Easy way to add G Suite account in Microsoft Outlook

Read time 7 min

G Suite/Google Workspace is a family of Google’s collaborative, productivity, and cloud-based tools. It consists of all the useful Google apps like Gmail, Calendar, Contacts, Hangouts, etc. It also has Google Drive for cloud storage.

A great benefit of Google Workspace is that you can configure in your Outlook application just like any other IMAP account for accessing emails.

Here is a necessary prerequisite before adding the account. You need to enable the IMAP settings in your G Suite account. Also, you need to enable the access for less secure apps.

1. Sign-in to the Google web apps and click the settings gear icon.
   
2. Go to Forwarding and POP/IMAP tab and check if the IMAP is enabled.
   
3. If IMAP is disabled, then click Enable IMAP and click Save changes.
   

After enabling the IMAP for the G Suite account, you can add the new account in Outlook.

1. Start Outlook and go to File option in the toolbar. After that, click the Add Account button.
   
2. Input the G Suite account’s email address, and in the Advanced Options, click the checkbox for ‘Let me set up my account manually.’ Click Connect.
   
3. Choose IMAP for the account type.
   
4. Input the password of the G Suite account. Then click Connect.
   
5. If an error message appears, that shows that it could not log on to the incoming (POP/IMAP) server. Click the option Change account settings.
   
6. In the incoming mail – type Server as imap.gmail.com and Port number as 993. Choose SSL/TLS from the Encryption method dropdown. In the Outgoing mail – type smtp.gmail.com in the server and 587 as the Port number. In the Encryption method, choose SSL/TLS in the dropdown. Click Next.
   
7. Outlook will run a connection check with the IMAP Server and send a test email. Click Close after Outlook has completed the tasks successfully.
   
8. The account mailbox will be available in Outlook. You can check all the folders and their content.
   

Note:The Outlook connection for the G Suite account only adds the emails, but not the calendar and contacts.

How to take a backup of G Suite emails in Outlook?

For the security of mailbox data, you can take the backup of these emails and place them at a different location. In Outlook, there is an inbuilt option to export the data to an offline CSV and PST files. Here is the process:

1. After clicking the File option in the menu bar, click Open & Export. Then click Import/Export.
   
2. Click ‘Export to a file.’ Then click Next.
   
3. Select the Outlook data file (PST). Click PST.
   
4. Select the mail-based folder of the G Suite account. You can filter the option using the Filter button.
   
5. Choose the option to handle the duplicate items and Browse the location to save the export file. Then click Finish.
   

Now you have a backup of the G Suite account in the PST format. You can also assign a password to the PST file to make it more secure. But as we know that G Suite in Outlook can have only the emails and not the other apps of your G Suite account. So, the manual option for the backup in only an unfinished part of all G Suite account data.
It would help if you used professional software that supports all the G Suite tools and can take their backups.

Conclusion

As G Suite saves your professional data, you should not take any chances with its security. So, use the Kernel G Suite Backup tool to make a routine backup. The tool can back up all the data from the apps whose APIs are enabled for your account. It will let you filter the data and backup selectively. If you take a backup of multiple accounts using Super Administrator credentials, then the tool will create a separate backup folder for each Google Workspace account. The tool will also give you a complete report of the whole backup procedure and mention the status of each item.