There are many techniques for keeping your Outlook information on two different machines. However, Microsoft has not released a synchronization utility for Outlook. Their solution is to use an Outlook.com, Office 365 or an on-prem Exchange mailbox.
The methods on this page or sync utilities are not necessary if you have an Exchange account (including Outlook.com) as it syncs messages, calendar and contacts between Outlook and online. Phones and tablets will sync with the server.
For simple "syncing" of email, choose an IMAP email account if your email provider supports it. If you use a POP3 account, leave mail on the server until the other computer has downloaded the messages and BCC yourself on sent messages. You can send appointments and contacts to yourself as needed, or use one of the methods below to copy non-mail items to your other computers.
To copy calendar and contacts or archived mail to a second computer, copy the PST data file between your computers. You can do it the old-fashioned way, using a "sneaker net" and transfer the pst on a USB drive, or access the other computer over your local network and copy the PST. If you use an online service, such as Dropbox, OneDrive etc, to transfer the PST file, you should copy the PST to a folder outside of the sync service. The PST can't sync while Outlook has it open but the service will keep trying, often creating a lot of small files which waste your storage space. This can corrupt the PST.
If you want an automated method, you'll need to use one of the tools listed below.
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.
Tools in the Spotlight
Automatically sync Office 365 shared calendars from Outlook to business smartphones. CiraSync is a secure, Azure-based SaaS platform that is centrally managed, requires no software to install, no user training, and can scale to thousands of business smartphones. Try the always free Personal Edition, or a free 30-day, 100-user trial for the Enterprise Edition (no credit card/contract needed). | |
Do you need a solution to sync Outlook and Gmail Calendar and Contacts when Gmail ends ActiveSync? CompanionLink keeps Microsoft Outlook and your Google account synchronized. Make changes in Outlook and those will update your Google account. And vice versa. Set the auto-sync feature to automate the entire process. CompanionLink works with any Google, Gmail, or Google Apps account. | |
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 2013 32-bit and 64-bit, and Windows 10. Version 9 | |
Employees can amplify the value of 170+ CRMs (Salesforce, Hubspot, Mailchimp, etc.) by accessing current and updated CRM contacts (customers, prospects, vendors) on business smartphones. CiraSync is a secure, Azure-based SaaS platform that is centrally managed, requires no software to install, minimal user training, and can scale to thousands of business smartphones. Try the always free Personal Edition, or a free 30-day, 100-user trial for the Enterprise Edition (no credit card/contract needed). | |
Automatically sync Office 365 Global Address Lists from Outlook to business smartphones in minutes. Always synced. Anytime. Anywhere. CiraSync is a secure, Azure-based SaaS platform. Centrally managed, requires no software to install, no user training, and can scale to thousands of business smartphones. Try the always free Personal Edition or a free 30-day, 100-user trial for the Enterprise Edition (no credit card/contract needed). | |
Automatically sync Public Folders calendars (and contacts) from Outlook to business smartphones. CiraSync is a secure, Azure-based SaaS platform that is centrally managed, requires no software to install, minimal no user training, and can scale to thousands of business smartphones. Try the always free Personal Edition, or a free 30-day, 100-user trial for the Enterprise Edition (no credit card/contract needed). | |
Automatically sync Office 365 Public Folders contacts and calendars from Outlook to business smartphones. CiraSync is a secure, Azure-based SaaS platform that is centrally managed, requires no software to install, no user training, and can scale to thousands of business smartphones. Try the always free Personal Edition, or a free 30-day, 100-user trial for the Enterprise Edition (no credit card/contract needed). |
Tools
Sync ACT! Contacts, Calendar, Tasks with ALL devices that sync with Outlook or Exchange. Integrate Exchange-Stored Sent and received Emails with ACT!Compatible with Outlook, Exchange, Office 365, Google, iCloud and any other cloud service that supports Exchange. | |
File synchronization software designed to sync Windows. Sync Outlook Email, Calendar and Contacts without a server. Event-based, scheduled or manual PC sync. Instant and automatic File Backup helps to keep your files safe and always up to date. Use USB drive or memory cards to share and synchronize Microsoft Outlook between two or more computers. Use Plug2Sync to mirror your file folders. If you want to sync documents on your PC at work and laptop at home, Plug2Sync is the best solution. | |
Synchronizing Outlook between sources made easy with Sync2 Cloud, powerful Microsoft Outlook synchronization software. Sync Outlook Calendars, Contacts and Tasks with Google (Android), iCloud (iPhone) and Microsoft Exchange (Office 365). Share Outlook Calendar with others without Exchange server. Choose one-way or two-way synchronization. Your data will be automatically synchronized. Share synchronization permission with different users. Sync2 Cloud 2.11 has new sync sources: Yahoo, Zoho, other with Caldav protocol | |
Sync Outlook using Sync2 for Microsoft Outlook without a server. Sync Microsoft Outlook with Google Calendar, and Android phone. Synchronize Microsoft Outlook between multiple PCs using an external USB device, shared network folder of FTP. Share Outlook Calendar with Google Calendars. Sync Outlook Calendar, Contacts and Tasks folders. Includes improved product installation process and first start user experience. The update comes with improved performance of the software. Try the new Sync2 2.86 version now. | |
Share and synchronize Microsoft Outlook Personal Folders on multiple PCs without a server. Sync2PST is a PC application that allows you to synchronize Microsoft Outlook PST files. Synchronizing automatically or manually any of your Outlook folders between two or more computers. Sync Outlook .pst data file using USB device or shared network folder and shared PST file. Automatic background synchronization, even if Outlook is not running. One or Two-way PST file synchronization. | |
Use AkrutoSync to synchronize your Outlook Contacts, Calendar, Tasks and Notes directly with any Android, iOS (iPhone or iPad) or Windows Phone devices. AkrutoSync runs on your computer, not in the cloud. The program works with the phone's built-in apps, so there are no additional apps to install on the phone. After the initial set-up, the program syncs automatically. It works over Wi-Fi or the Internet. Akruto syncs Outlook with unlimited number of phones and tablets even if they are different brands and operating systems. Synchronization history feature lets you restore data if you change or delete something inadvertently. | |
Automatically share Microsoft Outlook folders on multiple PCs in an easy way. Share all types of folders (calendars, contacts, emails, journals, notes and tasks). Just add email addresses which should receive the folder and you are all set-up. No extra work is required. | |
Software to sync Outlook Calendar appointments with Google Calendar events. Allows you to sync one-way with either Outlook or Google as master as well as 2way sync by last changed appointments/events. Option to schedule a sync at regular intervals. | |
Use CB Exchange Server Sync to synchronize multiple Exchange / Outlook accounts, including emails, tasks, contacts, calendars, folders and more. All of that across multiple Exchange servers, accounts and domains, and within different Exchange / Outlook versions. One or bi-directional, fully customizable. Exchange data are synced to server, not in the client or device. Available in the cloud, on-premises or as a hybrid solution. All synchronized data can be visualized on any client interface, for instance, Thunderbird, Mail OS X, Outlook, Outlook for mobile. 30-days Free Trial available. | |
Automatically sync Office 365 Global Address Lists, shared calendars, and Public Folder contacts and calendars, and CRM contacts from Outlook to business smartphones. CiraSync is a secure, Azure-based SaaS platform that is centrally managed, requires no installation, minimal user training, and can scale to thousands of business smartphones. Try the always fee Personal Edition, or a 30-day, 100-user trial for the Enterprise Edition (no credit card/contract needed). | |
CloudsPlus is your no software solution for synchronizing Microsoft Exchange and Salesforce data. Supports all versions of Outlook including Outlook 2010 64 bit, iPad, Mac Outlook 2011 and any device that can connect to Microsoft. Exchange. Synchronize, contacts, calendar, tasks, and log email plus more... | |
CodeTwo FolderSync Addin is an Outlook add-in that enables synchronization of folders. The synchronization of data will always take place between selected folders and the user can choose several pairs of folders that need synchronizing. Freeware. | |
