Back-up and Sync Outlook 2007 with the iPhone
These are simple straightforward steps to get the new iPhone user ready to import your info from Windows Outlook 2007, learn how to make backups, and then be able to sync everything successfully in the future :
1- The iPhone has two separate time zone settings. The one used for the entire iPhone is at Settings then General then Date and Time then Time Zone. Try to put in your city if it's a big one if not try a big city close to you but make sure it's in the same time zone.
The other setting is the one that will be used when it syncs with Outlook and you find it at Settings then Mail, Contacts, Calendars then Time Zone Support. Turn Time Zone Support ON and enter the name of the same city you used on the other time zone setting.
Outlook 2007 has time zones in it for the Calendar too so you must change it to the same city and time zone that you have in your iPhone or else when you sync the appointments on your Outlook will show up on your iPhone Calendar but they might shift an hour or two earlier or later.
To change the Time Zones in Outlook go to TOOLS and scroll down to OPTIONS then click on CALENDAR OPTIONS then on TIME ZONES at the bottom. Where it says LABEL write in the name of the town you wrote in your iPhone, set the correct time and DST if you use that where you live. Save every window and we're on our way....
2- The next step is to make a backup of all of your data from Outlook 2007. I do this because if for some insane reason iTunes decides to crap out during the sync you won't lose any of your info.
*** I've lost all of my info before and just last year lost EVERYTHING when my laptop crashed and I had to buy a new laptop. I thought I had it all backed up but some of the program's backups weren't as reliable as I had counted on. Now I back up everything 2 different ways and to at least 2 different independent media.
In Outlook go to FILE then SAVE AS.
*** IMPORTANT : When you click SAVE AS and the window opens if the name of the file is not CALENDAR or MY CALENDAR then you might only be saving 1 appointment. When you go to FILES and SAVE AS you CAN’T have any appointments highlighted or it’ll think you just want to save that appointment and not the entire Calendar.
In the new window that opened after you clicked on SAVE AS click on MORE OPTIONS. In DATE RANGE change to WHOLE CALENDAR. In DETAIL change to FULL DETAILS. In ADVANCED check both boxes then click OK. A message will come up telling you that you’re saving everything and that’s ok just click yes.
*** I made the mistake of leaving everything in their default settings and it bit me later. With these new settings you’ll be saving EVERYTHING in the Calendar. Remember to always change these every time you do a back up because they will go back to the default settings after it saves the data.
Now choose where you want to save your backup and click to save it. I made a folder called Outlook 2007 Backup Files and save everything there.
I just showed you how to back up your Calendar data in an iCalendar file which you can use to restore here in Outlook or to sync your information to Google Calendar if you want to also. The 2nd way to back up your Calendar is using the IMPORT and EXPORT function. You’ll learn how to use that function when I show you how to back up Contacts. I prefer to use the iCalendar file because if you use the IMPORT and EXPORT file for both the Calendar and the Contacts you run the chance of overwriting either one of the files by mistake (been there done that). If you use a different file type for Calendar and for Contacts you’ll never make that bone head mistake like I did.
To back up your Contacts info go to the Contacts page.
Press CTRL (and the letter) A so it selects all the contacts. If you don’t do this you’ll end up only saving that individual contact that’s highlighted. If you do it correctly all contacts will be highlighted so all will be saved.
Click on FILE then select IMPORT AND EXPORT. Select EXPORT TO A FILE and click NEXT.
Select PERSONAL FOLDER FILE (.pst) and click NEXT.
CONTACTS should be already highlighted as the folder to export from. Check INCLUDE SUBFOLDERS and click on NEXT.
Check REPLACE DUPLICATES WITH ITEMS EXPORTED if not already checked. Click on BROWSE and find the Outlook 2007 Backup Files folder and choose to save it there. The name of the file you’re going to save should already say CONTACTS, if not name it now and click OK. Click on FINISH and you have just backed up your Contacts !
To back up your Notes it’s basically the same as Contacts but you just name the saved file NOTES instead of CONTACTS. Go to your Notes page.
Press CTRL (and the letter) A so it selects all the notes. Again if you don’t do this you’ll end up only saving that individual note that’s highlighted. If you do it correctly all notes will be highlighted so all will be saved.
Click on FILE then select IMPORT AND EXPORT. Select EXPORT TO A FILE and click NEXT.
Select PERSONAL FOLDER FILE (.pst) and click NEXT.
NOTES should be already highlighted as the folder to export from. Check INCLUDE SUBFOLDERS and click on NEXT.
Check REPLACE DUPLICATES WITH ITEMS EXPORTED if not already checked. Click on BROWSE and find the Outlook 2007 Backup Files folder and choose to save it there. The name of the file you’re going to save should already say NOTES, if not name it now and click OK.
*** IMPORTANT : If you previously had exported Contacts then the name CONTACTS will show. Just choose the file Notes in your Outlook 2007 Backup Files folder so you save it to the correct file and don’t overwrite your backed up Contacts file. Click on FINISH and you have just backed up your Notes !
