What Smartphone do people use to sync with Outlook

[tominperu]

Now that I am using the GTD addin with Outlook I am more tied to Outlook now. At present I'm using am old Palm Centro to sync with it but am looking forward to an upgrade in around six months.

I don't need to have actions by project on the smart phone as I don't have the linked actions to project for home projects anyway (and at work I'm usually in the office in front of the computer). I just want a smartphone app that syncs with Outlook Tasks (and Calender) in the basic way.

What are people using for this?

[hacker]

I don't need to have actions by project on the smart phone as I don't have the linked actions to project for home projects anyway (and at work I'm usually in the office in front of the computer). I just want a smartphone app that syncs with Outlook Tasks (and Calender) in the basic way.

I use a BlackBerry Bold 9700 for all of my GTD and mobile data capture... nothing else even comes close to doing what the BlackBerry can do in this space, and with respect to calendaring (the core of any GTD system), iPhone, Android, Windows Mobile devices are still in the dark ages.

See this detailed pair of posts I wrote about exactly how I'm doing this:

http://www.davidco.com/forum/showthread.php?11990-GTDers-group-in-BlackBerry-Messenger&p=85039#post85039

[annewalsh]

Hi
switched from Nokia to BB...love it..works beautifully with GTD..and syncs perfectly with Outlook (I use Outlook 2010)

[tdb65]

Now that I am using the GTD addin with Outlook I am more tied to Outlook now. At present I'm using am old Palm Centro to sync with it but am looking forward to an upgrade in around six months.

I don't need to have actions by project on the smart phone as I don't have the linked actions to project for home projects anyway (and at work I'm usually in the office in front of the computer). I just want a smartphone app that syncs with Outlook Tasks (and Calender) in the basic way.

What are people using for this?. Use google calendar and toodoledo both are free will work with almost every smart phone

[tominperu]

Thanks for the great info. Can you just use the BB with the stadard software or do you need to buy any 3rd party apps?

I know little about google calender and Toodledo. If I use the calender wouldn that be through the internet. Id rather just sync from the PC. Would toodledo sync to Outlook?

Incidently does the Blackberry sync by cable, wife or what?

[PaulK]

This really depends if you want to work on local desktop or are happy storing your calendar/actions lists 'in the cloud'.

Local Desktop:

Outlook for Calendar & Tasks.
Blackberry Desktop (free) from http://us.blackberry.com/apps-software/desktop/desktop_pc.jsp. This will synchronize calendar & tasks with native applications on Blackberry.
Blackberry sync by cable, not sure if it will work over Wifi


Advantages: Data stored locally, not in the cloud. No running costs
Disadvantages: No backup of your data. Only sync when at computer. Can't share calendar/invite others to events.

Cloud:

Google Calendar is free and internet-based. Just setup a gmail account to get the calendar.
Most smartphones can be setup to synchronise over the internet with Google Calendar, Contacts and Email (http://www.google.com/support/calendar/bin/topic.py?topic=15305) for free. You will need a data plan (and Blackberry Internet Service if you choose BB)
Google Tasks is not very GTD-friendly, so you may want to try something like Toodledo
To synchronize tasks with your smartphone, have a look at the (paid) options at http://www.toodledo.com/connections.php

Advantages: Data stored in the cloud, available wherever you can access the web. Can share calendar, invite others to events.
Disadvantages: Relies on internet connection to update (although BB can work fine offline). You may prefer Outlook interface. Needs data plan for BB. Possible security concerns for calendar, tasks.

Both:
If you love Outlook and want benefits of cloud, you can sync with Google via Google Sync (http://www.google.com/support/calendar/bin/answer.py?hl=en&answer=89955) which is free.

Hope this helps

[tominperu]

I think I would prefer to go down the BB route as I hardly ever surf the web or look at emails on the smartphone and would save on costs if I just synced with the cable (as I do now with the Centro)

I've noticed BB Bold is a lot more expensive that BB Curve and I have little cash to spare. Is there a big difference in these phones? Can I do everything GTD wise on BB Curve?