CodeTwo Outlook Sync allows you to synchronize Outlook between two PCs. Use it to share all Outlook items with your assistant, workmate, secretary or partner. You can also use it to backup Outlook files to another computer. It enables syncing calendars, contacts, tasks, email, documents and many more in a local network. The program is amazingly easy to install and configure. Freeware. | |
CodeTwo Sync for iCloud syncs Outlook folders with iCloud folders automatically synchronizes Outlook contacts, calendars and tasks with the iCloud data file in Outlook. CodeTwo Sync for iCloud will let you keep the iCloud and Outlook folders in sync, so you don't need to move or copy contacts and appointments between the default Outlook folders and iCloud folders. (Now Free) | |
CompanionLink for Mac keeps Outlook for Mac contacts, calendars, tasks, and categories synchronized with either a Google account, smartphone, or tablet. You can choose your destination in the Settings menu of the software. Two-way direct sync. | |
Company Contacts addin gives you access to a powerful shared address book as a replacement for the Microsoft Exchange 'Global Address List'. Company Contacts makes it possible to create additional address books by just saving Outlook contact items and/or vCard files (.vcf) to a sub folder (the name of each folder is the address book name) in a specified file share. Company Contacts lets you automatically import the global address list to a sub folder of your personal Outlook contacts, making them available on iPhone or Android mobile device. | |
Contacts Sync - Synchronize Outlook Contacts with Gmail - Freeware and Pro version. 2way contacts sync, sync Outlook Categories, pictures, notes, sync by last changed contact, skip Outlook Category, sync Outlook Contacts to 2 Gmail accounts, Preview Sync with option to download entire Outlook/Gmail contact list as single CSV file and more. | |
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. | |
EVO Collaborator for Outlook is a CardDAV and CalDAV add-in supporting 32 and 64 bit Outlook 2007 to 2013. Sync Outlook address books with CardDAV servers and calendars and tasks with CalDAV servers. Works with SabreDAV based WebDAV servers, iCloud and Yahoo and AOL (in read only mode). Map Outlooks default address book, calendar or task within a CardDAV/CalDAV profile. | |
ExMixedFolders is a system service for Exchange Server as of version 2007 SP1 which can synchronize folders within the Exchange server structure or it can synchronize folders of other Exchange servers. The service can be installed remotely, for example on Hosted Exchange servers or it can be installed directly on the Exchange server. The user does not have any point of contact with the service. | |
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. | |
GeneralSync can sync between any number of Android devices and PCs with Thunderbird and/or Outlook. In contrast to other options it does not require a designated computer to be powered on at all times and works without uploading your data to any cloud. The synchronization is instead performed directly between the devices that are connected to each other at a given time (decentral, peer-to-peer). That way, it can be used in small offices or at home, without setting up or administering any kind of server. Currently, GeneralSync is available for free during a public beta phase. | |
GO Contact Sync Mod synchronizes your Microsoft Outlook contacts with your Google Mail address book, including pictures, categories and notes. Since version 3.5.6 it also syncs your Outlook Notes on demand to Google Drive. Since version 3.7.0 it also syncs your Outlook Calendar Appointments on demand to Google Calendar. This Mod fork adds many enhancements and bug fixes to the obviously dead project 'Go Contact Sync'. | |
gSyncit is an Outlook add-in that allows for two-way synchronization between Outlook calendars, contacts, notes, and tasks with your Google, iCloud, AOL, Fruxx, Yahoo, Memotoo and many other "DAV" enabled services. Also includes support for syncing attachments for calendar events. Works with Microsoft Outlook 2007, 2010, 2013, 2016, 2019, 2021 or Office 365 (Desktop Client) on Windows 7 and newer. | |
This outlook add-in syncs your Outlook appointments from work to your private calendar on outlook.com, so you can get reminders on your smartphone. If you use outlook at work, but cannot sync your appointment with your smartphone (e.g. because your company is not allowing your phone to sync with the companies exchange server), Lumis Calendar Sync syncs the subject and meeting room from your appointments (no participants, no content) - just enough to provide you with reminders, and only in one direction (from your default calendar to your private calendar). | |
Backup and synchronize your personal data (contacts, calendar, files, bookmarks, etc.)with your phone, tablet and computer | |
messageconcept PeopleSync acts as a directory connector for mobile devices. The software synchronizes the company's address lists automatically with your smartphones, tablets and applications. PeopleSync works with enterprise sources, such as Office 365, Exchange Server, SharePoint, databases and various CRM systems. On client side all LDAP and CardDAV clients are supported. Therefore the address books can be accessed and synchronized on iPhone, iPad, Android, Windows Phone, BlackBerry and even office phones. | |
Outlook CalDav Synchronizer is a free Outlook Plugin, which synchronizes events, tasks and contacts between Outlook and Google, SOGo, Nextcloud or any other CalDAV or CardDAV server. Supported Outlook versions are Office 365, 2019, 2016, 2013, 2010 and 2007. | |
Outlook Google Calendar Sync is completely free and syncs between any Outlook calendar and a Google calendar of your choice - either in a single direction or two-way. Attendees, reminders, free/busy attributes are all synced, events can be merged with existing if necessary, and even words in calendar subject's can be obfuscated if you have security concerns. Syncs can be configured on an automatic schedule, or simply upon request. It does not need to be installed (can just be unzipped) and works behind web proxies. Supports Outlook 2003 right through to Outlook 2016 64-bit! | |
Outlook4Gmail is a free Outlook add-in providing easy contacts synchronization of your Outlook and Gmail accounts and address books.This add-in uses these Outlook and Gmail contact details: Name, Company, Phones, Emails, Addresses, Dates, Persons, Notes, etc. You define the direction of synchronization/update: you can sync or update either the Outlook or the Gmail address book (one-way synchronization) or choose to update both accounts simultaneously (two-way synchronization). Paid version syncs Gmail calendar too. | |
Priasoft has created the first, and currently only toolset for synchronizing Public Folders between an on-premises deployment of Public Folders and Office365. This same solution is also able to support cross-forest synchronization between one or more on-premises environments, or between multiple on-premises deployments and Office365. | |
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. | |
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 provides synchronization of Outlook data on several computers automatically and in real-time. The data synchronization is carried out via network or, in the business version, optionally over the Internet. All e-mails, notes, tasks, appointments, contacts 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 items) set individually for each Outlook folder. SimpleSYN Business version can run as a Windows service. Compatible with Windows 10 and Outlook 2016, 2013 (32-/64-Bit) and Outlook 2007. Uses the .NET Framework 4.5. Free trial available. | |
SimpleSYN Mobile is the synchronization solution for synchronizing Outlook data with your iPhone, iPad or Android device. Emails, appointments, contacts, notes and tasks are always up-to-date on all devices. Your Outlook data always remains local on your devices and is not stored in the cloud. On your smartphone you do not need an additional app and you can use the built-in apps. SimpleSYN Mobile syncs on the local network (WLAN) or on the way via the internet. Free 30 days trial available | |
SynchPst for Outlook synchronizes data between personal folders. Choose either single or multiple folders, with or without subfolders, and synchronize them quickly and efficiently. | |
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. | |
Syncsi for Outlook allows synchronizing, share or backup Outlook data in an easy way. Use portable storage devices (USB flash drives, memory cards, external hard disks) to transfer Outlook data. | |
Automatically synchronize your Outlook calendar and contacts with Google or iCloud. Access Outlook calendar and contacts on your Android phone or iPhone/iPad. |
SREE says
In order to meet the demand of today's education, e-learning is considered most suitable because of the advanced features it resembles and the real-time experience it offers. An educational mobile app can never be outdated now; but at the same time, it must be built with the latest features assembled in it.
Christopher Bedford says
OK I read the post more carefully and it seems that 365 only offers sync of contacts (and everything else besides email) if you use the MS-hosted exchange mail service, which for a small non-profit is not a financial proposition that makes any sense.
