All newer smartphones can sync with Exchange server and Outlook.com accounts using either Exchange Active Sync (EAS) or Exchange Web Services (EWS). All you need to do is to set the account up on the phone as an Microsoft Exchange, Office 365, or Outlook.com account type.
See Sync calendar and contacts using Outlook.com for instructions to sync your appointments and contacts to a smartphone when you use a POP3 or IMAP email account.
Whether your phone can sync with multiple Calendar or Contacts folders depends on your phone's software. Apple devices can sync with all folders in your mailbox and you can disable sync on some of the folders. Android devices may not sync all calendar or contact folders, depending on the phone and software you are using.
A key issue when you are choosing synchronization software is whether it can synchronize only with your main Contacts and Calendar folders or with additional folders, including Exchange Server public folders.
iPhone | Windows Phone | Android | Tools
Palm | PocketPC | More Information
iPhone
iPhone (and iPad) users have choices when it comes to syncing with Outlook. They can use iCloud or iTunes to sync with Outlook if they dont use an Exchange account (including Outlook.com) to sync using Exchange web services. Many of the sync utilities listed at the end of this article will also work.
Syncing directly with the phone is the easiest method, but you need to have an Exchange server, Office 365, or Outlook.com account. Gmail calendar and contacts won't sync directly with Outlook, you'll need to export Outlook calendar and contacts to GMail or use a sync utility. If you need help configuring the account on your iPhone or iPad, see Configure Outlook.com account on iPhone or iPad.
If your device supports iCloud, it will sync calendar and contacts in real time. See iCloud sync issues for things you need to be aware of. iTunes installs an Outlook add-in and syncs calendar and contacts when you connect the iPhone to your computer, provided icloud support is disabled on your phone.
To sync tasks and notes, you may need to use a utility. See the Tools section for software. Exchange accounts, including Office 365 and Outlook.com accounts configured in the iPhone native app will sync Notes. If you use Outlook.com and Notes don't sync, choose Office 365 account type when you are setting it up on the phone.
Android
If you have an account with Exchange Active Sync (EAS) or Exchange Web Services (EWS), which Outlook.com, Office 365, or Exchange server all support, you can sync over-the-air. To use EAS/EWS, you need to set up the account using the Outlook.com or Exchange account option on your device. This will allow you to sync calendar and contacts as well as email.
To set up a Outlook.com account, open the email setup and choose Exchange from the list of account types. If asked for a server name, use m.hotmail.com or outlook.office365.com as the server name. Use your email address as the username. On some devices you may need to use a slash with the username: \alias@domain.com.
If you create the account as a POP3 or IMAP account, you will not get calendar and contacts unless you use a 3rd party tool, such as companionlink to sync with Droids when your Droid does not include sync software.
MyPhoneExplorer from the Andriod App Store will sync calendar and contacts (and more). Mobiledit is another option.
See Syncing Outlook with an Android smartphone for more information. See the Tools section for additional software.
HTC Androids
Sync Outlook Contacts and Calendar data with your HTC Droid Incredible using these steps.
- On the handheld, go to Home, Menu, Settings, Applications, Development and check USB debugging.
- Download and install HTC Sync Manager. (The Droid ERIS version works with the Incredible)
- Attach the Droid Incredible to the computer.
- The Sync Manager runs in the task bar - click Synchronize Now when you want to transfer your Calendar and Contacts data.
Alternately, you can use companionlink to sync with Droids.
Windows Phone
Windows Phone 7 and 8 do not sync with Outlook using a computer. You need to sync over-the-air with a Outlook.com or Exchange Server account or use a third party utility or service.
See the Tools section for software or Sync calendar and contacts using Outlook.com to use outlook.com with a POP3 or IMAP email account.
