We can now synchronize Outlook & Android without a 3rd party app or Exchange Server!

[RazzMaTazz]

I'm on a Droid Razr using Android 2.3.5.

When I go to add an account, it gives me a few more options. I first went under 'Email Accounts' and tried 'Windows Live Hotmail'. That didn't quite work. Then I tried 'Email Accounts' then 'Other'. That didn't work either.

I finally tried 'Corporate Sync'. So far, it looks like it is working okay. Just okay.

Just an FYI, I'm on an LG Optimus (Android 2.2.3) and I have no such options for "Windows Live Hotmail", "Other" etc. There seems to be a big difference between our phones-- probably because of the email apps (but maybe because of the OS version). I was able to follow the instructions here (skipping to the "Instructions for default mail client"). It seems like you got it set up right, but it's probably worth noting the surprising difference between our phones-- and that may explain why I can't be more helpful.

Issues / I need help...

1. The sync seems stuck halfway. Can I force sync?

I'm not sure what you mean by this. I assume that mean that the phone's (not Outlook's) synchronization seems to stall or perhaps be incomplete. First I should say that it can take a while for all of your Hotmail contacts to sync to the phone-- especially if you're talking thousands (which you are). I'm not sure how long you've given it to sync, but I'd give it overnight.

On my phone, I can force a sync from the phone side. From the home screen, hit the settings button, then "settings" then "Accounts & sync", then select your Hotmail account (which should have a green sync icon), then un-checkmark & re-checkmark "Sync Contacts". (You should see the circular sync arrows indicating a sync.)

2. In your post, you mentioned that you can auto sync, manually sync, or sync on a schedule. Is this somewhere on the phone? I can't seem to find it.

In my phone's email account settings, I can change the "Email check frequency" but I don't have the same option specifically for contacts or calendar. I'm not sure if the contacts & calendar sync at the same time as email. (I'd guess that they do.) If you want to try to adjust the email sync frequency for your Hotmail account, here's how I do it on mine. Open the email app, select the Hotmail Inbox, hit the settings button, select "Account Settings", and then select "Email check frequency".

3. Is this a two-way sync? Can I keep it as a one-way sync from Outlook to Hotmail to my phone? Database integrity is a concern for me.

I don't think that there's anyway to make it a one-way sync. Basically Outlook syncs to the Hotmail server and so does the Android device. The Hotmail server seems to manage and arbitrate-- and seems to be awfully good at it. I wholeheartedly sympathize with your sentiment about wanting to keep database integrity. (I've been living on Outlook since 1998.) I hedged my bets for a few months, but now I completely trust the Hotmail solution.

As a failsafe, if you back up your original PST, at least if you ever discovered some database corruption with Hotmail, you could probably recover-- especially since Outlook 2010 is so good about merging duplicate contacts, showing you exactly what has changed in each contact, and giving you options about which data to keep for each contact.

4. I have about 3500 contacts in Outlook, and I copied them to Hotmail. However, the Hotmail cloud only shows 3000 (I suppose that they raised the ceiling from 1500 for new accounts?). I tried doing all the things they asked to help raise my ceiling. I have a ticket into Microsoft to see about raising my ceiling. Do you have any suggestions?

I don't have any new suggestions other than what was in my original post. You're syncing a lot more contacts than I have in Hotmail, so I'm not sure. When you transfer the contacts into your Hotmail folder, and try to sync, does it give you any kind of warning or error message about exceeding some limit?

Thanks for the post! As important database integrity is to people, I'm surprised that it takes so much effort to do this.

I agree. It really stinks. But Google wants to kill Microsoft Office (replace it with Google Docs & Gmail/Contacts/Calendar) and Google wants all of your valuable contact info on the Gmail servers so that they can target you and your contacts with advertising, therefore Google isn't motivated to make Android sync with Outlook. And Microsoft wants you to buy Windows phones so Microsoft isn't motivated either. Sigh. Maybe someday.

Please come back and let us know if you resolve any of your issues (and how you did it). Good luck!

 

[willnjen]

HI Razz

I'd tried numerous Outlook to Android sync apps that all stored calendar and contacts in their own systems but not in the native android locations.

Your post has been brilliant!!! I've now got it set up and everything syncs both ways and my digital life is now a lot cleaner.