It seems bizarre that there is no readily available tool that can do this job and cover mailing lists as well. We just need for the priest and church secretary to be able to mail the same groups of people without having to manually transfer contact lists on an ad hoc basis (which doesn't seem to work that well either for mailing lists ? )
Christopher Bedford says
I feel you kinda glossed over the "Their solution is to use an Outlook.com, Office 365 or[...]" part ?
I have been attempting to sync contacts using a Google account as the web intermediary, with a SourceForge utility called Go Contact Sync Mod which works fine... for contacts. For Mailing lists, not so much. Google's 'groups' (or labels) are apparently the equivalent of mailing lists, but they don't seem to sync to the Outlook contacts (well, they appear as what looks like custom categories) and the mailing lists on my Outlook PC don't show up in Google at all.
So how is the Microsoft 365 syncing of contacts achieved? The two PCs I need to sync are both using 365 installed under the same "Personal" account, so if it can be done this would surely fit the test case bill, yes? I've looked, but haven't been able to find any indication of a way to do it though...
thesa says
How to move a pop account to the pst ?
thanks before
Diane Poremsky says
POP accounts should already be in the pst. To change which pst it uses, open File, Account Settings, open the account settings dialog. Select the account and click Change Folder to choose a different folder.
thesa says
Hello..
i wanna ask you about this transfer data outlook.
i have an old laptop and this laptop was installed by outlook 2013 and now, i want to transfer data from my old laptop to my new laptop, my new laptop is installed by outlook 365 version.
how the step can i apply to my laptop ? so i can transferring my outlook data.
thanks before, any help would be nice :)
Diane Poremsky says
What type of email account do you use? How you'll transfer the data depends on the type of email account. With Outlook.com/Exchange, you don't need to do anything but add the mailbox to the new computer. If a pop account, you move the pst. IMAP email doesn't need transferred, but if you have calendar & contacts in a folder labeled this computer only, you need to export them t csv and import into the new computer.
Andi says
Sync2 by 4team is by far the WORST product and worst support. they force you to purchase the annual license, should you decided to format the hard disk in case of a crash. they claim that as long as you keep the downloaded file and product key, that the product will work, but thats nonsense. support wont even reply to your questions claiming that you are no longer a valid member, until you have paid for the upgrade. a simple search on their reputation and reviews on google shows tons of complains and terrible reviews!
Ashu says
Hi Diane,
You certainly are very knowledgeable in MS Outlook and I wanted your recommendation on the issue I am having.
I have 2 exchange accounts and would like to be able to automatically sync the 2 calendars. I am currently using CodeTwo FolderSync Addin but this requires a manual syncing. I was wondering if there was a similar tool which could automate this.
Please advise.
Ashu
Diane Poremsky says
>> I have 2 exchange accounts and would like to be able to automatically sync the 2 calendars.
Between the two accounts? (since they already sync online).
AFAIK< any of the sync utilities in the spotlight and many of the others support auto sync - unlike FolderSync, they aren't free.
Scotty says
This page answers many questions, thanks Diane. I purchased Akrutosync over 2 years ago after getting frustrated not being able to sync my Outlook Calendar, tasks & contacts with my Android phone. It's worked flawlessly since day 1.
I recently realised (whilst trying to share Outlook 2016 calendars with a colleague in my office) that I can also setup another PC's Office 2016 over LAN (as a 'device') with the Akrutosync mail account and I now have my phone and work PC (which has the paid app running on it) syncing, whilst being able to share my calendar with my work colleague.
2-in-1 application! I just thought this info might be useful for some of your readers. :-)
JEFF gellman says
You have offered sage advice in the past (Thanks again for that!) and I have what seems to be a unique issue not covered by other folks.
Inside of OL 2016, I am successfully using CodeTwo's Sync for iCloud to sync the primary calendar with my iCloud calendar. The issue I am having is that I also open a Gmail account inside Outlook and would like to AUTOMATICALLY sync that calendar with the primary calendar.
This will have two benefits:
1. I will only need to monitor and manage all events on a single Outlook calendar (vice simply 'overlaying' the two calendars which is great visually, but requires manual effort to sync), and
2. Syncing the Gmail calendar folder with the primary folder will (thanks to CodeTwo) ultimately cause events combined from both calendars to sync with my iCloud.
Unfortunately, when I open the Sync for iCloud "Add..." button, the Gmail folder tree doesn't even show up.
After all kinds of troubleshooting, I think it would be easiest to simply use a different tool to sync the primary calendar with the Gmail calendar within Outlook. The CodeTwo free tool which syncs folders does this, but it is not automated. So that is not a viable solution for me.
Is there a particular tool you might suggest that will allow me to automatically sync the two calendars within Outlook?
Thanks,
Jeff
Diane Poremsky says
As an FYI, "Microsoft Cloud" service is coming soon to outlook that will solve your problem - gmail calendar & contacts will sync with outlook. It's in beta stage right now and working in Outlook 2016 for Mac. I don't have an ETA for outlook 2016 windows support.
In the meantime, one of the tools at https://www.slipstick.com/outlook/sync-outlook/syncing-outlook-with-an-android-smartphone/#tools should work.
Mike says
Hi Diane. It's very generous of you to help with all these Outlook questions. I'm wondering if you can help me come up with a solution. I use the desktop version of Outlook on a desktop PC and have thousands of emails saved in various client folders. (I receive emails at two addresses, one of which is set up as IMAP and the other one of which is POP). I also depend on Outlook's calendar and contacts, which also have thousands of entries. I would like to be able to use Outlook from my laptop, but I don't want my calendar and contacts entries to be in the cloud, since they contain sensitive information (such as account numbers and client details). Other than my current set-up, which involves logging in to my desktop remotely (which is always slow and makes typing emails a pain), is there a way to have my PST file sync between my desktop and laptop so I can use Outlook on each of them? I hope my question makes sense. Thanks.
Diane Poremsky says
there isn't a direct sync - you can copy the pst or export to a new pst to move. There are also sync utilities to sync two computers, but some use a cloud servers in the sync process.
Mike says
Thank you.
Tom says
Final Question:
7)Outlook Rules: I suspect you will tell me this can not be done. The question is when constructing a custom rule, outlook does not let you use a qualifier more then once. Specifically the command "when you receive email within a specific date range", This works perfectly when used once, however, I want to sort the incoming emails from the same vendor into each month of the year, thus I need to use that same command twelve times or Write twelve rules. I do not mind constructing twelve rules but for the space requirements for all rules. I use rules often and do not want to run out of usable space.
Is it possible to expand the storage space set aside for rules?
Why does it seem some rules stop working or miss some emails? ie... not 100%
Also, If you direct the rule to place an email in a specific file, can you move the position of that file in the tree structure on the left pane or will this confuse the rule?
I have another email problem to solve: Can one rule pick up an email that comes in today, file it away and then pickup a second email pertaining to the same subject the next day or the day after and file the second email in the same place as the first one? The two emails will be from the same vendor but contain two different messages, but will have the name of another vendor in the message that is consistent with the first email received.
Please tell me there is a way to annotate emails like Adobe does for example. Ie... so progress notes can be placed on the face of the email or a tag or something where I can write on it and then someone else can write on it if necessary.
Lastly can a rule be constructed to take an email that comes into my inbox and place it in another persons outlook file system/tree who is a member of Office 365 and using outlook under the same work group and domain?
I know I have written and asked much of you and I hope these questions are unique requiring some thought or possible to be put into engineering for implementation, Thank you again, Tom
Diane Poremsky says
No, you can't expand the space - max is 256KB (i believe office 365 is set to the max by default.) You can use macros to filter by date.
I don't think anyone knows why rules stop working, beyond receiving too many messages at once - then some might be skipped. But rules fail for more reasons than that.
>> Also, If you direct the rule to place an email in a specific file, can you move the position of that file in the tree structure on the left pane or will this confuse the rule?
