filters in Gmail that apply for both interfaces Not imported or synced but can be can recreated in and Gmail Account settings don t import, but you can recreate the account in your Google Apps profile POP or IMAP messages don t sync with Gmail POP messages in your primary Inbox import from your old profile and are synced with Gmail (may not be desired) POP messages that arrive after importing aren t synced (see above) Categories aren t available in Gmail Not imported But you can categorize messages in after importing 2

3 Sync for Microsoft Microsoft Feature Compatibility Other features in Mail (with Sync) Mail delegation Autocomplete Custom From addresses Read receipts Delivery receipts Sharing mail folders Recovering deleted messages Public folders Recalling a sent message Sending in Rich Text format Set up delegation in your Gmail settings (not in ) Works for user, group, and resource addresses you ve ed before Set these up in Gmail settings and use them in Available when using and Gmail Not supported in or Gmail Folder permissions aren t available in for sharing folders This menu item isn t available in Public folders aren t available in or Gmail The message is received along with a notice that you tried to recall it Compose format must be HTML (and is set to HTML by default) 3

4 Sync for Microsoft Microsoft Feature Compatibility Calendar Calendar data Google Calendar Default calendar Other calendars you own (under Calendar) Other calendars you own (not under Calendar) Includes events, descriptions, attendees, and locations Must reside in s Calendar folder, or in a subfolder of Calendar Calendars that aren t under s Calendar folder don t sync Event reminders Free / Busy status for users Free / Busy status for non-apps users Tentative / Out of Office status Requires that your administrator enables Google Calendar Connectors, but choosing either status appears as Busy, both in Google Calendar and to other users Optional attendees v Calendar attachments Rich content in event descriptions (images, links, bold, italic) Category definitions, but attachments added in don t sync with other users calendars, who instead see a note that an attachment has been removed, but other users see only plain text Categories aren t available in Google Calendar Other features in Calendar (with Sync) Calendar delegation Sharing calendars Saving event updates without sending Set delegation up in your Google Calendar settings (not in ) Set up sharing in your Google Calendar settings (not in ) Share viewonly or editable, with individuals, across your domain, or publicly When you save event data, it syncs with other people's calendars whether or not you choose to send updates from 4

5 Sync for Microsoft Microsoft Feature Compatibility Personal Contacts Personal contact data Personal contacts (under Contacts) Personal contacts (not under Contacts) Multiple contact folders Personal distribution lists Rich formatting in notes Notes larger than 16KB Follow-up flags, dates, and reminders Category definitions Includes all fields (File As, images, notes, etc) Contacts must reside under s Contacts folder, or in a subfolder or Contacts, in order to sync Contacts folders from don t sync to Instead, all contacts appear in under My Contacts But you can reorganize them using Google groups Your mailing lists from don t sync to But you can still a list from Gmail by creating a Google group Rich formatting remains in only if you don t update contacts from Larger notes are truncated in Google Apps but the full note remains in Flags aren t available in Google contacts Categories aren t available in Google contacts Unsupported in Contacts (with Sync) Sharing a contact folder Folder permissions aren t available in for sharing folders 5

6 Sync for Microsoft Microsoft Feature Compatibility Global Contacts Your domain s Global Address List is available in Microsoft if your administrator enables the dynamic Global Address List for your domain Global contact data and features Domain contacts (individual addresses) Domain contacts (group addresses) nv Out-of-domain contacts Autocomplete Rich field data for each user These are added in as shared contacts Works for user, group, and resource addresses you ve ed at least once Includes name, , phone numbers, street address and company information, notes, and more Notes Notes Google Docs Notes (in top-level Notes folder) Notes (in subfolders) notes sync to plain text files stored in Google Docs Notes subfolders in sync with collections in Google Docs Categories aren t available in Google Docs 6

7 Sync for Microsoft Microsoft Feature Compatibility Tasks Tasks in your old profile Tasks Notes in tasks Due dates Task status (marked as completed) Other progress status (eg In Progress, Deferred) Reminders Start dates Top-level folders in Tasks Subfolders in Tasks Marking a task completed in checks it off in Gmail s Task gadget Not available in Gmail s Task gadget Not available in Gmail s Task gadget Not available in Gmail s Task gadget Not available in Gmail s Task gadget Appear as separate Task lists in the Gmail s Task gadget Gmail s Task gadget only has top-level Tasks lists Tasks in subfolders sync to the parent list in Gmail Journal entries Other data Journal entries For complete information about installing and using Sync for Microsoft, see mailgooglecom/support/bin/topicpy?topic=