Tools in the Spotlight
CompanionLink keeps Microsoft Outlook and your Android device synchronized. No Exchange Server required. Choose a USB connection or the secure DejaCloud wireless service. Both options include DejaOffice app for Android that provides an Outlook-like experience on your device. The app enables business features like color categories, database encryption and password-lock, integration with Caller ID and voice dial, and much more. Version 9 | |
Sync Outlook BCM data with BlackBerry, iPhone, Windows Mobile and Palm OS devices. Supports syncing Google data with Outlook or your phone. |
Tools
An Exchange add-on, Outlook synchronization solution which synchronizes any combination of Outlook private and/or public folders of the same type (Calendars, Contacts, Tasks) and in any direction. This application works wirelessly with any PDA, Pocket PC, Smartphone or Blackberry handheld and Outlook Web Access. Add2Exchange is licensed and sold separately for Add2Exchange for Calendars, Add2Exchange for Contacts, & Add2Exchange for Tasks. Free trial available. | |
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. | |
CodeTwo Exchange Sync lets you synchronize Exchange public folders and personal folders of users. Thanks to this functionality, you can synchronize content of Exchange public folders to mobile devices (iOS, Android, etc.), create common company calendars and contact lists, synchronize emails, and many more. The application supports Exchange 2013 / 2010 / 2007 and is easy to configure and use. | |
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. Available for Android and PC. Version 9 | |
MOBILedit! allows you to control your phone from a PC. After downloading MOBILedit! to any computer, you can connect your phone via cable, Bluetooth, or IrDA. You will then be able to view the entire contents of the phone where you can synchronize, add, edit, or delete. | |
Connect your phone via cable, bluetooth or wifi to manage your Android phone. Direct sync Address Book to Outlook, GMail, Windows contacts, Thunderbird, SeaMonkey, and Lotus Notes. Sync Organizer to Outlook, Google, Sunbird, Thunderbird, SeaMonkey, Windows calendar(Vista), Rainlendar, Lotus Notes, and net shared calendars (WebDAV, FTP, local). See wbsite for complete list of features. | |
TaskTask is a task management application for iPhone and iPod Touch. TaskTask enables you to synchronize your tasks from your Outlook/Exchange mailbox to your iPhone with ease. Using TaskTask, you can manage your to do list, including creating tasks, setting start/due dates, marking tasks complete, assigning categories, changing importance, and deleting tasks. |
More Information
- Synchronizing Microsoft Outlook on two machines -- The online sync services generally support PDAs.
- Managing a PST for Two Different Computers
- A Birthday or Anniversary Spans Two Days in a Calendar
- Portable GAL - methods for getting a portable version of the Exchange Global Address List that you can import or sync
Jason Williams says
Ugh. No matter what combination of words I use in a search, I can never find instruction on how to make my Outlook account file away or delete items in my inbox back at the office when I'm using the mobile app in the field, and vice-versa.
Is there some sort of national security measure tied to this function?
Allen says
Hi
I have a trouble with my outlook. I made the rule with outlook on computer. But i check mail via my phone, then i sign up outlook via computer, the mail is not at the folder, which i made the rule before.
Can you pls help me?
John says
I have an HTC Touch HD PDA running windows mobile 6.1. It was happily synchronising OUTLOOK calendar, tasks and contacts with OUTLOOK on my laptop using a USB cable until last week when I downgraded my laptop from Windows 7 to Windows 10.
Now I just keep getting error on the desktop messages from Sync Centre.
Which product would be best to fix this issue? I'm getting quite desperate now that my phone and laptop are out of sync.
Karen Falandays says
Hi Diane,
I am unable to find a way to view Outlook notes on my Android
Diane Poremsky says
Notes are not supported in on the android - although there might be some 3rd party apps that can sync them and the notes folder might sync as a mail folder.
Tom G says
Syncing Outlook.com with Android is one thing but what about syncing Outlook Personal Folders like Personal Calendar and Personal Contacts to my Android phone?
Diane Poremsky says
That is not possible unless you use CompanionLink.
Robert van Loo says
Since a week or so, my outlook.com agenda did not synchronize anymore with my android calendars (S-planner and Week Calendar, they both use the same background agenda). Between them (S-planner and Week Calendar) everything works smoothly. I synchronized without problems using an outlook.com account, but since a week or so it did not work anymore.
I removed all data from the calendars and from the agenda storage app, as this was indicated as a solution. Also, installing the official Google Agenda should help, so I did that too. Then, I press synchronize in the Google Agenda and .... it started synchronizing with my outlook.com agenda! But, it stopped mid-way.
Outlook.com has changed its android app (I have the new version). Does this cause the problems? Is the outlook.com server experiencing problems?
Or can I solve the problem at my end on my phone?
Diane Poremsky says
There have been issues plus they are migrating outlook.com to office 365 hosting. The outlook app calendar doesn't sync with the native apps like the old app did.
