How to synchronize Public Folders from Microsoft Exchange with smartphones
- Patricia Rips
- 13 hours ago
- 5 min read
Use sync.blue® to synchronize your public Exchange contacts with iPhone & Android
Introduction: Why it makes sense to synchronize Public Folders with iPhones or Android devices
Public Folders in Microsoft Exchange are a central point of contact for shared contacts, calendars or tasks - especially in medium-sized companies. They facilitate collaboration because they can be used across teams without having to manage individual authorisations.
However, once these Public Folders have been set up, a whole series of questions quickly arise in mobile use:
How do I synchronize public contacts from Microsoft Exchange with the iPhone?
How can I access contacts from Public Folders on my smartphone?
How do I transfer Exchange contacts from the Public Folder to my employees' Android devices?
Can I automatically synchronize Exchange public contacts with my mobile phone?
Is there an app or solution to make Exchange Public Folders available on mobile phones?
Why doesn't my smartphone show public Exchange contacts?
Medium-sized companies in particular would like these public Exchange contacts to be available on mobile phones in order to...
recognise callers by name when on the move
have centralised customer contacts directly on the smartphone
avoid duplicate contact maintenance
be able to call contacts quickly with a click from the address book
provide teams with up-to-date contact information at all times
This enables the company's own structures - for example in sales, customer service, field service or IT - to work more efficiently, avoid redundant processes and utilise the full potential of their existing Exchange infrastructure.
The challenge: Why Microsoft does not offer a native solution
There is no official way to make contacts from Public Folders directly visible on smartphones. Microsoft itself does not offer a standardised interface or configuration option for this.
Challenge 1: No direct access from the smartphone
Smartphones only access personal contacts - Public Folders are hidden.
Challenge 2: Exchange ActiveSync does not help
The native Microsoft sync service Exchange ActiveSync does not synchronize Public Folders.
Challenge 3: No support from iPhone or Android
The solution: sync.blue® automatically synchronizes Public Folders with the iPhone or Android
With sync.blue® you can automatically transfer contacts from public Microsoft Exchange folders to smartphone-compatible target systems.
sync.blue® acts as a connecting bridge between Exchange and mobile address book services such as
✅ Google Contacts (for Android)
✅ Apple iCloud (for iPhone/iPad)
✅ Microsoft 365 (for Outlook and Teams use)
✅ CardDAV / LDAP (for technical setups or MDM connections)
💡 Advantage: The contacts appear directly in the native address book and are therefore available for calls, messages and caller ID.
How does it work technically?
To enable sync.blue® to synchronize Public Folders from Microsoft 365 Exchange Online, a one-off step is required: setting up an app registration in the Azure Active Directory (AAD).
Only then does sync.blue® receive the necessary authorisations to be able to read the contacts from the Public Folder securely.
Requirements:
A Public Folder of the type ‘Contacts’ has already been created in the Microsoft Exchange Admin Centre
Access to the Azure Active Directory Admin Centre is possible
A person with admin rights can create an app registration there
Step-by-step: Synchronize Public Folders with smartphones
1. Log in to sync.blue®
2. Select data source
Select: Microsoft 365 - Exchange Online (Public Folders)
3. Select target application
Select your desired destination, e.g. iPhone, Android or one of the more than 80 supported applications.
4. Authorise the source: Create Azure app registration
Simply follow these instructions for Azure app registration:
It describes exactly how to carry out the app registration, set authorisations and grant admin approval.
5. Authorise target
For your target system - whether iPhone, Android, Microsoft 365 or another application - you will find the exact steps for authorisation in the sync.blue® dashboard.
6. Finalise configuration
Make configuration settings such as the desired synchronization interval.
7. Start synchronization
You can now start synchronization.
➡️ From now on, sync.blue® automatically reads the contacts from the Public Folder and transfers them to the desired target system - fully GDPR-compliant.
Advantages of sync.blue® for your company
✅ Contacts in Public Folders finally available on mobile devices
✅ No app required - address book works natively
✅ GDPR-compliant: no intermediate storage, operation in Germany
✅ Quick to set up
✅ Full control by admins with simple user guidance
✅ Scalable: Whether 500 or 100,000 contacts, sync.blue® grows with your requirements
Typical areas of application for Public Folders
Sales: Recognising customer names in the mobile phone on the move
Customer service: Service contacts and escalation numbers included
Assistance/secretary's office: Manage call lists without Excel or printing
IT & administration: Standardised database for mobile teams
Frequently asked questions (FAQ)
What are Public Folders in Microsoft Exchange?
Public Folders are a Microsoft Exchange feature that can be used to centralise content - such as contacts, calendars, tasks or emails - for several users or entire groups. They are used to bundle information in one place and facilitate cross-team collaboration.
Public Folders of the ‘Contacts’ type are used particularly frequently in companies to
store centralised customer or supplier contacts
maintain internal call directories together
manage cross-location team data
What is sync.blue®?
sync.blue® is a cloud platform for automatic and GDPR-compliant contact synchronization in companies. sync.blue® connects a wide variety of systems such as CRM, groupware, databases, telephone systems and more without the need to install software or purchase a licence. Contacts are managed centrally and synchronized seamlessly between over 80 business applications - ideal for mobile devices, Microsoft 365 and Exchange GAL.
Which devices are compatible?
All common devices: iPhones, Android, Samsung, Pixel, tablets and many more.
What does sync.blue® cost?
The trial period is free of charge. After that, you can choose the sync.blue® plan that's right for you. More information at https://sync.blue/en/preise.
Will my contacts be saved?
No. There is no permanent storage - sync.blue® only transfers contacts from source to destination (unless explicitly requested for provision via CSV/XML/CardDAV/LDAP).
Can I supply multiple users?
Yes, you can use the ‘Share connection’ function to share a source connection with any number of users - ideal for teams, departments or the entire organisation.
Conclusion: Exchange Public Folders finally go mobile
Microsoft Exchange offers a powerful option for centralised contact management with Public Folders - but without mobile support. sync.blue® closes this gap completely:
📲 Synchronization of Public Folders with smartphone
🔁 Automatic, secure, without an app
🔐 GDPR-compliant & hosted in Germany
👉 Test now for free or arrange a demo appointment:
About sync.blue®
sync.blue® is the leading tool for seamless synchronization of contacts across more than 80 applications and devices. The cloud solution offers both one-way and two-way synchronization and ensures efficient contact management. sync.blue® impresses with its extensive compatibility with numerous apps and relies on the highest security standards, including GDPR guidelines. The service is hosted in German data centers, which also contributes to data security.
