Issues in Syncing G Suite with Outlook? Causes and Solutions

Many people use Google Workspace Sync for Microsoft Outlook, but some users face synchronization issues. There can be many reasons behind this. This article will explain why G Suite is not syncing with Outlook and provide solutions to resolve the issue.

A widely used productivity suite, Google Workspace offers a variety of tools, including Gmail, Google Contacts, Docs, and many more. On the other hand, many people use Microsoft Outlook to manage emails, contacts, and calendars. Those who use both G Suite and Outlook try to sync their accounts for maximum advantage. However, sometimes people face a syncing issue for several reasons.

Important Note: Whenever you start syncing your G Suite account with Outlook or Office 365. The first step is to backup your Google Workspace data. This is because to protect your data from loss during the procedure.

Quick Fixes When G Suite is Not Syncing with Outlook

Before going further, try these quick fixes.

1. Ensure you have a stable internet connection and are not restricted by a firewall or proxy.
2. Restart the Google Workspace Sync for Microsoft Outlook application.
3. From the GWSMO taskbar icon, go to the sync status panel to check error messages.
4. Make sure you are signed in to the correct Google Workspace account.
5. Check that your Google account storage is not full.
6. Ensure Outlook is updated to the latest version.
7. Reboot your desktop to restart the background sync services.

Try these quick checks and see if the problem continues. I will provide advanced solutions later in the blog. But before going through, let’s find out the causes of the problem.

Why Google Workspace Sync is Not Working?

• Your G Suite account is not properly set up in Outlook, which can lead to syncing problems.
• To sync your Google Workspace in Outlook, you need IMAP. If the IMAP protocol is not enabled, then there will be no synchronization.
• The Google Workspace Sync for Microsoft Outlook tool is used to connect your Outlook with G Suite. If this utility is outdated, corrupted, or not properly installed. It can cause a syncing issue.
• If you have enabled Two-Factor Authentication in your G Suite account. You have not properly verified your account. Google may block access to your mailbox.
• Using an outdated Outlook version can cause compatibility issues with Google Workspace.
• If the G Suite storage is full, then it can affect Outlook’s ability to sync emails. It can also happen when your Outlook mailbox size is full.
• Administrators can also restrict users from syncing their accounts in Outlook.

These can be other reasons why Google Workspace is not synchronized with Outlook. But above are common reasons for the issue. Now, there are many ways to resolve the problem, and I will mention them one by one.

Fix GWSMO Setup Problem

Google Workspace Sync for Microsoft Outlook, short form – GWSMO, is a free tool to sync your G Suite account with Outlook. It is a direct way to sync your Gmail emails, contacts, calendars, and other data with the Microsoft email program. But to move your data, you need to set up the tool properly. If you are having a problem synchronizing, then check if there is an issue with GWSMO.

• If the synchronization fails for the first time, resync your data with these steps.
  1. Right-click the GWSMO icon in the Windows taskbar.
  2. Select View sync status and click on the Re-sync option next to the data type you are having issues with.
  3. Click the Overwrite option to replace the local Outlook data with Google Workspace.
• Repair the GWSMO Profile: Sometimes, your GWSMO profile becomes corrupted and causes syncing problems. Follow the steps to recreate the profile.
  1. Go to the Windows Control Panel and then Mail.
  2. Click on Show Profiles. Select the GWSMO profile and remove it.
  3. In the Home screen, click on the Start button and open the GWSMO program.
  4. Now, your data will resynchronize from your Google Workspace account, and then you can use it to sync with Outlook.

Check IMAP Settings to Fix G Suite Not Syncing with Outlook

Instead of GWSMO, you use IMAP to synchronize Google Workspace to Outlook, and it causes your problem. Check if the IMAP option is disabled or not. If it is not enabled, then you cannot configure your account.

1. Sign in to the Google Admin Console.
2. Click on the Apps and then the Google Workspace button.
3. Select the Gmail button >> End User Access option.
4. Enable POP and IMAP access. Ensure the “OAuth mail clients only” option is enabled.

Update or Repair Outlook Profile

Sometimes, due to Outlook issues, such as using an outdated version, or your profile is corrupted. So, to resolve it, update Outlook to the new version. If the issue is with a corrupted profile, follow the instructions to repair the profile.

1. Run the Outlook application and go to the File option.
2. Click on the Account Settings, then again on the Account Settings button.
3. Choose your Outlook account from the Email tab.
4. Select the Repair button. Follow the instructions to repair and restart Outlook.

This method only fixes minor issues in your profile. If your profile is heavily corrupted, then it is better to create a new one. Here are the steps to create a new one.

