Outlook (Non-exchange) sync

B

bwingat1

New member
So, I need to know how the sync works with Outlook.
The "problem" I need answered is the fact that once I received an email I cannot get it again.
So for example, if I would get an email via the smartphone (which will be a HTC Desire) and then sync, will it actually put the email on the computer also or is it a one way thing? If I have received mails on both will they sync them so both have all emails? Will it handle my folder system that I have in Outlook?
Also, which app do you recommend for syncing?
It is CRUCIAL that it works good, so please don't leave out paid for apps.
 
Is the email servers IMAP compatible and is outlook setup to use IMAP as opposed to POP. The last time I used outlook in a non exchange environment it couldn't really handle IMAP (which keeps your emails on the severs).

POP email accounts downloads your email messages to your computer and from your description that sounds like what is going on. Once its on your computer, your mobile device cannot access it
 
That's not entirely correct in terms of how IMAP works.

OK - POP3 works by accessing your server, checking for any emails that device hasn't seen before (by comparing it to what it has already downloaded), and downloads any new emails. If you delete an email on one device it does not delete it on any others. Sometimes emails are automatically deleted when they're downloaded, which can cause problems if another device checks for new emails as the new email will have already been deleted.

IMAP works by making the list of emails on the device an exact copy of the emails on the server. This means that if you delete an email on one device, it will be delete on other devices too. If you mark an email as read/unread on one, it will be marked as read/unread on the others, etc.

IMAP and POP3 do not support stuff like syncing of contacts, calendar, etc. These are both email protocols. If you want this kind of stuff you have to use Exchange or Google's stuff.

Exchange servers are capable of allowing IMAP access. Some also allow PO3. Some are configured to allow neither. It just depends on the server.

So - to answer your question... it sounds like you're either using POP3 (which may be deleting the email after it's downloaded it, hence preventing you getting it on any other device), or you're using IMAP and deleting it on one device (hence it's being deleted on all other's too).

With both IMAP and POP3 the emails will be downloaded to your device, but, with IMAP your emails can be deleted if they're deleted by any other device that accesses your email (webmail, PC, etc). If any other device uses POP3, it may be deleting your email before your device gets a chance to download it.

It sounds like what you want (assuming you don't want to use Exchange for some reason, why not?) is that you want to use IMAP. Any email you receive is received by your email server, NOT by your phone or PC (this is the same for POP3 too). Your phone will then connect to the email server, and update its emails and folders to be exactly the same as what is on the server, which will also be exactly the same as on your PC or any other device that accesses that account via IMAP or Exchange. IMAP or Exchange is an absolute must if you're going to be accessing your email from multiple devices, to ensure they all have the same emails on them.

Android comes with a standard email app that can handle IMAP. If I recall correctly the Desire has an improved one that comes with its SenseUI that supports better Exchange stuff. If you want a different app there are several free and paid ones, but I've never used them.
 
Thanks for explaining.
I had a pretty good understanding of IMAP/POP3, now it's even clearer.
What I probably have missunderstood is what/how exchange works and how much it costs (looked at Micrososft webpage and it was EXPENSIVE for a small ccompany like mine).
From whom do I buy it? My webhost (which also hosts my email) says they dont have Exchange.

Since it's seems to be the case that i have POP3 and the emails are deleted is there anyway for me to get all the mails over to the server again somehow?

My biggest problem is that although I have been using computers for over 10 years I have NEVER been in contact with exchange. Are there any good starting point with info on how to setup it up?

So how would I do it?

Thanks again
 
Firstly, I'd question how much you need Exchange. Basically it offers Email (which you can get anywhere), Calendar, and a corporate Address Book. As far as I know you have to set it up on your own server(s), and you need to worry about spam filters and corporate anti-virus software (more cost).

If you have your own domain name for your company, you might want to look into using Google's solution. There is a business one here: http://www.google.com/apps/intl/en/business/features.html

I personally use the free version: http://www.google.com/apps/intl/en/group/index.html

The free version supports up to 50 email addresses on your domain name, 7GB of storage each, GMail, Calendar, Documents, and Sites. All the magic is done by Google, so you don't have to set up servers or worry about firewalls or anything else. Email sent to [email protected] magically ends up in the right email boxes. You can access it via the web interface (which is far better and faster than Outlook is, despite being a web app), with that you also get Google's amazing and very powerful search interface to the emails allowing you to find stuff almost instantly. You can also set up "filters" which allow you to automatically react to just about any condition on any email and do just about anything with it. Alternatively you can access it by POP3 or IMAP. The choice is yours.

