What's New  
Bookmark and Share
Configure & Maintain
General Issues
Outlook General
How To...
Microsoft Outlook

Click here to subscribe
to our weekly newsletter
Exchange Messaging Outlook
EMO back issues

Slipstick Forums

Converting to or from
Outlook or Exchange:
Messages and Calendar
or Address books

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)
    •

    Back to Top

     

    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.

    Back to Top

     

    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.

    Back to Top

     

    Tools in the Spotlight
    Address Magic For Contacts, use this utility for import/export with duplicate checking, even if you use a program other than Outlook on the second machine.
    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.The updated version will not delete an item that was deleted on the other computer, but move it into the "Deleted Items" folder, making an undo possible. Improved support for Business use: Simpler user interface, improve Exchange synchronization, easier use of NT-Services with Vista
    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
    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.
    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.
    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 Synchronize Microsoft Outlook data between multiple PCs using external USB device, shared network folder, your own or free FTP service. Share and Sync Outlook Calendar and Contacts folders with Google Calendar service and Gmail. Now supports synchronization of Google Contacts.
    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.

    Back to Top

     

    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.

    • This page is printer friendly
    Updated Nov 01 2009
    Copyright Slipstick Systems. All rights reserved.
    Send comments using our Feedback page

    Home | What's New | Exchange Server | Outlook | Utilities | Bookstore
    About Slipstick | Feedback | Privacy Policy | Site Map | Archived Pages | Link to Us | Advertise

    Hosted by Intermedia.net