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How to Synchronize Microsoft Outlook Between Two Computers

The article intends to describe the procedure of synching Microsoft Outlook between two computers and at the same time educate users about the advantages or disadvantages of synchronization. The methods described here are simple and reliable. However, it is still advised that users follow these methods carefully to avoid making common mistakes and eventually calling up Microsoft tech support services to fix them.

Do you want your Outlook data like emails, attachments, calendar, and address book etc. to be synchronized between 2 computers but don’t know how? If yes, then the article is dedicated to you. It is not possible to automatically sync Outlook data (.pst files) between multiple computers. Don’t worry! The below mentioned guide will walk you through the procedure of synching Outlook on your own without running into common Microsoft Outlook problems. This essentially means that you don’t need to spend your precious time and money contacting Microsoft technical help.


Download and install an Outlook sync software from a trusted website and get going. You can select from an available range of free or paid versions as per your convenience. Some of the useful tools include Sync Outlook Home Edition, SynchPst Basic, Sync2, Easy Sync for Outlook, PST Sync, Public Sync Tool, Synchronization Outlook Addin, and SYNCING.NET for Outlook among others. When you have decided for a tool, download it from its website. Save the file to an easily accessible location like desktop or My Documents etc. When done, locate the file and run it. Wait until the process synchronizes all your desired Outlook folders.

You can manually sync your Outlook data using any of these little workarounds from Microsoft. The first one is to use an.ost (offline) folder, second is to copy a.pst (personal folder) file, and third is to copy only contacts, calendar, and task folders.

Use an.ost file to automatically synchronize the Outlook data. You must have already the.ost file created in order to use it. If you are using Microsoft Exchange Server, then the.ost file must have automatically been created in your user account. The file is usually located in Documents and Settings/usernameLocal SettingsApplication DataMicrosoftOutlook folder. You simply need to access the.ost file and then click on the Synchronize button to sync and update the Outlook data between two computers.

Copy the.pst file from one PC to another. This will allow that data to be in sync on both the computers. In case, the size of.pst file becomes larger, use Microsoft’s Windows Backup utility or another utility of your choice so that the data file can be written on multiple disks and saved from being corrupted.

Copy the contacts, calendar, and task folders etc. to another computer. To do so, you are first required to create a new.pst file, copy the Outlook contents, and then finally delete the contents of the original folders. Open Outlook, click on the File tab, select New, select Outlook Data File, and then Office Outlook Personal Folder File (pst) (in Outlook 2007), and then click on the OK button. Give a name to the file (any name of your choice) and then click on Open. Give a display name to the.pst file and then click on the OK button.

Now copy your Contact, Calendar, and Task Items to new folders. To do so, right click on the desired folder like Contact and then click on Copy Contact. When the Copy Folder window opens up, select the folder that you created in the previous step and then click on the OK button. Repeat this process for other folders like Calendar and Tasks folders.

Now delete the contents of original folders like Contacts, Calendar etc. To do so, highlight the original folder like Contact, click on the View tab, select Current View, and then click on Outlook Data Files. Click on the Edit tab and then click on Select All. Right click on the highlighted items and then hit the Delete button. Repeat the procedure for other folders like Calendar and Tasks folders.

Source by Kumar Gandharva Jha

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