I recently shifted a client from custom email server to GSuite (Formarly Google Apps for domains). We selected GSuite for its simplicity, features and cost effectiveness. I’ll leave the comparison of GSuite and Office 365 for the next article. Until now, everything has gone smoothly except for one thing, if we use GSuite accounts with Microsoft Outlook client, it freezes and hangs and sometimes delays in receiving emails. Sometimes it works perfectly fine while sometimes it just freezes without any apparent reason.
In this article, I’ll list down the causes and steps I followed to fix this problem. Since GSuite and Gmail uses the same technology, the same solution can be applied on Gmail accounts with IMAP connection.
Since Gmail and GSuite gives a lot of mailbox space, some accounts can become very large. Our client had accounts as large as 40 GB and growing. Microsoft Outlook is not designed to handle such large accounts. Instead, archiving is a great option which Outlook provides but using Outlook archives means that you are downloading all your older emails to your local drive. But if you want to keep emails on the Google Servers, you can do two things, either buy archiving from Google to move old email from the main mailbox to an archive which resides on Google’s servers and is searchable and readily available or you can use selective sync and mails to keep offline Outlook feature to limit the no. of emails Outlook handles. Let’s see how we can do both of these:
Using selective sync option in Microsoft Outlook
To use selective sync option, follow the steps below:
Open Microsoft Outlook
Go to File –> Options –> Advanced
Under Send and Receive Options, press Send/Receive button
Select All Accounts group and press the Edit button
Now select the Gmail account you want to selectively synchronize
In the right hand pane, uncheck “Get folder unread count for subscribed folders
Select “Use the custom behaviro defined below
Expand [Gmail] and select the items you want to synchronize on this computer. Make sure Inbox is already selected as it is the most important folder to be synchronized.
Adjust Mail to keep offline
Outlook gives users an option to download only recent emails. You can decide whether to download up to one month old emails or three months or six months or one year or two years or all of them. These are pre-defined options. Please note that this feature is only available in Outlook 2013 and Outlook 2016. If you are using Outlook 2010, you may use the first options discussed above and only download headers instead of all mail to make sure Outlook data does not become very big.
To adjust mail to keep offline feature, follow the instructions below:
Open Outlook and go to File menu
On the right hand pane under Info, select Account Settings and click on Account Settings drop down
Double click the account you want to adjust. A new window should open
Here you can adjust the mail to keep offline slider according to your needs
I hope these steps will solve your problem of Outlook being slow or freezing and not responding at times. If you are still having problems, you may share your experience with us in the comments below and we’ll try to solve your problem.