For many offices, the most frustrating experience related to Microsoft Outlook is finding out that, unless you are using Microsoft Exchange Server (including Outlook.com), there is no simple, built-in, reliable method for sharing contacts and calendars. That's right, there's no "magic wand" you can wave to enable people to easily share Outlook data without Exchange. However, it is much easier now that Outlook.com us hosted on Office 365 Exchange servers.
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One reason that this goal of sharing is so elusive is that standalone users store data in Personal Folders .pst files. However, two people cannot work from the same Personal Folders .pst file at the same time, because these files are not designed for shared access. The same problem occurs if two people try to look at the same Personal Address Book. Of course, if two people share the same computer at different times of the day, they can share data; see Sharing Microsoft Outlook Info on One PC. A relatively recent development is the advent of a few products that can bypass the shared access limitations of PST files.
Beginning with Outlook 2007, users can share or publish calendars with Internet accounts. This feature allows you to email all or part of your calendar, or publish it to the Internet or any a WEBDAV server. Right click on the name of the calendar you wish to share to see these options. See Share Calendars with Local Users using Internet Publishing to learn how to publish the calendar to your own WEBDAV server.
Microsoft is ended their free calendar publishing service at Office Online website in April 2014.
Some of the tools for synchronizing Outlook data via the Web also allow other people to access the information. You can use the Yahoo and Outlook.com calendars to share your appointments with others. Outlook.com users can sync appointments and contacts with the web-based calendar and contacts when the account is configured as a Microsoft Exchange account.
When sharing a calendar using Outlook.com, share it using Outlook.com on the web. If the person you are sharing it with also uses Outlook.com, they should accept the sharing invitation using Outlook.com on the web.
Many of the solutions listed on this page will allow you to share all Outlook data.
See More Tools and Utilities for Sharing Outlook Data for additional utilities.
Contacts | Calendar | Messages | Exchange Server | Internet Free/Busy | More Information
Contacts
For methods and third-party tools to share contacts, see Shared Address Books.
If you don't have too many contacts to share, you can simply send vCard files. This is especially useful if not everyone is using Outlook, since many other products support the vCard standard.
Calendars
Many users want to share their calendar with others, but Outlook's calendar sharing feature is limited to Exchange server mailboxes, Outlook.com, or a read-only calendar published to a WebDAV server. If you don't have Exchange server, your calendar sharing options are limited to publishing a read-only calendar, sharing calendars at Outlook.com, or using a utility to share calendars.
For a read-only calendar, see Publishing Microsoft Outlook Calendars on the Internet or an Intranet.
Please note: the Office Online (office.com) calendar publishing service will be ending in April 2014.
If you don't have too many calendar items to share, you can simply send vCalendar or iCal files. This is especially useful if not everyone is using Outlook, since many other products support the vCalendar standard.
Third-party providers also offer solutions for integrated group scheduling. Many of the applications in the Tools list on this page will allow you to share calendars. See More Tools and Utilities for Sharing Outlook Data for tools that share calendar data only.
Messages
To share messages, but not contacts or appointments, you can use Microsoft Mail Shared Folders in a workgroup postoffice. Note, however, that the Microsoft Mail server is no longer supported and Outlook 2002 (and newer) is not officially supported. See Add MS Mail support to Outlook 2002 for an unsupported method.
Another alternative is an Internet mail server that uses the IMAP protocol. IMAP is supported by Outlook 2002 and by Outlook 98 and Outlook 2000 in Internet Mail Only mode. Oracle Collaboration Suite and CommuniGate Pro Groupware provide Outlook users with additional capabilities besides shared mailboxes, but there are many IMAP servers. Others especially targeting Outlook users include Bynari InsightServer and mDaemon GroupWare. Versions of Outlook without built-in IMAP support can get it with a third-party provider.
Exchange Server
Microsoft designed Exchange Server specifically for sharing calendar, contact and other information, as well as e-mail. See Sharing with Exchange Server Public and Mailbox Folders.
One way for small organizations to share information without installing Exchange Server in-house is to buy space on a server shared with other companies. We've seen prices as low as $10/month per user. You need Internet access, of course, to get to the server. You should also be able to get browser-based access to your mail, as well as access from the Outlook client. Many firms are now offering individual or workgroup accounts on shared Exchange Servers. See Exchange ASP Info.
