How to Transfer Emails from Outlook to Gmail: A Step-by-Step Guide

Published November 14, 2023 | By The Laptop Guy

How to Transfer Emails from Outlook to Gmail: A Step-by-Step Guide

Are you struggling with cluttered inboxes, trying to juggle emails between your Outlook and Gmail accounts? Do you wish there was a simple way to forward Outlook to Gmail and streamline your email workflow?

You’re not alone. Many people are seeking an efficient method to transfer emails from Outlook to Gmail.

Our comprehensive guide is precisely what you need. We explore various techniques, pitfalls to avoid, alternative solutions, and best practices to make your email transition seamless. Dive into our guide and discover how to transfer emails from Outlook to Gmail efficiently and manage your email communication like a pro.

Benefits of Forwarding Outlook Emails to Gmail

Forwarding Outlook emails to Gmail can help you manage your emails more efficiently and effectively. By forwarding Outlook emails to Gmail, you can enjoy the following advantages:

Centralized email management. You can access all your emails from one place without having to switch between different accounts or applications. You can also use Gmail’s features, such as labels, filters, stars, snooze, and archives, to organize and prioritize your emails. You can also set up rules or filters in Outlook to forward only certain emails to Gmail, such as important or urgent ones, and reduce the clutter in your inbox.
Enhanced search capabilities. You can use Gmail’s powerful search function to find any email you need, regardless of the sender, subject, date, or content. To filter your search results, you can also use advanced search operators, such as from:, to:, subject:, has: attachment, or is: unread operators. You can also search for your Outlook emails using Gmail’s search function if they are forwarded to Gmail.
Seamless integration with other Google Workspace applications. You can easily access and use other Google Workspace applications from your Gmail account, such as Google Calendar, Google Drive, Google Meet, Google Chat, and Google Docs. You can also create events, meetings, chats, or documents from your emails and share them with your contacts. You can also sync your Outlook calendar and contacts with your Google account and use them across different Google Workspace applications.

Step-by-Step Guide

In this section, I will show you how to forward Outlook emails to Gmail using different methods and devices. You can choose the method and device that suits your needs and preferences.

How to Forward Outlook Emails to Gmail on the Web

Method 1 – Automatic Forwarding

If you use Outlook on the web, you can forward your emails to Gmail by following these steps:

Open your web browser and go to Outlook.com. Sign in with your Outlook account.
Click the settings icon on the top right and select View all Outlook settings.
Select Mail> Forwarding from the Settings dialog box.
Check the box next to Enable Forwarding.
Enter your Gmail address to which the emails forwarded from Outlook will be sent.
You can select the box next to Keep a copy of forwarded messages to keep the copies in your Outlook account. Otherwise, the forwarded mail will be deleted from Outlook.
Select Save to complete the process.

how to transfer emails from outlook to gmail,

Method 2 – Setting Specific Rules

Alternatively, you can use message rules to forward only certain emails to Gmail based on some criteria, such as the sender, the subject, or the importance. To do this, follow these steps:

Open your web browser and go to Outlook.com. Sign in with your Outlook account.
Click the settings icon on the top right and select View all Outlook settings.
Select Mail> Rules and then select Add a new rule.
Give your rule a descriptive name that you can remember, and then choose how to forward the emails. You can do this by going to the Add a condition dropdown and selecting one or more options, such as Has attachment, From, or Importance.
Next, select Add an action and then select Forward to or Forward as attachment. Enter your Gmail address to which the forwarded messages matching the set criteria should be sent. You can also enter more than one address if you want the email to be forwarded to multiple recipients.
Next, add exceptions that will exclude all emails that match certain criteria from being forwarded. You can do this by going to the Add an exception dropdown and selecting one or more options, such as Has attachment, From, or Importance.
Select Save to create your rule and return to the Rules tab. You can also edit or delete your rule from the Rules tab or run it manually on existing messages by selecting Run Rules Now.

forward outlook to gmail

Third-party tools to Forward Mail from Outlook to Gmail:

Yes, using apps or services to automate email forwarding without writing any code is possible. You can use third-party tools to connect your email accounts and set up email forwarding rules or triggers. Some of the best third-party tools for email automation are Zapier, IFTTT, and Integromat.