The first site I found comparing the two (Google to Exchange) is here: http://www.budboytech.com/bud-boy-tech-blog/2009/2/6/google-apps-vs-microsoft-hosted-exchange-comparison.html
 
Based on your first post, all you'd need is IMAP. Depending on your server, you might actually have IMAP already setup to run. A lot of folks have "IMAP/POP" where you can pop (take the emails off of) the IMAP server and act like it was the pop protocol.

I have setup many small companies with IMAP mail servers, and it works wonderful for them.

So, is your server able to do IMAP, or have you tried setting up your computer to do IMAP instead to see if it's already supported?

EDIT: Exchange is expensive and requires a lot of hardware.
 
Yes, they do have IMAP also and i CURSE myself for the fact that I let my dad use POP3 for all these years.
Cause he is moving from 1 comp to another and then back again.
The whole process with POP3 will be a PAIN IN THE *** since I have to backup all emails, move them to computer 2 and then do the whole thing again. With IMAP I could have just hit send/receive right?
I wish I could somehow transfer to IMAP and make it so that ALL the emails get on the server again, probably won't happen though

EDIT:
http://www.outlook-tips.net/howto/mail-on-server.htm
Would that work?
So IMAP works BOTH ways? Will it recognize my folder structure?
 
Yep, and it will download/sync everything up again

I'd say you should make the move because the longer you wait the more painful it'll be. Just copy all of your inbox to an archive folder, back it up, and work from there.
 
I did that kind of thing when I moved from POP3 to IMAP many years ago. I just added my IMAP account (actually the SAME email account on the same server) to Outlook Express using the server's IMAP address. Then I dragged all my emails in Outlook Express onto the new IMAP account folders that I'd just made. They copied across fine. After that I used IMAP from then on.

Yes - with IMAP you can upload emails as well as download them.
 
Yes - if you drag and drop your emails using Outlook from our POP3 account onto your IMAP account they will upload to the server.
 
Yep, just drag them over. Always backup first though, since it's better to be safe then sorry. I think both Thunderbird and Outlook allow the drag/drop copy to server (upload) feature.

EDIT: extorian is quick, geeze...
 
I have an exchange question. I'm running android 2.1 on the nexus one and I cant get my corporate exchange mail to work. I know I've put in the right server details, username and password, but it still doesnt connect. I work for HP and they probably have mental security so that might be the problem, and the IT department are no help, they just say sorry we can't help you with android. I know for a fact that half of my collegues us iphone and it works for them. Any ideas? Is Exchange different on the iphone? Anything we can expect from google that will make it work? Any ideas why it doesnt work, security?

Any help is much appreciated!
 
At home you're not using a VPN or anything, right?

Also, is there a proxy or anything necessary for your network? I'd ask the iPhone users what their connection settings are.
 
That means either:
The wrong address is being used. Check the address.The wrong port is being used. Check the port in the settings.The Exchange server is not accepting connections from your network. Can you connect from a PC using the same WiFi connection as your phone?You have SSL on, but your server does not support it. Turn SSL off.You have SSL off, but your server requires it. Turn SSL on.You normally connect to your work's network with VPN. Set up VPN on your phone.
If you can connect but not sync, then it may be the Exchange server that's not configured correctly. Details here: https://motorola-global-portal.custhelp.com/app/answers/detail/a_id/39440/p/30%2C6720%2C7155
 
Thanks for the suggestions, but I've tried it all. I dont have to use VPN on my home computer, so that can't be it. The funny thing is that I tried the trial version of the TouchDown app or whatever it's called, and then it did work. However, I shouldnt have to buy and use an extra app when it should work on the phone without the app. Any ideas why it works using the touchdown app, and not the one that comes with the phone? I wonder if it's any software that Android exchange left out that makes it not work?

Thanks in advance!
 
Only the "HTC Sense UI" based phones have native Exchange support.

If you don't have an HTC Sense UI phone (the N1, G1, Droid, etc don't have Sense UI), you'll have to buy an app like TouchDown until Google includes support for Exchange by default.
 
Thanks for your answer. Okay, I use Cyanogen's rom 2.1 on the N1. What is the difference between the exchange on sense and the Ni, G1, Droid version?

Can we expect google to fix this in future updates?

Thanks!
 
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