It Can Be Done: Sync Outlook, Android, Google Calendar

by Jason Norment Nov 12, 2010 10:00 AM – 31 Comments

As I’ve spent the past hour looking over the comments on the article we wrote “How to Sync your Outlook Calendar, Google Calendar and Android Phone Calendar“, I noticed that this can often times be a deal-breaker for many of in regards to using your Android. Of course, as Android has been on the market for some time now there are many solutions to keep your life in sync whether it be your tasks, calendars, documents, Outlook, contacts, etc. I have been one of the lucky few that have had little issue with syncing my information across all boards even when switching to a new device. This does require me to rely upon the Google Cloud to do so but that has been my personal choice.

Here are some of the steps I took to making sure everything is in sync:

When creating contacts in my phone, I make sure that I do not save them to the phone and always use a Google account. This way they are easy to enter and edit even online through Gmail, even if Gmail isn’t your primary email you use. Of course, in order to have an Android phone work correctly you do need a Google Account. If later you want to convert those contacts to a different format Gmail offers an easy export option of your contacts if needed, which I also do once a month for backup purposes.
Choose your primary option to add contact and calendar information. If you primarily add them on the phone, for example, then make sure when you use sync software such as HTC Sync that you only use one-way pushing from the phone to your Outlook/Windows Live accounts. This will ensure to not have duplicate entries showing up in your phone.
Don’t be afraid to use the cloud. It’s there to help you. I’ve never believed Google sells your information as some claim but when in doubt, read the privacy policy.
The easiest way I’ve found to sync your calendar to Outlook or iCal is importing the Gmail private address. It’s easy to do if you follow the steps correctly.

I can tell you that once I developed my process, it has been extremely easy to keep everything in sync. My HP Desktop, Macbook, and HTC Evo all show the same information consistently without effort.

I wanted to reach out to all the Android users in the community who have successfully found ways to keep your life in sync. There are many others out there that are struggling to find a suitable solution and would like your help. There are many applications and services out there to try, both free and payware, that will fit your needs. Share your success stories with your fellow Androidians in the comments below. Your community wants to hear from you!

Tags: ActiveSync, cloud, Google, Google Calendar, google docs, Google Documents, Outlook Calendar and Contacts Sync, Sync

Categorised in: News

31 Comments

By Pratish on November 12, 2010 at 3:53 pm:

I searched and searched and tried different methods, but ended up using a paid service, CompanionLink (google them) as they also have support for 64bit Outlook 2010!

I now have my Outlook contacts, calendar and tasks synch with gmail, wchih then syncs with my phone. A massive help for me as I have lots of categories/groups that I use.

A tip, make sure your outlook has no contacts initially, or gmail has no contacts initially, synch them the right way round at first then clean them up and cateogrise, etc..

They do allow a 14 day trial, so useful to see how it works.

Reason I chose companionlink is that I can have it on multiple computers, license based on your email not your PC.

Reply
- By Jason Norment on November 15, 2010 at 10:54 am:
  
  I’ve never had the opportunity to use CompanionLink but heard good things about their software. Sounds like a viable option!
  
  Reply
- By Elyse on January 1, 2011 at 9:24 pm:
  
  I have a question about what you wrote. I have always been a BB user, thus it has been a cinch to sync with Outlook. I recently got a Motorola X, which doesn’t have any free software to sync with Outlook. I downloaded the free trial for Companion Link (which by the way, makes me very unhappy that it costs $40 when I have been doing it for free for years).
  You mentioned you should have no contacts in either your Gmail or Outlook. However, Verizon transfered my contacts at the store. So, now I have my Companion Link contacts (from Outlook) and my Gmail contacts. Would you suggest I go into Gmail contacts at this point and delete them all, then sync again? When I click on the contacts icon on my phone, it of course brings up the Gmail contacts.
  
  Thanks for help.
  
