Import Gmail to Outlook – Office Support – ABOUT MAG 2020

When you switch to Office 365 email from another service, such as Gmail (or Yahoo! or AOL), you have two options:

  • Import a copy of all your old emails to your Office 365 account. That way, you can have all your email – past and present – in one account. Choose this option, you have the Outlook application (2013 or 2016) installed on your computer and plan to disable your Gmail account. Instructions are provided below.

    OR

  • Connect your old email account to Outlook. You will be able to see and access your old email, but it will be stored in your Gmail account, not your Office 365 account. Choose this option if you plan to keep your Gmail account active or if you don’t have the Outlook application installed on your computer . For steps, see Connect email accounts in Outlook on the web (Office 365).


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Before importing the email

Step 1: Prepare Gmail to connect to Outlook

Before connecting your Gmail account and Outlook, you need to prepare your Gmail account: Enable Gmail 2-step verification and create an app password that Outlook / Office 365 will use with your Gmail address to connect.

Step 2: Add your Gmail account to Outlook

When you’re done with this step, you’ll see your existing Gmail messages in Outlook. You can use Outlook to receive, read and send new messages from your Gmail account. You can also continue using your Gmail account as before, on the Gmail website.

  1. Open the Outlook application (such as Outlook 2013 or 2016). The top ribbon looks like this, with Archive in the left corner:

    This is what the Outlook desktop banner looks like.

    You can only use a version of Outlook that has Archive in the left corner – it means that your version has an Import / Export wizard.

    If the Outlook ribbon looks like the one below, you are not using an Outlook application installed on your computer. Watch How to get the Outlook application.

    This is what the Outlook web banner looks like.

  2. In the Outlook application, choose Archive > Add Account.

    To add a Gmail account to Outlook, click the Add account button

  3. At the Automatic account setup page, enter your name, your Gmail address and your Gmail password (or your application password) and choose Next.

    Enter your gmail email address and your gmail account password

    If the setup process is not completed and you are prompted to enter your username and password for the imap.gmail.com serverchoice Cancel and retype your application password if the first one typed a typo. If you continue to have problems, see Fixing problems with adding Gmail to Outlook.

  4. Click finish. Outlook synchronizes with your Gmail account. The email in your Gmail account will appear in Outlook, just below your Office 365 mailbox.

    After adding your Gmail account, you will see two accounts in Outlook

Step 3: Copy your messages from Gmail to the desktop

Mac users: If you are using Outlook for Mac 2011, there are other export and import instructions.

When you complete this step, a copy of your Gmail messages will be stored in a file created by Outlook on the desktop. The file is called the Outlook data file (.pst). If you receive more emails in your Gmail account after taking this snapshot, these additional messages will not be copied to your .pst file, but you can always repeat these steps to copy them.

  1. In the Outlook application (Outlook 2013 or Outlook 2016), choose Archive > Open and Export > Importation exportation.

    To create your Outlook pst file, choose File, choose Open and Export and then Import / Export

  2. To choose Export to a fileand choose Next.

    Choose Export to a file

  3. To choose Outlook data file (.pst)and choose Next.

    Choose Outlook Data File (.pst) and then choose Next

  4. Select the account you want to export by choosing your Gmail account name or email address and check the Include subfolders The box is checked (this ensures that all your emails are copied) and choose Next.

    Choose the name of your Gmail account you want to import

  5. To choose Squeaky toy to select where to save the Outlook data file (.pst) and enter a file name. By default, the name is “backup”, so choose another name that is easy to remember, such as gmail. If you are exporting to an existing Outlook Data File (.pst), at options, specify what to do when exporting items that already exist in the file. To choose finish Continue.

    Navigate to the location where you want to create the pst file that will store your Gmail messages and enter a name for the pst file.

  6. At the Add an optional password dialog box, add a password if desired. To choose It’s ok save the data file even if you leave the password boxes empty. Without notice, Outlook starts exporting the data immediately. It also doesn’t give a message when it’s done.

    When creating a pst file, click OK, even if you don't want to assign a password to it

  7. Go to the location where you saved the .pst file to confirm that it is there.

Step 4: Copy your Gmail to your Office 365 mailbox

When you complete this step, the email in the .pst file will be available in your Office 365 mailbox.