[PaulK]

I use a Curve 8520 to GTD. Sync with Lotus Notes in my case, but calendar and tasks work fine.

Not an expert, but think the Bold has 3G (faster wireless), GPS, higher resolution screen, better camera and faster processor. It sounds from your usage that these may not be important - but have a look at both options.

[donnbrow]

Funny - a lot of people here seem to like and use BlackBerry. So do I! I have just purchased the latest Torch, after I have been using my Storm 2 quite a long time. A lot of people always ask me, why I am so keen on using smartphones (http://www-scf.usc.edu/~ahermes/why-have-a-smartphone.html), but it is just all about the advantages that come along with using a BlackBerry.

Some people I know and work with like to use iPhones to sync with Outlook but since I am of the opinion that an iPhone belongs to a MacBook I do not see a sense of synchronizing it with Microsoft Outlook.

[clango]

I use a htc tattoo.The next one should be a htc desire hd

[foltzg]

I want to be sure and ask a clarifying question. Using the GTD Outlook Add In does NOT impair or adversely affect synchronizing Outlook to my BB? I have a Bold 9700.

I don't want to risk the GTD Add In causing any synchronizing issues as a result of anything it changes in the Outlook format or such.

Any input on this would be greately appreciated.

Thanks
Gene

[Defibaugh]

Now that I am using the GTD addin with Outlook I am more tied to Outlook now. At present I'm using am old Palm Centro to sync with it but am looking forward to an upgrade in around six months.

I don't need to have actions by project on the smart phone as I don't have the linked actions to project for home projects anyway (and at work I'm usually in the office in front of the computer). I just want a smartphone app that syncs with Outlook Tasks (and Calender) in the basic way.

What are people using for this?

I upgraded my Centro to a Pre about a year ago and love it. Full outlook syncing did not work correctly at the time and I had to move to Toodledo but honestly it was worth the switch.

[clango]

I upgraded my Centro to a Pre about a year ago and love it. Full outlook syncing did not work correctly at the time and I had to move to Toodledo but honestly it was worth the switch.

I had the same experience. First of all I implemented in outlook my "digital" gtd system according the david allen set up guidelines you can buy at the store for few dollars.

I was not so happy because it seemed to be slower than an ideal capture tool need to be. So after the first step in which you consolidate your experience I moved to Toodledo on the cloud. More flexible and quick and you can open wherever you are home, office, somewhere...At that time I tried also to sync with my nokia, but it was quite impossible, at least for me, manage my task lists. This is why I bought an android htc. This device now is always with me. I installed there ultimate to do list that sync perfectly with Toodledo, so I can use my lists wherever I am.

On Android or Iphone I think you can have more option than Palm or other devices like the BB's, in an easiest, cheaper, more flexible way...

Of course these are my few cents

[Defibaugh]

On Android or Iphone I think you can have more option than Palm or other devices like the BB's, in an easiest, cheaper, more flexible way...

You are absolutly right about this though. As far as options for apps Android / iPhone >> BB >> Palm WebOS. Personally I would prefer a BB or WebOS over the others because you can get a full keyboard and the apps seem to be a bit more business oriented and functional. I think WebOS is slick HP-Palm has managed to give it most of that rock solid feel that I loved in my Centro but the lack of options really bites sometimes.

[mhm802]

I greatly prefer Android platform to Blackberry. My husband was a little more reluctant to make the switch, but upgraded to a DroidPro (which has a physical keyboard) and could not be happier. There are plenty of business-focused and business friendly apps available.

I also think the Toodledo/Ultimate To Do list combo is a great one for mobile, always synched task management and very adaptable to GTD.

[JohnV474]

For Outlook use, I highly recommend the Blackberry as well. I am a convert to them.