  Reply
- By Alex E on February 20, 2011 at 12:17 pm:
  
  i try to use the companion link but it transfer your contacts to Dejaoffice not to the contact list and the calendar of the phone
  
  Reply
By Sunny on January 16, 2011 at 11:42 am:

I’ve been using Pocket Informant on my Windows Mobile phone for years, heavily using Calendar, tasks and contacts.
I was feeling my XDA II I got since 2004 is getting a bit old, and got an Samsung Galaxy S running android 2.2
I spent 2 days to perform what seemed to be a simple task, sync and use my outlook with the android phone.
This is a disaster!
Why android can’t normally sync with industry standard outlook, which is a must in every office??
I found the comparison list of sync apps for android at:
http://www.syncdroid.net/
I tried using CompanionLink, but most of the recurring events just won’t sync! also couldn’t sync tasks at all.
All apps like TouchDown and RoadSync that must use exchange are ruled out, because my calendar, tasks etc are private, and synced to a private PC for security reasons.
The built in calendar in android is a disgrace, lacking all options I got used to in Pocket Informant.
Syncing Outlook with Google callendar failed for an unknown reason, but from what I read about it, it has horrible issues with reccuring tasks anyway.
I installed Pocket informant beta, but since I couldn’t successfully sync my outlook with the phone, it didn’t help.
The only app that might help is VCOrganizer Pro , but there is no trial version, and there is no guarantee it will work. I read it took 5 to 8 hours to sync it every time!
What is the problem to write an outlook for android?? It is just another app!! What is going on?? What did the Android developers thought that the couldn’t comply Android’s Callendar, tasks and contacts with Outlook?
Am I the only one who thinks something is very wrong?

Reply
- By Patrick on March 18, 2011 at 12:00 am:
  
  I agree 100% with you. Coming from a Dell Axim Pocket PC running 6.5, it was bulletproof with Outlook. I am absolutely scared to do a two way sync, I have had repeating events such as anniversary’s and birthdays move by 4 days. I have had my entire contact list duplicate. I see names of companies change, such as Bank of America becomes America, Bank. Lots of oddball stuff. I have tried various programs such as Companionlink, DejaOffice, Gsynct, HTC Sync, and so on. It pains me to admit my wife’s IPod Touch sync’s better with Outlook than my HTC Incredible. Really dropped the ball there Google, really really dropped the ball.
  
  Reply
- By stevenymets on March 19, 2011 at 11:08 am:
  
  I just bought a galaxy s. I just want to make sure I have this right, as it is a bit shocking to me. Am I correct in understanding that I can’t sync my phone direct to my computer and my personal outlook? Do I have to put my 1000 personal contacts up to google, and that my gmail account acts as a middleware for syncing to my phone? There is no way for me, without spending anymore money (because it would be free with an MS based phone) to accurately sync contacts, calendar and tasks direct to my phone? If someone can clarify this for me I would appreciate it. If this is the case it is a non-starter for me, which is too bad, because I really like the form factor, and the interface of the droid operating system, but first and foremost, I need this as an extension of my outlook. I need this to sync seamlessly with outlook, all of the other stuff these phones do is nice, but it has to perform its core duty. In 2011 I just thought this was a given. Thanks for any help anyone can provide.
  
  Reply
By Lockie on January 29, 2011 at 8:11 pm:

I was going to purchase an Andriod 2.2 Huawei phone but choose not to after reading so many threads tha I can not sync with Outlook on my private desktop.

Is Google Android listening? How many sales have they lost!

Reply
- By Jason Norment on January 29, 2011 at 11:30 pm:
  
  You can sync with Outlook. Unfortunately, it requires 3rd party apps and services to do so.
  
  Reply
By Identt on January 31, 2011 at 4:56 pm:

Unbelievable! I was told by the sales rep that sync-ing the calendar would not be an issue on my new LG Vortex. Now it appears that the only way to do it is by paying a hefty monthly fee. Makes me wish I would have kept my Palm Centro, at least until this kink was worked out.

Reply
By josh on February 15, 2011 at 10:32 am:

Just got an x and am soooo disapointed that there is not a built in solution to sync outlook, phone is going back, this is just stupid!! Was using BB and sync was as simple as a software download to my desktop and bam!!! in seconds i was in sync with outlook on my BB.

Reply
By Graham on February 23, 2011 at 7:35 am:

Finally, I can Sync Android contacts & calendar plus notes & tasks on other platforms…

I’ve tried all sorts of ways to sync my rooted Android HD2 with Outlook but nothing seems to work, not even HTC’s Android sync works particularly well, and it’s complicated by the fact that I have other devices (Nokia etc) that I also want to sync and often the software clashes or records get deleted or duplicated….

And then I stumbled across Funambol (http://www.funambol.org) which is a free server that runs on Linux (in my case) and I think there might be a windows version too. I think there is also a hosted version (http://www.funambol.com) if you don’t want to go to the trouble of hosting your own server, but I don’t have any experience of that.

