Synchronize those Exchange accounts!

Milan Tibensky Products and Solutions 10 Comments

In today´s business environment, many professionals must use several email accounts. With such a diversity of services to choose from, including calendars, contacts, notes or tasks, it can be hard to navigate more than one account. That’s why we’ve looked into some ways to integrate accounts within the most business-popular service, Microsoft Exchange Server.

4 ways of Exchange server synchronization

Imagine this situation: you’re working for company A but also for company B, both have their own Exchange servers leaving your email folders, contacts, calendars and notes separated into 2 accounts. This is the case of many consultants, external employees and even university professors.

This question we get a lot: “Is there any way of simply synchronizing two Exchange accounts or only Exchange calendars?” If you think about it, you only have to synchronize, somehow, two separate accounts from the same provider. Piece of cake, right? Well, not really, as you may already know. So we decided to solve this issue ourselves. I will show you how. But first, let’s look at one option that allows you to synchronize your Exchange accounts mainly used in combination with Outlook.

1. One-way migration

This is ideal if you no longer want to use one of your Exchange accounts (or only rarely). You can simply set your A account to forward all emails to your B account, including meeting requests, so you can have your calendar updated as well.

You can use this as a one-way sync of the inbox folder, but this option doesn’t allow for syncing any other folders, like sent items or drafts. This is a good solution for one-way syncing of future properties from old accounts, but really nothing more.

2. Outlook synchronization

From the 2010 version, Microsoft has added a function of signing in for up to 10 Exchange accounts simultaneously within one Outlook. That means you will have access to all your emails, calendars, notes, etc., without the need for continuously signing in and out among several accounts, as in previous versions.

Still, unless you use 2 accounts on a single domain, your properties will remain separated. That means you need to click through your accounts to see their properties – appointments, contacts, tasks, etc., which is not very convenient. That presents a lot of trouble not only for you, but also for external viewers who want to check your availability on a calendar. You might have free time in one calendar, but a task in another, making it very hard to assign tasks or find time for a meeting.

3. Synchronizing properties on mobile devices via Exchange ActiveSync

Exchange ActiveSync (EAS) is a protocol used to sync emails, contacts, calendars and tasks, on mobile devices. This is quite useful to keep you aware of some of your Exchange properties changes within your mobile device.

However, all of these are only synced on your device, not the Exchange server itself, meaning this synchronization only works on your mobile with the EAS set up. What´s more, EAS only works within mobile devices and cannot be used in Exchange Online or desktop versions of Outlook, Thunderbird or Mail OS X.

4. Synchronizing contacts, calendars, emails etc. via multiple domains and Exchange servers

For some people, these options can mean a solution, but for those who want to operate within their exchange servers comfortably and save time, we’ve created a powerful tool – CB Exchange Server Sync.

CB Exchange Server Sync enables you to automatically synchronize your emails, folders, contacts, calendars, tasks and notes. All of that within multiple Exchange accounts, domains or servers, and also in different Exchange server versions. You can visualize all your data in a client of your choice, for instance Outlook, Outlook for mobile, Exchange Online, Mail OS X. It doesn´t matter since the data are automatically synchronized on the server, not in the client´s device.

Where else is this synchronization needed except for the cases above? For example, during internal link mergers and acquisitions when the different entities most surely have separate Exchange servers, probably even different versions.

Simply choose 2 or more accounts you want to synchronize and that is it. The rest is done for you.

So there you go. If you´re not satisfied with the possibilities of Microsoft´s default options, you can always let the synchronization be done by an external application that will do the work for you.

CB Exchange Server Sync provides fully customizable, automated, safe, synchronization of data from your multiple accounts, no matter where they are hosted and on whatever device you use. This versatile and flexible solution provides you with permanent awareness of all your information and commitments, allowing you to focus on productivity knowing all your information is always up to date.

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Comments 10

  1. Good evening, Question… I am a 50/50 business partner, we have obe business email but obviously two email addresses my name and my business partners name, but the same company name example.. dino@howles.co.uk. & calum@howles.co.uk… We both need to access our sent/ received business emails so we would like a synchronised email system… Is this possible please?. Dino

  2. Hi Dino, yes, it is possible, if you have an Exchange Server 2010 or later or O365 accounts. Simply try and use our SaaS offering, you can find access to our webpage under Shop and products.