For business use, it is difficult in several ways to beat a Blackberry. For entertainment use, there are other phones. Among other things, the Blackberry has not varied as much over time, so it keeps getting refined as opposed to revamped.

All of the Android phones I've used have had keyboards that were unacceptable for fast data entry. Blackberry allows for 50 wpm without great difficulty.

Oh, and yes there is a difference between Curve and Bold. The Bold series has been the flagship model. They tend to have slightly faster processors and more memory. I use the Bold 9650 and it runs circles around the Curve 8900 I had.

Since a high percentage of BB users use Outlook, keeping the two working well together is a high priority for RIM.

[tominperu]

I very much appreciate the feedback I've got from my initial question.

I've looked at Toodledo on the web and it does look very good. Seems there's at least 4apps that you can use on Android phones such that you can update tasks and notes on an Android off line. That was important to me. Also I can sync Outlook to toodledo at work and then separately sync between an app on an Android to toodledo . A bit long winded than my present set up but I guess that will work fine.

Am also waiting for a reply to the above post on how the toodledo sync works if you use the GTD add-in on Outlook. Would be also good to know that the add in works with BB sync.

I am still more inclined to BB just because it sounds more tried and tested with the Outlook sync and because I am very much a boring business user. The only other main uses for my mobile apart from GTD would be phone calls and a camera/video!

Having a large screen than with a BB would be cool though. And I can see Toodledo would be fun to play around with all its filtering and other options. Not sure that is a good thing though as I always prefer that sort of procastination than getting on with work.

Decisions decisions, and my Palm Centro is looking older and older... still works though.

[clango]

Seems there's at least 4apps that you can use on Android phones such that you can update tasks and notes on an Android off line. That was important to me.

About the Android apps, I personally would consider only two enough run in: Ultimate To Do list and Pocket Informant ( this app need at least Android 2.1) that sync well with Toodledo. Even Got To Do was great but it's end now. Other app are still growing

[tominperu]

I think I really am going to buy a Blackberry in the next couple of weeks. Probably a Blackberry Curve 9300. I just have a few questions in case I would be wasting my money:

Does it synch with outlook without any third party software that costs money?
Does it allow multiple categories of notes. I have about 40 categories?
Does it allow post dated tasks which only appear at the date they start?
Does it sync adequately with the Outlook GTD add-in?
Can you hide notes only allowing opening with a password?
Does it allow a task to have multiple categories/contexts at the same time?

Thanks for any insights? I am looking forward to having a new phone!

I realise Android would also be good. The things that has really put me off them is that the cheaper models with a querty keyboard don't seem to have a great battery life and I still like the idea of being able to sync with a cable and not only via the internet.

[PaulK]

Does it synch with outlook without any third party software that costs money?
Yes - Blackberry Desktop is free
Does it allow multiple categories of notes. I have about 40 categories?
Yes - I only have about 15 categories, but worked fine
Does it allow post dated tasks which only appear at the date they start?
I don't think so - mine only has 'Due' date, not start date
Does it sync adequately with the Outlook GTD add-in?
Haven't used this
Can you hide notes only allowing opening with a password?
Not that I can find
Does it allow a task to have multiple categories/contexts at the same time?
Yes

I still have a work Blackberry, but have moved to Android/PocketInformant/Toodledo for next actions. Most are created on computer, so keyboard is not really an issue for me.

Hope this helps.

[tominperu]

PaulK,

Thanks a million. Much appreciated. My response to your response is as follows.

Does it synch with outlook without any third party software that costs money?
Yes - Blackberry Desktop is free

Great!

Does it allow multiple categories of notes. I have about 40 categories?
Yes - I only have about 15 categories, but worked fine

I think Palm only allowed 15 which makes me still wonder if more are possible but I'll assume you checked that.

Does it allow post dated tasks which only appear at the date they start?
I don't think so - mine only has 'Due' date, not start date

Good to know but I guess it's not a deal breaker.