I'm not sure what you mean - but if you are asking can you file mail in a folder then move it up the folder list, no, not using a native outlook feature. You might be able to do it using a macro, but i don't have any samples that do it.
>> have another email problem to solve: Can one rule pick up an email that comes in today, file it away and then pickup a second email pertaining to the same subject the next day or the day after and file the second email in the same place as the first one? The two emails will be from the same vendor but contain two different messages, but will have the name of another vendor in the message that is consistent with the first email received.
No, not without using a macro. Or rules. or a 3rd party utility.
>> annotation
No, not really. you can edit a message and add text, some versions support word's comments, you can add outlook's sticky notes as attachments. You can set custom text in a follow up flag... or you can use a utility. (I use takenote with office 365 - it adds general notes to messages or senders - not to specific points like a comment would.)
> Lastly can a rule be constructed to take an email that comes into my inbox and place it in another persons outlook
only if the folder or mailbox is open in your profile and you have create permissions on it. You need a run a script rule if the folder is not listed in the folder picker.
Tom says
Questions continued from previous post:
4)I know Win 7 will sync files across computers, will it do the same for devices? Is this done only in a lan environment or will it work when on the road? Or do I need a third party to achieve this function. Does Win.10 do this sync away from home?
5)It was time to upgrade a few laptops and being hard headed, I ordered them with Win 7 in order to put a little time under the implementation of Win.10 and bug fixes etc..... These laptops are in my possession, I have set the OS up, but have not used them yet. I understand that Win.10 can be problematic when installed on top of 7. therefore, should I format the drives and do a fresh install of Win 10 before installing software and data?
6)I have used Symantec End Point Protection for many, many years as it used to be one of the best enterprise solutions. (even-though I am a small business, I enjoy the functionality of the enterprise software). I have read Symantec Endpoint has gone down in function and support outsourced which is poor. PC magazine did an article on the top ten anti virus and I was shocked when Symantec did not make the list at all!!!!!!! I was fully prepared to install Symantec on my new laptops but now must pause and do more research. My initial readings took me to SaaS anti-virus, while it is probably better, I have decided not to use this because it is another cloud storage. I am happy with Microsoft Cloud and think the more I put my "stuff" out there the higher the risk of something happening, and my computers become thin clients dependent on the internet.
So, I am left with the burning question of which vendor to chose for a enterprise product. I have not found much information on the web, most is written about home and very small business. Can you either tell me or lead me to the information?
7)Finally my last question, these have bothered me for a while now and could not find the answers, I hope I have found them in you!!
Diane Poremsky says
4. If you mean documents in onedrive, that is supported on most devices and windows 10.
5. If the hardware supports it, I would do a clean install... but depending on the hardware, an upgrade may not be a problem. Technically it is a clean install (new windows folder) but apps are copied over.
6. I'm not real familiar with the enterprise security products. My clients are on the small side (most under 5 employees) and don't use network-managed AV/security. They use the big names in consumer AV if they aren't using microsoft's offering.
Tom says
Hi Diane, first I want to thank you for helping all of us with questions? I have a few that I can not get answered. If out of your expertise maybe you can put me with the correct person to answer the ones you do not feel comfortable answering? Thank you in advance:
1)I have a superintendent who is always out in the field working. I want my office staff to be able to enter a contact name, number and email address etc... in the office and have this data updated on his android device out in the field... and correctly located in the device, so the next time my sup. needs to call or txt this person, he will have the necessary data. I am using Office 365, E-3. Did I understand you correctly when you stated that 365 will perform this update on it's own, regardless of the mail format used (mostly IMAP and of course .pst and .ost)? IF not , then simply select one of the many third party providers you have listed? Is cloud based the best? if so, I wish Microsoft would pick this up as they already have my data.
2)I know all communication between Outlook on desk top and Microsoft Server is encrypted, is it true that all data on Microsoft server is encrypted as well?
3)I have a real problem with 365 and I guess it is because of the partner I go through. Do not want to mention names on public forum, however, their support told me they actually purchased old servers from Microsoft and cut some kind of deal that I do not understand because he was limited in his information as are most of the support people within this provider. What he said is some of my data is routed through their server and then to Microsoft???? It does not make sense to me at all, but I do know ever time I long on to Office I am redirected to another unidentified site, presumable Microsoft.
The problems that I experience on an ongoing basis, is trouble logging in at times, getting locked out as downloads and updates have not occurred. Logins, interrupted many times a day or week, that requires reentry of credentials as they are not saved as they should be. Forget single sign in. I could mention more, but I think you get the point.
My choices seem to be another partner or direct from Microsoft. Can you tell me the best provider and why? I assume direct is the best??
Diane Poremsky says
1. you need to use exchange services - to access contacts (or calendar). if the Assistant accesses his mailbox as a shared mailbox/delegate and have has the account setup on the phone as Exchange (will either be EAS or EWS protocol, depending on the app), he will see the contacts.
2. Yes.
3. " support told me they actually purchased old servers from Microsoft ". He said that about office 365? That's BS. Resellers either have their own office 365 tenants and sell you sub-tenants within it or they sell you a tenant outright. The account is on microsoft's office 365 servers. The reseller can turn off features, limit the mailbox size etc - you'll usually get a better deal direct from microsoft.
Diane Poremsky says
>> My choices seem to be another partner or direct from Microsoft. Can you tell me the best provider and why? I assume direct is the best??
IMHO, direct is best but if you don't want to manage it yourself or want assistance from a partner, you can set a partner of record - they would have access to the account and can make some changes for you. I'm a partner of record for clients - if they need a new mailbox or a password reset, i can log into their account through my account and make the change from them.
Alex says
Hi Diane,
I recently purchased a laptop and want to sync my email, calendar and contacts between it and my desktop PC. Each has Outlook 2013 (latest updates) and Win 10. I have two email addresses from my ISP, both currently set up as POP3 accounts in Outlook, but IMAP would also be possible. I also have an Outlook.com account (as a result of my recent subscription to Office 365), which I haven't used at all, so far.
I've spent a lot of time trying to determine the best way to sync everything, but I have to admit to still being a bit confused. In this blog, you mention that an Outlook.com account can be used to sync messages, calendar and contacts, yet in "Sync Calendar and Contacts Using Outlook.com" you appear to advise against using Outlook.com for messages. Would setting up my email accounts as IMAP be better? Or would Outlook.com in fact be OK for my email as well? And if so, how exactly would I configure this in Outlook.com to keep using my existing email addresses? I would really appreciate any advice/help you can provide.
Thanks!
Alex
Diane Poremsky says
Sorry I missed this earlier - I'm trying to catch up and keep getting behind. :(
In your configuration, i would set the accounts up as IMAP in Outlook then use Outlook.com to sync calendar & Contacts between devices. If you want to switch to using an Outlook.com address or plan to use the Outlook on the web interface, then you could set up connected accounts in Outlook on the web, but because Outlook desktop will not use the 3rd party address for replies (it tags the from address with 'on behalf of'). If one of the addresses is gmail, they are working on a solution that syncs with the Microsoft cloud and will reply correctly, but i have no idea when it will be available to the general public (even i haven't seen it in action yet).
Madhav Patil says
Hi Mam,
I am unable to sync my Contacts and Calendar data from Blackberry Q10 to PC's Office 365 Outlook. Previously in MS Office 2010 it was possible.
Can you please assist?
Thank you.
Madhav Patil
Diane Poremsky says
I'm not sure how much help I'll be - i haven't used a blackberry in a few years. Are you using the blackberry sync software? Does it support Outlook 2016?
James says
Hi Diane,
When first setting up Outlook synchronization on two machines via Outlook.com, does it matter where (i.e. Outlook client or Outlook.com) I first add my various email accounts? In other words, should I add my email accounts to Outlook client first or should I add them to Outlook.com first? Or does it not matter at all?
Thanks,
James
Diane Poremsky says
It doesn't matter which is added first.
Andrew says
Looking to find the best tool to migrate staff''s Outlook environment from an old pc to a new pc without the need for resyncing all email from O365 over the internet.