Thanks for your post!

Cheers,

Will

 

[sjamie]

Thanks for letting all of us know this method was successful for you. Awesome!

 

[MortgageGuy]

Hey Razz, thanks for the incredible amount of time you've taken to help with a sync solution while the battle of the software giants wages on. I think I'm going to give this a try with my new phone (Samsung Epic 4G Touch). I too LIVE by my Outlook Calendar and Contacts and just haven't been willing to give up the farm to Google. I also agree that to date there is no reliable 3rd party solution. I must admit, I'm scared to try this as my head is spinning after reading this entire thread and I have a feeling that I'll wish I would've purchased a Windows phone, but I'm willing to give this a shot. If you were anywhere near me, I'd be willing to pay you to have you set this up for me.

Having said all that, are the wonderful instructions you provided when you began this thread up-to-date? It sounds as though you have revised them as necessary as issues with folks have been voiced?

Thanks Again!!

 

[RazzMaTazz]

I must admit, I'm scared to try this as my head is spinning after reading this entire thread and I have a feeling that I'll wish I would've purchased a Windows phone, but I'm willing to give this a shot. If you were anywhere near me, I'd be willing to pay you to have you set this up for me.


Having said all that, are the wonderful instructions you provided when you began this thread up-to-date? It sounds as though you have revised them as necessary as issues with folks have been voiced?

Wow! I can't believe you read this whole thread! Wasn't my long-winded original post enough to bore you to death? Torture!

It's really not hard to set this up. My original post is long, but the "how to" instructions aren't very long or complicated (I think). Even if you make a mistake, you won't do any harm.

I periodically check the validity of the links in my original post and I revise it for clarity based on things that have arisen in this thread. So yes, the instructions are up-to-date.

Good luck. Let us know how it goes.

 

[RazzMaTazz]

I'd tried numerous Outlook to Android sync apps that all stored calendar and contacts in their own systems but not in the native android locations.

Your post has been brilliant!!! I've now got it set up and everything syncs both ways and my digital life is now a lot cleaner.

I'm glad to hear that it's working well for you. Thanks for letting us know!

 

[nijinski99]

Great stuff guys!

I need help with the first step where I'm tring to add a new hotmail account to outlook.
When i try to open I get the following message.
the set of folders cannot be opened. the filec:\..........ost ia not an offline folder file.


any help appreciated!

 

[MortgageGuy]

Thanks Razz, I'll let you know how it goes. I'm going to clean up Outlook first. It needs to be done anyway as there's a ton of old stuff in there that I don't need. I'm sure that'll take a good chuck of time as I've got over 500 contacts in it right now :0)

 

[RazzMaTazz]

I need help with the first step where I'm tring to add a new hotmail account to outlook.
When i try to open I get the following message.
the set of folders cannot be opened. the filec:\..........ost ia not an offline folder file.

I have not heard of that problem before. If it's a completely new Hotmail account, you may want to delete it from Outlook and try again. I found the following possible solution on the web.
Cannot Open Your Default Email Folders. The File Is not an Offline Folder File.

Good luck.

 

[nijinski99]

I think i'm almost home with this. newbie success, nearly.

i've put 30 or so contacts into my hotmail contact folder in outlook. looking at the outlook account settings/data file, it says 'not available'

the contacts have not syncing to my android phone, where i'm only syncing cantacts, not email.

the hotmail account is set up as exchange activesync.

Any help appreciated!

 

[nijinski99]

guys need some more help.

managed to install the outlook/hotmail connector in outlook. also dumped 30 contacts into the contacts folder that was created. i have 4 contacts at hotmail.
now i'm trying to sync my contacts from outloook to hotmail.
i hit f9 & check the 'log'
i get his error :
Time: 03/12/2011 18:49:00
Error in Mail
Error with Send/Receive.
There was an error synchronizing a contacts folder. Error : 80004005.

anybody go tany idea what its about
any help appreciated!

 

[RazzMaTazz]

There was an error synchronizing a contacts folder. Error : 80004005

This seems like an Outlook issue (not an Android issue).
1) Can you send and receive email to/from the Hotmail account in Outlook? (I imagine not.)

2) If you go to the Hotmail web interface is nothing synchronizing from the Outlook to Hotmail?

