How to Migrate Google Workspace to Outlook?

Raj Kumar ~ Modified: December 2nd, 2022 ~ Google Workspace, Outlook ~ 5 Minutes Reading

There are different scenarios when the user wants to migrate Google Workspace to Outlook 2021, 2019, 2016, 2013, and below ones. It can either be working with the same Google ID but on the interface of Outlook or transferring the Google Workspace data to Outlook file format to store it as a backup to avoid losing data because of accidental deletion or hacking.

So, if you are looking for ways to export your data from Google Workspace to Outlook, then you are on the correct page. In this article, we have explained a manual and an expert-recommended tool to make your process a success.

How to Export Google Workspace to Outlook?

Google Workspace to Outlook

Manual Method to Transfer Google Workspace to Outlook

Before you move forward with the manual method, it is important to confirm a few settings in the Google Admin console.

In the Google Admin console:

  • Go to Apps, and then click on the Google Workspace option.
    • Make sure Calendar, Directory, Drive and Docs, and Gmail have a Service Status of ON for everyone.
    • Next, on the Google Admin Security page, you need to select the “Enable API access”.

Only if these settings are enabled can you configure your account in Outlook.

The manual method will be completed in two steps:

  1. Configuring your Google account to enable POP/IMAP access
  2. Configure with Outlook

Step 1: Enable POP & IMAP in Google Account

  1. To begin, navigate to the Gmail inbox in your Google Workspace account, which must be configured.
  2. Click on the Settings icon, which is directly below your profile image in the upper right corner. Then, from the drop-down menu, select ‘Settings.’
  3. Choose the “Forwarding and POP/IMAP” option. Then, select “Enable IMAP” from the drop-down menu. Finally, click on the “Save Changes” button. You need to leave all the other settings in their default way.

The process of configuring Gmail with IMAP is completed by following the steps outlined above. The next step is configuring Outlook to receive emails.

Step 2: Configure Google Account with Outlook

  1. When you launch Outlook 2021, 2019, 2016, or 2013 for the first time, Add Account Setup will appear. You may also manually add a new account.
  2. Select manual setup mode and press the ‘Next‘ button. In the following step, pick the ‘IMAP‘ option.
  3. Now, provide all of the necessary information, such as your name and email address. Enter your login username and password as well. Change the account type to IMAP under server configuration.
  4. Enter “imap.gmail.com” in the ‘Incoming Mail Server” settings and “smtp.gmail.com” in the ‘Outgoing Mail Server‘ settings.
  5. Go to the ‘Outgoing Server‘ tab by clicking the ‘More Settings‘ button. Check the box and choose ‘Use the same parameters as my incoming mail server.’

6. Now, navigate to the ‘Advanced‘ page and enter the following information exactly:

  • The incoming server (IMAP) 993 (Port)
  • Outgoing Server Encryption Type: SSL Incoming Encryption Type: SSL (SMTP) 587 (Port)
  • Outgoing TLS Server encryption type 5 minute time out (Recommended)

Finally, save the changes before proceeding to the next step. Outlook will check your server settings and notify you if anything goes wrong. However, if the procedure was finished correctly, it will download G Suite emails, indicating that it was successful.

Also Read: G Suite Legacy Free Edition Discontinued

Professional Tool to Transfer Google Workspace to Outlook

If you use the manual method, then you face two problems:

  1. Using the manual method, your data from Google Workspace gets synced with Outlook. However, if you want to migrate your data from Google Workspace to Outlook 2021, 2019, 2016, 2013, or below ones, the only option is to use a professional migration tool.
  2. In the case of the manual method, you need to configure all the accounts individually. On the contrary, through the tool, the admin will migrate all the Google workspace data to Outlook from all/selective users’ accounts at once.

Using the Google Workspace Backup Tool you can convert the data to other file formats also like EML, MSG, MBOX, etc. it backs up all your business data-emails, contacts, calendars, etc. it even has a concurrent backup option to save all the files simultaneously.

Follow the steps given below to understand the process:

Step 1: First, choose the G Suite button on the software screen and select the workload to export to Outlook.

Google Workspace to Outlook Migration Tool

Step 2: Then, enter the credentials of the admin. The rest information can be received when you have completed the prerequisites.

Login Details

Step 3: Now, choose the location, where you want to save your converted files.

Location

Step 4: Depending on your preferences, you can either migrate a single Google Workspace account or multiple to Outlook. For this, choose the method to fetch the user accounts for conversion.

Single or Multiple Accounts

Step 5: After the users are validated, click the Start Backup >> Start button to initiate the process.

Transfer Google Workspace to Outlook 2021, 2019, 2016, & Others

Transfer Resultant Data Files to Outlook

After you are done with the above process, you will have a data file (.pst). To access it, you need to export it to MS Outlook 2021, 2019, 2016, 2013, and other versions.

  • First, open MS Outlook
  • Click File, Open & Export, and then click on the Import-Export option.
  • Proceed to Import data from a file > Outlook data file and finish the process.
  • Finally, your Google Workspace data is migrated to Outlook.

Conclusion

There are many advantages a user can get if he/she moves their data from Google workspace to Outlook 2021, 2019, 2016, 2013, 2010, or below versions, as Outlook is a desktop-based email client. The process of exporting the data can be tricky, thus we have explained the ways to do it in a simple manner. There are both manual and automated ways to do it, choose the one according to your preference.

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