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How to Setup your BlackBerry to Sync with Outlook Posted in BlackBerry 101 on 04 May 2009 13:36 by Duvi | 
42 comments
School is in session once again ladies and gents! Today's lesson will be on "How to Setup your BlackBerry to Sync with Outlook." I see this question come up quite a few times and I also see that this could have saved a lot of people from having to start from scratch with their contacts, notes, calendars and tasks. I'm using a Bold on 5.0, but this shouldn't matter for all those with 4.2 or better. For the desktop manager, I'm using 4.6. The desktop manager may be slightly different depending on your version, but once you have 4.5 or better you shouldn't see too much variation. What you'll need to get started: Your BlackBerry device, BlackBerry Desktop Manager and a USB cable.
1 - Connect your BlackBerry to the Desktop Manager While the desktop manager is running, connect your BlackBerry to the PC using the USB. You should see an error message stating "No applications configured for synchronization" if you haven't already set anything to sync. 
2 - Set up which parts of Outlook to sync Okay clicking okay (and entering your password if one exists), click Synchronize. Now click synchronization under the configuration tab and then select Synchronization. 
If you a password exists on your device, you may be asked to input it once again. For this example, I will choose Contacts only, but you also have the option to the calendar, memo pad and tasks. Keep in mind you can choose to sync with Yahoo! as well. For Google, you would need to use Google Sync.  Check off the radio for Address Book and you will be asked to from the available desktop applications. Highlight Outlook and then select "Next" 
The next screen is where you can choose 'Two Way Sync' / 'One Way Sync from the BlackBerry to Outlook' / 'One Way Sync from Outlook to the BlackBerry.'Â I usually choose Two sync as it will merge data from both your device and Outlook (safest option). 
After you choose, hit Next. On this screen, you would select the Outlook profile you'd like to sync, majority of us only have Outlook, but some may have business contacts and personal contacts in which they don't mix. After choosing your profile, hit Next and then click Finish after getting to the Congratulations screen. You can choose to sync more items or click OK if you're done.
3- Synchronizing your data I usually unplug my berry at the main screen in Desktop Manager for five (5) seconds and then plug it back up. You will then be asked for your password if one exists. 
You will now see the synchronization screen bring up a new screen if there are any changes to be made with your Address book, Calendar, Memo pad or Tasks. You can choose to Accept or Decline the changes. 
After your synchronization is done, you can check both Outlook and BlackBerry for the changes. Once you see the additions/deletions, you have successfully set your BlackBerry up to Sync. Yay!
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How about finally releasing a solution for the mac that actually works??
Am I really the only one, stupid enough to fall for the pocketmac scam?
RIM should stop urinating up our backs and provide the same opportunities for mac users that they do for windows "users".
You know what happened to the Dodos? Well. thats whats going to happen to RIM if they dont realise that the win97 era is over.
PS.
Releasing the storm OS in the pre-alpha phase that it is in, is a mockery. Just like making a app store unavailable for allmost the entire world. Thanks a lot for nothing!
Install windows in a partition or vitual app if you have to. Otherwise you won't be able to do upgrades to the OS or do any of the cool outlook sync features available to PC users. Also I don't think I have ever had a successful sync with any of the BB sync programs. I always seem to loose my contacts or duplicate them or something. I'd say it's useless and knowing RIM, your probably never going to get any support for it. They're too busy catering to their larger market, BES with windows.
Sucks
Yeah, right. Buying and installing an entire overprized and completely useless operating system, that will hog half my harddrive and expose my hard work to hackers and viri, is not anything near a solution.
RIM provides a mac syncing software with their product, but it does not work!
I have never had any problems with my mac, but I have entered a world of pain with the storm.
If they could at least have the dignity to issue a warning saying that they under no circumstance, whatsoever would support anything but the lousiest OS on earth (you can quote me on that), I would be understanding.
I guess thats why the iphone sells and the storm does not....
You are dense.
I could sit and explain it to you. But just take my word for it.
you bought a Mac. Live with it. As a percentage, Mac users are a dust mote in the business world. RIM has higher priorities than Macs.
I am living well with my mac. The blackberry is the problem.
RIM dont have high priorities, they have bad support. Two things you should never get confused.
The storm is a 1:1 rip-off of the iphone. Too bad they got everything wrong.
