gmail + Outlook 2011 help

Discussion in 'Mac Basics and Help' started by UrbanTomato, Dec 24, 2011.

  1. UrbanTomato, Dec 24, 2011
    Last edited: Dec 24, 2011

    macrumors newbie

    Dec 23, 2011
    I hope somebody can help me because this is giving me a headache

    I'm a PC girl, recently moved into a Mac world for my new job.

    My firm uses gmail for mail and I have been issued a new MacBook Air (latest/greatest).

    Back in my PC world, I use Outlook 2010 for all of my mail and calendaring. All mail comes into my inbox and I read and file it into folders/subfolders. Whatever is left in my inbox (ideally very few messages) are things I need to take action on. This works for me, and is what I want to achieve on my Mac.

    People at work told me that Outlook 2011 on the Mac is a mess, and that emails disappear and reappear and have advised me against it. They told me to just use the gmail via web browser. I find it too cumbersome - so many emails and hard to sort them. I can create folders, but not the same way I do in Outlook, and not with nested subfolders (or at least I haven't figured out how).

    When I said I didn't like it, people suggested Sparrow. I started using that, but still find folders cumbersome (without nested subfolders, my folder list is too long to be a benefit).......AND I have to use gmail to create the folders.

    I want to make a move back to Outlook, and make it work.

    I need help with the following:

    - set up Outlook with proper settings (this includes setting it up from the Outlook app, with proper ports, etc. AND going into gmail to configure - e.g. "leave messages on server" (or not))
    - a strategy for taking all of my mail (a few hundred messages) and getting it out of the folders I created in gmail (and am using in Sparrow) and properly into Outlook with the folders the way I'd like them structured
    - an ongoing workflow to keep everything working properly. (note - I also read mail on my iPhone and iPad2) so that I don't lose mail.
    - lastly (I think!) - I have been told that while using Outlook 2011 calendar, I won't be able to see the availability of other team members and need to use Google calendar instead. True or is there a workaround?

    I'm determined to get this working properly. I know somebody here is smart enough to figure out how!
  2. chrf097, Dec 24, 2011
    Last edited by a moderator: Dec 28, 2011

    macrumors 68040


    Dec 16, 2011
    I'm not sure why people say Outlook on the Mac is a mess. Granted I do like Entourage (Email client that came with older versions of Office for Mac) but I don't see how it's a "mess".

    With that said, Outlook 2011 automatically sets up GMail for you, complete with pushing, remote deleting, and Google Sync support. As far as the ongoing workflow, I assume you mean folders and syncing, if so, Outlook does keep your organization as long as the folders are set up on the Gmail website (E.G. if you have a program and you have your e-mail set up in local folders, it won't work). I have my folders set up and Outlook works great with them.

    About the calendar, I have no idea, but I hope the above info helped!
  3. thread starter macrumors newbie

    Dec 23, 2011
    ^thanks for your response, but I am looking for more specific answers. Things like: make sure you use IMAP, set your ports to _______, etc.

    Also, as for workflow, I mean something along the lines of: first clean up all of your folders by ____________ (not sure - maybe going into gmail, moving everything back into "all mail" and then sorting folders in Outlook??), and going forward make sure you __________ (e.g. only put things into folders while on your laptop using Outlook. Don't move or erase mail from iPad/iPhone, etc.).

    While the above might not be the correct answer(s), that is the type of guidance I am looking for.
  4. thread starter macrumors newbie

    Dec 23, 2011
    Still hoping somebody can help with this.

    I'm thinking that taking all of the emails out of the gmail folder is the way to start, but not sure.

  5. rocknblogger, Dec 27, 2011
    Last edited by a moderator: Dec 28, 2011

    macrumors 68020


    Apr 2, 2011
    New Jersey
    I'm like you in terms of managing incoming email. I found that Mac's email was easier to set up the way I had outlook set up in Windows.

    I did however eventually get outlook to work the way I wanted but I have to take a look and get back to you as I'm away from my Mac right now.

    I'll be back :)

    There's something I don't understand. If you have folders/sub-folders already set up and it syncs in Outlook on Windows, it should sync the same exact way in Outlook on Mac.

    Is Outlook on your Windows PC set up the way you want? If so please explain to me what's not syncing the way you expected it to or wanted to. I can then better understand and hopefully help you.
  6. thread starter macrumors newbie

    Dec 23, 2011
    My windows PC is set up exactly the way I want, but that is for a personal gmail account (not the same biz gmail account going to my Mac).

    I have structured some of the folders on my Mac Outlook the way I'd like them to be, but once people told me that Outlook on the Mac was going to lose mail, etc., I spent a few weeks using Sparrow and/or gmail from their website.

    Now I have about a month's total worth of mail (that's how long I've been working there). Some of it is already in Outlook properly. Some of it has been read and organized using Sparrow/Gmail (set up folders in gmail, move mail into folders using Sparrow).

    I have to:

    a) set up gmail properly on the gmail side (e.g. IMAP (preferred) v. POP), leave mail on server (or not)
    b) figure out a strategy for getting all of my mail into Outlook properly. If I have to delete all folders and re-do a month's worth of mail, I can do that. I would think I have to find a way to get mail from "all mail" in gmail to start, but not sure
    c) find a go-forward strategy/workflow. It's probably best for me not to move mail from my iPhone or iPad. I don't mind (and will need to) read mail via those devices, but if I should not delete or try to organize mail from those devices, that is fine.

    I look forward to your response. I am off this week and finally have the time to get this organized properly before I get deeper into Sparrow/gmail.
  7. macrumors newbie

    Jan 19, 2012
    Tips on Syncing Outlook to Google

    Hi Urban,

    I feel your pains. I have been using (and complaining) about google interface. I lived and died by outlook. I recently started using Outlook 2011 despite the naysayers. Here's a link to an awesome webpage which set everything up and now Outlook Email works great! (It's not my blog, so I don't get any credit).

    Still can't get Calendar to sync but I LOVE having outlook back. And all of this set-up really worked. You do need to rebuild your email folders which is painful. I know as I am doing that for 4 months of emails. Do it in outlook and it works fine, thanks to the "[Gmail]" root you set up per the article.

  8. thread starter macrumors newbie

    Dec 23, 2011
    Thanks for this! I saw it when I was first doing a setup and it seemed too complicated. Rocknblogger put me on the right track.

    The only problems I still have are with the calendar - I can't figure out why some things are synching to my Google Calendar and others are not. I have to use the Google calendar as the "mother ship" as it's the only one I can rely on.

    I also can't figure out how to get all of my contacts into Outlook. The article linked to another article saying I could set this up through Apple's Address Book, but didn't give instructions. I know if I get desperate I could do a CSV import, but I'd prefer to keep it up to date without having to do that. Any ideas?
  9. macrumors 68020


    Apr 2, 2011
    New Jersey
    That's actually a great tutorial on how to set up Outlook/Gmail on Mac.

    I'll run through it tomorrow or Monday and see if it works well with multiple accounts.

    I'll also see if I could crack the contacts issue.
  10. thread starter macrumors newbie

    Dec 23, 2011
    ^ Cool....Thanks.

    I tried doing this for calendars:

    But during the install of the service pack, I got an error message saying that a version of the software to install was not found on this volume (Macintosh HD).
  11. macrumors newbie

    Apr 4, 2013

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