USING GOOGLE WORKSPACE WITH MICROSOFT OUTLOOK SOFTWARE IS A BAD IDEA

Using backend Google Email systems via Microsoft Outlook is now a recipe for disaster.  “It's like mixing oil and water” yells a fed-up Shaun who is one of the Computer Clinic team members being bombarded with calls for help! But what is causing this record level of apparent email issues between the two trillion dollar companies, and is there a solution to this never ending crisis?

YOU ARE NOT ALONE
Google Workspace Email users (Gmail) continue to face serious issues with the combination of Microsoft Windows Outlook app (email client) and the integration of Google backend email systems via the Google Workspace Sync for Microsoft Outlook Tool, known lovingly as GWSMO for short. Many reports and feedback from frustrated users indicate that just about everyone is now facing regular and repeating serious show-stopping problems relating to email handling issues between Google and Microsoft. This has become a bigger problem since the latest batch of Windows updates which have unfortunately coincided with Google's new hard-line on security, deeming all older software and hardware 'not secure' enough to be used with their email systems.  This very untimely combination has resulted in a disaster for many end users.  However, the security war is not between Google and Microsoft... but that is another story for another day.  Essentially they are both trying to block potential backdoors into their systems but this has naturally come at a cost to the end user.

BACKGROUND TO WHY?
To answer that you need to understand that Google and Microsoft are also heading in different directions.  As mentioned, Google is now deeming that most software which tries to sync its email system as a potentially 'less secure app' which ultimately forces users to use their Gmail system online instead.  In this new environment, you’ll be submerged into their ecosphere where 'Chat, Rooms and Spaces' is integrated straight into the online email experience.  Google’s new ‘Workspaces’ is in direct competition to Microsoft's Teams system which has proved a big success in the 'Work from home' culture of Covid times.  Companies switched to Microsoft's systems in droves, purely to take advantage of this communication and collaboration system that integrates email, chat, video meetings and documents.  Of course, Microsoft gained a head start on this when the purchased Skype and re-branded it as Teams then made it part of Windows whether you like it or not. Everyone else is now playing catch up and Google has come to this party too late in the day to take advantage of lockdowns, thus the work from the home boat has sailed with most businesses already having jumped onto Microsoft Teams ship.

WHAT GOES WRONG?

Google email backend systems are no longer compatible with the latest version of Outlook software:-
- email signatures in Outlook are not adjustable anymore if you are using the latest version of Outlook software whereas if your email system is with Microsoft, this is not an issue.

- Google only being able to sync the last 4Gb of emails to Outlook as the setting to ‘syncing all emails’ leads to guaranteed sync issues and corruption which means a profile re-build; but then auto-fill contacts are lost… so this turns into a big job recovering those and putting them on the new Outlook profile whereas Microsoft Email systems can sync up to 50Gb of emails and all auto-fill contacts are streamed automatically.

- only being allowed one exchange account in Outlook and all other added accounts must be configured using IMAP which means they are constantly syncing and issues occur plus calendars and contacts of those accounts do not sync to Outlook.

So really, Google backend email systems now only work with Microsoft Outlook if you have a small amount of emails in just 1 main account and you only get chance to create 1 email signature and after that it is not adjustable.

Truthfully, if you are using Google email systems then you should be using them online at gmail.com via Google chrome... and not Outlook! That is the bottom line and the way that both Google and Microsoft have engineered this means the hybrid days are almost over. So pick your corner and move fully into it.

HARDWARE IS ALSO DEEMED INSECURE
Meanwhile, it is not just Outlook software that is suffering consequences. For years, photocopier companies have been using free @gmail.com email addresses as a 'scan to email' solution and similarly, security/CCTV systems have used the same method for sending out email alerts. However, in a major security clampdown by Google, all this has now been stopped dead in its tracks, leaving such companies scrambling for new and costly solutions as well as vast amounts of time to 'fix' a problem they did not create.

SOFTWARE ON A COMPUTER IS DEEMED 'LESS SECURE' (dumb hardware devices too)
Google has actually banned ‘less secure apps’ on it’s free @gmail.com system but it is still allowed on the Workspace business system… for now. But to do this you have to know how to manually override the security settings and it is not straightforward. However, eventually it is expected that like the @gmail.com service, the business Workspace version will also turn off this ‘insecure workaround’ which currently is a backdoor into allowing many devices to still operate on the Google platform. Once turned off, that will be that and devices will simply stop working so be warned.

THE SOLUTION
The advice given by both Microsoft and Google is simple.  Use the native app for each system and your problems will go away.  Apple users have known this for years! Google users should migrate to using the online Gmail platform and take advantage of all their Workspace tools*, whereas Outlook is best suited solely for Microsoft 365 email systems and the suite of Microsoft Office programs.

FORCED INTO A CORNER - ADAPT OR MOVE ON?
At Computer Clinic we have come up with a way to make the online Gmail system look and feel like Outlook.  This makes the jump to the other side more palatable.  However, if your taste buds just cannot adapt, then the only solution is to migrate your backend systems over to Microsoft 365 so you can use Outlook without constant dramas. 

*Your hand may be forced to switch if you rely on third-party tools and plugins to Outlook that will now no longer work well or don’t fully integrate with Google’s Sync Tool, especailly if the software system and provider does not support it. There are many CRM systems that are Microsoft Outlook Exclusive.

If switching email systems sounds daunting don't be alarmed.  Migrating from Google Workspace to Microsoft 365 is one of our areas of expertise and we are currently migrating around 1 company per fortnight.  So when your frustration hits boiling point, just know we have the solutions ready to go!