Uploading Email, Contacts, Calendar & Personal Folders using Google Apps Sync

These instructions include step by step directions for downloading and installing Google Apps Sync, uploading your mailbox (mail, calendar and contacts) and personal Folders.  Your computer must be on campus using the latest version of Outlook 2003 or 2007 to use this tool.  The upload process can take anywhere from a few minutes to several hours depending on the size of your current mailbox.  We recommend that you delete any messages that you don't wish to upload and empty your deleted items prior to starting the sync process.  We also recommend that you start this process in the afternoon and allow the upload to complete overnight (please lock your workstation when you leave for the day). 

We recommend using the Google Apps Sync tool to initially upload your existing mailbox (mail, calendar, contacts and personal folders) but we do not recommend using it for accessing your email on a daily basis.  The web interface has more features and is much faster for daily use, but the Google Apps Sync tool will allow you to use Outlook if you must use the Outlook client to access your email.

Before you begin, you must have logged onto your gmail account at least once to set your password by going to http://start.lipscomb.edu and entering your network username and password.  Please note: Your gmail account must have been created by the Lipscomb Computer Center before you can complete this step.  You will be notified by email when your account has been created.


I.  Downloading and Installing Google Apps Sync

First, go to start.lipscomb.edu and open your mailbox for the first time.
Download Google Apps Sync for Microsoft Outlook to your desktop from

https://tools.google.com/dlpage/gappssync


Once downloaded, exit Outlook and install on your computer by double clicking on the googleappssyncsetup.exe file  that downloaded.

Common installation errors:
  • Your version of Outlook is not supported with Google Apps Sync.
    • Resolution:  Install current service pack for your version of Microsoft Office
      • Go to the Network Menu (available at either top of All Programs list or Start Menu)
      • Select the folder for the appropriate version of Office (2007 or 2003)
      • Run the Office 200X Service pack file
      • This will require a reboot of your computer
  • http.sys error
    • Resolution: Apply patch
      • Go to the Network Menu (available at either top of All Programs list or Start Menu)
      • Select the folder for Office 2007
      • Double click on the http_sys_fix file to install the patch
      • Follow all install wizard instructions 
      • A reboot may be necessary
II.  Uploading your Mailbox (Mail, Calendar, Contacts)


1.    Once Google Apps Sync is installed, go to Start, Programs, Google Apps Sync, Setup Google Apps Sync User

**You should only do this once to prevent duplicate entries

2.    Enter your username@lipscomb.edu email address (not your Firstname.Lastname@lipscomb.edu address) and your
network password and click Sign In.

3.    Select the profile that is either Outlook or your username and select items that you wish to upload and click Create Profile.  Depending on the version of Google Apps Sync you have, you will see one of the two screenshots below:
 

If you choose to upload deleted messages to your Gmail account, please be advised that they will only stay in the Trash label for 30 days before they are automatically permanently deleted.  If you wish to keep an item in your deleted items folder, we suggest you move it to another location prior to uploading your mail.

4.    Once the Profile has been set up, you will see the screen below. Click Start Outlook.

5.    When prompted by Outlook, choose your ”username@lipscomb.edu - Google Apps” profile as seen in the image below. If you are not prompted to choose a profile, go to Start, Control Panel, Mail, Show Profiles and select “Prompt for a profile to be used” and restart Outlook.


6.    The import process will begin and you will see your mailbox items populate in the Outlook window. This process may
take some time to complete.  Leave Outlook running until the upload is complete.

To see the status of your upload, mouse over the Google Apps Sync icon in your Windows System Tray which is located at the bottom right corner of your screen:

The upload is in progress when the status includes "Importing..." and is finished when it no longer includes "Importing..."

To access your exchange email while the upload process is running, please use only the web interface as the import will stop if you exit Outlook.  If you must exit Outlook, the upload should resume when you reopen it to the username@lipscomb.edu Google Apps profile.

We recommend using Outlook only for the initial upload, however if you choose to use Outlook to access your mail on a daily basis, you must choose the username@lipscomb.edu Google Apps profile.

III.  Uploading your Personal Folder Files

You must first have downloaded and installed Google Apps Sync as seen in the instructions above. 

You also need to know where your Personal Folders files are located before attempting to upload them with the Google Apps Sync tool.

If you do not know where the personal folder files are located, go to Start, Settings, Control Panel and choose Mail.  Click on the Datafiles button, and the location of your personal folder file(s) will be listed beside each folder file as seen in the example below.


Close Outlook if it is currently running.

1.    To begin the upload, go to Start, Programs, Google Apps Sync, Import Data to Google Apps Sync

2.    In the drop down list, choose “From a PST File…” and Click “Next”


3.    A window similar to this will appear. Navigate to the location of your personal folders, double click on the PST (personal folder) file to upload or highlight it and click Open. 

4.    Once the PST file is selected, 

5.  Click Next and the following window will appear.  Click OK.     

6.    Open Outlook and choose your “username@lipscomb.edu - Google Apps” profile to begin the upload.
To see the status of your upload, mouse over the Google Apps Sync icon in your Windows System Tray which is located at the bottom right corner of your screen:



The upload is in progress when the status includes "Importing..." and is finished when it no longer includes "Importing..."

To access your exchange mailbox while the upload process is running, please use only the web interface as the import will stop if you exit Outlook.  If you must exit Outlook, the upload should resume when you reopen it to the username@lipscomb.edu Google Apps profile.

We recommend using Outlook only for the initial upload, however if you choose to use Outlook to access your mail on a daily basis, you must choose the username@lipscomb.edu Google Apps profile.

Repeat this process for all personal folder files you wish to upload.


IV.  Troubleshooting Sync

Items are missing
  • Did the upload complete?  If you reopen Outlook using the username@lipscomb.edu Google Apps profile, an interrupted upload should restart where it left off.  Check the status by looking at the Google Apps Sync icon in your Windows System Tray (see example image above).  It may take a few minutes to restart the upload after opening Outlook.
  • Check your Sync Issues folder.  Anything that was unable to sync due to an error will be listed here.
  • Missing Contacts?  If you are using Outlook 2003, you may be using a personal address book file which is normally named mailbox.pab and is most likely stored on your M drive in the Exchange folder.  If this is the case, you must import the address book into your contacts in Exchange and then export them as a CSV file to upload into your gmail account.
  • Missing personal distribution Lists?  Gmail uses groups instead of distribution lists.  If your lists didn't upload with the sync process, you can manually upload them.  Directions for manually uploading distribution lists as Contact Groups.
  • Email messages larger than 16MB will not transfer to your Gmail account due to message size limits.  If you have failures due to this issue, you may try downloading and removing any attachments from the email and saving them elsewhere and upload the message without the attachment(s).


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