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Synchronizing Outlook on Two Machines

Short URL for this page: http://slipstick.me/sync

There are many techniques for keeping your Outlook information on two different machines. However, Microsoft has not released a synchronization utility for Outlook.

Listed below are three methods which do not require third party tools, along with tools that will sync two Outlook's.

For tools you can use to sync between Exchange Public folders and mailboxes, see Synchronizing Exchange Mailboxes and Public Folders.

Synchronizing Outlook using Web Services has information on using Internet services to sync two copies of Outlook.

 

Built-in methods | PDA | Windows Briefcase  | Other Tools | More Information

Built-in methods

 These include:
  • For Exchange Server users, offline folders to replicate data from your mailbox and favorite Public Folders to a remote system
  • In Outlook 98 and 2000, using Net Folders to synchronize the contents of any folder other than the Inbox. 
  • Copying all or part of your Personal Folders File (see Windows Briefcase below)
    •

    See:

  • Managing a PST for Two Different Computers (Microsoft Knowledgebase)
    •

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    PDA

    		 If you use a Palm device, PocketPC, other PDA, check to see whether your synchronization software allows you to synchronize the device with more than one computer. If so, you may be able to use the PDA as an intermediary to synchronize two computers:

    Computer 1 <-> PDA <-> Computer 2

    Good backups on both computers would be essential to ensure that you can always roll back to a previously synchronized set of data. See Synchronizing Microsoft Outlook with a PDA for tools.

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    Windows Briefcase

    		 This solution comes from F.E. Froelich:

    I think I have found a relatively painless way to share Microsoft Outlook between my laptop, which I travel with, and my desktop without having to connect the two computers together.

    I created a directory for the two Outlook files Mailbox.pab and Mailbox.pst. I then copied the directory into My Briefcase. I then placed My Briefcase onto a disk. (I have a Zip drive on both computers, so I keep a Zip disk with nothing but My Briefcase on it for sharing files between my laptop and desktop.) I then deleted the Mailbox.pab and Mailbox.pst files from my laptop and copied the two files from My Briefcase into a directory on the laptop.

    When I am ready to leave with the laptop, I put the My Briefcase Zip disk into the desktop and update the files, then put the same disk into my laptop and update. When I come back, I reverse the sequence. So far it seems to work.

    As an aside, I have copied the entire My Documents directory into My Briefcase on the same Zip disk. Now all of my Word, Excel, Powerpoint, and Access files are kept up to date between the two computers. When I create a new file or subdirectory on one computer, it is automatically added to the other computer the next time I do an update. This approach is much more efficient than trying to make sure that I have placed all of the individual files that I need into My Briefcase. There is no better way to manage My Briefcase than with a Zip drive (unless you have a LAN).

    (Editors note: If you don't have a Zip drive, you can use a USB key instead.)

    Note that the file names may differ on your machine. See Outlook & Exchange/Windows Messaging Backup and Dual-Boot for default names and locations.

    Windows 2000 (and later) offer a feature for taking files offline, but by default, it excludes Personal Folders .pst files. However, you can edit the system policy that controls the file types so that .pst files can be included. See Error Message Files of This Type Cannot Be Made Available Offline.

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    Tools in the Spotlight
    Address Magic Plus Address Magic supports dozens of applications and formats to convert email, calendar, and address books, to or from Outlook. Converts over 30 address book formats, 20 email formats, and 4 calendar formats. Automatically customizes itself for your computer by finding your email applications and data files. Supports over 150 different address book fields, including names, postal addresses, email addresses, phone numbers, comments, and many more. Automatic field mapping between different address books, full distribution list support, and maintains email folder structure. Converts HTML email, text email, attachments, and all headers.
    Easy2Sync Easy2Sync for Outlook keeps your personal store in sync on multiple computers. Try the free version which only synchronizes the inbox and outbox, the Home-Edition to sync all email folders, or the Business-Edition which synchronizes all folder types. Improved support for Business use: Simpler user interface, improved Exchange synchronization. Supports Outlook 2010 (32 and 64 bit) and portable USB installations for the sync of e-mails, contacts and calendars. Version 4.
    PSTSync Use PSTSync to perform Outlook synchronizations, helping you synchronize every Outlook folder, even custom created ones. PSTSync provides bi-directional folder synchronization as well as a number of other tools to help you manage your pst files with ease, PSTSync offers SmartMove and SmartCopy functionality as well as Encryption, Password Protection, Online Backup as well as the popular built in PST file viewer. It takes into consideration the time and date in calendar according to GMT, not just your local time ( a PSTSync exclusive)Version 2.6.0