However, this approach is not suitable for those using a corporate email account. By default, most exchange servers have a setting that restricts auto-forward rules from sending emails to external domains. While auto-forwarding works within the company, it does not function for sending emails to addresses outside the organization. In such cases, utilizing rules to send your emails is necessary.

Common Issues & Troubleshooting Tips

Some common issues when forwarding emails from Outlook to Gmail are:

Forwarded messages might fail SPF authentication and be marked as spam or phishing by Gmail. This can happen if the original sender’s domain does not include the forwarding domain or IP address in its SPF record or if the envelope sender is not changed to reference the forwarding domain.
Forwarded messages might fail DKIM authentication and be sent to spam or phishing by Gmail. This can happen if the forwarding server or service modifies the headers or body of the message, such as changing the MIME boundaries, the subject, the recipients, or the message ID. Gmail enforces strict authentication requirements for messages sent from frequently spoofed domains and is more likely to mark messages as phishing if they fail DKIM checks.
Forwarded messages might not be delivered to Gmail at all if Gmail blocks the forwarding server or service for sending spam or malicious messages. This can happen if the forwarding domain or IP address has a poor reputation or if the forwarded messages violate Gmail’s policies or guidelines.
Forwarded messages might not be displayed correctly in Gmail if the formatting, attachments, or metadata are lost or corrupted during the forwarding process. This can happen if the forwarding server or service does not preserve the original message format, encoding, or headers.
Forwarded messages might not be organized or appropriately managed in Gmail if the labels, filters, or folders are not set up correctly. This can happen if the forwarding server or service does not add any identifier or header to the forwarded messages or if the Gmail user does not create any rules or settings to sort or categorize the forwarded messages.

Solutions

There are some steps you can take to avoid or minimize the issues when forwarding emails from Outlook to Gmail, such as:

Update your Gmail settings to add your non-Gmail address to Gmail’s Send mail as setting. This can help prevent Gmail from marking forwarded messages as spam or phishing.
Use a third-party service or app that supports secure email forwarding. These services can preserve the original sender, subject, and message content and pass the SPF and DKIM authentication checks.
Create a rule in Outlook to forward messages based on certain criteria, such as the sender, the subject, or the importance. This can help you filter out unwanted or irrelevant messages and reduce the risk of being blocked by Gmail.
Use IMAP instead of POP to connect your Outlook account to your Gmail account. This can help you sync your messages across both accounts and avoid losing any formatting, attachments, or metadata.
Set up labels, filters, or folders in Gmail to organize and manage your forwarded messages. This can help you find and access your messages easily and avoid cluttering your inbox.

SPF & DKIM

SPF and DKIM authentication are two methods that help verify the identity and integrity of email senders and prevent spoofing and phishing. Here is a brief explanation of how they work:

SPF stands for Sender Policy Framework.

It is a way for a domain to publish a list of authorized servers that can send emails on its behalf. For example, if example.com uses SPF, it can specify which IP addresses are allowed to send emails from @example.com addresses.

When a mail server receives an email from example.com, it can check the SPF record of the domain and see if the email comes from a valid source. If the email comes from an unauthorized server, it can be rejected or marked as spam. SPF helps prevent spammers from forging the sender address of an email.

DKIM stands for DomainKeys Identified Mail.

It is a way for a domain to sign its emails using public-key cryptography digitally. For example, if example.com uses DKIM, it can generate a pair of public and private keys, and publish the public key in its DNS record.

When it sends an email, it can use the private key to sign the email header and body, creating a unique signature. When a mail server receives an email from example.com, it can check the DKIM record of the domain and use the public key to verify the signature.

If the signature is valid, it means that the email has not been tampered with and that it comes from the domain that claims to have sent it. DKIM helps prevent spammers from altering the content or headers of an email

There might be some other issues while forwarding emails from Outlook to Gmail, depending on the settings and preferences of both accounts. For example:

You might miss some important emails in Gmail if you have set up a filter or a label to skip the inbox for forwarded messages. To avoid this, you should check your Gmail settings and make sure that you have not applied any rules that might hide or delete the forwarded messages.
You might receive duplicate emails in Gmail if you have both imported and forwarded your Outlook emails to Gmail. To avoid this, you should choose only one method to transfer your emails, either import or forward, and disable the other one.
You might lose some functionality or features in Gmail if you forward emails from Outlook that use different formats or protocols. For example, if you forward an email that contains a voting button or a meeting request from Outlook, Gmail might not be able to display or process them correctly. To avoid this, you should use the Gmail web interface or app to send and receive emails that require Gmail-specific features.