Diane Poremsky says
See https://blogs.technet.microsoft.com/outlooking/2015/05/22/outlook-initial-ost-deployment/ for the method to deploy a pre-synced ost (which would be the ost from the old computer).
Brian Andersen says
Hey Diane.
Just to make all more difficult I use iMac in my office and MS for my laptop.
Is there a program that will sync the 2 platforms?
Diane Poremsky says
Companionlink might meet your needs... or exchange server/outlook.com to sync via the server. (Need Outlook 2016 on the mac side to sync exchange/outlook.com calendar and contacts). For email only, exchange or imap.
Iain Ritson says
Hi Diane,
Do you know is there a 3rd party s/w that will allow me to sync multiple .psts over the internet ? I have 2 separate machines, both with the same two Outlook email addresses. Not having the offline .psts and the send folders sync up is infuriating. I'd happy pay for a decent solution.
Many of the solutions ive looked at require the pcs to be on the same network, which is difficult for me.
thanks.
Diane Poremsky says
There used to be a couple of utilities that synced pst files over the internet (but i think they are defunct now). They required the computer with the pst to be turned on and one the internet as the pst files were not stored online.
Olivia says
that's sth really I dont know how to do with it. Yes I think what I am looking for is to syn PST files. Do you have any recommendations?
Diane Poremsky says
Any of the tools in the spotlight are good - whether they meet your needs is another matter. :)
Diane Poremsky says
Wait a minute... if you are using outlook.com, what version of Outlook do you use? You don't need to sync pst files, outlook.com syncs full sync using Exchange protocol. Set the accounts up using autoaccount setup.
Olivia says
What if my email is not exchange server?
Diane Poremsky says
if it's not on exchange or outlook.com and you want to sync calendar and contacts between two macros, you'll need to use a utility.
dan king says
Is iCloud adequate for syncing 2 Windows computers running Outlook, along with an iPhone, or doesn't everthing get synced?
Diane Poremsky says
Calendar, tasks, and contacts should sync fine in this scenario. If you have calendar and contacts on both computers, I would delete them from one computer before setting up iCloud - otherwise you'll get duplicates when it sucks in the calendar and contacts.
Pamela Bickett says
I'm not sure who 4Team is, but I finally got my issue resolved after purchasing the full version of Code Two Outlook Sync. In retrospect, I think we could have continued to use the free version because the error was a MAPI profile setting error on computer 1. We ended up buying the software to sync contacts and calendar for 2 computers. Once the tech supt team helped resolve the MAPI error, it's working fine.
Kathryn Kelly says
Tried Sync2 from 4Team.biz. It does not say anywhere on their website that I can find that you need to buy a separate license for every computer you want to synchronize. Boo on them. What is the point of synchronizing software if it won't sync at least two computers? And they were NOT nice about it.
Diane Poremsky says
Thanks for the update.
Pamela Bickett says
This is the message I received from CodeTwo support this morning:
Hello Pamela,
You could have used the product for longer than 30 days because it was an old version of it, which we do not support anymore.
Now our policy has changed and the latest version could be used only 30 days out of charge and you can download it from our website: https://www.codetwo.com/outlook-sync/thanks?sts=1646
If you would like to purchase the product after testing it please visit this page: https://orders.codetwo.com/Order/OutlookSync/LicenseType/en?sts=1646
Please let me know if you have any problem with the latest version of the software.
Diane Poremsky says
That explains it. If you saved a copy of the installer when you first installed it, use it. It's possible updates will disable the free version, so you won't be able to install updates. Or look at other products - like Sync2. AFAIK, they are still free for limited folders on 2 computers. (Will update the tools description next).
Pamela Bickett says
I have been using CodeTwo Outlook Sync since last June to sync my manager's outlook contacts on my computer, but it stopped working a couple of months ago. The tool opens and no errors come up but it doesn't transfer any data. The sync function starts and the display shows it syncs but nothing is updated. When I review the Code Two site, it only mentions the 30-day free trial and it's now $120 to sync 2 computers. Maybe they changed something since it was working flawlessly for about 6-7 months. I uninstalled the program today and asked my mgr to do the same so we can start from scratch tomorrow, but I think we're going to have to pay the $120. A little frustrating. I knew there would be little to no tech support on a free product, but I did email them and all I got was the response about the 30-day trial being expired, apparently they don't know I should still be able to sync contacts. :-(
Diane Poremsky says
AFAIK, they still have the free version for 2 computers, 1 calendar, 1 contacts folder - although the website is not real clear on it. It keeps talking about Free and expiring at 30 days. If they still offer the free version, the paid version is required to sync additional folders - the free version includes a 30 day trial of the paid version. The free version may be for commercial use only.
If you have the original exe you used to install it before, that should install the free version again. Also, make sure their data files or logs are deleted - there should be a sync log somewhere they use to keep track of what was synced. (This may be all you need to do to fix the sync problem.)
Bob Brannon says
I have a POP3 acct and by all accounts above, syncing with that is difficult. Does gmail use IMAP? If it does, is that all I need to sync emails between computers (in other words, to have all folders on both computers contain the exact same info)? I can deal w/contacts, tasks, calendar etc., by periodically copying my pst file from one computer to the other.
Diane Poremsky says
Gmail supports IMAP - you need to enable it in Gmail.com settings - and yes, it will enable you to have mail synced on all computers, including all mail folders and sent items.
Paul says
Hello there,
For the past few years I've been syncing my work emails, calendar & contacts (in outlook 2007) on a couple of computers through Google calendar sync. Now that this service is no longer running I was wondering what platform/software/tool might be best to use to continue such tasks. Ideally I'd like something that works with 2 way sync, and updates the changes as quickly as possible, and something possibly free or not to pricey.
Thanks in advance.
Diane Poremsky says
Gsyncit works good and is not too pricy - SyncMyCal is soon going to be free, Calendar Sync is around $10 if that is all you need sy6nced. I have a list of all google sync utilities here: https://www.slipstick.com/outlook/sync-outlook/using-google-calendar-sync-utility-outlook/
Mark says
Hello, I am not sure if this is the correct place to ask this question but I don't think I need to sync, do I? I have 2 computers on different floors, they NEVER will be running at the same time; can I place the PST file on a USB thumb drive (whatever it's called), and just carry it to the 2nd computer and plug it in and turn the computer on? If it matters, I'm talking about Outlook 2007 with about 5 or 6 e-mail accounts & aliases. I do use the Rules Wizard but rarely use the calendar/appointments/etc. My accounts are all POP3 if it matters and I've been using MS Office Outlook for too many years to switch or use webmail. I don't have the 2nd computer yet but it will probably just share the internet connection and a huge, old, large format color laser printer plugged into the router/modem. Thanks for any help.
Diane Poremsky says
yes, moving the pst is an option if you want to keep them in sync. if you arent using the calendar or contacts, and only need to keep mail in sync, imap is a good optipn too.
Siva Raakesh says
Thanks for Pleasant Reply
i'm using 25 and 143 but the same configuration and same network in another PC outlook is working fine.
Diane Poremsky says
Well, port 25 is the one that is most often blocked by ISPs, but they would block it on all computers using the internet connection. Does your mail provider support additional ports? Most also use 465 and/or 587 (and a few, like GoDaddy, allow non-standard ones like 3535 and 80).
Are you using the same antivirus and firewall on all computers?
Siva Raakesh says
Hi Diane,
thanks for replying me.
i've another one problem,
after windows update my outlook is not sending mails, it showing the error lke "ISP is blocking the port" and something it's telling.
before that it was working fine.
and i tested the new system with outlook configured that testing PC is working fine in same network.
after these i uninstalled the outlook updates from updates history but no use still it's not working.
Diane Poremsky says
What port are you using in Outlook? ISPs often block port 25 but not other common mail ports but it's odd that it just started coming up. Account Settings > double click on the account, then More Settings, Advanced to check.
