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An Administrator S Guide To Configuring Gmail in Microsoft Outlook PDF
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An administrators guide to configuring Gmail in Microsoft Outlook
3/11
11/30/13
Recently, Ive seen a lot of users in corporate environments using Microsoft Outlook as their interface to Gmail. Outlook is meant
to serve as a universal inbox for many different kinds of mail services, so using Gmail in Outlook with other email accounts is
definitely in line with Outlooks intended use. However, using Gmail in Outlook can be tricky, especially since there are various
ways to do it.
If anyone in your user base is using a mix of Gmail and Exchange, and using Outlook as an interface to both, you should know
how the two can be configured if youre ever called in to fix anything. Its also possible you will be asked to set up this type of
arrangement for less technically-savvy users and even those high enough on the totem pole to demand it.
Table of contents:
Should you use POP or IMAP when connecting Outlook to Gmail?
Enabling Gmail for POP3 or IMAP clients
Local storage
4/11
11/30/13
When messages are accessed with POP. This option lets the user choose which action is taken when Outlook downloads
messages via POP:
Keep a copy. Useful if the user is only using Outlook provisionally to access his mailbox. This way, the contents are
left as-is and he can use Outlook and Gmails Web interface interchangeably without losing any info.
Mark it as read. This is the same as the previous option except that the email message is marked as read. This is
useful if youre accessing Gmail from both the Web and Outlook, and have so much mail that you forget what youve
looked at and what you havent.
Archive it. This is the same as Mark it as read, except that the email is moved into Gmails archive when
downloaded. This is a good alternative if the user doesnt want to keep previously accessed email messages in your
inbox, but still wants to access them through the Web interface.
Delete it entirely. This should only be set if you plan on immediately moving all the users mail into Outlook. For
safetys sake, I suggest using the Archive it option in the interim, unless youre confident that mail is being piped into
Outlook without issue.
After selecting an option, the Configure your email client link will give you detailed instructions on how to connect Outlook to
Gmail. The instructions cover Outlook 2002 through Outlook 2007; Outlook 2010 is functionally the same as Outlook 2007 in this
respect.
Setting up IMAP
To set up IMAP, go to the options under IMAP Access. Select Enable IMAP, then set the rest of the options:
When I mark a message in IMAP as deleted. This controls the auto-expunge function. When a message is marked as
deleted in Gmail via IMAP. There are two options:
Auto-Expunge on. The deleted email is immediately moved to the trash.
Auto-Expunge off. The deleted email is handled one of three ways (controlled by the next option).
When a message is marked as deleted: This controls what happens when auto-expunge is off and a message is deleted via
IMAP:
Archive the message. The deleted message is moved to the server-side Gmail archive for the mail account.
Move the message to the Trash. The deleted message is moved to the Trash folder. In Outlook, this folder is
labeled Trash under the [Gmail] folder for the Gmail IMAP account (Figure 1). It is not the client-side Trash
folder that is automatically created for the Outlook data file and used in conjunction with the Gmail IMAP
account.
Immediately delete the message forever. This is exactly what it sounds like.
Figure 1. The Gmail folder hierarchy is what is actually on the Gmail server. The highlighted Trash folder is Gmails own
trash, not Outlooks.
Folder size limits. This lets you control whether or not the IMAP folders in the users account have constraints on how
many messages can be stored in them. Folders with a lot of messages can take a long time to update in the client.
For example, if your users access Gmail through Outlook installed on a notebook -- and using slow or flaky wireless connections - you should set a limit to prevent Outlook from responding slowly if it polls a Gmail folder thats filled with email. This is also a
good way to prevent your own internal networks from getting bogged down by similar actions. There is no default message limit,
but you can set it to 1,000, 2,000, 5,000 or 10,000
Local storage
Because Gmail gives you a few choices about how users remotely access it, you should also figure out whether to store messages
locally in Outlook when connecting a users Gmail account. This decision depends entirely on your existing policies for local mail
searchexchange.techtarget.com/guides/An-administrators-guide-to-configuring-Gmail-in-Microsoft-Outlook
5/11
11/30/13
storage.
