Best Practices for Using CompanionLink with Outlook on Mobile

Best Practices for Using CompanionLink with Outlook on MobileUsing CompanionLink to sync Outlook with your mobile device can streamline your workflow, keep your contacts and calendar in sync, and reduce errors caused by manual updates. This article covers best practices to set up, optimize, and troubleshoot CompanionLink for a reliable mobile Outlook experience.

Why use CompanionLink with Outlook on mobile

CompanionLink fills gaps where native sync options fall short — for example, when you need two-way sync of contacts, calendars, tasks, and notes between Outlook (desktop or Exchange) and mobile platforms (iOS, Android). It supports multiple sync methods (USB, Wi‑Fi, DejaCloud) and can synchronize across multiple devices and Outlook profiles.

Choosing the right sync method

• DejaCloud (recommended for most users): Offers continuous two‑way cloud sync, works over the internet, and supports multiple devices. Best when you need automatic background sync and access from more than one mobile device.
• Wi‑Fi sync: Useful if you prefer local network transfers without cloud storage; make sure both devices are on the same secure Wi‑Fi network.
• USB sync: Best for one‑time large transfers or when you want direct device‑to‑PC sync without any network involved.

Pick the method that balances convenience, security, and availability for your workflow.

Initial setup: step-by-step checklist

1. Back up Outlook data (export PST or create a backup) before first sync.
2. Install CompanionLink on your PC and CompanionLink or DejaOffice on your mobile device.
3. Choose the sync method in CompanionLink and configure account details (Outlook profile, Exchange settings if applicable).
4. Map fields carefully: verify that contacts, calendars, tasks, notes, and categories map to their intended mobile counterparts.
5. Run an initial full sync and review results on both Outlook and mobile. Check for duplicates or missing items.
6. Adjust settings for conflict resolution (e.g., prefer newest change or prefer PC) depending on how you edit items across devices.

Field mapping and data hygiene

• Review and customize field mappings so important Outlook fields (company, job title, multiple phone numbers, custom fields) appear correctly on mobile.
• Normalize contact data: use consistent phone formats, remove redundant contacts, and merge duplicates before syncing.
• Limit large attachments in calendar invites and notes—these can slow syncs or fail on mobile clients.

Categories, labels, and colors

• CompanionLink can sync Outlook categories to mobile tags or colors (via DejaOffice). Establish a small, consistent category system to avoid clutter.
• If you rely on color‑coded calendars, test how those colors appear on the mobile app and adjust mapping if necessary.

Sync frequency and performance

• For DejaCloud, enable automatic background sync but choose a reasonable interval if your device or plan has data limits.
• For Wi‑Fi or USB sync, schedule regular syncs (daily or weekly) and perform manual syncs after bulk changes.
• Large Outlook data sets (thousands of contacts or events) will take longer—consider archiving older items to improve performance.

Conflict resolution strategy

• Decide how conflicts are resolved ahead of time: prefer mobile, prefer PC, or prefer newest change. Document this choice for any teammates who share the sync setup.
• When conflicts occur, CompanionLink’s logs show details—review them to reconcile differences and adjust rules if a pattern emerges.

Security and privacy

• If using DejaCloud, enable strong passwords and two‑factor authentication on associated accounts when possible.
• For sensitive corporate data, prefer local Wi‑Fi or USB sync to keep data off cloud servers.
• Keep CompanionLink and DejaOffice apps updated to receive security fixes.

Troubleshooting common issues

• Missing contacts/events: check field mappings, sync filters (date ranges, category filters), and ensure the correct Outlook profile is selected.
• Duplicates: use CompanionLink’s duplicate management or first clean duplicates in Outlook before syncing.
• Slow syncs: reduce the sync scope (date range, number of years), archive old items, or switch from DejaCloud to Wi‑Fi/USB for large transfers.
• Sync failures: review CompanionLink logs, ensure network connectivity, and check for mobile OS restrictions (battery savers, background data limits).

Automation and advanced tips

• Use filters to sync only specific Outlook folders, categories, or date ranges to keep mobile data minimal and relevant.
• Combine CompanionLink with Exchange ActiveSync where possible: use CompanionLink for items Exchange doesn’t sync well (tasks, notes, custom fields) and Exchange for mail/calendar basic sync.
• For multiple devices, use DejaCloud to maintain consistent two‑way sync across all devices.

Maintenance checklist

• Monthly: review sync logs, check for duplicate growth, and confirm backups.
• Quarterly: update CompanionLink and mobile apps, and re‑examine field mappings and category usage.
• Annually: archive old Outlook data to keep active datasets lean.

When to contact support

Contact CompanionLink support if you experience persistent data loss, unresolved duplicates after repeated fixes, or complex Outlook profile issues. Provide log files and a clear description of the problem and steps you’ve already tried.

Conclusion

Following these best practices—choosing the right sync method, careful field mapping, consistent category use, security precautions, and routine maintenance—will make CompanionLink a reliable bridge between Outlook and your mobile devices, keeping your contacts, calendars, and tasks accurate and up to date.