So I downloaded the funambol server binary, ran it on a CentOS system and that was pretty much it! I then downloaded the android client from market place and the symbian client (for my Nokia) from the Ovi store and grabbed the Windows Outlook client.

The installation of these clients was straightforward and now all 3 systems (PC Outlook, HTC HD2 on Android, Nokia on Symbian) all sync up against Funambol with no problems and the phones sync over the air! And yes, there’s a client for iPhones too.

This has really been a life saver for me so I hope others out there discover it and find it as useful! It’s a shame it doesn’t yet support notes and tasks on Android but hopefully that will come and in any case I sync tasks using Toodledo and GotToDo so no biggie.

Reply
By beastwork on May 24, 2011 at 8:07 pm:

i simply can not understand what google is trying to do here? It seems very sneaky to FORCE android users to upload so much personal information. This is not an oversight by google, this is being done with purpose and that is scary. RIM has it right with its desktop manager, so does the iphone. just seems incredibly sneaky

Reply
- By Graham on April 4, 2012 at 6:37 am:
  
  @Beastwork, who’s forcing you to put your data in to your Google account? If you look at my post above yours you’ll see I was (and still am) using Funambol sync server.
  
  This creates a whole new calendar and phonebook on my android in to which all my appointments and contacts go. They never touch the android calendars or phonebook and are never sync’d to my gmail account.
  
  I’ve found Funambol to be perfect for my needs and I’m sure there are other solutions too.
  
  I think that the freedom to customise how Android works for you is one of the best things about Android, even if it does take just a little effort to do.
  
  Reply
By Henn Rebane on March 24, 2012 at 8:39 am:

I find Google support of Outlool syncing to be poor: error message that is not listed in what is supposed to be a “what to do next” list, broken links when drilling down trying to find a solution, and otherwise unhelpuf remarks. I am on the verge or returning Razr on Verizon unless something clears, I am not able to give any more of ny time to Google. Phooey, and pox on Google.

Reply
- By Richard on March 25, 2012 at 11:00 pm:
  
  Henn, I’ve got both a Razr (wife) and Razr Maxx. I have not uploaded ANY of my contacts to Gmail but got them onto my Razr(s) easily. You’ve got the Motorola software, MotoCast, on your phone to install on your computer. MotoCast took a minute to copy all of my Outlook contacts onto my Maxx and then it also acts to sync the contacts between my Razr Maxx and Outlook whenever you plug your phone into your computer. Not perfect but solid and direct.
  
  I’m enjoying MotoCast because it provides my Razr Maxx with access to my computer at all times and places. It isn’t a cloud-drive, but simply a conduit between my documents/media server and my Razr Maxx, using my internet connection and cell phone signal.
  
  I’m trying to get the Google Calendar/Outlook sync program to work and I’m about 3/4 way there. I can create an event in Outlook and it will show up in my Android, going through the Google Calendar. If I delete that event using Outlook, Android or Google Calendar it erases it in all three. I can create an event in Google Calendar that shows up in Outlook and Android. I can delete that Google Calendar-sourced event using any of my 3 choices and it is deleted everywhere.
  
  However, if I create an event on my Android then only my Google Calendar shows the event but it doesn’t show up in my Outlook. This is the only problem left to figure out. Does anyone have any suggestions as to what might be wrong?
  
  Reply
  - By Antonio Wells on March 26, 2012 at 8:54 am:
    
    Question, do you have “2 way sync” checked on the program?
    
    Reply
    - By Richard on March 26, 2012 at 4:32 pm:
      
      Yes I do. The 2-way sync works from Outlook=>Google Calendar=>Android. If I change/delete it in Android the change/deletion will migrate back to Outlook.
      
      The 2-way sync works if I create an event in Google Calendar, showing up in both Outlook and Android. I can then edit/delete the event in any calendar and the change reflects in the other 2 calendars.
      
      The 2-way sync between my Android and Outlook does not happen if I create an event in Android. Google Calendar will show an Android-created event but then Google Calendar does not sync that to Outlook.
      
      I’m starting to think that Android creates an event in a certain way that Google Calendar can’t translate into Outlook through the Google Calendar sync program.
      
      Any suggestions?
      