Damien says
Don't waste money on SimpleSYN. We purchased 6 business licences and its never worked and they offer no backup support.
Barb Brady says
Just as a note: I just tried SimpleSYN and didn't get very far. I just installed it on the main desktop. I paused and made sure everything looked ok and that I could backup. Nope! It wouldn't let me backup with SimpleSYn running. I can't take the risk that my nightly backups are not going to work.
SimpleSYN says
Hello Mr. Brad, this happens because SimpleSYN is running in background and has still opened the *.pst- files. This would be the same if you left Outlook running over night. Please exit SimpleSYN before your backup is starting. Another possibility is to exit SimpleSYN if Outlook is closed. This is a hidden feature in SimpleSYN. If you are interest, then contact the SimpleSYN support.
Rakesh says
Hi Diane,
i configured a mail account in two system with sub-folders in inbox of that mail account, If i delete a mail in one outlook is it replicate the changes to another one?
Diane Poremsky says
It depends on what type of email account you are using. POp3, no, it won't sync. IMAP, yes, changes should sync.
Tony says
I run outlook 2010 with two separate email accounts (one personal, the other work); both are exchange; my problem is with the calendars associated with these two accounts. My blackberry wirelessly syncs the calendar through BES with my personal account flawlessly, but is not capable of handling wireless sync with my work account (because it is IMAP not BES). I would like to automatically perform a 1-way sync from my work calendar to my personal calendar, so that all my appointments will wirelessly sync with my blackberry. I have not found a tool that does this. The codetwo foldersync addin worked flawlessly but it is only a 2-way sync, and I do not want my personal appointments getting added to my work calendar. I'd prefer not to add a gmail or cloud-based calendar into the mix here to accomplish this - I am amazed that this functionality is so hard to find. Any ideas??? Thanks!
Ramesh says
Diane told me to make sure all windows updates were update on all machines. And then, the synchronisation worked a treat. Thanks Diane - so my problem (about laptop and PC outlook not synchronising) was because of out of date windows updates.
Mark Southern says
Diane,
I currently use one computer with Outlook 2013 between home & office to access my mailbox on exchange server 2010 at office. I now have another laptop to keep at home and need to configure two computers to access same data file at office on server. I don't know anything about how to set this up. Where do I start with configuring both computers to make this work? Any help would be appreciated. Thank you.
Diane Poremsky says
You want to set up exchange mailbox on both? Add your Exchange account to your profile at home - use auto account setup and enter your email address and password and see if it can find your server and configure it as Exchange. If so, that's all you need to do. If your company doesn't have Exchange configured for Outlook anywhere, you may be able to use POP3 or IMAP for email, but won't have calendar and contacts.
Gill Courage says
We have a problem now....been using Exchange on a Small Business Server for three years and it works well. An office move has led to our IT provider suggesting a move to hosted Exchange because we have suffered some power outages which interrupt email service.
But we use Code2 Exchange sync to keep a company contacts file and calendar as well as sharing some email folders. The contacts folder is a subfile of everyone's Outlook contacts and synced on the server. This propagates seamlessly to our iPhones and iPads. Calendar is similarly handled and the. Email folders are shared as required between working groups.
Hosted Exchange sounds good but we lose the ability to run extra software on the server and cannot run without the shared contacts/calendar/emails.
I am told that Microsft is stopping supporting Small Business Server so we don't want to waste money on it now......
Is Microsoft actually listening to the business community who now depend on their products? There seems no solution available that will allow us to run hosted Exchange but we cannot keep our Small Business Server. Catch 22.
Is the another provider?
rameshmehay says
Thanks for replying Diane. Did you mean November updates for Outlook or Windows or both? Yes, the changes do appear on Google Mail online.
rameshmehay says
Hi Diane,
I have Outlook 365, a Google IMAP account, a PC and laptop. I am trying to get Outlook 365 to synchronise between my PC and the laptop. But it won't have it. Both PC and Laptop Outlooks will download new email okay (so they are both communicating with Google). However, if I action an email on one of the computers, it won't show it on the other (even weeks later). So, if I delete an email on the laptop, it will still be there on the PC. If I move an email to an email folder, it wont do it on the other, even if the same folder exists. And if I create a delete a folder on one, it won't do it on the other. What am I doing wrong? Is there a setting or something. Please help as I have been working on a solution for months and the internet is not helping. Many thanks
Ramesh, Leeds UK
Diane Poremsky says
Do the changes show up online? Do you have the November updates installed?
Shea says
I have the same (or extremely similar) problem. And I have the new Blackberry Z10 and the new OS and Link do NOT sync seamlessly. Our office needs to share the same calendar and contact database on our computers and phones. We currently use Plaxo on desktops and laptops (works ok but we use one account, which is not how you are supposed to). Before our BB Z10's, I used BBDM to update our blackberry phones manually. As I said, that is not possible at this time with the Z10's (or if it is, I don't know how yet). And I have not figured out how to bring any iphones or samsungs in on the data sharing. I am sure there are software programs or clouds that do a great job, but my employer wants something cheap/free.
Diane Poremsky says
Unfortunately, I can't check out how link works because I had to replace my BB before the new ones were released - and I'm sorry to say, I went with a windows phone. :(
So, Plaxo syncs all the computers so they are identical then the computers sync with the BB?
Nancy says
I am not sure if this is answered or if this is even the right forum but am desperate so here goes...I use Outlook 2010 at both work and home. They are separate accounts neither using exchange. I want to sync the calendar from home to my iPhone and sync the calendar from work to my iPhone so I never miss an appointment or meeting. So, I can specify sync only calendar but when I do this, I end up with 18 entries that it's the 4th of July and 20 reminders it's my daughters birthday. Some messages sync other don't. Rather bizarre. My only options when syncing is replace all or merge. I hit merge. Ugh, I spend half my life deleting duplicates. I just want to know if I have a work appt at 10 on Monday or a hair appointment on Thursday at 11. Is there way to not sync duplicates? I don't think I can use the same calendar on my iphone since work and home are tied to different profiles. Doesn't seem to much to ask. I miss my blackberry...it synced seamlessly. And, to make matters worse, I may be tech challenged to boot...the jury is still out on that.
Any idea why this happens? I have posted this every where I can think of to no avail. Any help would be appreciated.
Diane Poremsky says
You should be able to sync to separate calendars on the phone - you can view them as one on the phone. But I haven't tried this with either itunes or iCloud, so maybe its not possible. (This is how it works with exchange, gmail, and outlook.com accounts). It won't eliminate all dupes - if you have a b-day on both calendars, it will be on the device twice - but would address the merging problems.
Tailan Chi says
I have Outlook on both my office and my home computers and want to see the same setup for email, contacts, calendar and tasks on both computers. I found one solution that has worked well with Outlook 2010, but that solution is not working with Outlook 2013. Specifically, in Outlook 2010, I have been using the cashed mode for my Exchange account on both computers by transferring the offline data file xxx.ost between them every time that I switch from one to the other. After upgrading to Outlook 2013, however, I have encountered a series of problems with this method.
First, if I transfer the offline data file xxx.ost from one computer to the other, Outlook 2013 tells me that the file belongs to a different mailbox and starts a new xxx.ost file, taking a long time to download my emails and other data from the Exchange server.
Second, if I don’t transfer the offline data file xxx.ost to the Outlook folder on Computer B after using Outlook 2013 in the cashed mode on Computer A, Outlook 2013 on Computer B tells me that the existing xxx.ost file is obsolete and ask me to delete the file and restart the program, requiring even more time for me to make Outlook operational.
Third, I also tried to disable the cashed mode in Outlook 2013 on Computer A. Even though I have not yet seen what happens to Outlook on Computer B under this condition, I have already encountered a new problem. Specifically, the Peek for Tasks in the Outlook running in non-cashed mode on Computer A shows an empty To-Do list rather than Tasks, and I cannot make the Peek function work for Tasks after trying many different things.
Any suggestions will be appreciated.