Just face it mate: Windows was yesterday and RIM is going bye-bye. Even the business world is moving on.
It's really a shame that you're general attitude seems so hateful and trollish about this. Have you ever heard that you catch more flies with honey than you do with vinegar?
Perhaps if more MAC users go together and petitioned RIM with some good solid feedback (instead of OMFG it SUXXORZ!!1) you might be able to get some issues fixed.
Of course a few of the MAC users I know that also have blackberries have their sync stuff working just fine. Perhaps you should investigate a bit more before just dismissing it.
And as for RIM going bye bye, you may want to check a few stories above this one to read that the Curve 83xx surpassed the iPhone in Q1 sales. That gave RIM 3 phones in the top 5.
Thanks for the excellent breakdown on how to marry up my blackberry with outlook. I have the desktop manager software but the instructions that came with it are as clear as mud. Now my blackberry and my computer are happily joined at the hip.
is there a way to do this via "mircosoft Outlook web access"??!?!?
At home, no. At work then yes. But only because the BB syncs with outlook, which is connected to exchange, which updates the web access to outlook. And that would only happen if you had access to a machine that had Outlook with exchange setup anyways and at that point it becomes mute. Either hook up to the BES or pretend your a Mac user and curse your lack of support!
This is great, I use outlook to sync my BB all the time and I thought I take a second to share my unusual setup.
I have a Blackberry Storm and I work with a company that has a BES and uses Outlook 2000. I really wanted my info to sync with Outlook at work but I didn't want to be on the BES as I don't like the idea of my employer monitoring my usage because I also use it for development work.
I sync my bb via the desktop like this.
-Calendar - One way sync to device - so that I can keep my appointments separate from work.
-Todo's - Sync - because I don't use it outside of work and who cares if I have a todo that says "get dog food".
-Contacts - One way sync to device - so that I keep my personal contacts personal but I also have a lot of contact info I have to add to work people so this works out good. I use our switch board number in the smart dialing feature so that I only have the extensions in my contacts. When I call a co-worker it first dials the switchboard, waits 3 secs and then auto dials the extension. It also looks on my phone because who doesn't hate long dialing strings in their contact book. yuk.
-Notes - Sync - same reason as todo list
The other thing that I use is the Outlook redirector. At first I thought that this would only sync my emails when I was at my desk but I was WRONG! It does it over the air and it's just like having a BES email account. It uses an encription that it sends to RIM and pushes it to my phone. I can also have it turn off when I have my BB in the cradle at work so I don't get duplicate emails all day. And when I sync my email, it moves them around on the device and marks ones I've read as read. It also makes it's own email folder on my device and when I reply, uses my signature and sends from my company address. i.e. Redirector ROCKS if you don't want to be on the BES and it feels just like a normal email account you'd setup with POP or IMAP. It's what truely tied it all together for me. To get Outlook Redirector you might have to reinstall the desktop and choose it as your email option and then you have to leave your PC logged in at all times. I usual lock my screen so this wasn't even an issue for me. Also you need admin rights to your work PC so this might all be for naught.
Now I said I had Outlook 2000 at work and this is because my IT dept is afraid of change. To get Outlook 2000 to work with my newer Blackberry is a challenge but doable. Unfortunately RIM removed support for Outlook 2000 in all desktop versions past 4.2 SP2 so I have an older version of the desktop but it does everything I need so no big deal. To get it to work you have to first install the 4.7 device drivers (downloaded from RIM) which is not the same thing as the Desktop. It's the drivers SANS desktop. Then copy the RimUSB.sys from c:\windows\system32\drivers into a backup folder. Then install the 4.2 SP2 desktop and before rebooting, you need to copy the RimUSB.sys driver file back to the windows driver directory. Then reboot. And when you sync up it will detect your newer BB no problem. Phew see what I mean about challenging.
The only draw back is that if you want to update your BB os you'll have to reinstall the newer version of the desktop and redo the previous steps again. Or don't use your work computer to test BETA OS's... Yeah RIGHT!
I synchronize with ACT!, but my wife synchronizes with Outlook. We both use the CompanionLink software, because (as I understand it) the native sync you have described brings over all calendar entries. We just want out forward-looking calendar entries on the BB, otherwise the history takes up all the memory. CompanionLink does that very nicely.
I use Lotus Notes at work and Outlook at home. Is there a way to sync both calendars on my BB, but keep the calendar entries seperate on my PC?