3) If you enter a contact into the Hotmail web interface, does it sync with the phone?

4) Did you try deleting the Outlook Hotmail account and then recreating it? (Doing so won't affect your phone.)

 

[nijinski99]

1) Can you send and receive email to/from the Hotmail account in Outlook? (I imagine not.) i was able to send email from within outlook using the hotmail a/c.
2) If you go to the Hotmail web interface is nothing synchronizing from the Outlook to Hotmail? Correct. i am only interested to sync contacts but the 40 or so in my hotmail folder in outlook are not sync to hotmail web.
3)If you enter a contact into the Hotmail web interface, does it sync with the phone? - yes & i can delete also.
4) Did you try deleting the Outlook Hotmail account and then recreating it? (Doing so won't affect your phone.) yes a few times now!

appreciated!

 

[RazzMaTazz]

nijinski99: So you can send/receive email but not contacts on Hotmail. That's puzzling, but I once had a weird issue syncing one of my club Live accounts to Hotmail servers. (It's not one that I sync with Android.) When I copied contacts into the account on Outlook, it won't sync, but when I created a new contact on Outlook, it would sync. Please try creating a new contact on Outlook and see if it syncs to Hotmail. Also please try creatinga new contact on Hotmail (web interface) and see if it syncs to Outlook. (Of course you'd need to hit F9 and give it a minute to sync.)

 

[02befree]

I've been following this thread for awhile and I must say Razz - You really deserve a big thanks - for posting and refining, and for putting up with some arrogant a**es.
So, regarding myself as somewhat tech savvy, and having run my own tech service for several years - here's my take:
(applies to Outlook 2007)
Clarifying the Folder view is important, as you did. If it doesn't say "All Outlook Items" at the top of the left navigation pane, you need to hit Ctrl+6. As most people select the Mail bar in the left pane to view mail - that changes the view, and as far as I can tell, you won't see all the folders again until you hit Ctrl+6 again. I frankly hadn't seen that view in years, and obviously most people hadn't.
I had some difficulty understanding and copying the Outlook calendar and contacts to the Hotmail calendar and contacts. After you export to the .pst, you need to highlight the someone@hotmail.com folder in the navigation pane, and then go to File/Import and Export.. etc. and find the pst you created and follow through. Some have mentioned dragging contacts - Select your Outlook contacts folder and view as a Phone List and Select All (Ctrl+A) the contacts and drag to the Hotmail contacts folder -- This will Move, not Copy (you can't really copy and paste in this situation and in most situations in Outlook) BUT, if you hold down the Ctrl key as you drag and drop, it will COPY.
This video gives some good visuals as far as this process - it's showing Outlook 2010 which apparently works much smoother than I found 2007 to be.
http://www.microsoft.com/en-us/showcase/details.aspx?uuid=30ade68f-6149-4350-b77a-37a6f7e49417

It does take a while to sync - I have over 2000 contacts, and had to import several times to complete the mission. During the import I got several popup windows that said "The text exceeds the limit of 1024 characters. Type a shorter amount of text or click OK to have a local copy different to the one on the server." Which I took to mean that in the Notes of the contact, I had too much info - I may be wrong.
I tried to import a csv from within Hotmail, but it wouldn't take because the file was too large.

Thanks again Razz, and to others that have posted.
BTW, I've tried lots of stuff for clients of mine - MyPhoneExplorer - which wasn't bad, but I had to verity 20 to thirty changes at every sync., Google Calendar Sync, etc.

 

[RazzMaTazz]

02befree:

Thanks for the kudos and feedback. I've edited my original post per your feedback.

I like the method of copying the calendar that is show in the movie that you linked to. That works really nicely and is MUCH easier than exporting and importing a PST file. (I wish they would make a movie about the whole process-- including setting up your Android device.)

There is another way to copy & paste the contents of an Outlook contacts folder. You can open the source contacts folder, click one of the contacts inside of it, hit Ctrl+A (to select all) hit Ctrl+C (to copy). Then you open up the destination (Hotmail) contacts folder, click inside of it, and then hit Ctrl+V (to paste).

Unfortunately, you're right that you may get some warnings if your fields contain more characters than the Hotmail servers support (though that data will be copied over on your PC-- just not to the Hotmail servers). The notes field is limited to 1024 characters and is one of the likely sources of warnings.

