Manage Google Email in Outlook

If you have Outlook installed on your computer, you can use it to manage UWF Gmail. However, Outlook only works for email - the calendar must be managed through the UWF Google Apps web interface at gmail.uwf.edu.

Managing Multiple Email Accounts

If you manage a UWF email account other than your own - such as a department or organization account - Outlook will allow you to view all of your email accounts in one location without having to open a separate Google window for each account.

IMPORTANT Information You Need to Know if Using Outlook for Gmail

• You must use the web-based Google Calendar. Never use Outlook for UWF calendars.
  
  
• Meeting invitations received in Outlook need to be responded to with the yes/maybe/no buttons in the body of the email. Do not use the Outlook accept/decline buttons - they will not communicate with Google Calendar. How do I do this?
  
  
• If you respond to a meeting invitation from Outlook (using the Yes/Maybe/No links as instructed), you may receive an XML error. Even though you receive an error, the event will still be added to your calendar. You can prevent this error by changing a setting in Internet Explorer. How do I do this?
  
  
• Not all Outlook email features will work like they did in Exchange. Basically, if it's not a feature in Gmail, it's not going to work correctly in Outlook.
  
  
• By default, the email messages in your new profile will be listed by the date and time that they were copied from the old email system, not the date and time that they were actually sent to you. You can correct this problem by changing the View options for EACH FOLDER in the new profile. How do I do this?
  
  
• Tip: Even if you usually use Outlook, you can always work with your email accounts in UWF Gmail. You can use Outlook, Gmail, or switch back and forth as you wish.

Setting Up Outlook for Google Email

For University-owned computers, contact Information Technology Services or your Local Support Provider. For personally-owned computers, follow our instructions for Outlook 2010 or Entourage 2008.


If you have an Outlook Profile that was Set Up During the Transition from Exchange Email and Calendar...

When you no longer need to refer back to historical information in your old profile, you can change your Outlook settings to automatically open your new Google profile so that you no longer have to select it when you open Outlook. Follow these instructions to set the Google profile as your default profile:

1. Close Outlook.
2. Click the Windows Start button, then click Settings and Control Panel.
3. Double-click Mail.
4. In the Mail Setup dialog box, click Show Profiles.
5. Under When starting Microsoft Office Outlook, use this profile, click Always use this profile.
6. In the Always use this profile list, select the "UWF Gmail" profile, and then click OK.