If the Exchange account you're switching from is still available, you can keep using it from Outlook in addition to using your new Google Apps account. This can be useful when first piloting Google Apps or during a transition to your new Google environment, when you want to switch back and forth between using one account or the other. Access from anywhere With Google Apps Sync, your mail, contacts, and calendar events are stored both in the Google cloud and in Outlook on your computer.
Google Apps Sync makes sure data is the same in both places by regularly copying, or synchronizing it back and forth. Incoming messages, meeting invitations, and contact information are downloaded from the cloud to Outlook, while changes you make locally sync back up with the cloud. Because the cloud is accessible from anywhere on the Internet not just from behind your firewall , you can access this information from any computer anywhere—either from Outlook, or by logging in to Google Apps using a Web browser.
This includes Outlook tasks, notes, journal entries, reminders, and other features that Google Apps doesn't support. You can still use these features in Outlook, say, to track tasks on your To Do list.
But the tasks are stored only on the computer where you create them. They don't synchronize with the cloud and therefore aren't there when you log in to your Google Apps interface or use Outlook on another computer. How synchronization works When you start Outlook and connect to the Internet, Google Apps Sync begins downloading all the new messages, calendar events, and contacts that it detects since you last connected.
The download is chronological, so if you last connected on Friday, and now it's Monday, Friday's messages arrive first. Your email, contacts, and calendar events all synchronize concurrently as separate threads though email generally takes the longest to complete since there's more of it.
You can tell synchronization is happening when the Google Apps Sync icon in your system tray is spinning. If you don't stay connected long enough to complete an entire synchronization, Google Apps Sync downloads what it can. When your connection resumes, it picks up seamlessly from where it left off until it completes the synchronization. Working offline You can also use Outlook while working offline such as during a plane flight, or with a very slow or intermittent connection.
As when you use Exchange, Google Apps Sync works seamlessly as an offline client, batching data on your computer to synchronize with the cloud the next time you connect. When you do connect, Google Apps Sync updates your account in the cloud with all the new email messages, calendar events, and contact information you've created while offline.
After switching to Google Apps, you can keep using Mail in Outlook the same as you did with Exchange. Send mail, reply and forward, accept calendar invitations, organize messages in folders, flag messages and receive reminders, mark messages as unread, assign importance levels and message categories, and much more.
You can also access your email from the Google Apps Mail interface. This is handy when you're traveling or otherwise away from your computer, as you can log in to Google Apps from any computer's web browser. Google Apps Sync continually synchronizes data between Google Mail and Outlook, so the same messages, folder structure, and message status are shown from either interface.
However, they still look and act like folders in Outlook. Find out more about labels. You have a new Archived folder. Place messages here that you want to remove from your Inbox but keep around for reference later. You have 25 gigabytes of storage for your personal Google Apps account so you won't run out of space!
The Archived folder also contains messages you archive using Google Mail - that is, messages that aren't in your Inbox and don't have a Google Apps label. AutoArchive is turned off by default.
Outlook's AutoArchive feature moves old email to a PST file on your computer that doesn't get synchronized with your Google Apps account in the cloud. As a result, these message are deleted from Google Apps Mail.
Quick entry of email addresses: To email someone in your Contacts, click the To button and select the address from the Contacts list start typing to quickly find addresses that match.
You can also do this to enter resource addresses. After emailing an address once, you can complete the address by typing in the To field without having to open the contact list. Group addresses aren't available from the contacts list when sending mail, but they autocomplete after you email them once.
Message flags in Outlook are stars in Google Apps. A flagged message in Outlook has a star in Google Mail. You can use flags as usual in Outlook, but different types of flags, such as follow-ups and reminders, aren't available from Google Mail. This is because Google Mail has only one kind of star.
If your Sent Items folder isn't saving your sent messages , you need to restore a default setting in Outlook's E-mail settings. On the Preferences tab, click E-mail Options. Then check the Save copies of messages in Sent Items folder box. Your account in the cloud can hold up to 25 gigabytes of mail, but the amount of mail stored on your computer is limited by the local mailbox size. If you run out of space locally, older mail is removed from your computer but still available in the cloud.
Most people do fine with a local limit of 1GB. But if you do run out of space and want to keep more mail around locally, you can choose a larger mailbox size. Note, however, that if you don't have a very powerful computer, a larger size might degrade performance when searching and indexing.
For more details about using Mail, see below under "What's Different from Exchange. Schedule events, including all-day events or a series of recurring meetings.
Make an event public or private. Respond to invitations, update notes in an event, receive reminders, organize events using colored labels Outlook or categories Outlook , and much more. As with Mail, you can access your calendar from the Google Calendar interface as well as from Outlook. Things to note about Google Calendar Choosing Tentative or Out of Office status for a calendar event appears as Busy to other users viewing your status.
This is because Google Apps supports only Free or Busy status, not these other alternatives. Your Outlook calendar synchronizes with the Google Apps cloud every time you create an event or receive an invitation, and every 10 minutes for other updates. Share your calendar as an Internet Calendar.
With Google Apps Sync, you can't share a calendar using Outlook's "Share my Calendar" feature, but you can share it as an Internet calendar: 1. From Google Calendar, go to your Calendar settings, share your calendar, and make it Public find out about sharing calendars in Google Apps. Also from your Google Calendar settings, view the Calendar Details for your calendar. On the Internet Calendars tab, create a new calendar using this address. The calendar is now available in Outlook, in your Calendar's navigation pane under Other Calendars.
For more details about using Calendar, see "What's Different from Exchange," below. How to combine all email replies that respond to one subject 3. How to read emails as RSS feed to save time. Your email address will not be published. Configure Incoming and Outgoing Mail server ports in Windows live. Completed Setup for Windows Live Mail. Leave a Reply Cancel reply Your email address will not be published.
An app password is used instead of your normal account password for apps that don't support two-factor authentication. Check with your email provider for instructions about how to create an app password for your email account. Sometimes an error appears in the Mail and Calendar apps when the apps try to sync new email or calendar events. Here are some solutions for the most common errors. The most common cause of an out-of-date account is an incorrect password.
In the notification bar at the top of the app, select Fix account. If your password is incorrect, you'll see a message asking you to update your password. Enter the new password and select Done. Tip: If you want to change the password for your account with your email provider—for example, Gmail or iCloud—you'll need to visit the website for your email provider.
See Change your password in Mail for Windows 10 for more information. If your password isn't the problem, you might have a certificate error. If so, you'll see a message that says, "There is a problem with the server's security certificate. The security certificate is not from a trusted certifying authority. This error often happens when you don't use SSL to secure your email account. To fix this error, follow the steps below:. If you receive this error, see the article about device security requirements for troubleshooting steps.
An error 0x might be due to third-party firewall or antivirus software. Although we don't recommend permanently turning off security software, you can go to the software manufacturer's website to see if they have workaround steps, or you can temporarily turn off the software to see if that fixes the issue. If so, contact the manufacturer's technical support to find a way to access your email without disabling their software. Warning: If you disable your antivirus software, don't open any email attachments or click any links in messages from people you don't know.
We value your opinion. If there's a feature you think is missing from the Mail and Calendar apps, or if a feature in isn't working properly, you can provide feedback directly to the Mail and Calendar team. Set up email in Mail for Windows Calendar for Windows 10 Mail for Windows 10 More Notes: If applicable, change the following settings as well: Select the check box next to Require SSL for incoming email if your provider requires SSL for incoming email. Need more help? Any image, link, or discussion of nudity.
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