Full Outlook client sync with smart phones

GeeMoon
GeeMoon used Ask the Experts™
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I would like to set up the ability to have all Outlook (POP3 Account) activity sync to my iphone. If I send an email from the smart phone I would like it to show up in the sent folder on my desktop Outlook email account. I would like the same behavior to occur with deleting emails, editing Calendar and contact info.  Is this possible? Am I asking for too much?

I have research different options, including: cloud vs. internal storage, IMAP, 3rd party syncing software, etc.  Before I starting spending a ton of time testing, is there a solution that encompasses all the functionality I mentioned above?
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AmitIT Architect
Distinguished Expert 2017

Commented:
Are you running Exchange server?
GeeMoonIT Consultant

Author

Commented:
NO
AmitIT Architect
Distinguished Expert 2017

Commented:
Ok then what server technology you are using for mail.
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FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
If your email provider supports IMAP that will be the way to have your changes sync in every device,  Using POP3 pulling down mail will not sync your changes using mail clients on different devices.
GeeMoonIT Consultant

Author

Commented:
I'm not hosting an email server.

I have purchased an email package from a 3rd party registrar. I currently have Outlook configured through POP3 to their email server. I also have the phone configured the same way, unfortunately they both act as if their separated entities - not synced.

I attempted to configure the account via IMAP for the iphone and a Outlook email client. As of yet, no success with syncing.  I'm still trying to trouble shoot the issues. What I did learn, it's not possible to sync the calendar through IMAP. So all I would gain from this is email sync.

During the configuration of IMAP, I was pointed to download the Outlook app for iphone. I installed it and discovered it would communicate with the 3rd party email server, but for some reason nothing appeared in the Outlook inbox. It's possible a POP3 access is interfering, yet I have that email client shut down.

It would be nice if I could just get this IMAP email sync functioning - just to start as a cheap solution.
I'm also looking into Office 365 for business.
AmitIT Architect
Distinguished Expert 2017

Commented:
Office 365 is better solution. Pop3 is outdated.
FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
As Amit stated O365 would be the way to go.  Did your 3rd party give you the settings for your IMAP servers, port numbers etc?   Find out from the 3rd party all the settings you need to connect via IMAP
GeeMoonIT Consultant

Author

Commented:
I have the correct settings for the IMAP. I can perform a test via the accounts area on connectivity, yet nothing appears in the inbox of the outlook client. I have sent from different accounts and still nothing in the inbox of the outlook client. Yes, it does appear on the iphone - the test emails.
FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
In your outlook client get into the advanced settings and go to Send/Receive and lower the pull to less than 5 minutes as opposed to whatever the default is.
DISABLE / TURN OFF the send/receive feature for the POP3 account on all devices PC and  - you cannot use the same account as POP3 and IMAP without having some issues.  You CANNOT mix one device with POP3 and another with IMAP without having some problems/issues.

POP3 does not support syncing SENT  or TRASH folders so you cannot achieve what you want with POP3 mail setup on computer and phone.  
If you HAVE to use POP3 then the only solution is to automatically CC/BCC yourself when sending all emails so that you get a copy of every email you send and that can be filed in the SENT folder using a script/rule.  You can achieve a degree of SYNC features with the INBOX only on POP3 accounts by setting the mail clients to leave downloaded email on the mail server but it does not handle TRASH and SENT syncing in any way.

The simplest solution is to setup ALL devices to use IMAP .. this will keep all mailbox folders in SYNC.  If you read an email on the PC it is marked on the iPhone, if you send on the iPhone it appears in the SENT folder on the PC .. if you delete on either it is removed on both - which is what you want.  This IMAP system is supported by almost all commercial email services worldwide.

Syncing Contacts and Calendars uses a completely different protocol than the mail POP3/IMAP so this has nothing to do with what protocol you use.  Most online calendar/contacts service whether Gmail or Office365 or others use a protocol which automatically syncs between all devices so you should not need to worry about that part of your requirements.
GeeMoonIT Consultant

Author

Commented:
I have been testing this IMAP functionality out.

Here is the layout:

I have Outlook 2016 running on a Windows 10 Pro laptop.
I have an iphone 6s PLus.
I have deactivated the POP account on the iphone
I have setup two IMAP accounts on the Laptop / iphone
During the setup of the Outlook 2016 IMAP accounts - I was directed to download the Outlook iphone app, in which I did

So I have 3 entities in the mix:

Desktop Outlook 2016
Iphone with 2 IMAP accounts
Iphone with the Outlook app configured to access the two IMAP accounts

I got one account to do all I want it to do - sync email activity (Read, Sent, Trash, etc.)

The 2nd account, the one that mimics the desired scenario which prompted my question, has failed twice. There is no INBOX activity on the desktop Outlook 2016, yet the Outlook app/IMAP setup on  the iphone work fine. I can send emails out on Outlook 2016 desktop, nothing comes in - no error messages. Yet the activity on the iphone is fine .

