Mike Southby

For some time now I have been using Google Apps as my main mail provider, I’d been a long time Microsoft Exchange user until I made the switch from Windows Mobile devices to Android.  It made sense to change my mail provision so that I could use Android in the manner it was designed i.e. with  Google Mail, Contacts, Calendar and Tasks.

Generally, I have been happy with the service (especially when you consider the Standard Edition is free and isn’t a noticeably inferior product to the Premium Edition) although I do acknowledge it has a few quirks, not to mention horrendous support from Google should you require assistance.  Of course aside from push email support via my Android handset, the Google Apps service also includes plain and simple IMAP support; it’s here that I encountered one of the quirks.

Ever since configuring the account on my machine, whenever sending an email using Outlook two copies of the mail appear shortly after in my Gmail sent items folder (although only one copy is actually sent to the recipient).  Now this may not seem such a big deal but it has a couple of issues; firstly over time it will fill up my quota a lot quicker, perhaps not a major issue for most people but if let’s say you are sending a 1Mb file attachment, you’re going to be using 2Mb of space.  Secondly, perhaps more importantly is that when you use the Gmail web client instead of Outlook, it’s going to really mess up your conversation thread as there will be 2 copies which can be a little confusing.

So how do you solve getting two copies of sent mails while using IMAP in Outlook?

It’s important first to understand why the two copies appear and not just accept that they do.  When you send an email through Outlook, Outlook saves a copy of the sent mail and transmits it to the server (in this case smtp.gmail.com).  When the email is sent from the server to its destination, Google save another copy of the sent mail automatically which is then of course – as you’re using an IMAP connection – synced back to your machine hence the two copies.

Of course Google should be smart enough to know that the mail is being sent from a dedicated client such as Outlook and check to see if a copy has already been saved before saving it again, but alas not.  So the solution is to change where Outlook saves its local copy of the sent mail; it’s not an ideal situation but it does stop your Gmail folder from becoming full of duplicates!

To make the change, go to Tools>Account Settings>Email and select the email account in question and then Change.  This will open a window titled Change Email Account.  Click the More Settings option at the bottom.

Click the Folders tab which will enable you to choose where to store a copy of all outgoing messages (remembering that Google is going to automatically store one for you in your Gmail sent items) and change the default choice to Save sent mail in the Outlook Sent Items Folder, this will save the duplicated copy in a local unused folder instead which of course can be cleaned up when required; or you can also choose not to have Outlook save a copy of sent mail at all (again remembering that Google will automatically place a copy in your sent items).

I have been more than happy with the ability to synchronise my calendars between my Outlook and Google using Google’s own sync tool until recently when I began using Outlook 2010.  You see the problem is that Google have yet to release an update to their tool to allow the tool to work with Outlook 2010, a surprise considering how long Outlook 2010 has been available and the positive feedback it has been receiving.  Remember that positive feedback equates to more and more people using the latest version.

The problem appears to be not that Google’s sync tool will not work with Outlook 2010 but that it performs a version check on execution and will not get past the fact that it ‘thinks’ it will not work, so it simply gives an error and halts.

There is of course a way round this.

Caveat:  I take no responsibility if you manage to break your Outlook installation, remember to take a backup first and if you are unsure or have no experience of Hex editors, perhaps think twice before following these steps.  If you do a search on Google there are already Outlook.exe files available for download that have had the change made, although – importantly – be very careful downloading and running .exe files unless you are sure they come from a trusted source!

You’ll need to use a Hex editor, there are a few available in you do a search; I used Notepad++ with the ‘Hex-Editor’ plugin.  Firstly locate and make a backup (very important in case something unexpected happens!) of the Outlook.exe file which is located at c:\Program Files\Microsoft Office\Office14\ and at assembly location 0x000c09b2 change the value to 0×32 in the ascii dump (it will have originally been 14.0.0 but now should read 12.0.0).  This in theory should only change the version number that the Outlook Add-In Manager reports to add-ins.

It works fine for me, I’m now happily synchronising between Outlook 2010 and Google once again.

Enjoy!

UPDATE: I have been getting a lot of emails asking if I can upload an OUTLOOK.EXE file with the Hex changes in place, so, if you simply want to download a patched file without making the changes yourself heres the link.  It goes without saying that you download this file at your own risk. To prevent antivirus programs blocking the file I have placed it inside a ZIP archive so you will simply need to unpackage it and place it into your c:\Program Files\Microsoft Office\Office14\ folder but please remember as always to backup the original file first.  If you find this useful, please leave a comment.  Thanks.