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 account type, 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 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, iTunes, or use an Exchange Active Sync (EAS) account.
EWS/EAS is the easiest method if you have an Exchange server account, Office 365, or Outlook.com. Gmail ended EAS support for free accounts and 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.
To sync tasks and notes, you may need to use a utility. See the Tools section for software. At this time, corporate Exchange servers and Office 365 accounts configured in the iPhone native app will sync Notes; Outlook.com accounts can be configured as Office 365 accounts and will sync notes.
Windows Phone
Windows Phone 7 and 8 do not sync with Outlook using a computer. You need to sync over-the-air (using EAS) 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.
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.
Tools in the Spotlight
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. |
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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. |
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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. |
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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. |
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CodeTwo Exchange Sync lets you synchronize Exchange public folders with each other and with personal folders of users. It gives you possibilities Exchange Server has never offered: synchronize content of Exchange Public Folders to mobile devices (iPhone, iPad, Android, Blackberry, etc.), create common company calendars and contact lists, synchronize email, and many more. The application supports Exchange 2016 / 2013 / 2010 / 2007 / 2003 and is amazingly easy to configure and use. |
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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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DesktopMirror for Outlook and Palm Desktop lets you synchronize information between Palm Desktop and Microsoft Outlook. It is also a handy tool that lets you move your Palm or Treo information to other mobile phones such as iPhone, Android or BlackBerry. |
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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. |
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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. |
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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. |
Older PDAs and Smartphones
This section includes information for users of older PDAs and Smartphones.
Palm
General purpose synchronization tools:
- CompanionLink -- Professional version includes support for Outlook categories, so you can exclude items from synchronization.
- Beyond Contacts (DataViz) -- Replaces Desktop To Go. Supports multiple accounts, does not support Exchange Server public folders.
- KeySuite --Palm OS application with Outlook synchronization for calendar, contacts, tasks, and notes. Handles public folders and subfolders, multiple categories, and contact linking.
- PocketMirror for Calendar, Contacts, Tasks and Notes and PocketJournalfor Journal. (Chapura) Professional version can handle public folders, the Business Contacts folder from Business Contact Manager, and other non-default folders. Does not synchronize mail messages. Also see:
- OL2002 Error Message Appears During Chapura PocketMirror Setup
- The Outlook Categories Do Not Match the Palm Pilot Categories
Specialized tools:
- ActionNames -- Alternative Palm calendar and contacts program with Outlook synchronization
- Outlook 2002 users will need to install Service Pack 2. For Outlook 2000 and 98, requires Corporate/Workgroup mode.
- KeyContacts -- Address book program for Palm to handle more Outlook contact fields and up to 250 categories. Synchronizes an unlimited number of private and public Outlook contacts folders.
Also see:
- XCLN: Attendees Deleted from Recurring Calendar Items with Exceptions
- The Outlook Categories Do Not Match the PalmPilot Categories
Windows PocketPC
The version of Microsoft ActiveSync that comes with Pocket PC 2002 supports synchronization of message subfolders under the Inbox, but for other types of folders syncs just the default Calendar, Contacts, and Tasks.
Outlook 2003 requires ActiveSync 3.7 or later.
Microsoft ActiveSync:
- Prepare to Sync Your Existing PIM Data with Your Pocket PC
- ActiveSync Backup Tool Does Not Work on a Casio EM-500 Pocket PC
- OL2000 A Synchronization Error Occurs When You Use ActiveSync and Outlook 2000
- How to Manually Remove ActiveSync 3.0 or ActiveSync 3.1
- OL2000 (IMO) Error Message Outlook Caused an Invalid Page Fault in Module Mso9.dll When You Synchronize with ActiveSync
- Items That You Deleted in Your Inbox Are Not Removed from the Microsoft ActiveSync Device
- You Receive an Error Message After You Upgrade to Outlook 2003 If the Pocket PC Device Is in the Cradle
- Outlook May Report Email Accounts As Locked When Pocket PC Is Docked
Other tools:
- CompanionLink -- Professional version includes support for Outlook categories, so you can exclude items from synchronization.
Also see:
- HOW TO- Synchronize More Than One Pocket PC Device with the Same Installation of Outlook -- using a separate Outlook profile for each user
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
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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?
That is not possible unless you use CompanionLink.
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?
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.
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.
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.
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?
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.
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.
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/
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.
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.
Yes, it will work fine.