Also, rude awakening, if you have a ton of custom folders under your inbox (Like I do), your in for a long setup IMAP on your desktop Outlook and sync thereafter.

So the difference between the 2 tested accounts is one has no folders under the 'INBox', the other one does.
FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
There is something missed in the IMAP config in outlook....for that you aren't recieving the emails.  In outlook>Internet Email settings>Advanced..does your incoming server require a specific port ex:993?  with an encryption connection SSL.

Please verify your settings
GeeMoonIT Consultant

Author

Commented:
To sync the Desktop 2016 Calendar/Contact list is whole different animal.

I have purchased my business email account through a registrar, which is associated to my business domain. I have a subscription to Office 365. I have an account with Microsoft Live, which appears to give me access to Outlook.com.

Again, my objective is to make a change to my calendar, or contact list, and have it reflected (sync) on all devices - including Outlook desktop 2016. Yet, every move I make I hit a brick wall.

The calendar, I wish to sync, currently resides in Outlook 2016 desktop. Do I configure the desktop Outlook 2016 with an account to Outlook.com, or Office 365? I have tried an failed several times. I have tried to create an alias within my Outlook.com (Microsoft live) to uses as a log in during the Outlook account setup - no success. Is it possible to do the above with a 3rd party email account?
FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
1. The email account you are using is an outlook.com account or hotmail account?
2. No matter what email account it is, if it supports IMAP with the correct settings in Outlook 2016 you should be fine making changes anywhere they will reflect in all accounts if you  using IMAP across all clients.
FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
Your business account is registered to o365, ok good.  Once outlook 2016 is installed and it asks for your email account put in that email account that is registered with o365.  It knows the settings and will do the config on the desktop for outlook
FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
I don't see why you are having this issue.  If your email account is on o365.  You can use Outlook for android or IOS on the phones and outlook on the clients, logging in with the registered email address on o365 you should be all good.
GeeMoonIT Consultant

Author

Commented:
I have tried a multitude of port #'s and encryption settings. Nothing seems to make the difference.

It turns out the 'Root Folder Path' under the advance tab needed to be manually set to 'InBox' with in the Outlook 2016 desktop client. Once I type in 'Inbox', it re synced and the INBox populated.
FOXActive Directory/Exchange Engineer
Top Expert 2015

Commented:
NICE!!!
GeeMoonIT Consultant

Author

Commented:
Hi Fox

The confusion is I have several email login accounts associated with Microsoft (Microsoft live, Office 365 account login, Outlook.com and hotmail), and a separate business email account through a 3rd party vendor that I wish to sync across all devices. Plus, those MS accounts are all in some way associated to my 3rd party email account. My assumption is I need to create an account within my desktop Outlook to point to Office 365 to get this whole thing to sync. Every time I tried I receive login problems and wrong account associations.  I am with you 'Fox', It can't be this hard, yet I am spinning my wheels.
IT Consultant
Commented:
Here is the answer:

I can, and can not do what I was attempting to do.

Clarification:

1st item:

If I was just concerned with email activity, IMAP will work. It' is messy when you have massive custom folders storing old emails/attachments, but it works. The problem I was suffering - not being able to receive emails to my Outlook 'IN Box' , was due to an empty 'Root Folder Path'  in the advance tab. It should have the entry 'Inbox'. Once I manually typed in 'Inbox', all my emails flooded in.

2nd, and last item:

If  I want to have the above email functionality, along with Calendar/Contact syncing,  I need to upgrade my business Office 365 package . At the moment, I only have the ability to download and install the latest Office product. I do not have an email account hosted through Microsoft. As I stated before, my business email account is through a separate 3rd party registrar. So I need to add Exchange to my account. By doing that, I also need to cancel my email subscription with the 3rd party registrar and have it hosted by Microsoft through their Office 365 Business Premium - again which includes an Exchange account.

Final note:

It's very easy to get lost in the login process. There are personal Microsoft accounts, and then there are business Microsoft accounts.
I was attempting access  to Microsoft Live, Outlook.com, Office 365 using several different user/passwords.

The correct location was: Office.com using my 3rd party email (used when I purchased Office 365 Business) and password.
GeeMoonIT Consultant

Author

Commented:
Correction:

I made  the following statement:

The correct location was: Office.com using my 3rd party email (used when I purchased Office 365 Business) and password.

I DID NOT LOGIN WITH MY 3RD PARTY EMAIL ACCOUNT. IT WAS A MICROSOFT EMAIL ACCOUNT THAT i SET UP DURING THE PURCHASE OF OFFICE 365 BUSINESS
AmitIT Architect
Distinguished Expert 2017

Commented:
Author found the solution.

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