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How to Sync Outlook Task List with iPhone

How to Sync Outlook Task List with iPhone

How to Sync Outlook Task List with iPhone

UPDATE: 9/12/20: I have removed old content on this post that no longer worked and replaced it with options that work as of today. I will do my best to keep this post updated as technology changes. Thanks for visiting!

Note that this post refers to syncing Outlook for WINDOWS (all versions, as far as I can tell) with your iPhone. Microsoft offers (rather complicated) directions for syncing Outlook for Mac with iPhone. I can not speak to how well it works. These difficulties are a sample of the reason that I recommend AGAINST Outlook for Mac as a productivity solution. For other suggestions of productivity tools for Mac users, see this post and this post.

A question I get asked often by clients and others is how to sync the Task List in Microsoft Outlook with an iPhone.

The reason I frequently get this question is that I help busy professionals regain control over the flood of details that too often swamp their lives and work. I teach them my proprietary Empowered Productivity™ System —a collection of habits and behaviors (or “methodology”) that allows them to accomplish more in less time, with less stress.

Combine the Right Methodology with the Right Tools

This Empowered Productivity methodology is what I call a “workflow management system,” but you could also think of it as a “life-flow” management system, because it’s not applicable just to work, but to your personal life as well.

Once you understand the methodology, it’s most efficient if you can apply it to the technology tools you use every day for your productivity suite of apps, which should include at least email, calendar, tasks, notes, and contacts. For most of my clients, this is often Microsoft Outlook for Windows, and an Apple iPhone (although I offer training to teams using all kinds of different tools. It just seems that Outlook for Windows and iPhone are the most common).

As managing all the details of our life and work gets increasingly complicated, knowledge workers often find themselves turning to newer and better technology for help.

But, as I show in my training programs, the tools aren’t as important as the methodology. Once you have a methodology—a systematic process for managing everything—you can apply that methodology to most any tools. To understand this, consider that just like fancy clubs don’t make you a great golfer, fancy software doesn’t make you more productive . But once you become a great golfer, you’ll golf well with most any decent clubs.

Outlook: A Powerful Personal Information Manager

Microsoft Outlook for Windows is a comprehensive productivity tool in use by the majority of businesses I work with , although most users only take advantage of a small fraction of its capabilities. I used it myself to run my life for almost a decade. If you use it at work, it’s a great option for productivity that can easily handle the complexity of your life.

The technology has changed since I wrote the first version of this post, more than a decade ago (!), and I’ve updated it many times since then. Some of the comments below may be directed at prior content that has since been removed.

The Easiest Way to Sync Outlook Tasks on iPhone

If you’re running Microsoft Outlook for Windows on an Exchange server, or have an Office 365 subscription, you are probably already syncing your email, contacts, and calendar from Outlook to your iPhone. It’s easy to add Task syncing also. Once you enable it, your Outlook tasks will automatically sync to the Reminders app on your iPhone. Enable Outlook Task syncing by first setting up a free Outlook.com account if you don’t already have one. Then tap Settings on your iPhone, then tap “Passwords and Accounts.” Under “Accounts,” tap your Microsoft Outlook account and make sure the slider beside “Reminders” is green.

This will sync tasks from the Reminders app on the iPhone to Outlook, and from Outlook tasks to Reminders on the iPhone. This is a convenient option because it allows you to use Siri to create tasks, such as by saying, “Hey Siri, remind me to run payroll on Thursday at 10am.” You’ll then see the task listed in both your Outlook Task List and in Reminders on your iPhone, and the alert will appear (on Thursday at 10am) on both your computer running Outlook, and also as a push notification on your iPhone.

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One note: in order for this to work, you need to change the “default list” in the Apple Reminders App. Do this by tapping Settings again on your iPhone. Scroll down to “Reminders.” Tap on “Default List,” and choose your preferred list under “Outlook.”

From an efficiency perspective, I do have a complaint about Apple’s Reminders app, however. Its biggest shortcoming is that one field does double-duty as the date a task is due and the date that you can receive a reminder (a push notification) about the task. This is awful! The date a task is due is definitely not the same as the date you want to be reminded of something, so these need to be two separate features.

An Alternative: Microsoft To Do

If that single “reminder date” field is a problem for you, or if there is another reason you’re not a fan of Apple’s Reminders app, a second to easily sync your Outlook tasks with your iPhone is to download Microsoft’s To Do app on your iPhone. Then in your iPhone Settings, you’ll still need to change your “Default List” in Reminders to a list in Outlook (see paragraph above). This will sync your Outlook Tasks in both Apple’s Reminder’s App and Microsoft’s To Do app on your iPhone.