I agree about MyPhoneExplorer. It's not bad-- especially since it's free. But it deleted my data for fields that it couldn't handle, I didn't like the manual intervention for conflicts (that you mentioned), I didn't like having to be near my computer to sync, and I didn't like to have to manually invoke a sync.

Now if only Microsoft would intergrate Task & Notes sync for Outlook/Hotmail/Android.

 

[Xerses]

I don't mean to shoot any of the work you have done down, but for users who simply want to sync Outlook to Android, why not just install MyPhoneExplorer? I come from a Windows Mobile phone and wanted something like ActiveSync/Mobile Device Center and when I found MyPhoneExplorer it solved all of my problems. Syncs contacts to contacts, calendar to calendar, can sync files, plus a few other things and it is free.

 

[RazzMaTazz]

I don't mean to shoot any of the work you have done down, but for users who simply want to sync Outlook to Android, why not just install MyPhoneExplorer?

I tried MyPHoneExplorer but I didn't like it as much for the following reasons:
1) The last time that I tried MyPhoneExplorer, it didn't support as many data fields as the Outlook/Hotmail contacts solution.

2) Where MyPhoneExplorer didn't support a particular Outlook data field, MPE deleted that data field from Outlook upon resynchronization. This is a problem that other people complained about and that the developer nonchalantly admitted (after the damage was done to my Outlook data). That was a deal breaker for me. I don't trust MPE or the developer with my precious contacts database.

3) MyPhoneExplorer doesn't have intelligent, automatic conflict resolution based on time-of-edit of a field, therefore it requires tedious, cryptic manual intervention for conflict resolution. The conflict resolution with Hotmail/Outlook is time-based, automatic, and very intelligent. In the extremely rare case that it can't be automatically resolved, Outlook presents you with very clear color-coded text that easily lets the user choose which text they want to keep, or keep both.

4) MyPhoneExplorer requires you to be near your PC (either connected by USB or on same WLAN), whereas Hotmail synchronizes over any data connection, worldwide.

5) MyPhoneExplorer requies you to manually invoke synchronization. Hotmail works automatically, always, anywhere. Once you set it up, you never have to think about it ever again.

6) MyPhoneExplorer requires you to run an app on your phone (which uses memory) and a program on your PC. Hotmail does not require you to run an app on your phone or 3rd party programs on your PC.

7) MyPhoneExplorer syncs one PC with one Android device. Hotmail synchronizes multiple PCs & Android devices. (For example, my laptop PC, desktop PC, and phone are always automatically synchronized.)

MyPhoneExplorer is OK for some people. And it's free. But I greatly prefer the Hotmail solution. If MPE suits your needs, I wish you the best.

 

[02befree]

Xerses,
Sorry, but I had to say it ---- Did you actually ready ANY of this post? MyPhoneExplorer has been discussed over and over.

My biggest beef with it -- It put a "+" sign in front of virtually every phone number it synced, and +(###) ###-#### is interpreted as an international call, which wouldn't go through anyway because the supposed country code was incorrect, but I had to edit virtually every number I tried to call from my contacts.

 

[Xerses]

Xerses,
Sorry, but I had to say it ---- Did you actually ready ANY of this post? MyPhoneExplorer has been discussed over and over.

My biggest beef with it -- It put a "+" sign in front of virtually every phone number it synced, and +(###) ###-#### is interpreted as an international call, which wouldn't go through anyway because the supposed country code was incorrect, but I had to edit virtually every number I tried to call from my contacts.

I have not read every single post because I read the original post and got the jist of it. I use MPE with zero issues and asked a simple question to which the OP answered. As for the + in front of numbers, I don't have that issue. I currently use MPE 1.8.2, and was previously using 1.8.1 with no issues either. Your installation may have had something peculiar in its config, or you had an older version, or there was an issue with your model of phone, I don't know, but in my case I have no issues with any of the MPE features. That is why I asked my question above.

I tried MyPHoneExplorer but I didn't like it as much for the following reasons:
1) The last time that I tried MyPhoneExplorer, it didn't support as many data fields as the Outlook/Hotmail contacts solution.