Internet Free/Busy
For calendar sharing, Outlook 2002, 2003, 2007 and Outlook 98 and Outlook 2000 in Internet Mail Only mode allow you to publish the free/busy times from your calendar to an Internet site so other people can know when you're available. You'll need to have permission to wrote to the site, others will need read permission. See:
- OL2002 How to Use the Internet Free-Busy Feature
- OL2000 Problem Publishing Calendar Free-and-Busy Information from Outlook -- Hotfix available
Tools
3StepShare is designed to facilitate the sharing of Outlook folders (calendar, contact, task and email) without the need for Exchange, server computers, monthly hosting fees, or a computer specialist to install and keep it running. See for yourself just how easy 3StepShare makes sharing Outlook calendars, contacts, tasks, and email with your colleagues and friends. Trial version available. |
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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. |
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Synchronize and share Outlook folders on multiple PCs without a server. Microsoft Outlook add-in for synchronizing and sharing Outlook folders, PST files, email, calendar, tasks and notes. This is a time saving and cost-effective solution for sharing Microsoft Outlook between multiple users. Share Microsoft Outlook Public or Personal folders, Windows documents and files with others. It is an easy and effective solution for remote companies and groups. Secure Outlook sharing and synchronization. |
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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. |
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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. |
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CodeTwo Public Folders will let you automatically share Outlook data (emails, contacts, calendars, tasks and Windows files) between many computers and mobile devices. All data is shared in real time via local network or over the Internet to let you share your Outlook data wherever you are. Safe synchronization due to data encryption and password protection. The program is fully compatible with all latest Outlook and Windows versions including Outlook 2016 and Windows 10. |
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Integrate Outlook and SharePoint: easily save emails and attachments to SharePoint through Send and File, drag-and-drop, and Outlook rules, or copy entire Outlook folders to SharePoint. Sync document libraries and folders to Colligo Contributor from the toolbar. |
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Now available for Windows Phone: USB sync. Sync Outlook Contacts, Calendar, Tasks, and Notes direct to Windows Phone. Choose from USB, Wi-Fi or DejaCloud sync for standalone Outlook, Lotus Notes, Sage ACT!, Palm Desktop, Salesforce CRM, and other contact management or CRM software. Works with CompanionLink desktop software. |
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Data Publisher add-in provides a means to bring your Outlook contents such as mails, appointments, tasks or contacts to SharePoint lists, where these can be shared with other users. This process can be performed manually, or automatically and is achieved without using any scripts or programming, with complete seamless experience to the users. In other words, Data Publisher extends your Microsoft Outlook to effectively act as a content provider for your enterprise SharePoint repository. It can be adapted to feed data to SharePoint lists for various purposes, such as for issue tracking, timesheets, projects or contact managements. |
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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. |
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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'. |
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HyperOffice is a web based Exchange alternative which lets you synch and share your Outlook mail, calendars, contacts, tasks and folders whether you have Exchange server or not. You and your team can access and share Outlook information from any web enabled device - Mac, PC or mobile phone. In addition, HyperOffice includes an entire range of integrated collaboration tools like document management, intranets/extranets, forum, chat, polls etc. Sign up for a free trial. |
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Mail2Cloud PST Retriever transforms PST files into a cloud based email archive where users can leverage powerful search and collaboration capabilities of the cloud. Users can access their archived email from anywhere they can access cloud storage and securely share select emails and attachments. |
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Share Microsoft Outlook calendar, contact, and task information with this affordable Exchange alternative. Makes Outlook calendar sharing and Outlook group calendar scheduling easy. Works with Microsoft Outlook 2000, 2002, 2003, 2007 and 2010. OfficeCalendar creates Outlook calendar share folders under each users main calendar folder along with a Outlook group calendar. Free trial is available. |
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Store provider for Outlook that permits sharing of a Personal Folders .pst file on a local network among 2 to 50 users. Supports Outlook 97 or later. For Outlook 2003, supports the expanded Unicode .pst store. Available in Professional and Personal Edition Version 2.0.5 |
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OLFolderSync can synchronize any Microsoft Outlook folder with anyone else's (except for Drafts, Outbox, Sent Items and Deleted Items). Synchronization of these folders runs as a background process facilitated by OLFolderSync synchronize messages. This allows you to easily synchronize Outlook folders via the Internet without the need for both parties to be online at the same time. Synchronization can be limited to specific Outlook categories. |
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Contact management tool for Outlook 2000 or later, storing information in an Access database. Tracks correspondence and other items, and shares that data with everyone in the organization. Can associate any contact with any company. Performs merges to Word and keeps a record of the documents created. Maintains a group calendar collating colleagues' appointments. |
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Share Outlook data over a local network using a data store based on an Outlook .pst file. For Outlook 2003, supports the expanded Unicode .pst store. Not compatible with Outlook 98 or 2000 in Internet Mail Only mode. (Formerly Public Outlook) |
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Linux-based mail and collaboration server supports shared Outlook folders, direct booking of resources, free/busy data interoperable with Ximian Evolution, and address books. Includes connector for Outlook. |
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Team Contacts provides an easy way to co-ordinate contact information across the firm, so you can eliminate duplication, and ensure everyone has access to the most up to date synchronized information. Many people in an organization often deal with the same clients or contacts outside the firm, and each of those people often have the same information in their personal contact list. MS Exchange server is required. |
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Zimbra is an open source server and client technology for enterprise messaging and collaboration. Zimbra is compatible with existing infrastructure and applications (both open source and proprietary). Zimbra is open source in order to leverage the collective talent of the greater community, and to ensure investment protection for Zimbra partners and end-users. Supports over-the-air sync for wireless devices. |
More Information
If you need to share information with someone using the same PC (such as two users of a home computer), see Sharing Microsoft Outlook Info on One PC.
