Syncing task lists in Microsoft SharePoint Server 2013 with Outlook

The process of syncing task lists to Microsoft Outlook differs significantly between Microsoft SharePoint Server 2013 and Microsoft SharePoint Server 2010. This article describes the differences between the "Sync to Outlook" feature in SharePoint Server 2013 and the "Connect to Outlook" feature in SharePoint Server 2010.

In SharePoint Server 2013, task lists are synced by using the server that is running Microsoft Exchange Server. Currently, SharePoint Server and Exchange Server must be installed in the same environment for task lists to be able to sync correctly. For example, SharePoint Server 2013 and Exchange Server 2013 or SharePoint Online 2013 and Exchange Online 2013 must be installed in the same environment.

For information about how to enable and use task lists for synchronization, see the following white paper:

New "Sync to Outlook" features in SharePoint Server 2013

• SharePoint Server 2013 and Exchange Server 2013 must both installed in the same environment.
• SharePoint Server and Exchange Server must both be on-premises or both be online.
• SharePoint task list items are synced to Outlook accounts only if they are assigned to a specific user.

Summary of the "Sync to Outlook" feature in SharePoint Server 2013

• You can sync tasks from a SharePoint Server 2013 task list to the Outlook desktop application only if those tasks are assigned to you.
• Because SharePoint Server 2013 task lists use Exchange Server to sync, tasks are updated in real time and can be seen on any device that you use to access Microsoft Outlook.
• When SharePoint Server is connected to Microsoft Exchange Server, and all client computers are connected to Exchange Server, client computers receive information from the task lists directly from Exchange Server.
• You must opt in in order for SharePoint Server 2013 task lists to sync to Microsoft Outlook. The easiest way to do this is to click the "Sync to Outlook" button on one of the SharePoint Server task lists.

Summary of the "Connect to Outlook" feature in SharePoint Server 2010

• Tasks lists are blindly synced to the local Outlook desktop application.
• You can see SharePoint Tasks only on the client computer to which the SharePoint task list was downloaded. If you log on to another device, you must sync the SharePoint task list to that device in order to see the tasks.
• If a task is created for a user on a SharePoint Task List, the user is not notified that the task was created.
• To have SharePoint task lists synced to your Outlook accounts, you must sync each list individually.
• If you log off from SharePoint Server, you cannot resync the task lists to the SharePoint Server until you log back in.