2) Where MyPhoneExplorer didn't support a particular Outlook data field, MPE deleted that data field from Outlook upon resynchronization. This is a problem that other people complained about and that the developer nonchalantly admitted (after the damage was done to my Outlook data). That was a deal breaker for me. I don't trust MPE or the developer with my precious contacts database.

I use Outlook 2010 with Business Contact Manager 2010. My clients have multiple addresses, phone numbers and e-mails, I have all of my information synced and see all of the fields on my phone, just as with Outlook.
Regarding lost data, that would suck, and I can sympathize since I have had it happen to me many many years ago. In any data sync situation where data is important in any way I always back up my information first then I proceed with the sync. This is regardless of brand, model and software version. I have several client with Blackberry phones and before attempting any sync I always copy the PST to a safe location and backup the phone first since sh*t happens.
As for the MPE developer not seeming to care, thank you for the heads up, I will make sure that the automatic, daily backup of my PC is intact.

3) MyPhoneExplorer doesn't have intelligent, automatic conflict resolution based on time-of-edit of a field, therefore it requires tedious, cryptic manual intervention for conflict resolution. The conflict resolution with Hotmail/Outlook is time-based, automatic, and very intelligent. In the extremely rare case that it can't be automatically resolved, Outlook presents you with very clear color-coded text that easily lets the user choose which text they want to keep, or keep both.

I don't exactly understand what you mean. When I change a field in a contact on my phone and sync with MPE, it will update the Outlook contact automatically. I have it set to ask me to confirm all changes because I like to make sure things are OK, but it can also be set to make changes without asking for confirmation.

4) MyPhoneExplorer requires you to be near your PC (either connected by USB or on same WLAN), whereas Hotmail synchronizes over any data connection, worldwide.

For me this is not a deal breaker since my previous phone was a Windows Mobile Pro 6.1 that required me to be connected via USB, so having WiFi to sync is actually an improvement, but I do agree that a cloud based sync is better.

5) MyPhoneExplorer requies you to manually invoke synchronization. Hotmail works automatically, always, anywhere. Once you set it up, you never have to think about it ever again.

This is something that I wish MPE did. With my old Windows phone, Mobile Device Center would automatically sync when something changed. I miss that feature dearly.

6) MyPhoneExplorer requires you to run an app on your phone (which uses memory) and a program on your PC. Hotmail does not require you to run an app on your phone or 3rd party programs on your PC.

The app running on the phone is super light and according to my application manager it is so negligible that I don't look at it. I also don't run the app 24/7. I run it when I need it. Not having to use the app would be a benefit.

7) MyPhoneExplorer syncs one PC with one Android device. Hotmail synchronizes multiple PCs & Android devices. (For example, my laptop PC, desktop PC, and phone are always automatically synchronized.)

MyPhoneExplorer is OK for some people. And it's free. But I greatly prefer the Hotmail solution. If MPE suits your needs, I wish you the best.

In my situation I have my PC as the main computer for everything. My notebook syncs everything from my PC and my phone does the same. For me this is also not a deal breaker since it fits my business model: 1 PC and 1 phone to sync calendar, contacts and notes.

Thank you for the information, I will probably give it a try.

 

[02befree]

This Outlook Backup add-in is a lifesaver..
Download: Outlook 2007/2003/2002 Add-in: Personal Folders Backup - Microsoft Download Center - Download Details
Don't know how it would fare in 2010 - Please post if you've used it successfully.

Update: I love the Hotmail/Outlook sync method. Seamless, wireless sync -- I just added my hotmail account on my laptop and it's replicating my Outlook on my desktop - Email, Contacts, and Calendar. Now, How Many Times have Outlook users tried to accomplish that with a dozen different workarounds and third-party programs?

Again - thanks Razz

 

[Raines30]

I'm not sure if this has been asked, if it has I apologize. I am about to give this a try. I have a rather large amount of emails in outlook. When this all syncs to the phone will it take up a lot of space and will it slow down the phone?

Or do I have to use the hotmail as my email client and set up folders and such on that? I would prefer to continue to use outlook for that.

Edit: I did some more reading and it seems that I cannot use my existing email in this whole syncing process. I have a couple of pop3 accounts. Is it possible to have hotmail retrieve these accounts and then delivered to outlook through the hotmail sync. It seems like it would work except my rules in outlook wouldn't work (except in 2010 I read).

