Download, sign in, and import

Import data and Monitor migration (optional)

If you didn't choose to import data, skip ahead to Start Outlook.

Next, you're prompted to create a Google Apps profile for use in Outlook. This step is also where you can import data from your existing Outlook profile to your Google Apps account, and set a few other options. You can import data directly from a Microsoft® Exchange profile (if you're using Exchange). Or export it first from Outlook as a PST file, and import that. You can also skip importing for now and import later instead.

If you've already imported data into this Google Apps account, don't re-import the same data now, or you may end up with duplicate calendar events, contacts, or notes.
  1. To import your old data now, check Import data from an existing profile. Then 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.

    If your import options aren't available (they're grayed out so you can't select them), you need to install a separate tool to import data. For details, see enable my import options.

  2. Specify what to import (just check each appropriate box). To speed up your import, uncheck 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.

  3. Send crash reports to Google: Help us make Google Apps Sync better by automatically sending usage statistics and crash reports to Google. Learn more.
  4. Turn AutoArchive off (click Show advanced settings) (you can turn it back on later): Outlook's AutoArchive feature either removes old email from Google Apps or stores it in a separate file on your computer that isn't synchronized with your Google account in the cloud. To instead keep a copy of all your archived messages with your Google account, turn AutoArchive off and place messages you want to archive in your Google Apps Archived folder (available in Outlook when using Google Apps Sync).
  5. Click Create Profile to continue.


Monitor your migration

If you chose to import data, Google Apps Sync for Microsoft Outlook® launches a tool that begins to import data to your Google Apps account. Contacts are imported first, followed by calendar data, and then email. Contacts and calendar events import directly to Outlook and synchronize with your Google Apps account on the web only when you start Outlook. Your email, on the other hand, imports directly to Google Apps and begins to be available from the web even before you start Outlook.

If you're importing from a Microsoft® Exchange profile, you're prompted to log in to Exchange. The migration tool then performs a one-time import of data currently in the profile (it doesn't continue importing new data from Exchange later).You can monitor your migration's process to see the number of items migrated and the number of items remaining. See what gets imported and synched.

What to expect during migration

  • How long does it take? Depending on how much mail and other data you have, it might take several hours for all of it to import (although you can start Outlook and begin to work in your Google Apps account right away).
  • Pause a migration. To temporarily halt importing, click Pause Migration. Click Resume Migration to continue importing from where you left off.
  • Restart a migration. If your import is interrupted and you need to run the migration again (say, if you click Cancel or if you have to shut down your computer), simply rerun the wizard. To avoid importing duplicate contacts, select the option to Migrate only new data.
  • My Internet connection went away. If the migration is interrupted without closing the wizard—say, if your Internet connection goes away—it will resume where it left off if the connection comes back soon. Otherwise, you should start a new migraiton. To avoid importing duplicate contacts, select the option to Migrate only new data.

Did everything migrate?

To see the status of your migration, such as any errors that might have occurred, click the Migration log file link. This opens the log file for the current migration. You can find log files from all your migrations at: C:\Documents and Settings\your-user-name\Local Settings\Application Data\Google\Google Apps Migration\Tracing\.

While you're waiting for your migration to finish (or if you skipped migrating), go ahead and start Outlook. Click the arrow to continue.

Was this article helpful?