Users who have already linked their G Suite account with Outlook, or someone who is syncing their Outlook, may come across a synchronization problem. What is it, why does this problem occur, and what are the solutions to fix it? I will explain everything in this blog. Here, I am going to explain the cause of G Suite not syncing with Outlook, provide troubleshooting steps, and offer an alternative option to avoid this problem.

Table of Contents
  1. Quick Fixes When G Suite is Not Syncing with Outlook
  2. Why is Google Workspace Sync Not Working?
  3. Check IMAP Settings to Fix G Suite Not Syncing with Outlook
  4. Confirm Google IMAP Settings from Outlook Side
  5. Reauthenticate Google Workspace Account
  6. Update or Repair Outlook Profile
  7. Confirm Outlook Send/Receive Settings
  8. Fix Admin Console Settings
  9. Alternative Solution When You Still Face Syncing Problems
  10. Mostly Asked Questions
  11. Concluding Words

A widely used productivity suite, Google Workspace (formerly known as G Suite) 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. Check your internet connection: Ensure you have a stable internet connection and are not restricted by a firewall or proxy.
  2. Make your Outlook Online Available: If you put your Microsoft Outlook in offline mode. Then, change it to online. Also, confirm that you can send or receive your emails.
  3. Verify your Google Workspace Account: The reason you are facing the synchronization issue is due to pending confirmation of your account. So, validate your account. Also, check whether there is confusion among multiple Outlook accounts.
  4. Reduce G Suite and Outlook Storage Space: Having a full Google or Outlook account storage can also create a problem. So, reduce it by removing any unwanted or duplicate data. The same applies to your Outlook storage.
  5. Reboot your account: A simple restart of your computer, laptop, or desktop can fix the G Suite Outlook syncing issue. Closing and opening your Outlook application will also work.

Do these quick fixes, as many times doing them can fix your problem. If the problem continues. I will provide advanced solutions later in the blog. But before going through them, let’s find out the causes of the problem.

Also Read: Is iCloud Not Syncing with Outlook? Try 8 Easy Fixes to Fix

Why is Google Workspace Sync Not Working?

  • At the time of configuring your G Suite account in Outlook, you may have incorrectly added your account, chosen the wrong account, the authentication did not complete, or the configuration changed after setup. If any of these happens during account linking, you will encounter the problem.
  • To properly sync a Google Workspace account to Outlook, you need IMAP. If this protocol is disabled, then you can’t connect your account.
  • When you are syncing your account, at the time of adding the IMAP server settings. You have added incorrect settings, so Outlook is not able to connect to your Google account.
  • OAuth/Authentication issues, password changes, restrictions on account access, or suspicious login/security activity blocks are also reasons your account is having syncing problems.
  • Using an outdated Outlook version can cause compatibility issues with Google Workspace.
  • Your current Outlook profile is corrupted, which causes you many issues.
  • Google Workspace Administrators may restrict API/app access policies, organizational restrictions, etc. That’s why a user cannot link with an external account.
  • Sometimes, using a firewall, Antivirus, VPN, or Proxy may interfere when you are syncing your account and block you from connecting.
  • Outlook uses folders, and Google uses labels to organize their emails. So, when the syncing appears, your new emails will sync, but the folders are not. Therefore, you will not see your Gmail labels in Outlook. As a result, some messages are synchronized, and some are not.

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

Check IMAP Settings to Fix G Suite Not Syncing with Outlook

IMAP is used to connect your Google account with Outlook. So, it is important to enable the IMAP protocol from your Google Admin Console. Also, you must know the server settings as well.

  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 IMAP access. Ensure the “OAuth mail clients only” option is enabled.

G Suite IMAP Server Settings

  • Incoming Mail Server: imap.gmail.com
  • Port: 993
  • Encryption: SSL/TLS
  • Outgoing Mail Server: smtp.gmail.com
  • Port: TLS – 587 or SSL – 465

Confirm Google IMAP Settings from Outlook Side

Outlook server settings should also match Google Workspace required parameters. Not only should you check from the Google side, but also from Outlook. Below are the steps to check it.

  1. Go to the File menu in Outlook.
  2. Select Account Settings, then Account Settings.
  3. Choose your Google account and click the Change button.
  4. Now, verify the values that are the same as I mentioned in the previous section.
  5. If not, change the value.

Reauthenticate Google Workspace Account

If the problem is because of your Google authentication. Then, reauthenticate to fix the problem. Here is how you can do it.

Reauthenticate Native OAuth

  1. Completely close your Microsoft Outlook software.
  2. In the web browser, go to Google Account Hub and sign in to your Workspace email.
  3. Select the Security button and scroll to the Your connections to third-party apps and services section.
  4. Click Microsoft apps & services. Choose Remove all access.
  5. Run Outlook; you will find the connection revoked. Go to the browser pop-up window
  6. Provide your Google Workspace password, confirm two-step verification, and press the Allow button.

Generate a New App Password

When you are configuring your G Suite account in Outlook. Instead of your primary password, use the app password. This password is created so that you can easily link your account.

  1. Go to Google Account Hub and then Security.
  2. In the How you sign in to Google section, click 2-Step Verification.
  3. Select the App Passwords option. If you are not able to see this option, that means your admin may restrict app passwords for your domain.
  4. Enter a recognizable name. Then, click the Create button.
  5. Copy the generated password and use it when you are configuring your account.

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 latest 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 Account Settings, then click the Account Settings button again.
  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 Outlook and check if it works or not.

Confirm Outlook Send/Receive Settings

Even if your password and server settings are correct. But you are still facing G Suite not syncing with Outlook. Then, this is because of the broken Send/Receive configuration. Here are the steps to fix it.

  1. Force a manual Send/Receive Group refresh. In Outlook, click the Send/Receive tab.
  2. Choose Send/Receive Groups, then Define Send/Receive Groups.
  3. Click All Accounts, then the Edit button.
  4. Find your Google Workspace account and confirm Include the selected accounts in this group. Press Ok and close it.

Check and adjust the Sync interval

  1. Reopen the Send/Receive Groups menu.
  2. Under the All Accounts section, see Schedule an automatic send/receive every…
  3. Change it to 15 minutes. Make sure Perform an automatic send/receive when exiting is enabled. Close it and restart Outlook.

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. Verify API access: The sync process relies on API access that must be enabled. Check whether it is enabled or not.
    • In the Admin Console, go to the Security option.
    • Select Access and data control, then API controls.
    • Check whether API access is enabled or not under the App access control button.
  2. 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 third-party app access.
    • In the Admin Console, go to the Security section.
    • Click on Access and data control, and then the API controls option.
    • Choose 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 after using the solution, you still can’t fix the syncing problem. Then, why don’t you transfer your G Suite data?

Alternative Solution When You Still Face Syncing Problems

If your reason for syncing your account is to have your Google data in a Microsoft environment. So, instead of linking accounts, why don’t you move your emails. This will be much easier for you. To help you with this, you can use the SysTools G Suite to Office 365 Migration Tool, an excellent option to directly transfer your complete data without any issues. Download the tool for free in your latest Windows OS.

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Mostly Asked Questions

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 G Suite not syncing with Outlook. In this, I have also offered you an alternative solution to help you transfer your data.

Also Read: Why Samsung Email Not Syncing with Outlook? How to Fix It?