Does it sync adequately with the Outlook GTD add-in?
Haven't used this

This question was asked before by another poster above and nobody seems to know. I may post the same question on the add in forum. This is pretty critical to me.

Can you hide notes only allowing opening with a password?

Not that I can find

Okay, again not a deal breaker.

Does it allow a task to have multiple categories/contexts at the same time?
Yes

Excellent. That suggests to me its more in tune with Outlook than Palm used to be.

[ProfessorSue]

I like my Android. It syncs well, and has a big enough screen for tired old eyes. :p

(But oops -- I realize you're asking about Outlook. I'm using other programs, for Apple. Don't know whether Outlook syncs with Droid.)

[tominperu]

Just bought a Blackberry Curve!

I like the web surfing compared to my old Centro and the fact that I can use wifi in the house.

But it seems I should have asked a lot of other questions above, like for instance, can I switch easily between categories/contexts for tasks? It seems I have to go into some menu function to change the filter just to go from say @home to @office. That means it is just so much slower to use. So after a couple of days I still haven't moved from my old Centro as I know its going to be really annoying to suddenly have to go though that whereas before it was so much easier. Seems an incredible oversight.

Also having used Chapura Keysuite on the Palm for about 4 years I had forgotten the delight of having the same categories coming up in tasks and notes!

I really don't think I can cope with that now! It would just be going backwards totally.

So, can people out there help me use my Blackberry? I've read about NextAction on the web which seems to deal with these problems but it doesn't look too pretty on the slides I've seen. But is that a good option that people are using?

The alternative is to try and change it for another phone.

Why are GTD on PDAs going backwards? Why is there nothing that just does the basics so well like Chapura Keysuite on the Palm. Seems incredible that that things have to be worse with all this extra power and sophistication of smartphones.

[PaulK]

PDAs previously focused on productivity. Current uses for smartphones include web browsing, music, games and many other 'apps'. I think loss of focus is the reason things may seem 'worse'.

Good news is there are plenty of apps to fill the gap. iPhone seems to have the largest number, followed by Android then Nokia, Blackberry, Windows.

Might be worth looking at productivity/GTD apps for Blackberry. I haven't tried any since my work Blackberry is locked down. I use Pocket Informant on Android - good view of actions by context. There is a Blackberry version:
http://www.pocketinformant.com/products_info.php?p_id=pocketinformant_bb&tab_id=pocketinformant_bb

[tominperu]

Thanks PaulK. I suppose with the Centro I was using a third party app and with Blackberry I need to find another.

Pocketinformant is the other I'm considering. I've just looked at the website and it seems to sync directly to Outlook via cable rather than just via toodledo over the cloud. Is that true?

Has anyone used Pocketinformant and Next Action and can give an opinion on both?

Seems like neither have a notes part. Any recommendation for that for the Blackberry? The default version looks too basic to work well. That is not so important to sync with Outlook.

[PaulK]

I haven't synched Pocket Informant directly to Outlook on the Blackberry. There is a trial version that you could download to see if it works for you.

Sorry, no ideas on the notes app for Blackberry.

[BenvenutoCellini]

tominperu -- we have communicated before about this stuff -- I still have my centro and really would like to take the leap to a new device but don't have the time or energy to handle set backs.

have you checked out companionlink?

http://www.companionlink.com/blackberry/outlook/

Do not use it now but have it on my list of sync software to check out if I ever upgrade devices. I have the same needs and I thought it presented a possible solution.

good luck and please keep us informed!

[tominperu]

tominperu -- we have communicated before about this stuff -- I still have my centro and really would like to take the leap to a new device but don't have the time or energy to handle set backs.

have you checked out companionlink?

http://www.companionlink.com/blackberry/outlook/

Do not use it now but have it on my list of sync software to check out if I ever upgrade devices. I have the same needs and I thought it presented a possible solution.

good luck and please keep us informed!