(Curve 8320, running OS 4.5)
Setup two profiles, One for work and one for home. At work select the work profile to sync with and it won't bring over your home ones. At home I'd just leave it to sync to default which if you set to home, not an issue. Now the only way I know of to make profiles is to register a new email so if you can't register a work email , then try making a fake email address in your BB but do it manually. This will make the profile for you, but not sync any where.
I'm in the Marine Corps and use outlook almost religously. I use a blackberry storm and have my email redirected to a personal email account. But short of emailing contacts,meetings or to do's to my self or manually inputting them i dont have a way to sync the two. NMCI(the military computer people) will not let us install any new programs so there is no way i can use DM on my work computer. Is there any other way to sync the two without physically connecting them??
I'm not sure if you can get a remote version of DM on a usb stick (or even on your blackberry) which you can then just load up on your work computer without installing it.
The DoD killed USB access a few months ago.So even if you could install the software to your PC you wouldn't be able to connect to the phone.
Do you have access to another computer (i.e., personal) with Outlook and BlackBerry Desktop Manager installed?
Our computers at work are locked down too. One work-around is to create a "personal folder" file in Outlook on your work computer. Copy all of your Calendar, Contacts, Notes, and Tasks into that personal folder. Then, copy the personal folder file to your personal computer (via memory stick, web server, infrared, Ad Hoc wireless network, e-mail, etc.). Open the personal folder file in Outlook on your personal computer and copy the Calendar, Contacts, Notes, and Tasks. Now run BlackBerry desktop manager to synchronize.
I've left out many details, but some experimenting should get you there.
You could even get creative and make scripts to automate the process. "AutoHotKey" is a great free scripting utility.
Now, if you don't have access to another computer, you could try to "export" your Calendar, Contacts, Notes, and Tasks to a file from Outlook and then e-mail that file to your BlackBerry. This may or may not be faster than e-mailing each item to yourself. If you are lucky, the BlackBerry might accept all the entries at once in vCard, iCalendar, or vCalendar formats (I don't know.). Otherwise, you'll need to copy and paste the data from a text file.
And even though copying and pasting is a pain, it's more than those people with an iPhone can do!
Bob G.
PS: Thanks for your service to our country.
For about 15 yrs I have been using Palm Desktop for contacts and calander and now I have a blackberry pearl and can sync the C & C to the Blackberry. Any help out there?
What kind of help are you looking for?
As a Mac User I struggled for quite some time with a reliable sync to my Blackberry. The Missing Sync and PocketMac failed badly leaving my contacts and calendars completely screwed up.
I then heard about the new "The Missing Sync" version and after some hesitation I finally downloaded it and wow .... not one single problem anymore. It can even sync via Bluetooth. Adressbook incl. pics and Tasks, Calendars, even iTunes Playlists. Good thing they have the 14 days Trial as I wouldn't have been willing to buy before try.
So I suggest for all the struggled people to give it a try. Don't worry you can backup your data first. For me it worked like a charme while their older versions really sucks. Now whenever I get close to my Mac I have an automatic sync :)
Hope that helps.
I have been getting an error message every time I try to sync my outlook since installed Facebook 1.5. I had changed my default calendar back to outlook and still had problems for DAYS! This post helped me so so much!
It says it has synced to blackberry and to outlook. It shows the changes being made, but when I check outlook and the bb nothing has changed?. I unplugged it tried it several times and nothing???
There is a much easier way to do all this and its OTA as well. You will need a Gmail account that is set up on your BB, next you need to download Google's Outlook sync to sync up your outlook mail with your Gmail account. Next you will need to download Google sync for your BB. Once this is all done and set up, you can put appointments on your phone, Outlook or your Gmail account and they will all sync up OTA.
Ok I synchronized with Outlook: Calender, and Addressbook the first time I got my Storm.
I wanted to move over my data from my personal folder (#1).
Since then I setup a Blackberry (vzw.Blackberry.com) with a different userID (#2).
SO now I dont want to sync and not effect #1 with data from #2.
How do I sync #2 ONLY my calender, address contents, emails, into Outlook without changing the #1?
Thanks
JW
My Outlook calendar is all in my BB. thanks so much
I wanted to back up my work address book to Outlook but I'm getting this error message:
"Synchronization is currently unavailable because the application is configured for wireless synchronization. Desktop synchronization for the above application will be disabled."