      Reply
      - By Antonio Wells on March 27, 2012 at 10:19 am:
        
        Interested… and weird. We’ll have to look into that as we don’t experience the same issue.
  - By Will on September 15, 2012 at 6:23 am:
    
    Hi Richard, just to let you know you’re not alone, my android – google calendar – outlook system is exactly the same. it works with any event created in either outlook or google mail (and all 3 can alter/delete events successfully). But an event created in android only goes as far as google calendar, and doesn’t reach outlook.
    
    Did you find a solution yet?
    
    Cheers, Will
    
    Reply
By VS Lingam on April 3, 2012 at 10:48 am:

After reading all these comments , I am a bit concerned about this Outlook-Android sync thing.FYI, I now have a 2-yr old HTC Touch 2 running Win Mob 6.5 with MS ActiveSync. It syncs contacts and calendars directly with Outlook 2007 on two of my PCs beautifully. And it does this via USB or Bluetooth without complaining, is free, and DOES NOT use MS cloud services. I have taken this task for granted.

Reading numerous reports about Outlook-Android direct syncing gives me the impresson that it is no walk in the park. I am contemplating on getting an Android phone, but am now having 2nd thoughts.

I have 2 pts to ponder:-

1. I read that MyPhoneExplorer ( https://play.google.com/store/apps/details?id=com.fjsoft.myphoneexplorer.client&feature=search_result) is good for direct syncing, and it is free. Does anyone have any experience with it?

2. Would getting a Windows-based phone eg Nokia running Windows Phone 7.5 solve this syncing issue once and for all? Comments from all are welcome. Tks.

Reply
- By Antonio Wells on April 3, 2012 at 10:55 am:
  
  @VS Lingam MyPhoneExplorer is superb, check out our review http://www.androidtapp.com/myphoneexplorer-client/
  
  Can’t chime in on the WP7 phone
  
  Reply
  - By RV on May 22, 2012 at 7:13 am:
    
    Antonio,
    
    While you have been very appreciative of MyPhoneExplorer in your review, I don’t think you have been very thorough.
    
    On multiple threads, I have noticed people complaining about spyware, and adware embedded in the software, and the developer’s response is usually that the adware is to support the development costs.
    
    Now look at how WIDE-RANGING and POTENTIALLY dangerous the “permissions” this particular app has – just boggles the mind…
    
    https://play.google.com/store/apps/details?id=com.fjsoft.myphoneexplorer.client&hl=en
    
    While I appreciate the developer’s efforts in developing this app – the kind of app which is ESSENTIAL for me to jump ship to Android, I ABSOLUTELY need seamless LOCAL sync to MS OUTLOOK to even CONSIDER buying an Android phone – I think they should be a little more upfront about the adware/spyware aspect of their app. And why the heck does the app need SO MANY, and SUCH WIDE-RANGING permissions? Just doesn’t sound kosher!
    
    Reply
    - By Antonio Wells on May 22, 2012 at 10:33 am:
      
      @RV At the time of our review the developer did not have any adware, thus we could not possibly mention it. Plus, I’m sure you know developers in Google’s ecosystem can literally update their app without any vetting process at anytime they want, and however much they want; so I’m sure you can understand we possibly cannot keep tabs on every developer’s activities and updates.
      
      Your concerns are valid, and my general rule of thumb in situations like that is if you do not feel comfortable with what it is requesting then do not install it. If, however, you were to install the app and see just how many features are embedded, then you’ll understand why so many permissions. For example, why does it need Send/Receive SMS text message permission; from the app you can send and reply to text messages on your computer. Given how many features the app offers, the permissions requested actually make sense, correct me where I’m wrong. Lastly, at it’s core, all the permissions needed to embed an aggressive adware SDK into an app is “Full Internet” permissions and it is rare to fine an app these days that does not use the permission.
      
      Reply
      - By RV on May 23, 2012 at 5:04 am:
        
        Antonio,
        
        Thanks for the reply. I kinda appreciate what you are saying regarding the permissions…. but… the way the developer has resonded to each thread where adware/spyware concerns are raised, makes me very uncomfortable.
        
        And I have searched high and low, for a PAID-app that would not subject me to any adware or spyware…. but can’t seem to find a SINGLE one that works flawlessly to give me FULL L-O-C-A-L MS Outlook Sync. Contacts, Calendar, Tasks, and Notes. All four, a must. After checking out the multiple options listed on syncdroid.net, eventually my hopes were raised again, when I read about VCOrganizer Pro…. but the user-reviews of the app on the Google-Play site were just downright discouraging. Flaky, unreliable, is the impression I get.
        