  1. In the Outlook application (Outlook 2013 or Outlook 2016), choose Archive > Open and Export > Importation exportation to start the Import and Export Wizard.

  2. To choose Import from another program or file > Next.

    Choose to import email from another program or file

  3. To choose Outlook data file (.pst) > Next.

    Choose to import an Outlook data file (.pst)

  4. Go to the .pst file created in step 3 (in our example, the file is named gmail.pst). Under options, choose how you want to handle duplicates. To choose Next.

    Select the pst file you created to be able to import it.

  5. If you have assigned a password to the Outlook Data File (.pst), enter the password> It’s ok.

  6. Choose to import the email into your Office 365 mailbox (in the example, the Office 365 mailbox is called Jakob@onmicrosoft.com). To choose finish.

    Choose Finish to import the Outlook pst file into your Office 365 mailbox.

  7. Outlook starts copying the information from the .pst file to your Office 365 mailbox. If you have a lot of data, it can take hours. If you shut down Outlook or disconnect from the Internet before the import is complete, the import will continue the next time it is reconnected.

    When Outlook finishes, you’ll see your Gmail snapshot, now stored in your Office 365 mailbox. Congratulations! Your old Gmail messages are now in your Office 365 mailbox!

    After you import the email into your Office 365 mailbox, it will appear in two places.

    Since your old Gmail is stored in your Office 365 mailbox, you can use Outlook on the web to access these email messages from any device.

    After importing the email from the pst file, it will also appear in OWA

(Optional) Step 5: Remove your Gmail account from Outlook

When you complete this step, your Gmail account will still exist, but you won’t see it in Outlook. If you receive more emails on this Gmail account, you’ll need to repeat the steps in this article, if desired in your Office 365 mailbox.

  1. In Outlook, choose Archive > Account configurations > Account configurations.

    To remove your Gmail account, choose File, Account Settings, Account Settings.

  2. At the Account configurations In the box, select your Gmail account and choose Withdraw.

    Choose the Gmail account you want to remove and choose Remove.

  3. In the dialog box about the offline cache being deleted, choose yea.

    When removing your Gmail account from Outlook, click Yes on the warning about deleting the offline cache.

    Gmail messages imported into your Office 365 mailbox are still there, but your Gmail account no longer appears in Outlook.

Fixing problems when adding a Gmail account to Outlook

Here are three common problems that customers face when importing Gmail into Outlook.

Issue 1: If you receive the following prompt, choose Cancel (it will take a few times) and choose Cancel again on Automatic account setup page so that the prompt stops appearing.

If you receive this dialog box, choose Cancel.

This prompt occurs because Google thinks that someone other than you has your password. It will display this prompt repeatedly, whenever Outlook ping Google. This happens if:

  • You entered the wrong password. Repairing, check your password.

  • Or, you’re using a computer that you haven’t used before to sign in to your Gmail account.

  • Or you haven’t been signed in to your Gmail account in a while.

To correct, try the following:

  1. Sign in to your Gmail account using the same computer that you will use for Add Account process.

  2. Make sure you’ve taken the steps to prepare your Gmail account.

  3. Begin Step 2: Add your Gmail account to Outlook again, starting at step 3, File> Add account.

Issue 2: If, instead of seeing your Gmail messages in Outlook, you receive an error message like “Your IMAP server wants to alert you about the following ……” go to your Gmail account and verify that Allow less secure configurations was defined as INand perform the steps again to add your Gmail account to Outlook.

If you receive the error message

Issue 3: You receive the error message “The operation could not be completed because the service provider does not support it.“Are you trying to import your Gmail messages into an Outlook.com or Hotmail.com account? This error is the result of attempting to import into an Exchange ActiveSync (EAS) account. The EAS service provider (Outlook.com / Hotmail) does not support importing (or moving), just copying to the folder. For instructions, see Add all your email accounts to Outlook.com.

Import contacts and calendar from Gmail

In Gmail, your contacts and calendar are stored separately from your email, so they are additional steps for copying them to Outlook. For instructions, see:

Import contacts from Gmail to Outlook

Import Google Calendar to Outlook

See too

Import and export Outlook email, contacts and calendar

Paula Fonseca