Julie Robertson says
Hello Diane,
I work remotely for a company several states away and rely heavily on the use of my phone for work. My company has set up an email account specifically for me using Outlook. I was able to sync my Galaxy smartphone up with my other personal and business email accounts (yahoo and gmail) with ease, but for some reason, every app I've downloaded from the Google Play Store won't recognize my Outlook account. I have just gotten started with the business, so right now, funding is very tight. I really need a trustworthy app that's either free or very inexpensive. Thank you.
kim says
Thanks for your quick response. I added one account under settings, accounts, microsoft exchange active sync, and that is working correctly and syncing my calendar, contacts, and tasks with outlook.com. To add the pop email, I went to settings, add account, email, verizon.net (i also tried "other"), but i get the message "duplicate email account". It all worked before i had to delete the account and then re add it, because I stopped being able to receive emails for some odd reason.
kim says
i use the same email address for my pop email (verizon.net) and exchange activesync account (outlook). In other words, my microsoft email address is a verizon.net address. I only use exhange activesync for my calendar, contacts and tasks. I recently had to delete my email account from my galaxy 3 and now I cannot add the second account because I get the message "email account duplicated". I used to be able to do this, but there must have been a software update to my phone. Any way to add a second account with the same email address?
Diane Poremsky says
How were you trying to add it? I'm not sure how identical the different android are... I know on my non-galaxy, i can add a second if i use a different account type - in settings, add email choose Corporate and use m.hotmail.com as the server name.
Clark says
Hi, Maybe you can save me time and point me in the right direction. I am using Outlook 2013 with Microsoft Exchange. I have Public folders with contacts in it and am sharing across the accounts, I use CodeTwo free sync to sync from Public to offline account then sync to phone. The problem is it is only one way sync, if a change to an existing or a new contact is added to a phone then it is not captured in Public Contacts and changed across the group. Also the sync from Public to offline creates duplicates so is an issue. Is there a better way of harmoniously syncing among all users and devices two way so we can all share the same contacts? Thank you for your help.
Diane Poremsky says
I think you are going to need the Exchange sync, which is not free. (Or not, it's installed on the server or is priced for server usage, not for individual use.) Other sync utilities are here: https://www.slipstick.com/outlook/sync-outlook/synchronizing-exchange-mailboxes-and-public-folders/
Brian Anderson says
Diane
I 'm considering purchasing either $4.99 (2Can App), $29.95 (Android-Sync) or $49.95 (Companionlink). What is the best VALUE? What I really needed in an App is a good Blackberry Emulator. In essence something intuitive yet customizable. I have synced my Blackberry to Outlook but "outlook" is not on my Android. The problem I have now is that I do not even have tasks or notes or the Blackberry type calender sync'd into my new HTC G2 (actually 2.5 years old). I never found a good app to emulate my blackberry but to make things even worse is my 2000 + contacts which I was able to migrate into the android phone have a "non-functioning" note field.
Originally all data that I had (contacts, calender, tasks, to-do's, memos, notes etc) were in a Palm OS. I then went to a Blackberry Pearl a had a fairly good transition, but now to Android (HTC G2) an it is horrible and non business-like and not intuitive in my opinion. My note field in my Palm and my Blackberry was able to see every name an number separately and I was able to highlight a telephone number from there and dial it. I can not do this on my HTC G2. Also some "notes" either do not show up or show up wrong or display incompletely because they're too long evidently (sometimes they're 3000 + characters). These contacts were originally migrated to my SIM card from the T Mobile store (from the Blackberry Pearl to the HTC G2) but nothing else transferred and then this contact note field does not operate properly.
What did I do wrong? Can this be fixed? Is there an all inclusive program that would migrate most things Blackberry and have them work correctly? Do I need to buy the "Cadillac" version to get me to enjoy and functionally use my Android phone in order to get the note field to work in my current Android contacts on my HTC G2 as well as my tasks and memos? I primarily use my phone as a PHONE, and I need to dial numbers that I may have embedded in many different fields.
Please help me. I'm two years in frustration, carrying two phones to look up certain contacts. ( I really need my tasks from my Blackberry because I have names addresses and phone numbers there that I dial directly, as this Task Folder is a place and a catch all for people, things or places that don't become "contact" worthy).
Sincerely
Brian Anderson
Diane Poremsky says
Gosh, that is a hard question. Obviously the best value is the app that does what you need it to do for the least amt possible. I know companionlink works well, but its not the cheapest... I don't have an droid, so i don't know if the cheap app is any good or will likely meet your needs. Sorry.
delengenmusic says
Thanks Diane. I am not using a Andoid phone now, but I'm considering a switch from Win7 Phone. I don't care about using gmail, just want to be sure that Android will fully sync my Hotmail mail, contacts, and calendar. Sounds like that's a safe bet.
Diane Poremsky says
Yes, it will work fine.
delengenmusic says
I keep reading that Google is cutting support for EAS in a couple of weeks. Can you clarify? Will I still be able to sync an Android to Outlook.com using EAS?
Diane Poremsky says
Google is cutting it for free accounts. However, if you are using EAS now, you can continue to use it.
Outlook.com will sync with droids over the air, using EAS.