When you add a Gmail POP connector to Microsoft Outlook, you can choose where incoming email is delivered. If the user is
using Gmail as a simple forwarder or if youre in the process of aggregating several mail accounts down to one, you should set up
Outlook to deliver Gmails mail directly to the main message stores inbox.
The end user also has the option to use Outlook rules to assign a special category to such email. For example, if the user wants to
give Gmail content either lower or higher priority, or if he wants to move it to a designated subfolder in a message store.
Another option is to assign Gmail its own message store. This allows for more thorough segregation and also makes it possible for
users to handle Gmail stuff in a totally separate inbox. Some users like having one store per account as an organizational tactic;
they deal with everything in their main inbox, then switch to the other one and handle it at their own pace.
Also, this makes it possible to reply to incoming Gmail messages from that Gmail account if they need to, instead of using an other
email account set up in Outlook. If Gmail is the only account set up in Outlook, this is a moot point, but its still helpful to know
how this behaves if youre using other services side-by-side.
The exact reasons for enacting a no local PST files policy in your own organization is worth exploring.
One potential problem is if your organization has a strict no local PST files policy. If its a local storage management issue, the size
of the PST file in question will not be a problem, since its just a local cache for any messages open in the current session.
You can specify which message store to use when youre first setting up the Gmail POP account. In the Add New Account wizard,
select Manually configure server settings, then choose Internet Email. Next, use the Deliver new messages to selector to
choose whether to send new mail to the existing (default) message store or to a newly created Outlook message store (Figure 2).
Figure 2. Gmail POP accounts can be configured to deliver email to a new message store or an existing one.
If users access Gmail via IMAP, a local PST file is automatically created for that account. Also, messages from the remote server
are synced locally so that they can be read offline. If you see an icon in the Header Status column for a given message, it means
that only the header is available locally; you must open the message with a live connection to Gmail to read it.
Figure 3. Outlook syncs IMAP Gmail messages locally. The icon to the right of the envelope indicates that a particular
message is not locally synced yet.
ABOUT THE AUTHOR:
Serdar Yegulalp has been writing about computers and IT for more than 15 years for a variety of publications, including
SearchWinIT.com, SearchExchange.com, InformationWeek and Windows magazine.
ModernInfrastructureEzine:Accessthiscollectionofmonthlyissuesthatexaminesthe
impactthatcloud,virtualization,andendusermobilitytrendsarehavingastheyconvergein
thedatacenter.
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Each month our team of expert editors addresses the changing role of IT by
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helping savvy technology professionals navigate both the technical and cultural
challenges wrought by vendor-hype, user-demands, and technology
requirements.
DOWNLOAD THIS MONTHS E-ZINE ISSUE NOW!
Premium
Editorial
E-Books
Exchange Insider
View All E-Zines
E-Handbooks
Microsoft Outlook, Outlook Web Access, Instant Messaging and Unified Messaging, Mobile Devices
Email, Messaging and Collaboration Servers
Microsoft Exchange Server 2013, Microsoft Exchange Server 2010, Microsoft Exchange Server 2007, Microsoft
Exchange Server 2003, Legacy Exchange Servers, SharePoint, Small Business Server
Exchange Administration
Mail Protocols, Internet Information Services (IIS), Administration Tools, Licensing, Mailbox Management,
Monitoring and Logging, Performance, Scripts and Programming, User Settings, Active Directory, Calendar and
Contact Management
Exchange Storage and Data Management
.OST Files, .PST Files, Backup Microsoft Exchange Server, Clustering, Database Management,
Defragmentation, Email Archiving, Hardware Management, Information Store, Public Folders, Storage
Management, Replication and Synchronization, Transaction Logs
Exchange Security
Spam and virus protection, Email Compliance, Email Encryption, Email Policy Management, ISA Server and
Firewalls, Password Management, Microsoft Exchange Server Permissions, Phishing and Email Fraud
Protection, User Authentication for Outlook and OWA, Virtual Private Networks (VPNs), Compliance
Management, Compliance tools
Exchange Deployment and Migration
8/11
11/30/13
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9/11
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