MS Office Outlook 2016 - Moving away from POP3

  1.    02 Jan 2017 #1

    MS Office Outlook 2016 - Moving away from POP3

    I currently have 3 email accounts that download to Outlook 2016 using POP3. All accounts download into the same Inbox within Outlook and then I move each to relevant sub-folders as necessary. I have stuck with using POP3 mainly because I tend to just use a desktop computer and only access emails from that. I also keep my calendar, contacts, notes and tasks within Outlook 2016.

    I would now like to have the option of accessing everything from more than one device (possible acquisition of a smartphone for the first time) and would want to keep everything in sync. I gather that from the email perspective it would be best to change to using IMAP but what about my calendar, contacts, notes and tasks. How do I keep all of those in sync as well across more than one device?

    Help appreciated.
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  2. Caledon Ken's Avatar
    Posts : 12,336
    Windows 10 Pro x64 Build 1809
       02 Jan 2017 #2

    I do this with Outlook 2013 and an account. As to phone IOS and Android are a little different and I found ios easier, okay, much easier to set up. Mine phone is iPhone, my wife's is Android. Maybe newer Android has this nailed.

    If your emails are not accounts (hotmail, live and MSN are accounts) you may likely need third party software. The connector to gmail has been abandoned. Some of the third party software out there may take a lot of the work out of the process.

    In particular I would recommend you think through the different "Use Cases". Should or do calendars need be separate, contacts, etc. I set Outlook 2013 to always send from my default email account as an example. I kept my Personal folders but that means I have to keep backups. You can also also keep everything in your IMAP folders. Just consider how you want and why. May also help you pick third party product if that is way you wind up going.

    In my case I have lots of accounts on my phone but I have one book of record for contacts, tasks, calendars. I use OneNotes for notes or I place then in under a fake contacts and use the note sections with a contact. I enter something on phone, it appears in Outlook 2013, same going the opposite way. I do not use the Outlook app anywhere.

    There are articles at (and Outlook tips) on how to do this and Dianne is a great resource. If most of your correspondence and meetings are on one central account, with the other email be more informational, this will be a lot easier.

    Sync Calendar and Contacts Using

    Export from Outlook Calendar to’s Calendar - Outlook Tips

    Looks a little overwhelming on first read, just read it a couple of times.
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  3.    02 Jan 2017 #3

    I've had no issues with Outlook 2016 and Gmail IMAP. If you kept old pop mails on your desktop and deleted from server be sure to archive them or back them up elsewhere to avoid permanently losing them.
      My ComputerSystem Spec

  4. Caledon Ken's Avatar
    Posts : 12,336
    Windows 10 Pro x64 Build 1809
       03 Jan 2017 #4

    I never could get Outlook to sync Contacts and calendars. Use to with that connector. Need third party app.

    Agree though, if just mail it connects and syncs mail very well.
      My ComputerSystem Spec


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