You can also use the Briefcase or Import/Export for a certain amount of sharing on a LAN. See Using the Briefcase to share Microsoft Outlook folders.
Other sharing tools can be found at Maintaining a Group Calendar in Outlook without Exchange and Live Group Calendar Tools.
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SharePoint Foundation is also an option, but the last available version is 2013.
Hi Diane - we use a groupwise server with an outlook client that sits on top and I understand that we can't access shared calendars or proxy access (or something similar). Is there a solution you would recommend other than changing to an exchange server?
Office calendar or the sync utility from codetwo should work for you, as will some of the other products in the tools list.
Hi Diane - I have a small business with 3 people. We all use Outlook calendars, but we do not have Exchange Server. I would like us to be able to all share our Outlook calendars, without moving to Outlook 365. What is the best way to do this? I already use GSyncIt to sync my Outlook calendar to Google calendar and my Android phone. Does it make sense to try to share our Google calendars, or should we use a tool that is specifically designed to share Outlook calendars without Exchange? If you think a tool is best, which one do you recommend? Thank you so much for your help!
If everyone is using a gmail account, I would try sharing via gmail. If it doesn't meet your needs and you are all on the same local network, you can use Sync2 or similar to share between the 3 of you.
Hi,
I have a small business of 10 users all using outlook client, which connects to IMAP mail accounts from an ISP. The business wants to share calendars through their outlook clients. If they wanted to transfer to Office 365 hosted Exchange, would that be an easy transition? How about the cost associated with it?
it would be a fairly easy transition - they have a very good wizard to guide you. If you have your domain through godaddy, the wizard will update your dns too. The cost is as low as $4 per month per mailbox - this gets you 50 GB mailbox. (The $5 plan includes onedrive for business, skype for business, and sharepoint). If some people only use web mail and only need 2GB, it's $2/mailbox per month.
(I offer migration services - $150 to set up and migrate 1 mailbox, $50 each additional.)
My boss shares his outlook calendar, and I am able to send appts on his behalf when he is 'in' the office. He is currently away on travel, and I can still send appointments on his behalf, however, any new meetings that he is invited to are not visible to me unless I'm on the invite, or someone else is (who's calendar I also manage). What is the fix for this?
Do you have delegate permission on his calendar? If he shares the calendar with you and you have the correct permissions (or are a delegate), you should see everything on his calendar.
I work in a small office of 5 people. We have Outlook but do not have Exchange. Everyone needs to be able to view everyone else' Outlook calendars on our mobile devices. We use rackspace to archive. I need help!
You'll need to use a 3rd party utility to share. Upgrading your email accounts to office 365 hosted exchange or rackspace's exchange would make sharing easier, but if that is not an option, the utilities on this page should work fine.
it can work. Each of you will share your hotmail calendars with each other. The shared calendars will sync down to outlook with your own account. You'll need to copy the appt to the spouse's calendar - or, because the calendars sync to each other's accounts, just add the events to one calendar. (I'm not sure if you'll get reminders for the shared calendar- test it.)
Thanks for your reply, unfortunately I couldn't wait and I paid for a downloaded program called gSyncit which is working pretty good. I read your comments above and I don't understand the details of exactly how to do what I want using Outlook. I would have paid for your consulting services but unfortunately it did not work with my schedule and I had to head off to Australia for work. I would prefer not to use Google, but until someone walks me through each step of setting up and using Outlook to do what I want to do' I may just have to stay with Google.
Sorry about that - I get a lot of comments and try to keep up, but occasionally a few get lost. {I'll write up an article on it.)
I am no longer with the company whose exchange server I was using to sync between my office pc, home laptop and phone. I have outlook 2010 on my home laptop (win 8.1) and a LG G2 running android 4.4.2.
Since I no longer have access to an exchange server (so I think), what would you suggest as the simplest way for a non-IT guy (with an above average grasp of this stuff) to go about syncing his contacts and calendar between a laptop and cell phone?
I see four options and your opinion would be appreciated:
Purchasing Office 365 ($99 for 5 user licenses + cloud storage (1TB each), quite cheap)
Syncing through a linked hotmail/live account.
Syncing through 3rd party software (companionlink).
Stop using Outlook and go with 3rd party app/software.
Thank you!
option 1: purchasing office 365 - not necessary if you're getting the Home version. The business version includes exchange and would solve the problem. (It's as low as 48/yr for 1 mailbox, no office software, around $120 for a mailbox and office software for one user).
options 2, 3, and 4 will all work.
If you use Hotmail for email, then that is probably the best option. If you are looking for a free option, it's also good, but you need to move calendar and contacts into the outlook.com data file. Companionlink will work with your current folders - you can sync to gmail calendar and contacts and gmail can sync with the driod. There are other utilities that will sync with gmail too - like gsyncit.
If you don't need the features Outlook offers, then using something else could be the best option - it really depends on your needs. You need to use what meets your needs the best.