Serial No	Problem	Reason	Solution
1	Forwarded messages are marked as spam or phishing by Gmail	The messages fail SPF or DKIM authentication checks	Update your Gmail settings to add your non-Gmail address to Gmail’s Send mail as setting
2	Forwarded messages are not delivered to Gmail at all	The forwarding server or service is blocked by Gmail for sending spam or malicious messages	Use a third-party service or app that supports secure email forwarding.
3	Forwarded messages are not displayed correctly in Gmail	The formatting, attachments, or metadata are lost or corrupted during the forwarding process	Use IMAP instead of POP to connect your Outlook account to your Gmail account
4	Forwarded messages are not organized or managed properly in Gmail	The labels, filters, or folders are not set up correctly	Set up labels, filters, or folders in Gmail to organize and manage your forwarded messages
5	You miss some important emails in Gmail	You have set up a filter or a label to skip the inbox for forwarded messages	Check your Gmail settings and make sure that you have not applied any rules that might hide or delete the forwarded messages
6	You receive duplicate emails in Gmail	You have both imported and forwarded your Outlook emails to Gmail	Choose only one method to transfer your emails, either import or forward, and disable the other one
7	You lose some functionality or features in Gmail	You forward emails from Outlook that use different formats or protocols	Use the Gmail web interface or app to send and receive emails that require Gmail-specific features

Alternative Solutions

There are some other alternatives to streamline and manage your emails more efficiently without setting up forwarding. For example, you can use some of the following tools or methods:

Shared inbox software. These are tools that allow multiple people to access and collaborate on a single email inbox, such as support@ or info@. They can help you distribute, delegate, and organize your emails, as well as prevent duplicated efforts and provide analytics. Some of the best-shared inbox tools are HubSpot CRM, Drag, Front, Hiver, and Gmelius.
Email management software. These are tools that help you improve your email productivity and efficiency, such as scheduling, tracking, sorting, and prioritizing your emails. They can also help you automate some of your email tasks, such as sending follow-ups, reminders, or templates. Some of the best email management tools are Mailbird, Boomerang, SaneBox, and Spark.

Best practices for using Google Workspace with Outlook

Some best practices for using Google Workspace with Outlook are:

Sync your Gmail, Calendar, and Contacts with Outlook using Google Workspace Sync for Microsoft Outlook (GWSMO). This can help you access and manage your Google Workspace data from Outlook on any device where you use your Google Account. You can also import your Outlook data, such as emails, attachments, folders, or categories, to your Google Account and use them in Google Workspace.
Use message rules or forwarding settings in Outlook to forward only certain emails to Gmail based on some criteria, such as the sender, the subject, or the importance. This can help you filter out unwanted or irrelevant messages and reduce the clutter in your inbox.
Set your time zone in Google Calendar and Outlook to avoid any confusion or errors when scheduling or viewing events. You can also enable the option to show an additional time zone in Google Calendar and Outlook if you work with people in different regions.
Delegate or share your calendar with other Google Workspace or Outlook users, if you want them to view or manage your events. You can also set different levels of access or permissions for different users, such as view only, make changes, or manage sharing.
Use Google Workspace Add-ons to integrate your favorite third-party applications, such as Asana, DocuSign, Adobe, or Workfront, into Google Workspace. You can also use Apps Script, AppSheet, or Google Workspace Marketplace to build custom solutions, surface data, and enhance workflows.