Just finding time to ring my company's service desk to get them to install the necessary software on my laptop for the outlook syncs. Trouble is it looks like I will want to trial at least two third party apps which is a bit of a pain.

Yes, I will let you know!

[tominperu]

Bienvenuto,

Just a quick update though I expect this is going to take a while. I'm still using my Centro but struggling to find a means of doing GTD on the Blackberry. It's a bit like moving to a totally new country and having to deal with major culture shock!

I've installed Pocket Informant which is synching with Outlook (tasks and calender). It's task view is like Outlook in that you can ask it to group by category/context and can then expand out the tasks in each category. The view works quite well.

The only problem with it is that my recurrent tasks synced from Outlook are coming up a multiple tasks. Seems like recurrent tasks don't really work in Pocket Informant as you can't hide the non active ones. They will show all the time. Or so it seems. If anyone can tell me how to hide the ones that aren't active I'd really appreciate it.

PI calender is also pretty good as well. At least, as good as the Palm/Keysuite calender on the Palm. Only thing is I want to be able to turn the task list off from appearing in the calender and it may be I can't do that.

I've found out that you can use Evernote on the Blackberry. Evernote has had good reports on this forum and I don't need to sync it with Outlook, as my notes are almost all home related (rather than work).

The browsers great, so much better than the Palm Centro.

Getting the hang of the navigation button gradually. Still miss the stylus but I can see that eventually I will able to input tasks with one hand, which is great if like me you have a wrong baby to carry around in the evening!

[bockman]

Just thought I'd chime in on this topic. I was first interested in Franklin Covey and made the switch to GTD when David Allen came to do a class here in the DC area. Over the years, my tech gear has included a Handspring Prism, Palm TX, and Treo 650. A few years ago I made the switch to the iPhone so I could avoid having to carry an iPod and a cell phone with me.

The only thing I disliked about the iPhone has been its inability to work natively with tasks. My calendar and my e-mail gets synched over-the-air beautifully.

Recently, however, I came across "TaskTask" for the iOS and it picks up right where I need it to: it will sync my tasks with Outlook over the air. Life is good again.

My two cents. Good luck in your decisions.

Kory...

[tominperu]

Just an update I suppose mainly for the benefit of Bienvenuto.

My progress on settings up on the Blackberry has been rather slow as I have little time to devote to it.

As far as Task/Action lists I have installed Pocket Informant. It seems to work pretty well. It syncs with tasks on Outlook very well. I use the GTS add in and it still works. The link between project and task is lost on the sync but this is not a big deal for me. At least the projects, tasks and contexts move over without a glytch. The problem is only that actions with future start dates are not hidden. This is a backwards step compared to my Palm set up and that of Outlook itself. Pocket Informant seem to have a Beta out that addresses this so I look forward to using the final version of that.

My main problem with the Blackberry are that all the categories are shared over tasks, notes and contacts which makes it much more cumbersome. This was not the way with my set up on the Palm Centro, where I have separate category lists for each.

There as also a problem in that I am used to using Keysuite on the Palm where I could have two note app and two calender apps. This was great for the work personal split. With the Blackberry I haven't found any other apps that provide me with the same facilty.

So for the moment I am keeping the Blackberry in a draw and still using the Centro. I suspect an Android could have been better for me but it would also have had other downsides.

I will put the time in getting the Blackberry up to fit for purpose when I have finally lost by Centro.

It's great for web browsing and has got some other nice toys but for sheer practicality for GTD it is still way behind the Palm Centro. At least for my way of working.

[tominperu]

Just thought I'd put an update on.

Much more happy with the Blackberry now I have got used to it. Still not perfect. Some querky syncing going on at times and still no tasks with future date narks but I am really enjoying the good keyboard, the better web surfing, the better camera and many other features. I'm even getting quite good on the rollerball. Now using ActionPad and NextAction! which are pretty good and sync to Outlook.

I will post a separate thread to summarise better.

Have now discarded the Palm!