We use Lotus Notes at the office...
Thanks!
so can we do the same thing with gmail or is there a change we must make to get it to sync.....
The Outlook sync capability is not that hot anyway. Connection via bluetooth is very dodgy.....need to click connect 3,5,6 or more times just to make the connection. Then the sync is prone to stopping halfway though.
Not all items are synced properly (yes, I have it configured properly).
It's an all-or-nothing sync. You cannot choose which items to sync and which to ignore. That to me is a basic necessity.
The BB desktop manager and the sync application are the most buggy and un-user friendly apps I work with on a regular basis.
I loved my BB at the start. 1.4 years down the line, I cannot wait for the contract to end so that I can upgrade to an iPhone and be done with all the bugs in the RIM apps.
I have had my BB Curve from Verizon and the Device Manager has never seen Outlook. The choice is simply not there. What do I have to do for the Device Manager to see Outlook?
A work around that works very well for me is to create a Google account, have my Outlook synch with the Google calendar, and have my BB Curve 8330 to synch with the Google calendar. I have this set up to synch automatically every 2 hours and it works seamlessly.
I just updated to the new OS on 6/5/2009 to 4.7.0.148. Since I did, the Calendar on the BB doesn't sync up to Outlook 2003 on my desktop running Vista32
It's odd that I lost all the appts in Outlook, but they are still in the BB. I have a few calendars, that I really don't want, and I think what has happened is that the NEW OS set some things up again as it finalized the install and I think I screwed something up as it syncs to 1 calendar, but not the one the BB defaults to.
HELP!
I've got the same problem, previous calendar items are still on BB but won't sync with Outlook 2003 on new Win7 machine. It only syncs calendar items I have entered since I first synced with new computer. Did you ever find a solution?
I have my blackberry synchronized, but items inputted into my blackberry calendar will not synchronize into my outlook calendar.I want to synchronize with Windows Calendar and Windows Contacts which are in Windows Vista, but I don’t get that choice when I am configuring my synchronization.how I can do that?
I've tried to 2-way sync with yahoo is in my system, but I'm using gmail. I'm so confused, I don't know which email i'm on anymore. I transferred my email from my original email - which i've had for 15 years to go to gmail. i don't know how to get the gmail into the blackberry desktop thing - should i just go to the carrier to fix this for me?
I am trying to sync my 9530 w/outlook using BDM 5.0. I have multiple .pst files on my computer. Outlook.pst (my wifes) Outlook2.pst (mine). When setting up sycnronization for my phone the only .pst file that is allowed to be selected is outlook.pst. I need the outlook2.pst for my phone. How can I sync with the outlook.pst file?
Thank you for the assistance.
It will let m sync my address book but not my calendar. I went through the set up and it will let me set it up but whn i go to sync only the address book syncs. I see the address book changes on my phone but nothing with the calendar changes. if i go on phone i can only view yahoo and facebook calendars says nothing about outlook. what gives did i miss something? HELP PLEASE!
which programs under synchronize/ configuration in Desktop Manager you want to use?
pm or email for help.
Thanks for the Blackberry 101 directions.
I have only had my new Curve 8900 for three months.Love every thing about it.
Until now I had not backed up my data, scary, after having been through quite a few phones in my time and always started from scratch.
After many hours of fumbling around I finally stumbled on to the crackberry site. 15 minutes later I am in sync with outlook. Couldn't be better.
Great job!
when i go into the synchronization it comes up unknown error reported
OK, so I get to step two of this article and I check off what I want to sync: address book, calendar etc., but there is no "next" button. The only buttons I can select are "OK" (which does nothing) "Cancel" and "Help" (which doesn't help). Any suggestions?
Great article, followed all of the instructions, however. My Bold went dead during a recent update download, I restored using a saved file. Not everything came back. No Downloads, games, and most importantly, no memos or tasks, even though I have synched a million times with my desktop Outlook. What am I doing wrong? Neither memos or tasks are in the 'applications' section where they were previously. please help me, thanks
I just got my first BB and having a blast trying to figure everything out. I was stuck on how to sync my contacts and calendar info and was everywhere out on the net to try and get some answers. Crackberry.com was very clear and now everything is synched! Crackberry.com is now on my Favorites and will come to again and again! Thanks!