1. If the Outlook application is still open, close it.
2. Go to the Control Panel and then the Mail option.
3. Click on Show profiles. Select the Add button.
4. Provide the new profile name. Add your email account to the new profile.
5. Outlook will automatically detect your settings. Then, click on Always use this profile to set the new profile as the default.
6. Lastly, restart your Outlook and check if it works or not.

Fix Admin Console Settings

After following all the above methods, the issue is still not fixed. So there must be a problem with the settings of your G Suite. To fix it, below are the ways that you can use.

1. Check if GWSMO is enabled for users: Users are not able to sync their accounts with Outlook because the admin has disabled the GWSMO feature.
   • In your Google Admin Console, click on the Menu button.
   • Select the Apps option and then Google Workspace.
   • Click Gmail and then End user access.
   • Click on the Google Workspace Sync option.
   • Now, verify whether the check box next to Enable Google Workspace Sync for Microsoft Outlook for my users is enabled or not.
2. Verify API access: The sync process relies on API access that must be enabled. Check if it is enabled or not.
   • In the Admin Console, go to the Security option.
   • Select the Access and data control, then API controls.
   • Check if API access is enabled or not under the App access control button.
3. Check Third-Party App Access: Some organizations block third-party apps like Outlook for security reasons. That’s why you may not be able to sync your account. Below are the steps to disable the third-party app access.
   • In the Admin Console, go to the Security section.
   • Click on the Access and data control and then the API controls option.
   • Choose the Manage Third-Party App Access.
   • Check that Google Workspace Sync is listed, and the access must be Trusted.

Here are the solutions to fix the problem of G Suite not syncing with Outlook. By properly following them, your issue will be immediately resolved. But if the troubleshooting solutions do not work, switch to the alternative approach to safely access or migrate your data.

Limitations of Using GWSMO Tool

Before you go through the reasons and solutions, it is worth knowing the limitations of Google Workspace Sync for Microsoft Outlook.

• GWSMO only works on the Windows operating system. So, it doesn’t work on macOS, Android, or iOS.
• The program will lose connectivity if you use older Outlook versions (2010, 2013, and some 2016) that use basic authentication. Therefore, you must have the upgraded version that uses OAuth authentication method, such as Microsoft 365, Outlook 2019, or retail Outlook 2016.
• By default, GWSMO is limited to 1 GB local storage. Although you can increase the storage to unlimited. But the local PST file exceeding 50 GB may often degrade the performance.
• This software does not sync attachments larger than 20 MB.
• It will not link drafts that are saved in Outlook with the Gmail web app or other devices.
• GWSMO blocks sending executable files like .exe, .bat, .vbs, and certain email file types: .eml and .msg.
• You cannot sync public folders, S/MIME encryption, and Outlook’s native Out of Office (OOO) features.
• You cannot share the mailbox folders because Gmail labels don’t have the necessary permission properties to map to Outlook.
• Your personal distribution lists in Outlook will not sync.
• Categories, follow-up flags, and rich formatting in Outlook contacts do not sync with Google.

These are worth noting about what the GWSMO can or cannot do. Because the above drawbacks can also be the cause of syncing errors. Other than these, there are other reasons that I have mentioned below.

Alternative Solution When You Still Face Syncing Problem

If you are continuously failing to use Google Workspace Sync with Outlook due to profile corruption, permission restrictions, or a large mailbox size. Professional tools can help you perform controlled and error-free transfer.

The SysTools G Suite to Office 365 Migration Tool would be a great choice as it allows administrators and users to directly transfer their entire G Suite data to Outlook without relying on the GWSMO official tool.

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Mostly Asked Questions

Q. Why is GWSMO not syncing emails?
Ans. There are many reasons that GWSMO is not syncing your emails. Such as incorrect Google account settings, expired authentication, disabled IMAP, outdated Outlook client, or a corrupt profile.

Q. How can I reinstall Google Workspace for Microsoft Outlook?
Ans. First, close Outlook and uninstall GWSMO from control panel. Go to the official site of the sync tool. Install the software, sign in with your Google account, and create a new Outlook profile to start syncing again.

Q. Why are my emails not showing in Outlook from G Suite?
Ans. The reason your emails do not appear after syncing G Suite with Outlook. It is because of a synchronization failure. This can be due to IMAP being disabled, authentication having expired, or the Outlook profile being corrupted.

Q. Do I need IMAP to sync G Suite with Outlook?
Ans. Yes, IMAP is definitely required to sync your Google Workspace account with Outlook. Make sure you enable it before syncing the account. However, you can use Google Workspace Sync for Microsoft Outlook to sync your account if you don’t want to use IMAP.

Concluding Words

If you are having a problem syncing your Google Workspace account in Outlook. Then, here I have provided five ways to fix the G Suite not syncing with Outlook. In this, I have also offered you an alternative solution to help you transfer your data.