Installing Google Apps Sync for Microsoft Outlook

Google Apps Sync for Microsoft Outlook is a plug-in for Microsoft Outlook 2007- 2016 that lets you import your current data from your NJIT Google account into Microsoft Outlook and keep using Outlook to access your Webmail by Google mail, contacts, and calendar.

With Google Apps Sync, your email is stored both in Webmail by Google (in the cloud) and locally in Microsoft Outlook. Your email will synchronize between both clients every time you start Microsoft Outlook.

For more information on Google Apps Sync, please click here.

Steps to Complete Before Beginning the Installation Process

  1. Make sure you have time to complete the process. The initial synchronization can take 1 to 4 hours to complete and old messages will not be available while they are being downloaded and synced. It may be best to start this process when you are about to be away from your computer for several hours. Note: You will be able to view your newly received and sent messages during the synchronization.
  2. Check to make sure your system meets the system requirements. You must have either Windows Vista, Windows 7, Windows 8, or Windows 10 with Outlook 2007, Outlook 2010, Outlook 2013, or Outlook 2016. 
  3. Check to see if you have administrative privileges. They are required to install Google Apps Sync. If you are not sure whether you have administrative privileges, please click here. If you are still not sure whether or not you have administrative privileges or don't know how to obtain administrative privileges, please contact the IST Service Desk.
  4. Please make sure that all of your open files and emails are saved.​ ​Close Outlook.
  5. Log out of any personal Gmail accounts. If you are using any personal Gmail accounts, please make sure to log out of all of your Gmail accounts in your web browsers.
  6. Make sure you have an uninterrupted network connection while the sync is running. Don't unplug the network cable or leave the range of the wireless connection during the sync.
  7. Print this page for reference.

Note: If you are setting up Google Apps Sync from off-campus and you wish to import your notes, journal entries, and tasks from your Outlook profile, you will need connect to the NJIT VPN in order to import this data from your Outlook profile.

Note: Depending on the operating system, browser, and how many times Google Apps Sync has been installed on your computer, the installation instructions below may vary slightly. If you are experiencing trouble or are unsure of what to do, please contact the IST Service Desk (973-596-2900).

Installing Google Apps Sync

Step 1: Open a web browser and go to tools.google.com/dlpage/gappssync/.

Step 2: Click the Download Google Apps Sync button.


You may see a bar appear at the bottom of the window like the one below. Click the Run button to continue.


You may see a window like the one below. Press the Yes button to continue.


Step 3: A window like the one below will appear to show the progress of the Google Apps Sync installation. Please wait until it is completed.


Step 4: Once Google Apps Sync finishes installing, the following two windows will appear. The first window just notifies you that Google Apps Sync has finished installing. Click the Close button to dismiss the window. The second window requires you to log into Google Apps Sync for the initial set-up. To log in, type your NJIT email address: YourUCID@njit.edu. Choose No, help me sign-in. Click on the Continue button.



Step 5: If you see the window below, disregard it. It will disappear after step 6.


Step 6: Log in with your UCID and UCID password.


Step 7: Click on the Allow access button.


Note: If a browser window opens with the message: "Please copy this code, switch to your application and paste it there:" disregard that window and close it.

Step 8: You should see the window below.  If you don't see it, go to step 9. If you do see the window, go to step 10.


Step 9: If you didn't see the window above, check your task bar for the Google Apps Sync icon (See below). Click on this icon to bring up the window.


Step 10: If you have used Outlook on this computer, you can transfer (import) your notes, journal entries, and tasks. Click the box next to Import data from an existing profile and select your existing Outlook profile (it is probably the Outlook choice).


Step 11: Uncheck Email messages (which also unchecks deleted and junk messages) Contacts, and Calendars; you don't import them from your ADM profile (Your email, contacts, and calendars will be automatically migrated by your email administrator). This will leave Notes, journal entries, and tasks checked - these you DO want to import. Learn more about what gets imported.


Step 12: Click the Create profile button.



The migration will start immediately. It will take a long time to transfer. Please do not close the Google Apps Migration for Microsoft Outlook window or restart your computer until the migration is completed. If you receive the error "Failed to create profile" call the IST HelpDesk at (973)-596-2900

Step 13: The following 2 images pictured below will appear. The first image shows your initial sync status. The second window is the confirmation window that the initial sync has completed. Please wait for this second window to appear and click the OK button before continuing to step 14.



Step 14: Click the Start Microsoft Outlook button on the window that appears.


Step 15: Google Apps Sync will create a second profile in your Outlook. Outlook will show a dialog with two profiles listed (see the image below):

  • Outlook: your old profile - open this profile to use public folders, export notes or tasks, or review your rules.
  • yourUCID@njit.edu - Google Apps: your new profile - open this profile to read your Webmail by Google email.

Step 16: Microsoft Outlook will open and begin synchronizing. You can begin using it immediately, but it may take several hours (up to a day) for ALL of your mail to synchronize. Your most recent mail is synchronized first. 

The default size of your Outlook inbox will be 1 GB by default. You should increase your mailbox size to 4 GBs. Refer to the pictures below while performing the following steps: 1. Open the Windows System Tray; 2. Right click on the Google Apps Sync icon; 3. Left click "Set mailbox size limit," then click the button next to "4GB" and click OK

To see the status of your mail sync, refer to the picture below: 1. Open the Windows system tray; 2. Right click the Google Apps Sync icon in the Windows system tray; 3. Left click "View Sync Status..."


You are now finished setting up Google Apps Sync! To continue configuring your Outlook client, please go to Start Organizing your email.

Last Updated: June 29, 2017