1- The iPhone has two separate time zone settings. The one used for the entire iPhone is at Settings then General then Date and Time then Time Zone. Try to put in your city if it's a big one if not try a big city close to you but make sure it's in the same time zone.
The other setting is the one that will be used when it syncs with Outlook and you find it at Settings then Mail, Contacts, Calendars then Time Zone Support. Turn Time Zone Support ON and enter the name of the same city you used on the other time zone setting.
Outlook 2007 has time zones in it for the Calendar too so you must change it to the same city and time zone that you have in your iPhone or else when you sync the appointments on your Outlook will show up on your iPhone Calendar but they might shift an hour or two earlier or later.
To change the Time Zones in Outlook go to TOOLS and scroll down to OPTIONS then click on CALENDAR OPTIONS then on TIME ZONES at the bottom. Where it says LABEL write in the name of the town you wrote in your iPhone, set the correct time and DST if you use that where you live. Save every window and we're on our way....
2- The next step is to make a backup of all of your data from Outlook 2007. I do this because if for some insane reason iTunes decides to crap out during the sync you won't lose any of your info.
*** I've lost all of my info before and just last year lost EVERYTHING when my laptop crashed and I had to buy a new laptop. I thought I had it all backed up but some of the program's backups weren't as reliable as I had counted on. Now I back up everything 2 different ways and to at least 2 different independent media.
In Outlook go to FILE then SAVE AS.
*** IMPORTANT : When you click SAVE AS and the window opens if the name of the file is not CALENDAR or MY CALENDAR then you might only be saving 1 appointment. When you go to FILES and SAVE AS you CAN’T have any appointments highlighted or it’ll think you just want to save that appointment and not the entire Calendar.
In the new window that opened after you clicked on SAVE AS click on MORE OPTIONS. In DATE RANGE change to WHOLE CALENDAR. In DETAIL change to FULL DETAILS. In ADVANCED check both boxes then click OK. A message will come up telling you that you’re saving everything and that’s ok just click yes.
*** I made the mistake of leaving everything in their default settings and it bit me later. With these new settings you’ll be saving EVERYTHING in the Calendar. Remember to always change these every time you do a back up because they will go back to the default settings after it saves the data.
Now choose where you want to save your backup and click to save it. I made a folder called Outlook 2007 Backup Files and save everything there.
I just showed you how to back up your Calendar data in an iCalendar file which you can use to restore here in Outlook or to sync your information to Google Calendar if you want to also. The 2nd way to back up your Calendar is using the IMPORT and EXPORT function. You’ll learn how to use that function when I show you how to back up Contacts. I prefer to use the iCalendar file because if you use the IMPORT and EXPORT file for both the Calendar and the Contacts you run the chance of overwriting either one of the files by mistake (been there done that). If you use a different file type for Calendar and for Contacts you’ll never make that bone head mistake like I did.
To back up your Contacts info go to the Contacts page.
Press CTRL (and the letter) A so it selects all the contacts. If you don’t do this you’ll end up only saving that individual contact that’s highlighted. If you do it correctly all contacts will be highlighted so all will be saved.
Click on FILE then select IMPORT AND EXPORT. Select EXPORT TO A FILE and click NEXT.
Select PERSONAL FOLDER FILE (.pst) and click NEXT.
CONTACTS should be already highlighted as the folder to export from. Check INCLUDE SUBFOLDERS and click on NEXT.
Check REPLACE DUPLICATES WITH ITEMS EXPORTED if not already checked. Click on BROWSE and find the Outlook 2007 Backup Files folder and choose to save it there. The name of the file you’re going to save should already say CONTACTS, if not name it now and click OK. Click on FINISH and you have just backed up your Contacts !
To back up your Notes it’s basically the same as Contacts but you just name the saved file NOTES instead of CONTACTS. Go to your Notes page.
Press CTRL (and the letter) A so it selects all the notes. Again if you don’t do this you’ll end up only saving that individual note that’s highlighted. If you do it correctly all notes will be highlighted so all will be saved.
Click on FILE then select IMPORT AND EXPORT. Select EXPORT TO A FILE and click NEXT.
Select PERSONAL FOLDER FILE (.pst) and click NEXT.
NOTES should be already highlighted as the folder to export from. Check INCLUDE SUBFOLDERS and click on NEXT.
Check REPLACE DUPLICATES WITH ITEMS EXPORTED if not already checked. Click on BROWSE and find the Outlook 2007 Backup Files folder and choose to save it there. The name of the file you’re going to save should already say NOTES, if not name it now and click OK.
*** IMPORTANT : If you previously had exported Contacts then the name CONTACTS will show. Just choose the file Notes in your Outlook 2007 Backup Files folder so you save it to the correct file and don’t overwrite your backed up Contacts file. Click on FINISH and you have just backed up your Notes !
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