I am probably making this too confusing. I just would like to know if I can somehow include my pop3 accounts in this and also the previous asked question about taking up space on the phone or slowing it down because of all the email.

 

[nijinski99]

looks like i was able to get things working! so far....
what worked for me: i upgraded my outlook to 2010 fro 2007.
the connector then worked to copy/sync to the hotmail website from the hotmail folder in outlook. it takes a LONG time so be patient! i mean a couple of days & its still not finished... but i seem to finally have a result.
thanks for the help

 

[UTPiper]

Razz, just finished the whole thread (yes, I know, I have no life) and want to personally commend you for not only the solution you identified and explained but your tenacity of sticking with this thread over these many months. As a BB user wanting to move to Android, the Outlook sync issue has been of great consternation. That said, I think you solution will work for me. However, as others before me, I have to clarify a couple of things (mostly to confirm, I did in fact understand what was being discussed).

After installing the Outlook Hotmail Connector I understand I will have a new (for lack of a better term) "folder" in my Folder List in Outlook (similar to my current Active Folder, Archive Folder(s) and Business Contact Manager Folder). This new Hotmail Connector Folder (again for lack of a better term) will contain the same sub-folder types as my current active folder except with no data in it (yet). I can then copy, import, move etc data from my active folder calendar and contacts sub-folders into their corresponding sub-folder in the Hotmail Connector Folder. So, far this makes complete sense as does making the Outlook Connector Folder my new Primary Folder for use in Outlook.

This brings me to the Inbox (and by extension the Sent Items Folder, Notes, Tasks, etc) and where I have a conceptual issue. I assume the Notes and Tasks folders will operate similarly to the calendar and contacts folder in terms of copying, importing, moving, etc the data (with full understanding that the Hotmail Connector solution does not provide a means to sync those folders/items). Please correct me if I am mistaken here. The inbox, however, for some reason is causing me heartburn.

I currently have six POP3 email accounts being managed within my desktop Outlook (Outlook 2007 for reference) each with its own name identifier and separate signature blocks. Let me clarify I really don't need to live sync my email with the Android device as I have used POP3 on my BB and leave messages on the respective servers until my desktop Outlook pulls them in. Within my BB, I have each account identified separately and makes it very easy to identify from which account emails are originating. Given that, do I need to re-create/set up those six POP3 email accounts (can I?) within the Hotmail Connector folder and use that going forward for all incoming and outgoing email? Or will the Hotmail Connector force me to use the Hotmail account (in some fashion) to aggregate those six email accounts? My concern is what will appear as the return address for emails sent via the Hotmail Connector account? If its the hotmail account I set up, this won't work. If it reflects each unique email account, then all is good.

I understand this should be a simple answer but after reading the entire thread I just have a nagging suspicion that my current multiple POP3 set up unnecessarily complicates this solution and that somehow my six POP3 accounts will become "merged" into a singular hotmail inbox.

Thanks again for your diligence in helping us Android newbies keep our cherished Outlook platform in play.

 

[02befree]

I'm not sure if this has been asked, if it has I apologize. I am about to give this a try. I have a rather large amount of emails in outlook. When this all syncs to the phone will it take up a lot of space and will it slow down the phone?

Or do I have to use the hotmail as my email client and set up folders and such on that? I would prefer to continue to use outlook for that.

Edit: I did some more reading and it seems that I cannot use my existing email in this whole syncing process. I have a couple of pop3 accounts. Is it possible to have hotmail retrieve these accounts and then delivered to outlook through the hotmail sync. It seems like it would work except my rules in outlook wouldn't work (except in 2010 I read).

I am probably making this too confusing. I just would like to know if I can somehow include my pop3 accounts in this and also the previous asked question about taking up space on the phone or slowing it down because of all the email.

Raines30 I have 6 POP3 email accounts and they are all coming through on my phone's email through Hotmail. It's really slick. I guess the key is that when you tell those accounts to deliver to the Hotmail inbox, they become part of the Hotmail cloud - awesome. You do this Tools/Accounts/ and at the bottom there is a button (Outlook 2007) that says Change Folder - click it and select the Hotmail inbox. I'm confident it will work easily for you.

UTPiper -- does this help somewhat?