How to Use Outlook with Google Workspace

Microsoft Outlook Email Client

For many business professionals, Microsoft Outlook is a familiar tool used daily for managing emails, calendars, and contacts. When a company adopts the powerful and flexible Google Workspace, a common question arises: "Can I keep using Outlook?"

The simple answer is yes.

You can get the benefits of Google's robust back-end system while allowing your team to use the desktop application they are comfortable with. Understanding how this works helps you appreciate the value your business gets from a modern email system.

Let's Talk about Outlook and Google Workspace!

The Engine Room: What Is an Email Server?

Many of us think of email only through the application we use, like Outlook. But the real work happens behind the scenes on an email server.

Think of an email server like your company's central post office. Google Workspace is a powerful email server system. It handles all the critical tasks for your email, including:

• Receiving and Storing Mail: When someone sends you an email, the Google Workspace server receives it and stores it securely. It keeps your entire email history safe and accessible.

• Sending Mail: When you send a message, the server finds the right recipient and delivers it across the Internet.

• Applying Security: The server is your first line of defense. It filters out spam, scans for viruses, and protects your company's information.

• Allowing Access Anywhere: Because your email lives on the server, you can access it from any device with an internet browser—your phone, a tablet, or a computer.

The email server is the core of your email system, providing security, storage, and accessibility for your entire organization.

Your Mailbox: What is an Email Client?

An email client is a desktop software application on your computer used to view and manage your email. Microsoft Outlook is the most common example, along with others like Apple Mail.

The email client talks to the email server. It reaches out to the server, gets copies of your new emails, and displays them for you. When you write and send a new email from the client, it hands the message off to the server to do the hard work of delivery.

How They Work Together

This table shows the different jobs of the email server and the email client.

Component	What It Is	Primary Job
Email Server (Google Workspace)	A central system that manages all email for your company.	Stores, sends, receives, and secures all emails. Provides access from anywhere.
Email Client (Microsoft Outlook)	A software program on your computer.	Displays emails stored on the server and provides a user interface for reading and writing messages.

Benefits of Using Outlook with Google Workspace

Before you download and install Google Workspace Sync for Microsoft Outlook (GWSMO), you need to complete some steps in your Google Admin console.

By linking Outlook to your Google Workspace account, you get the best of both worlds. Your business benefits from Google's powerful infrastructure while your employees can continue using an application they know well.

• Familiar Interface: Team members can continue using the Outlook program they are comfortable with, reducing training time and resistance to change.

• Google's Security: Your emails are protected by Google's advanced security, which blocks spam, phishing attempts, and malware.

• Large Storage: Google Workspace provides significant email storage, so you don't have to worry about running out of space.

• Synchronized Information: With the right tools, not just your email, but your calendar and contacts can also be synchronized between Google Workspace and Outlook.

For this to work smoothly, Google provides a tool that helps Outlook communicate correctly with the Google Workspace servers. This ensures that actions you take in Outlook (like reading a message or moving it to a folder) are also updated on the server.

Making It Work for You

While using Outlook with Google Workspace is a great option for many businesses, the initial setup requires careful attention to ensure everything syncs correctly. You want your team to have a smooth and problem-free experience.

Get No Cost Google Workspace Support Today!

If you want to provide your team with the flexibility of Outlook backed by the power of Google, LeewardCloud can help. We handle the technical setup and ensure your email system is dependable and secure.

Contact us today for a free consultation. Let us manage the technical details so you can focus on what matters most—running your business.