Avoid The Problem of Syncing Outlook Tasks with iPhone Altogether

A third option allows you to avoid the problems of syncing Outlook Tasks to iPhone altogether, by choosing a different task list app to manage your tasks instead of Microsoft Outlook. Personally, I use and recommend Todoist .

Todoist is a third-party app that has a desktop version, a version for all smartphone platforms, and a version for all tablet platforms. Your tasks sync via Todoist’s cloud server, so when you enter a task on your desktop app, it syncs immediately to all of your devices. I find Todoist very intuitive and user-friendly.

But to reinforce my recommendation above, the app you choose to store your tasks matters less than the methodology you use to manage them. Begin implementing the Empowered Productivity System by downloading a free chapter of my book that details the process, Personal Productivity Secrets: Do what you never thought possible with your time and attention, and regain control of your life!

How to Increase Productivity By Using Tools the Right Way

Interested in learning more about how to use gadgets and tools productively? Want to regain at least an hour in your day, every day? Here are some of my other blog posts that can help you get back in the driver’s seat of your technology—and your life!

Check out my books to find more strategies like the ones in this post:

  • “Personal Productivity Secrets“
  • “Work Without Walls” (recommended for workplace leaders)
  • “Attention Management“

Did You Sync Your Outlook Task List to Your iPhone? Share Your Results!

Please note that this technology regularly changes, and I will do my best to update this article again when necessary. If you try any of these options (or find a different solution) I would love to hear about your results! You can leave a comment below, or email me directly via my contact page .

Remember, the software and apps don’t matter as much as the way you use them—the methodology! To learn more about the Empowered Productivity System, check out my training for individuals, teams, and organizations, and also my productivity books !

Sync Outlook with iPhone software that always works

Before we decided to support iOS devices, we did research to see how synchronization with iPhone and other iOS devices worked. We discovered that most forum discussions ended without a solution. Either users had to find another less convenient option to manage their personal information or they accepted it’d only work some of the time.

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These options aren’t acceptable for professionals and Outlook power users who need something they can depend on and always have their data in sync. Akruto is reliable, accurate, seamless and secure. Many customers say the same thing: “It just works!”

When Apple released iOS 9, users couldn’t figure out how to sync Outlook Notes with iPhone because iTunes stopped doing this. A discussion on Apple’s forums about this has a screen shot showing that this feature is gone for good. Akruto works with iOS 9 ensuring all your Outlook Notes transfer between computer and iPhone.

When you sync Outlook with iPhone using AkrutoSync, you’ll get the following benefits:

  • Access all of your data because nothing is cut off, including long notes.
  • Do nothing else after you install it. Your data syncs automatically. No USB cable needed.
  • Sync without iTunes, which often slows computer performance and sync isn’t automatic.
  • Enjoy your privacy. Synced data is not shared with the cloud or Akruto.
  • Keep using your Calendar, Contacts, Reminders and Notes apps as usual.

What about dark mode.

We asked Michael Palermiti, Product Lead for Outlook on iOS about dark mode and as you guessed it, it is one of the top-requested features from users.

The good news is dark mode is on the way. The first stage will be the redesign revealed in this article, and that will be the template for adding dark mode soon after. The team is building the design with a dark mode in mind, so the UI elements should all work with the easier-on-your-eyes theme.

No ETA on dark mode but look for movement on it soon after the redesign for iOS lands sometime in 2018.

Метод 3: синхронизируйте свой iPhone с Outlook через панель управления iCloud

Вы можете легко синхронизировать iPhone 6 с iTunes. К счастью, вы также можете установить панель управления iCloud, чтобы вы могли удобно делать это с iCloud. Вот операционные шаги:

Синхронизация контактов iPhone с Outlook через iCloud

Шаг 1: Откройте панель управления iCloud на своем компьютере после установки.

Шаг 2: В панели управления iCloud зарегистрируйте свою учетную запись iCloud, указав свой Apple ID и пароль. Отметьте «Контакты, календари и задачи в Outlook», а затем нажмите кнопку «Применить».

Шаг 3: На вашем iPhone зайдите в «Настройки» и нажмите «iCloud». Зарегистрируйтесь с помощью Apple ID и включите «Контакты, календари». После этого iCloud автоматически синхронизирует ваш iPhone 6 с вашим Outlook.

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Top 3 Ways to Transfer Calendar from iPad to Outlook

Way 1: How to Transfer Calendar from iPad to Outlook

You can upload iPad calendar to Outlook to make it accessible from anywhere and anytime

Step 1: Go to Settings on your iPad.

Step 2: Tap on on Mail, Contacts, Calendars.

copy google calendar

Step 3: Tap on Add Account and then tap on Outlook.com. Step 4: Enter your Outlook credentials and tap on Next.

