If you skip importing your old Outlook data when you first install Google Apps Sync for Microsoft Outlook®, you can import it later from the Windows Start menu. Import directly from your Microsoft® Exchange profile (if you're using Exchange). Otherwise, export your data as a PST file and import that.
- From your Windows Start menu, open All Programs. Then choose Google Apps Sync > Import data to Google Apps Sync.
If you receive an error message, you need to install a separate tool to import data. For details, see enable my import options.
- When prompted, log in to the your Google Apps account (the one you want to import data to).
- Choose where to import from. If your Exchange profile is listed, choose its profile name to import directly from the profile—Google Apps Sync takes a snapshot of the profile's current data and imports just that. If instead you've exported your data from Outlook to a PST file, choose From a PST File and browse to the file on your computer or network.
- Specify exactly what you want to import (just check each appropriate box). To avoid importing duplicate data, import data all at once and don't re-import it later. You can also speed up your import unchecking Deleted messages and Junk email, as you probably don't need any of these messages.
What gets imported?
The following data can be imported from the current source profile or PST file:
- Email messages: Messages from all folders in your profile or PST file, except the Deleted Items, Junk E-mail, and Public folders.
- Deleted messages: Messages from your Deleted Items folder in Outlook.
- Junk email: Messages from your Junk E-mail folder.
- Contacts: Personal contacts (global contacts are provided by your administrator).
- Calendars: Events from your all your Outlook calendars.
- Notes: These are imported to Outlook, then synchronized with your Google Drive account in the cloud.
- Tasks: These are imported to Outlook, then synchronized with your Gmail Tasks gadget in the cloud.
- Journal entries: These are imported for use within Outlook on your local computer, only. This data isn't synchronized with your Google Apps account in the cloud and therefore isn't available from the Google Apps interface or from any other computer where you use Outlook with Google Apps Sync.
Learn more about what gets imported (PDF).
- If you've already imported data into this account, choose the appropriate migration option, as described below. (If you're importing for the first time, either option works fine):
Import only data that has not been imported previously: Imports only data that hasn't been imported before (doesn't duplicate contacts or overwrite existing calendar data). Choose this option to resume a migration that didn't fully complete (say, if you had to turn your computer off), or to import data that arrived after your first migration.
Import all data (may cause duplicates): Imports all your data (mail, contacts, calendar events, and so on). You can choose this option for your initial migration. Or, choose it if you've deleted all previously imported data from this account (such as after a test migration), and want to import all your data again.
If you already have data in this Google Apps account, choosing this option will import duplicate contacts, tasks, or notes, and it will overwrite your existing calendar data (email won't be duplicated).
- Click Next to begin your import. If you're importing from an Exchange profile, you're prompted to log in to Exchange. Google Apps Sync then performs a one-time import of data currently in the profile (it doesn't continue importing new data from Exchange later). When you start Outlook (or if it's already open), the imported data begins synchronizing with your Google Apps account in the cloud.
Be patient when importing! It might be a few minutes before any data appears in Outlook. Importing and the initial synchronization, moreover, can take up to 24 hours or more to complete (although you can begin using Outlook right away).
- You're now ready to use your new Google Apps account—from either Outlook or the Google Apps web interface! For tips on what to do next, see get started with Google Apps sync.