  3. Is the interface used by your product ActiveSync? I don’t really care about anything other than the calendar – I use 3, sometimes 4 different exchange accounts on different servers/domains. Outlook Desktop and Mobile do good enough job for mail – everything pretty much stays where it is – the only real issue is calendaring. Ideally I would like each calendar to have meetings etc be specific to the respective business, but show periods as busy that have a meeting in any of the other calendars. That would be ideal from a privacy perspective, though I could live with every meeting/appointment copied across all calendars – assuming that if I removed the original meeting, the system would also remove the other instances (without that triggering a notification to the respective organizer) – does that work? And if so, how would you configure the sync relationships across 4 accounts?

  4. Hi Mr. Musgrove,

    Thanks for your comment.

    Our product “CB Exchange Server Sync” is different than Microsoft’s “ActiveSync”:

    While ActiveSync is responsible to synchronize ONE account over different devices, our CB Exchange Server Sync can synchronize between DIFFERENT accounts, which seems to be what you are looking for.

    And it works like this:

    You can define “Sync Pairs” of Exchange accounts that will be kept synchronized at any time.
    So, if you have for example 4 accounts you define 3 sync pairs A< ->B and B< ->C and C< ->D.

    You can set them up easily on our online SaaS platform and you do not need any local installation.

    You can explicitly choose which items to synchronize: mails, calendar items, tasks, contacts

    When calendar items are synchronized and therefore created or deleted in all other calendars, it does NOT notify the meeting organizer multiple times of acceptance, or deletion.

    Hope that helps… How about going for a free 30-day trial? https://shop.connecting-software.com/product/free-trial-cb-exchange-server-sync/

  5. Hello,

    Here is my scenario.

    Exchange Server A (Domain A) All email accounts here. MX Records for @domain come here

    Exchange Server B (Domain B) on a different site completely seperate network, domain dns etc.
    AD user accounts created on Domain B we need Exchange B to sync email with Exchange A 2 way sync including all folders.

  6. I am trying to integrate two calendars: my primary calendar (that I use for everything) under my Office 365 subscription, and a university account under enterprise Exchange. Can I assume that everything on each respective calendar would be duplicated on each side? And that meeting requests accepted by one calendar would also be duplicated? If I give delegate access to a university administrative assistant to that calendar I assume that person would see everything? I want to continue to be able to manage things from both sides.

  7. Hi Mr Bernstein,

    Thank you for your comment. Addressing your questions:
    Your primary calendar would be replicated to your university account calendar, and your university account calendar would be replicated to your primary account.
    Thus, your appointments on both calendars would look the same. For example, if you accept a meeting in your primary account, it will be replicated in your university account and vice versa.

    Also, you’re correct: if you give delegate access to another person, they will see everything. And, you can manage everything from both sides.

    I hope that answers your questions. Why not go ahead and try it out? Feel free to let us know how it goes.

  8. Hi @Hidden to Protect,
    The scenario you described is covered by our solution.
    I suggest trying the SaaS free trial and letting us know if you need anything else. Happy synchronizing!

  9. Hi. Similar to the other folks on this thread, I have 4 different accounts that stems across different domains. I need a tool to sync/merge all of the calendars in one centralized location. In other words if someone sends me a calendar invite from account 1, it will be indicated on the ‘central’ calendar and similar to other other accounts sending invites. Basically everything showing up on a ‘centralized’ calendar. Is this possible? For example, 1 is from @cox.bet, 2 is from @microsoft.com, etc. Thanks for answering

  10. Hi and thanks for your comment. Apologies for the late reply. To answer this question for everyone:
    In the case you have 4 mailboxes: @a.com, @b.com, @c.com and @central.com.
    You would need 3 synchronization pairs with one directional sync:
    @a.com -> @central.com
    @b.com -> @central.com
    @c.com -> @central.com
    So, everything from @a.com will be replicated into @central.com, etc.

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