If you need to keep using Microsoft Outlook, but the business has moved onto Google Workspace, Google Workspace Sync for Microsoft Outlook (or GWSMO) is a great middle-ground.
The free plugin from Google that helps you syncing Yammer and Outlook with its Google Workspace Groove for Outlook add-on constituent BindingUtil Yammer directly with user data into that into Microsoft’s Outlook. It works on virtually every page of the OWA server.
What Exactly Does GWSMO Synchronize?
GWSMO aligns these data types with Google Workspace and Outlook:
• Calendar events
• Contacts
• Notes
• Tasks
When things are set up, you can organize all this data directly from within Outlook and changes you make will sync back), as I found out during testing. In other words, any changes you make in Outlook will appear in Google Workspace and vice versa.
Why Use GWSMO?
GWSMO is ideal for organisations that are transitioning to Google Workspace but not yet fully abandoning Microsoft Outlook.
The users keep the Outlook interface that has been familiar to them, but use Gmail (including calendar and contacts), Notes and Tasks instead of Domino-based mail.
This helps maintain productivity and continuity for Outlook users who rely on the desktop experience.
An administrator may import Exchange mailboxes or PST files during Google Workspace setup, or at a later time.
Setup in a Nutshell: The Starting Point
• Admin setup: The Google Workspace admin turns on GWSMO in the Admin console
• Install by users: Users download and install GWSMO on their Windows host
• When installing, you sign in and create an Outlook profile that is associated with your Google Workspace account. If you want, they’ll import data from a PST file or directly through Exchange.
Once this is all in place, Outlook will open and work nearly identical to as before with the full Workspace data experience running behind the scenes.
Caveats and Limitations: Points to Keep in Mind
• GWSMO only works on Windows. No support for macOS, mobile apps, or Outlook web version
• It is not compatible with Outlook from the Microsoft Store or Office 365 cloud-only versions
• A few of the features in Outlook work differently or are unavailable with Gmail. Still small changes: Gmail labels versus Outlook folders, Gmail stars versus Outlook flags, and archived mail visibility
Best Practices for Smooth Operation
• Outlook: Make the Google Workspace profile the default in order to open it automatically
• Don’t use Outlook rules and signs only. Also, filters and signatures in Gmail should be set up in the Workspace web interface
• If you have a mailbox over 40 GB, limit local storage or access archives through Gmail on the web to avoid slowdowns
Is GWSMO Right for Your Team?
Yes, if:
• You need to move from using Outlook to Google Workspace
• Your team still heavily relies on the desktop features of Outlook
No, if:
• You think you’re going to switch entirely over to Google’s web tools relatively soon. For that, you’ll want to use Google Workspace Migration for Microsoft Outlook (GWMMO) instead.
Final Thoughts
Firms wanting to combine the Google Workspace interface with Outlook capabilities can use Google Workspace Sync for Microsoft Outlook.
This allows you to maintain data consistency, simplifying the migration process and ensuring it won’t disrupt productivity. There are some limitations, but it is a great tool for those hybrid users who aren’t quite ready to go all in on Outlook.