Diane Poremsky says
Why not just sync the mailbox on each computer? That is the correct way to do it - the changes on one computer sync to the server and down to the other computer. Delete the ost that complains about being obsolete and let outlook sync it - it should only need synced once - and don't try to copy the cache files between computers.
Honestly, I'm shocked this worked in older versions- cache files are tied to the profile that created it.
Nancy A. Sheffield says
Is there any program that will allow me to use a PDA to sync Outlook 2007 with Outlook 2010? (I live in the weeds with spotty to no cell coverage, so upgrading to a smartphone doesn't make economic sense.) I have an HP iPAQ hx2495B and for years have successfully used Windows Mobile Device Center to sync Outlook calendars between work and home. Even when work upgraded to Outlook 2010, I was able to successfully sync the two until April 2013; now Outlook 2010 will not sync with my iPAQ, though Outlook 2007 (at home) still syncs perfectly. Any help or advice will be greatly appreciated -- thank you!
Diane Poremsky says
I don't know if companion link will sync with older pda's, but may be your best option.
Nancy Sheffield says
Thanks very much for this suggestion. I'll check it out!
Shea says
Hello, I am not sure if this is the correct place to ask this question but from the research I've done and the posts I've read, you are the Go To person on this subject. I manage a small office that requires our contact database of over 3000 to be shared among multiple pc's and smartphones. We currently use one shared Plaxo account, which works fine for our pc's using Outlook (not Exchange). It was manageable on our Blackberry Torch 9810's because I would manually sync the contacts (one-way only to device) periodically after I deleted all the existing contacts on the phone. In between we would email vCards to our phones (tedious, I know). The iphone did not work with Plaxo since the user was not the Plaxo account holder (or Itunes) - different people and therefore different emails addresses. We recently went with the BB Z10, which as you know, does not allow you to wipe the contacts prior to uploading again. I know they will rectify this eventually but with all of the technology and software in the world, there has to be a way to do this without manually syncing phones and sending ourselves vCards. Plus, I always was skeptical of how Plaxo knew which data to use as the current data since multiple people, multiple pc's and multiple phones were all using one Plaxo account. In my research, the paid software doesn't seem to be worth the money for what it is giving. Could you help direct me to find a solution to this problem?? Thank you so much!!!
Diane Poremsky says
I will look into it. I wasn't aware than BB10 couldn't clear old contacts - I've been thinking about getting one (I miss my Storm - it could do everything Windows Phone can't. :( )
Jim Lotstein says
Is it possible to synchronize the email, including all folders, on a PC running Outlook with a MacBook Pro running Outlook using the procedures described in this string? If so, are there any special steps that must be taken to do so? Thanks.
Diane Poremsky says
Only if you use IMAP or Exchange server. The utilities won't work with mac.
Sanchit Sharma says
Hi,
I have configured two email accounts in Outlook 2010 on a single system, which are photocopy of each other with similar folder structures and rules. I use only one of the email accounts actively and in that account I manually drag some emails from inbox to different folders. I want that when I manually drag the emails in the account I actively use, the corresponding email in the other account should also automatically move to that folder in that account. In other words, the two accounts should be in sync. Please suggest.
Diane Poremsky says
Unfortunately, that is not possible with 2 separate email accounts. If it was one account in 2 profiles you could share the pst. Sorry.
WillyK says
At the end, it all boils down to:
1) Either setting up a dedicated "email-machine" (if you can afford that) unless you have one eternally alive and kicking, or
2) SYNCING.NET providing the "master" hub so you don't have to receive email from the ISP mailbox on any machine (then also your iPad/iPhone and Internet access of the ISP box will be fine too).
There u go folks...
Diane Poremsky says
third option (and I know this will work): IMAP. If your host doesn't support IMAP, find a new host. You'll still need syncing.net for calendar and contacts, but can access the mail from other computers using imap when the master if offline.
A second profile for the times the sync master is offline should also work, provided syncing.net does not lock into all Outlook profiles.
WillyK says
It seems that there's no way of distinguishing between email arriving from the ISP and from the SYNCING.NET service... I believe SYNCING.NET appears above Outlook as if it's my ISP so every email received looks alike to Outlook and it uses the currently assigned folder for both the original email and the duplicates... Pity. Of course, I may have done something dumb, but there's not a lot of options to be mistaken about, but still please let me know how you thought the Outlook must be setup in this case.
Diane Poremsky says
Dang. So much for my bright idea. :) When i last tested it, it was in the pre-2007 days, where you couldn't pick the delivery folder.
WillyK says
Aaah... The second solution would still require a "master" receiving the original email from the server (then the "master" would have to be alive all the time etc. etc. so we're back to square 1...). Or am I missing something?
Diane Poremsky says
Nope, you aren't missing anything. It would be the same solution syncing.net gave you.Is IMAP an option? That would solve these problems.
Diane Poremsky says
Correction, yes, it requires a master, but when the master is off, you'll have the locally downloaded mail available. It just won't pollute the master file.
WillyK says
Thanks Diane. I liked the last one. Clever idea! Actually, I suggested to SYNCING.NET to consider providing a "master" service on behalf of the customer (they already have all that is to it). It's a win-win and while eliminating the problem with the dupes syncing.net is creating, such an offer will position them uniquely on the market (as far as I know no one else is offering that today).
Diane Poremsky says
Keep in mind I have not tested the scenario - in Outlook 2007 and up and you select the folder an account delivers to (does not need to be in the default date file). I last tested syncing.net a few years ago and forgot how it uses default date files, so it may be better in theory.
WillyK says
Btw, OsaSync seems to suffer of the same deficiency (quote from the product documentation: "If send/receive on different machines connects to the same ISP mailbox then do not set the Outlook option: leave messages on the server.").
Anyone who knows of a tool that would recognize and effectively filter identical email duplicates when syncronizing Outlook across several PCs receiving email from the shared ISP mailbox?
Diane Poremsky says
I would do one of two things:
Use a master machine that downloads, set the others to sync with the master and send but not receive mail.
Deliver the mail the account downloads to a data file that does not sync. You'll have dupes, but they won't be in the file that syncs. Out of sight, out of mind.
WillyK says
... and of course, if you want to check your email on the ISP server by using your iPad and/or iPhone, it's probably a good idea to leave a copy there :) unless you want to buy yet another product to fix that too (even though it's already working for free...)
WillyK says
If your email account receives email on several PCs and leaves a copy on the (ISP) server, then you'll get duplicates in every Outlook client when using SYNCING.NET.
According to Support, in order to avoid that you either must abandon leaving copies on the server, or keep a single "master" PC online all the time receiving all email (the only one), while all other PCs only receive copies of the email on the "master" PC via syncing.net. Otherwise you'll get duplicates.
Of course, this is an unfortunate weakness with syncing.net which should be able to eliminate duplicates thus providing true synchronization. The workarounds above didn't work for me since I can't have a dedicated PC non-stop online (and it may crash as PCs do every now and then), and I also need to be able to access my email on the ISP server from an arbitrary PC at my work place or in a coffee shop for that matter.
So I hope syncing.net are going to fix that in the future. Otherwise the tool is great, and if you don't care about leaving a copy of your emails on the server it'll work for you.
Michael Moser says
Re. your list: Syncing.Net is dead (the company went bust last summer). And OsaSync has issues with Outlook 2013. On some systems it installs fine, on others it refuses to install (the problem seems to be some .dll registration issue that nobody yet understands, not even its author...).
Diane Poremsky says
Syncing.net is in the process of getting a new owner - it's still available. I expect most addins to require an update to work with Outlook 2013, especially since most Outlook installs will be Click to Run.
ejp says
ok, thanks. Will try this and get back if problems.
ejp says
OK, one more question on this. To create the IMAP acct. I have to delete the existing POP3 acct.first, right? How do I get existing email and folders to show in new IMAP acct? won't it be out of sight once I remove the POP acct.? I know where the .pst file is located if that helps.
Can I just do a standard export/import?
