Using the Sync Tool
If your organization has migrated to Google Apps but you prefer to use Microsoft Outlook program to collaborate, you only need to download Google Apps Sync for Microsoft Outlook installer (see references below for the download link). Execute the installer and proceed to sign-in using your Gmail email address or Google account so you can access the calendar, email, notes and contacts that are shared within your organization using Outlook program.
If your administrator has downloaded it for you already, simply open Run Advertised Programs in Windows control panel, select Google Apps Sync from the list of programs, and click Run to install Google Apps Sync.
The application will prompt you to create Google Apps profile for use in Outlook. It will also provide an option to import data (optional) from existing Outlook or Microsoft Exchange profiles. You have an option to import task, journals, notes, calendar, email, contacts, junk mails and deleted messages. To speed up the process of importing, you don't need to choose junk and deleted emails to import, unless you prefer to transfer those messages.
Note that if your old Gmail messages aren't synchronized in the cloud, you need to turn off AutoArchive feature in Outlook and turn it on again when the sync tool has finished with its task. You can turn off AutoArchive in Outlook 2010 by clicking on the File tab, select Options and then select Advanced in the left pane. Click AutoArchive settings button and make sure that the box before "run autoarchive every..." is not checked.
If you did not choose to import Outlook or Microsoft Exchange data, simply open Microsoft Outlook program. A prompt will be displayed by Outlook to choose a profile to use. Choose your Google Apps profile in the drop-down menu of the Outlook prompt, to begin using your new account. As soon as Outlook opens your Google Apps profile, it will start synchronizing with your Google account in real-time and start using Google Apps service in Outlook or web interface of Google Apps.
Note that you can configure Outlook to make Google Apps profile as default profile so you are no longer prompted by Outlook to choose a profile. You can set it up in Windows Control Panel > User Accounts and Family Safety > Mail. Click "show profiles" button, select "always use this profile" radio button and then click OK.
Do you have useful tips in using Google Apps Sync for Microsoft Outlook? Are you experiencing problems with the free sync tool? Let us know by posting a comment below.