    More Tools
    Accurate PST Sync Accurate PST Sync (APSync) is designed to easily sync or transfer messages from Outlook. The software helps you compare, transfer your email, appointments, contacts, tasks, and notes. It synchronizes your Outlook PST files in one click. Works with Outlook 2003/2007/2010.
    Companionlink CompanionLink synchronizes Outlook data with phones and other supported desktop applications and web-based services (like Google). Companionlink supports all versions of Outlook, including Outlook 2010 32-bit and 64-bit, and Business Contact Manager 2007 and 2010.
    Davton Contact Synchroniser The Davton Contact Synchroniser will synchronise contacts in one contact folder to another. It is designed to synchronise shared contacts from a 'Public Folder' to a personal folder - so that the contacts can be syncronised to a PDA using ActiveSync. It is a one way synchronization - changes made in the local folder or on the PDA will not be reflected back to the Public folder. The synchroniser can filter the contacts it copies to your local folder, based on categories. Free.
    DoubleLook DoubleLook will synchronize Outlook with your desktop PIM or CRM software. DoubleLook runs continuously on your computer as a background process (real-time). Changes to data in either Outlook or your PIM/CRM software are synchronized instantly.
    EnterpriseSync Davton EnterpriseSync is a multi-mailbox automated tool to copy items from Microsoft Exchange Public Folders to folders in user's mailboxes. This enables syncing of public folder items with Blackberries, iPhones and other PDAs. It runs as a service and requires no installation on the clients computer making it ideal for managing groups of users. EnterpriseSync provides a one way synchronisation to protect the integrity of the central contacts. It has the ability to sync Contacts, Tasks and Calendar Items; filter items to be copied based on the category of the item; copy from up to three central folders into one local folder per item type. Free 15 day trial and remote installation support.
    EZOutlookSync EZOutlookSync will keep 2 or more copies of MS Outlook always up-to-date. EZOutlookSync will transfer only changed data, making synchronizations real quick and unobtrusive. Works on Outlook 2000/2002/2003.
    Funambol Funambol provides quick and easy access to their email, contacts, calendars, tasks and notes, regardless of where that information is stored. Funambol syncs with most mobile devices and with thousands of applications and online services. It doesn't matter if you use Gmail, Yahoo!, AOL, Hotmail, Outlook or Thunderbird, with Funambol, you can sync your email & PIM on many mobile handsets.
    OggSync Sync Google calendars and contacts with Outlook. Windows Mobile version also available. Version 3.22. Beta version 4.20 available.
    OsaSync Use OsaSync to share or synchronize your Outlook contacts, calendar, and tasks with one or more other computers on your network. All changes made to a shared Outlook item are automatically reflected in the item on the other computer(s). Supports fully automatic synchronization--just connect your computer to the network or the internet (if synchronizing via FTP) and start Outlook. OsaSync process all the changes for you. OsaSync is available in PRO (v. 6.3.1) and Lite (v. 8.2) versions and supports Outlook 2000 and later.
    Outlook2PEN Outlook2PEN provides portability of Outlook 2007/2010 and/or Outlook Express files using a USB pen drive. It takes just one click to retrieve from one pc and one click to connect into another pc.
    OutlookSync Synchronizes data between two machines running Outlook through a small data file that can be emailed, accessed on a shared network folder, or transferred any other way you might transfer a file. Includes conflict resolution feature.
    Public SyncTool Synchronizes data between Outlook PST files (for example: PC workstation to notebook) and in addition "Personal Folders" of Exchange with PST files in both directions. All folders or selected folders can be synchronized. Supports an "escalation inquiry" by reciprocally changed entries and against the unintentional deletion of data. Supports Outlook 97 through Outlook 2003.
    Qsynchronization for Outlook Copies items between Outlook folders. Can be used to synchronize folders between PST files on two different machines, copy calendar entries to a public folder, or back up data to another PST file. (Version 1.6)
    SimpleSYN SimpleSYN provides synchronization of Outlook data on several computers. All the e-mails, notes, tasks, appointments, contacts, deletions and folders are updated and immediately available on all computers. SimpleSYN is flexible in its setup with the direction and mode of the synchronization (new, changed and deleted elements) set individually for each Outlook folder. This means you can synchronize changes of the Outlook data in only one direction or, for example, sync new e-mails only. Free trial available. Version 2.
    Sync2 for Outlook Sync Outlook folders (email, calendar, contacts, tasks and notes) between multiple PCs without a server. Synchronize Outlook data using shared folder on LAN, USB drive or FTP. Share Outlook Calendar with Google Calendars. Sync Google Contacts with Outlook Contacts. Synchronize Outlook 2007, 2003, 2002 and Outlook 2010 automatically. Version 1.90.
    Sync2PST Synchronize Microsoft Outlook PST files. Sync Outlook folders between multiple PCs without a server using an external USB device or shared network folder (LAN), and a shared PST file. Version 1.20.0149.
    SynchPst for Outlook SynchPst for Outlook synchronizes data between personal folders. Choose either single or multiple folders, with or without subfolders, and synchronize them quickly and efficiently. Version 3.1.4
    SYNCING.NET for Outlook SYNCING.NET for Outlook is a full featured solution for synchronization of Microsoft Outlook data between multiple computers. All data is transmitted directly between the computers via LAN/WLAN and/or the internet (peer-to-peer). Once selected, the Outlook data is synchronized completely automatically. Users don't need to do anything more and can work with Outlook as usual. Any changes to Outlook items are transferred immediately to all members of the sync network.
    SyncManager Davton SyncManager is an automated tool to copy items from Microsoft Exchange Public Folders to folders in a user's mailbox. This enables syncing of public folder items with Blackberries, iPhones and other PDAs. SyncManager provides a one way synchronisation to protect the integrity of the central contacts. It has the ability to: sync Contacts, Tasks and Calendar Items; filter items to be copied based on the category of the item; copy from up to three central folders into one local folder per item type - ie 3 x Contacts, 3 x Tasks, 3 x Calendar. Free 15 day trial.
    SyncWizard for Outlook Exina SyncWizard for Outlook is an Outlook sync utility. Which can make your Outlook synchronized between 2 computers, typically sync your laptop Outlook personal folder with desktop's. All you need to do is to specify desktop's IP address and follow the SyncWizard click next and next.

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    More Information
  • Sharing Microsoft Outlook Calendar and Contacts
  • Maintaining a Group Calendar in Outlook
  • For tools to synchronize Outlook data with a database, see Connecting Outlook and Exchange to Databases - Synchronization Tools.
    • Last modified on Thursday, June 24, 2010
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