Google Apps Sync for Microsoft Outlook

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1 Sync for Microsoft When you switch to from an service such as Microsoft Exchange, you can use Sync for Microsoft to import your existing data into your account You can then keep working in, or you can access your mail, calendar, and contacts from the web interface Feature Compatibility With Sync, your mail, contacts, and calendar events are stored both in your Google account in the cloud and in on your computer Sync makes sure data is the same in both places by regularly copying, or 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 Google account in the cloud (and can therefore be used from there) For more on using Sync, see Mail Mail data messages state (read vs unread) Folders and nested subfolders Junk Deleted Items folders map to Gmail labels Import is optional Junk is labeled Spam in Gmail Import is optional Attachments Executable attachments Not allowed in Gmail Posts in mailbox folders Importance levels (marking messages high, low priority) Message flags Not available in Gmail Flags appear as stars in Gmail Version 17 or higher 1

2 Sync for Microsoft Feature Compatibility Mail data Follow-up dates and reminders (associated with flags) Rules Signatures POP/IMAP account POP messages Follow-up dates and reminders don t import and aren t available in Gmail But you can use them in after importing Rules aren t imported or synced But you can recreate them in, or create equivalent filters in Gmail that apply for both interfaces Your signature isn t imported or synced But you can recreate it both in and Gmail IMAP or POP account settings don t import from your old profile, but you can recreate the account in your Google Apps profile Note that POP or IMAP messages aren t synced 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 don t import But you can categorize messages in after importing Other features in Mail (with Sync) Mail delegation Autocomplete 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 personal and global contacts, and groups or other addresses you ve ed at least once 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) Version 17 or higher 2

3 Sync for Microsoft Feature Compatibility Calendar Calendar data Default calendar Additional calendars Includes all events, descriptions, attendees, and locations Includes all events, descriptions, attendees, and locations Event reminders Free / Busy status for users Free / Busy status for non- users Tentative / Out of Office status Optional attendees Calendar attachments Rich content in event descriptions (images, links, bold, italic) v Requires that your administrator enables Google Calendar Connectors, but choosing either status appears as Busy, both in Google Calendar and to other users, but inviting an optional attendee in appears as Required, both in Google Calendar and to other users, 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 a view-only calendar Saving event updates without sending Set delegation up in your Google Calendar settings (not in ) Share it as an Internet calendar When you save event data, it syncs with other people's calendars whether or not you choose to send updates from Version 17 or higher 3

4 Sync for Microsoft Feature Compatibility Personal Contacts Personal contact data All personal contacts Multiple contact folders Personal distribution lists Rich formatting in notes Notes larger than 16KB Follow-up flags, dates, and reminders Includes all fields (File As, images, notes, etc) 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 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 Version 17 or higher 4

5 Sync for Microsoft Feature Compatibility Global Contacts Your Global Address List is available with Sync if your administrator runs the Sync Gal Generator for your domain Global contact data and features Domain contacts (individual addresses) Domain contacts (group addresses) Out-of-domain contacts nv Autocomplete Works for all individual addresses in your Contacts, and groups or other addresses you ve ed at least once Name and address fields Other field data (phone, company, etc) Phone data will be available soon Notes, Tasks, and Journal Other Exchange data Notes Tasks Journal entries For complete information about installing and using Sync for Microsoft Office, see mailgooglecom/support/bin/topicpy?topic=23333 Version 17 or higher 5