Just thought of one more. If I want to sync contacts and calendar I understand I need iCloud. Does this mean no IMAP? Do it all with iCloud? Are IMAP and iCloud mutually exclusive?
Thanks
Diane Poremsky says
No, you can keep the pop account in your profile. Set it to leave mail on the server (Account Settings, double click on the account, then More Settings, Advanced tab) - probably will want to go into Send and Receive settings and set it so it won't check mail (Ctrl+Alt+S, select the the send and receive group, then Edit - select the account and deselect Include selected account in SR group.)
Add the IMAP account, copy the mail over to it and when you finished and checked (via web access) that the mail uploaded ok, you can remove the account. The pst should remain in the account, you'll remove it after you move or copy calendar, contacts, tasks and notes to a new local pst or you can keep it in the profile.
ejp says
ok, thank you! I know how to config IMAP.
ejp says
On the PC to iPad sync issue, after some digging, it seems if I just set both machines for IMAP, I'm done. is it that easy? Or, should I use iCloud on both machines.
Diane Poremsky says
You need to use IMAP for email and if you want to sync calendar and contacts, you need to use icloud.
ejp says
HI, I'm totally new to syncing, so the answer to my problem may be somewhere on your site, but there's so much info, it's overwhelming and hard to know where to start.
I want to sync Outlook on a PC with a new iPad's email program. can you provide brief step-by-step broad brush stroke instructions which I can flesh out elsewhere on your site, or point me to a link that covers this?
Secondly, if I check the Outlook box: "leave email on server" then as PC "A" and PC "B" download email over time, how does the ATT/Yahoo pop3 server know PC "B" (for example) has already download the latest email while PC "A" has not so that "B" won't redundantly get the same email over and over.
Thank you!
Diane Poremsky says
Yahoo supports IMAP and if you use it, you'll have identical mail on all devices. When you set up the account on the ipad, i think it will set it up as imap. See online services for the server names to use in outlook. This will take care of the email in outlook. The ipad will sync yahoo calendar and contacts but they won't sync to outlook. If you want to sync calendar and contacts between outlook and the ipad you'll need to use the icloud.
Matthias says
I am also trying to figure a way to use a free Sync programme. Does SyncToy allows for syncing of Outlook without the use of a FlashDrive or Network Drive?
M Wilson says
I treat my Outlook PST file(s) just like any other file I want to sync between computers, and it works easily and quickly (although you must close Outlook -- and all other open files -- before syncing).
But an initial and thoughtful organization of the folders and files you plan to sync between computers -- including PST files -- is critical to making this work easily. Of course you can leave all those files in their default location, I just find it takes more navigation to find and flag them for syncing.
So I created a "~ Work" folder on the C: drive where I keep all my working files and folders I need to use and sync repeatedly, all organized and named by function/task, not by program type. (The "~" in front of the "Work" name puts this folder at the very top of the list in Windows Explorer, even before folders with numbers in their name. That makes it very easy to find on all computers).
One of those new sub-folders under "~ Work" is named "PST Files" and I move my Outlook.pst file(s) into this folder (you must reconfigure Outlook to recognize and point to that new file location which is easy to do following "how to" instructions in Help or on the web).
Now choose and install a Sync program. There are many paid and free programs; I've been using Microsoft's SyncToy program (free) for years. It allows you to set up multiple computer pairings and identify folder sync requirements for each.
The program uses file time stamps to identify and sync the latest file versions, and it will auto sync folder/file deletes, moves, renaming etc. (But you can also configure different sync functions). You could do all folders, or set up just an Outlook PST file sync as an option.
I use my office Desktop as the main computer, and run a sync with the laptop I travel with. After the initial run and configuration, syncing even large files is usually completed while I get ready to leave (subject to the connection speed between the computers). If I know I have large data updates on one computer, I 'pre-sync' during lunch or overnight, and then do a quick last minute sync just before I leave.
By syncing the entire Outlook PST file, everything within Outlook (e.g. notes, tasks, contacts, calendars, emails, etc.) is updated between computers at the same time as my other files with just a few mouse clicks.
Mark Smith says
Is there a way to use one of the listed programs to synchronize Outlook contacts on two or more computers via Microsoft Skydrive for Windows?
Diane Poremsky says
No, not that I am aware of, but I haven't look at any of that with this in mind. You'd need to do one of two things: copy to a pst and sync the pst using skydrive or copy the contacts as vcards and sync using skydrive. Neither method is good. Better is syncing via hotmail - which is possible as long as you have a liveid for the address. Instructions are here: https://www.slipstick.com/outlook/olc-hotmail/sync-calendar-contacts-using-outlook-com/
Brad Baum says
Diane,
Thank you for sharing your time to help others.
I update my laptop before going on a trip (which isn't very often) by copying the PST file from my desktop to my laptop. When I then open Outlook on the laptop and connect to the internet, it begins downloading large amounts of email messages that I had deleted from the desktop. I assume this happens due to the files still being on the server. Will changing the length of time they are kept on the server fix this or is there another solution?
Thanks, Brad
Diane Poremsky says
Yes, reducing the time you leave mail on the server will definitely help, as will configuring Outlook to delete mail from the server when you delete it from outlook (and empty the deleted items folder so outlook can update the server).
sarah says
I also am looking for a way to synchronize 2 outlook emailboxes. Preferably for free, but quality means more to me then money. What if you would use a service like dropbox to synch the .pst files on both computers? My initial thought is that it probably will work but when your internetconnection is slow it takes a while for the .pst to download to your computer. Same when the .pst becomes very large.
Diane Poremsky says
I'm not sure dropbox will work, as outlook keeps a lock on the pst when its open. Do you need everything synced or just calendar and contacts? CodeTwo and others have free versions of their sync apps that support just the default calendar and contacts. It would be better than trying to use dropbox.
Tim Casey says
This is my first visit to this forum, and it looks like just what I've been looking for. Very helpful and comprehensive.
Regarding the Briefcase option, a couple of questions/observations:
1. I've tried Briefcase for synching My Documents between my desktop computer at work and my laptop, but I'm a little hesitant because I'm not sure if there is a danger of the wrong files getting overwritten. My desktop computer has over 5,000 document files in My Documents (spreadsheets, word docs, other office docs, and pdfs, plus about 5,000 jpg, all well-organized using a lot of sub-folders in a general to specific hierarchy. The pictures are separate from My Documents. They're kept in My Pictures, but I use the briefcase to include all of them.
2. The synch seems to take forever. Even just opening the briefcase takes a long time. Is there a remedy for this? Should I have several briefcases? My hardware is quite current and fast on all other tasks. The laptop is HP dv7 with triple core processor and loads of room on the HD.
3. Can the Briefcase address the problem of synching Outlook on the two machines? At present, They seem to be doing ok without briefcase except for my calendar. None of my appointments that were entered on my desktop computer are showing up on my laptop. I use Google Calendar which synchs my desktop computer's Outlook Calendar with my Google Calendar which I use on my Droid 2.
I know that's a lot of questions, but any help would be appreciated. Thanks.
Tim
Ken Lyon says
I've looked at lots & lots of ways to sync my outlook between my home pc and my laptop and I've tried several, and I've found that Osasync by Vaita is the only one that does the whole job at a reasonable cost. It syncs EVERYTHING. Not just email and contacts, but also calendar and tasks and notes. And by sync, I mean two-way sync, so you can be using one pc one minute and the other the next, and nothing gets confused or lost.
As many pc's as you want can sync, and they can all choose what they want to sync. In my case, my wife and I share the contacts only.
I strongly recommend you take a look at Osasync.
Ken
Russell W Coover says
I am looking for freeware. It appears that none of the above have any versions that will sync two PST files at no cost to individuals - codetwo's ad on the top left is for the software that has a free version and it does do just the default calendar and contacts folder on two machines.
Diane Poremsky says
The freebies are feature limited - CodeTwo's free version only does contacts and calendar I recall. if that is all you need, then it's perfect.;)