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.