        Sigh.
        
        I LOOOVVVVEEE Android, and its flexibility…. but until I find RELIABLE, SECURE, ADWARE/SPYWARE-FREE local-syncing with MS Outlook, I can’t jump ship. So, I am stuck still using my THOROUGHLY reliable Palm Treo 680 from 2007. It’s a TERRIFIC productivity-fiend… but, boy I have been lusting after a Galaxy Note for a while… would love to do all the other ‘smarphone-stuff’, like proper web-browing, good-photo-capturing, media-consumption, and of course the Note’s STYLUS for annotating pictures etc. etc. etc.
        
        But…. I am stuck… sigh.
        
        Can you help?
      - By Antonio Wells on May 23, 2012 at 6:58 am:
        
        Hello RV… Question, do you have a friend’s Android you can borrow for testing? I would recommend borrowing their device, of course telling them what you’re doing, to install the apps you’re interested in. Be sure to install an antivirus and adware detection apps so you know if anything fishy maybe going on. This way you get a first hand experience as there might be some quirks you’re willing to accept and convert to one of those smartphone hipsters!
- By Richard on April 3, 2012 at 2:18 pm:
  
  Windows Phone 7.5, i.e. Mango, is unable to directly sync DATA with a user’s computer. WP7 requires a user to attach a web-based email account to their Outlook information in order to sync Contacts and Calendar. If you don’t have access to an Exchange server then Notes and Tasks won’t sync at all. Any non-media file has to go through the internet and WP7’s phone broadcast to move between a user’s computer and their WP7. Microsoft does allow media to move directly through a cable or Wi-Fi. Real life DATA is not allowed to move directly through a cable or Wi-Fi.
  
  I liked MyPhoneExplorer. I tested MyPhoneExplorer when I first got my Razr but decided to let MotoCast copy my contacts over and use Google Calendar sync until my Razr gets upgraded to Ice Cream Sandwich. After the upgrade I’ll see how things go and might go back to MyPhoneExplorer again.
  
  I would still go with Android because it has a file system and you can manipulate files on the phone from Windows Explorer. There are lots of options to add functionality to Android that simply do not exist with WP7.
  
  Reply
  - By VS Lingam on April 3, 2012 at 8:46 pm:
    
    @Antonio Wells and Richard,
    
    After reading the review and Richard’s comments, I think I’ll bite the bullet and go with Android. Tks for your valuable inputs.
    
    Reply
By Hamdouni on September 6, 2012 at 11:53 am:

Avanquest Mobile Technologies developed a all-in-one solution for Android users and we offer it for FREE!

It is called “myDesktop Companion”
You just need to register on myDesktop-Companion.com website (for upgrades and support) and you can download the PC software
An app client is also available for Free on Google Play (look for “myDesktop” from Avanquest Mobile Technologies)

Main features:
- It’s Free
- It works with almost all Android devices (smartphones and tablets) available on the market
- Sync your Android Calendar and Contacts (allows you to choose phone account to sync with) with PC (including Outlook)
- Backup all your data to your PC
- Transfer photos between your android and your PC
- Transfer videos between your android and your PC
- Transfer music between your android and your PC
- Double pane view to manage all folders and files between your PC and your android
- App installer (apk install from alternative markets)
- SMS (manage, receive and send text messages from the convenience of your PC keyboard)
- Direct link to Google Play
- More coming soon

Available on most of alternative market (for those who don’t have Google Play)

Reply
By VS Lingam on September 8, 2012 at 8:24 am:

I have registered and submitted my eml id, but the same blank regiatration page reappers. No confirmation that the server received my registration. I also did not receive an eml from myDesktop-Companion providing the download link. Tried this several times over the last 2 days but to no avail. Is something wrong with myDesktop-Companion server?

What is the alternative way of downloading the PC app? Downloading the Android app was no problem. Tks.

Reply
- By Mohamed Hamdouni on September 10, 2012 at 6:49 am:
  
  Hi VS Lingam,
  
  Thanks for your interest in myDesktop Companion product.
  We are investigating your issue (you should have received an email from amt-support@avanquest.com)
  If someone else is experiencing the same please send email to above email address so we can send you a download link
  
  Regards,
  Avanquest Mobile Technologies
  
  Reply