To have the full integrated experience with email and Calendar, OIT recommends using mail.google.com and calendar.google.com instead of Outlook.

The content of this article is for use by people who have had their email migrated to Gmail from legacy systems.

Google has designed the Gmail interface to take full advantage of all features of the Gmail service. Rice OIT highly recommends that users use the Gmail interface as their mail client. This means using the https://mail.google.com on desktops/laptops, and the Gmail and Google Calendar apps for mobile devices. Use of a third-party client (such as MS Outlook or Apple Mail) is possible, but OIT has extremely limited options to customize or adjust the experience. Therefore, the use of third-party mail clients will not be officially supported by OIT.

This article only covers adding a new Gmail profile to Outlook 2019 or Outlook 365. After adding your email, you can follow the article Add Google Calendar to Microsoft Outlook to add your Calendar to Outlook as read only. Read-only means that any changes made in Microsoft Outlook will not sync to your Google Calendar. Any changes to your Google Calendar must be completed through calendar.google.com.

Article Contents

Install Duo

Create a New Profile in Outlook 2019 or Outlook 365 on Windows

Add Your Gmail Calendar to Microsoft Outlook

Troubleshooting Duo

As a prerequisite, you'll need to have two factor setup for your account. Rice uses Duo for two factor authentication. If you don't have it installed, follow these instructions to install Duo first.

Install Duo

Rice's two-factor authentication app, Duo Mobile, is required to access your Rice Gmail account on your Windows computer. Before continuing with the rest of the instructions, make sure that you have enrolled in Duo.

Install the Duo Mobile app from Google Play store

You can also access the Duo Mobile app through a secondary device (i.e., another phone or tablet) if you already have it installed elsewhere. Learn more about Duo enrollment.

Create New Profile in Outlook 2019 or Outlook 365 on Windows

1. Begin by completely closing Microsoft Outlook 2019 or Outlook 365 browser tab.

2. Open the Windows Control Panel. If the application opens in Category view, select the drop-down menu and choose Large Icons or Small Icons. Skip this step if this selection is already made.

3. Select Mail. You may see Mail (Microsoft Outlook) or Mail (Microsoft Outlook 2019) or something similar. 

4. Select Show Profiles. Proceed to the next step if your version of Microsoft Outlook does not show this option. 

5. Select Add...

6. Name the new profile Rice Gmail and select OK.

7. Select Cancel on the next window that appears.

8.  Select OK to create a profile with no email accounts.

9. Select Rice Gmail from the top box. Select Always use this profile. You may also select Prompt for a profile to be used so that Microsoft Outlook will ask you every time you open the application. This setting can be changed later. 

10. Select Apply. Open Microsoft Outlook. 

11. Enter your NetID credentials to log into your Rice Gmail account.

12.  Provide your credentials on the Rice Identity Provider page. Acknowledge the 2-factor authentication prompt that you receive from Duo.

13.  Select Allow on the next window. You may need to scroll to see the Allow button. You may need to complete this action twice.

14. Review the next screen which should say Account successfully added. Depending on your version of Microsoft Outlook, the page may look a little different. You may also see an option to add another email address. Do not add another email addres and uncheck any box to set up Outlook mobile on your phone. Select OK.  

Microsoft Outlook should open and start downloading your email. If you have a lot of email, the first sync can take a while.

Add Your Gmail Calendar to Microsoft Outlook

Visit the article linked below for instructions on how to add your Gmail Calendar to Microsoft Outlook.

Please note:  Changes made directly to the calendar in Outlook will not sync to your Google Calendar.  Any changes to your Google Calendar must be done via calendar.google.com.  Changes made to your Google Calendar will appear in Outlook within a few minutes.

Add Google Calendar to Microsoft Outlook

Troubleshooting Duo

If Push notifications were not configured in Duo or a banner did not show up or only showed up momentarily, navigate back to the home screen and select the Duo Mobile app to finish the multi-factor authentication approval process for the sign in attempt (such as approving a Push notification or copying a passcode for the passcode method).

Need Technical Support? Contact the OIT Help Desk

How to Contact the OIT Help Desk