Step 5: List of to be enabled services will be displayed, select Calendar and click on Save.

Way 2: How to Add iPad Calendar to Outlook Using iTunes

iTunes provide the facility to export calendar from iPad to Outlook allowing you an easy access on any device. This requires simple steps as follows:

  • Step 1: Open iTunes on your Mac / PC and sign in.
  • Step 2: Connect your iPad using the USB cable.
  • Step 3: Your iPad will appear in the Library list on left side of screen and click on it.
  • Step 4: Click on the “Info” and select Sync Calendar by checking the check box.
  • Step 5: From drop down menu select “Outlook”.
  • Step 6: You can choose all calendars or a few as per your choice.

sync ipad calendar with itunes

Now the calendar is shared to Outlook and can be synchronized any of the device you want to use, through Outlook.

Way 3: How to Sync iPad Calendar with Outlook Wirelessly Using iCloud

Using iCloud is another way out add iPad calendar to Outlook. Underneath are the simple steps to use iCloud for calendar synchronization through Outlook: Step 1: Download and install iCloud on your PC or MAC.

Step 2: Enter your Apple Id to sign in to iCloud.

sign into icloud

Step 3: Select the feature of Mail, Contacts, Calendars and Task (with Outlook) and select Apply.

select calendar in icloud for windows

Step 4: Outlook Setup for iCloud window will open up, you can select to sync all or few calendars as required.

select calendar to sync

Now whenever you will ask a new task on iCloud, it will also appear in Outlook PC and your other iOS devices and vice versa.

That’s how to sync calendar between Outlook and iPad. If you also need to transfer your music, videos, photos, notes and other data from iOS devices to computer, things can be easily done withUltFone iOS Data Manager. It provides various data transfer services from iPad/ iPod/iPhone to Mac or PC and vice versa. If you are interested in it, just download the free trial and give it a shoot.

Setting Up Exchange ActiveSync

The Microsoft Exchange server is a very popular and collaborative messaging server and is used by businesses and organizations utilizing Microsoft infrastructure solutions. In other words, Exchange is what powers Outlook. It supports IMAP, POP and web email clients such as Microsoft Outlook and lets users share information using either Outlook Web Access or Outlook. The benefits of Exchange are that it is very secure against viruses, spam and hackers.

  1. On your iPhone, tap Settings > Mail, Contacts, Calendars > Add Account > Microsoft Exchange.
  2. Enter the information in the following fields: iPhone screen shot step 7
  3. Your iOS device will now try to locate your Exchange Server. If necessary, you will need to enter your front-end Exchange Server’s complete address in the Server field.
  4. Choose which content you would like to synchronize: “Mail, Contacts, and Calendars”. Tap “Save” when finished.

Note: To modify your exchange settings, Tap Settings > Mail, Contacts, Calendars, select your Exchange account, and tap Account Info. See, now that wasn’t so hard, was it? Hopefully one of these options for synchronizing your Outlook calendar with your iPhone was ideal for you. If it turned out to be a bit of a hassle, the newly found convenience from completing this process should more than make up for it. If you’re still having issues, the office IT ner… person, will be happy to help out. Good luck and happy consolidating. Want even more tips to help you conquer the world with your iPhone? Check out this course on iPhone and iPad development for beginners.

This option is for those who want to save a copy of Outlook calendar on PC before syncing. Those who faced the issue of Outlook calendar not syncing with iPhone will also find it helpful.

Export Outlook calendar

Run Outlook on your PC.

Navigate to Calendar view and click on the File tab

Navigate to Calendar by clicking on the respective tab at the bottom, then click on the File tab at the top.

Now choose Save Calendar. Click on Save Calendar

select the location for outlook calendar on pc

To export Outlook calendar, choose the destination folder on your computer and click on “Save”.

Add Outlook calendar to iPhone

Download CopyTrans Contacts from the following page:
Download CopyTrans Contacts

Select Calendars

Run the program and let your iPhone data load. Then click on the Calendar icon on the left-hand side of the main program window.

Next, click on the “Import calendars” button and then click on “From a file” to choose saved Outlook calendar. import calendar from a file

Select your outlook calendar and click Open

Select your previously saved calendar and click Open.

Here are your exported outlook calendar

Your Outlook calendar will now be transferred to your iPhone.

This is how to export Outlook calendar to your iPhone!

Related articles

  • How to import Outlook contacts to iPhone
  • How to transfer Outlook notes to iPhone
  • How to transfer iPhone calendar to Outlook

Krasimir is an avid marketing aficionado and a tech-support specialist in charge of the English-speaking market. He grew up in Bulgaria and on the island of Mauritius where he became passionate about windsurfing and photography.

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