Managing Forwarded Emails in Gmail

Task	Steps	Tips
Creating custom labels	– Click the Create New label link on the left sidebar of your Gmail inbox, and enter a name for your label. – You can also choose to nest your label under an existing label, such as “Work” or “Personal”. – To apply a label to your forwarded emails, select the emails that you want to label, and then click the label icon on the top toolbar. <br> – You can also create a filter to automatically label your forwarded emails by using the Has the words criteria and entering “deliveredto:yourforwardingaddress@gmail.com”.	– Labels are tags that you can apply to your emails to categorize and identify them. – You can create custom labels for your forwarded emails, such as “Forwarded from Outlook” or “Forwarded to Work”. – You can also change the color, visibility, or order of your labels by clicking the settings icon next to the label name.
Organizing emails into folders	– To create a folder, you can follow the same steps as creating a custom label, but make sure to check the box next to Nest label under and select [Gmail] > All Mail. This will create a folder instead of a label. – To move your forwarded emails to a folder, select the emails that you want to move, and then click the move to icon on the top toolbar. – You can also create a filter to automatically move your forwarded emails to a folder by using the Skip the Inbox (Archive it) and Apply the label actions.	– Folders are places where you can store your emails to keep them organized and separate from your inbox. – You can create folders for your forwarded emails, such as “Outlook” or “Work”. – You can also drag and drop your emails to move them to a folder or right-click on an email and select Move to.
Applying filters	– To create a filter, click the down arrow in the search box at the top of your Gmail inbox and enter the criteria that you want to use for your filter. – You can also use advanced search operators, such as from:, to:, subject:, has:attachment, or is:unread, to refine your filter criteria. – Then, click Create filter and choose the actions that you want to apply to your filter. – You can also edit or delete your existing filters by clicking the Filters and Blocked Addresses tab in your Gmail settings.	– Filters are rules that you can create to automatically perform certain actions on your emails, such as labeling, moving, archiving, deleting, or forwarding them. – You can create filters for your forwarded emails, such as forwarding only important or urgent emails to another address, or deleting or archiving the emails that you don’t need. – You can also test your filters before applying them by clicking the Search button instead of the Create filter button.

Task

Steps

Tips

Creating custom labels

– Click the Create New label link on the left sidebar of your Gmail inbox, and enter a name for your label.

– You can also choose to nest your label under an existing label, such as “Work” or “Personal”.

– To apply a label to your forwarded emails, select the emails that you want to label, and then click the label icon on the top toolbar. <br> – You can also create a filter to automatically label your forwarded emails by using the Has the words criteria and entering “deliveredto:yourforwardingaddress@gmail.com”.

– Labels are tags that you can apply to your emails to categorize and identify them.

– You can create custom labels for your forwarded emails, such as “Forwarded from Outlook” or “Forwarded to Work”.

– You can also change the color, visibility, or order of your labels by clicking the settings icon next to the label name.

Organizing emails into folders

– To create a folder, you can follow the same steps as creating a custom label, but make sure to check the box next to Nest label under and select [Gmail] > All Mail. This will create a folder instead of a label.

– To move your forwarded emails to a folder, select the emails that you want to move, and then click the move to icon on the top toolbar.

– You can also create a filter to automatically move your forwarded emails to a folder by using the Skip the Inbox (Archive it) and Apply the label actions.

– Folders are places where you can store your emails to keep them organized and separate from your inbox.

– You can create folders for your forwarded emails, such as “Outlook” or “Work”.

– You can also drag and drop your emails to move them to a folder or right-click on an email and select Move to.

Applying filters

– To create a filter, click the down arrow in the search box at the top of your Gmail inbox and enter the criteria that you want to use for your filter.

– You can also use advanced search operators, such as from:, to:, subject:, has:attachment, or is:unread, to refine your filter criteria.

– Then, click Create filter and choose the actions that you want to apply to your filter.

– You can also edit or delete your existing filters by clicking the Filters and Blocked Addresses tab in your Gmail settings.

– Filters are rules that you can create to automatically perform certain actions on your emails, such as labeling, moving, archiving, deleting, or forwarding them.

– You can create filters for your forwarded emails, such as forwarding only important or urgent emails to another address, or deleting or archiving the emails that you don’t need.

– You can also test your filters before applying them by clicking the Search button instead of the Create filter button.

Final Thoughts

In conclusion, while it might seem challenging at first to use forward emails from Outlook, various methods and tools are available to make the transition smoother and more efficient.

It is essential to understand the different protocols and formats used by each platform and how they can affect the transfer of your emails. Following this guide, you can streamline and optimize your email workflow and enjoy the best of both Outlook and Gmail.