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 (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.
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: \email@example.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.
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 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.
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.
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.
- 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