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Making the Move from Gmail to Outlook

Are you making the move from Gmail to Outlook? Whether you are migrating your email to another provider or just changing your interface, our quick tips session exploring the transition from Gmail to Outlook can help ease your transition.


Which interface do you prefer? Gmail or Outlook.

  • Gmail

  • Outlook


This article will cover some key takeaways and practical tips to help you make the switch smoothly.


Key Features of Outlook

Outlook on the Web and New Outlook contains much of the same functionality as you would find in Gmail. It just may be located in a different area. For instance, the Waffle Menu in Gmail is on the upper right while it is found on the upper left in Outlook!


Here are some tips for making the transition in three main areas: Email, Calendar, and Contacts.


Inbox Management



  • Rules and Sweep: Automate your email sorting with rules and the Sweep feature, available in Outlook on the Web and New Outlook. This helps keep your inbox clutter-free by automatically moving emails based on your criteria. Rules behave like automatic filters you create in Gmail. For more details on Outlook Rules, request a copy of our handout, "Using Outlook Rules for Email Management."


Calendar Synchronization


  • Export and Import: Moving your calendar events from Google Calendar to Outlook involves exporting your events as ICS files and importing them into Outlook. Although it requires several steps, it ensures all your important dates are transferred.


  • Viewing Google Calendar in Outlook: If you will still have access to your Google account, you can integrate your Google Calendar into Outlook by subscribing to it. This way, you can view all your events in one place without manually transferring them.


    Just follow these steps to view your Google Calendar in Outlook on the Web or New Outlook:

    1. Select the Google Calendar.

    2. Go to Settings and Sharing.

    3. Scroll down to Integrate Calendar.

    4. Copy the secret iCal address of the calendar.

    5. Open your Outlook Calendar.

    6. Select Add Calendar

    7. Select Subscribe from the web.

    8. Paste the address.

    9. Name the calendar and choose other options.

    10. Click Import.

    11. Close Settings.


Contact Import


Export from Google Contacts: Export your contacts from Google Contacts as an Outlook CSV file and import them into Outlook. This process is straightforward and ensures you have all your contacts in your new email system.


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Five Envelopes of different colors forming a diagonal from the upper left to the bottom right

More Tips for a Smooth Transition


Here are a few more practical tips:


  • Set Up Auto Forwarding: Ensure you don’t miss any emails sent to your old Gmail address by setting up auto forwarding to your new Outlook address.


  • Update Signatures and Automations: Create a new email signature in Outlook and migrate any automated workflows you have for your Gmail account, such as those set up with Power Automate or Zapier.


  • Check Third-Party Connections: Identify and update any third-party services that use your Google ID for authentication.


  • Mobile Access: Download the Outlook app and the To Do app on your mobile devices to manage your emails and tasks on the go.


Transitioning from Gmail to Outlook doesn’t have to be overwhelming. By understanding the key features and following these practical tips, you can make the switch smoothly and enhance your productivity.


Ready for More?


Follow our blog, our Flipboard magazine, and LinkedIn page for sources of free training and articles on topics such as Email Management and Business Process Automation.  Follow our "Managing Email Using Outlook" series on Eventbrite to be the first to find out about upcoming training classes and to find recording of past sessions.


Would you like onsite or customized training? We can help! Reach out and we will be happy to assist. Complete our contact us form to request a quote or set up a call to discuss how we can help you streamline your work and become more efficient!


We will collaborate with you to design a cost-effective training plan using a variety of sources. See you in class!

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