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After ActiveSync: Setup your iOS device to sync with Google Mail, Calendar and Contacts

Now that ActiveSync is going away, users will have to setup an iPhone or iPad to sync with Google Mail, Calendars and Contact using different protocols.

Many existing Google customers use Microsoft ActiveSync (a proprietary protocol) to sync Google Mail, Calendar and Contacts with mobile devices. As part of a "Winter cleaning" at the end of 2012, Google announced that consumers should use IMAP, CalDAV, and CardDAV to sync new mobile devices with Google Mail, Calendars, and Contacts. IMAP, CalDAV, and CardDAV are open protocols.

Go fetch

For iPhone and iPad users, a major difference between the two formats is "push" versus "fetch". Microsoft ActiveSync supports push, which enables the ability to receive information immediately. The open protocols support fetch, not push. The fastest "fetch" settings on iOS retrieve information every 15 minutes.

Fortunately, all existing devices that use ActiveSync with Mail, Calendar and Contacts will continue to work. And Google Apps for Business, Government and Education customers may choose to sync new mobile devices using either Microsoft Exchange ActiveSync or the open protocols.

But Gmail users that aren't on a Google Apps for Business, Government and Education account will need to configure new devices to sync with the open protocols.

New protocol setup

Here's how to setup an iPhone or iPad to sync with Google Mail, Calendars and Contact using IMAP, CalDAV, and CardDAV protocols.

1. Add Gmail account to sync Mail and Calendars

a. On your iPhone or iPad, go to: Settings | Mail, Contacts, Calendars | Add Account... | Gmail.

Add your Gmail account

You'll need to enter your name and a description of the account. Enter your name as you want it to display. For the description, any description that will remind you this is your Gmail account is fine (e.g., "Gmail").

Also enter your full Google or Google Apps email address and password. (Note: if you have 2-step authentication turned on, you'll need to generate and enter an application specific password. If you have more than one device, you should generate a new application specific password for each device.) Then, click the "Next" button to continue.

The system checks your credentials, displays checkmarks next to each item, then continues to the next screen.

Enable Mail and Calendar sync

b. Verify that Mail and Calendar sync are both on. If you use Notes, you may turn that on, as well. Then click the "Save" button.

c. Make sure that Mail and Calendar sync properly. Open the iOS Mail app: you should see your Gmail inbox messages appear. Then open the iOS Calendar app. Again, your calendar items should appear. A full sync may take several minutes.

2. Add a CardDAV account to sync Contacts

a. Go to Settings | Mail, Contacts, Calendars | Add Account... | Other

Choose 'Other' for additional sync protocols

Touch "Add CardDAV Account" to sync Contacts.

Sync your Contacts with CardDAV

Enter google.com as the server. You'll again need to enter your full Gmail or Google Apps email address, password, and an account description. (If you have 2-step authentication turned on, you should generate an additional application specific password the device's CardDAV account.) Click the "Next" button to continue.

Enter your Google account info to sync with CardDAV

b. After the account is added, go to the iOS Contacts app to verify that Contacts sync properly. As before, a full sync may take a minute or two.

3. Adjust Fetch settings

You can choose how frequently your device fetches new information. On your iOS device, navigate to: Settings | Mail, Contacts, Calendars | Fetch New Data.

Change how often your device syncs Mail, Calendar or Contact information

Choose to fetch new data every 15 minutes, 30 minutes, hourly, or manually. Less frequent fetching of data saves battery life. Tap the "Advanced" button to specify unique fetch settings for each account (e.g., fetch new Mail and Calendar items every 15 minutes, and new Contact items hourly).

Adjust fetch times to save battery

4. Sync multiple calendars (if needed)

If you want to sync multiple Google Calendars to your iOS device, you may need to do a bit of additional setup.

a. Open the Safari browser on iOS and enter the following URL: https://www.google.com/calendar/syncselect. Make sure to enter "https", not simply "http:". (Google Apps users will need to customize this and enter: https://www.google.com/calendar/hosted/yourdomain.com/syncselect. Replace "yourdomain.com" with your organization's domain -- which is everything after the "@" sign in your email address.)

You will likely need to login with your full email address and password.

b. Choose the Calendars to sync to your device.

The list of all calendars to which you have access will display. Select the checkbox for every calendar to sync to your iOS device.

Choose Google Calendars to sync to your iOS device

c. Click the "Save" button on the lower right of the calendar sync web page.

d. Go to your iOS Calendar app. Click the "Calendars" button in the upper left.

In Calendars, touch the 'Calendars' button to choose which calendars display

e. Choose which Calendars display by tapping each calendar. Calendars with a checkmark will display.

Toggle displayed Calendars, as desired

That's it. You're all set to sync your Google Mail, Calendars, and Contacts with your iOS device using open protocols.

Also read:

About

Andy Wolber helps people understand and leverage technology for social impact. He resides in Ann Arbor, MI with his wife, Liz, and daughter, Katie.

5 comments
intranetsites77
intranetsites77

WOW this is frustrating trying to have one contact list on the road and in the office: Question: is there any VoIP service ( PC- tablet- cell phone) that allows populating outlook real easy. (click add or automatic). I am NOT Interested in doing a MANUAL import every hour to keep the tablet - pc databases in sync. Ideally Skype would allow a full LIVE view of outlook contacts and Allow an EASY 1 click or auto population of Outlook from an incoming Skype phone call. Is Skype is NOT INTEGRATED to live use outlook contact list? both owned by Microsoft ..Really.. are you serious? Summary Needs Im Road warrior and I count on my virtual staff to help me manage my contacts and incoming phone calls. ( ONE SINGLE CONTACT LIST PLEASE. Here would be the Goal My assistant and I both need to monitor all calls coming in New client calls the 1 office number and if I can take the call I do or I let it go to my assistant. So a new call is a new contact added to db and progress / tasks are made on this contact. I am going CRAZY WITH 4 SETS OF DATABASES. Apple does live sync with Outlook, Google does live sync with apple Nobody live synces with anybody.. It this true? Can anyone recommend any VOIP platform that actually LIVE syncs databases?? Call comes in and directly goes into databases with a single click?? Are we in a 4-5 way fight of contact management with use guys on the losing side. Advise please: Intranetsites78

Neddero
Neddero

If you change from ActiveSync on iOS to the 'Gmail' option you can't add invitees to calendar events. Anyone have a workaround? Cheers

Mark W. Kaelin
Mark W. Kaelin

Do you use ActiveSync or open protocols to sync your iOS devices with your Google accounts? Have you noticed any impact on battery life when using the different sync protocols?

Plaffeter
Plaffeter

@intranetsites77 The only way you can get a single list of contacts is to sync everything on the server into a folder that is sent to your mobile via ActiveSync.  That will work for everything in Outlook (Skype etc are another story).  A third-party tool like Add2Exchange (for the Exchange Server) or Add2Outlook (for Outlook) will sync from any folder, public or mailbox, to your contacts folder.  Once the contacts are there, ActiveSync will push them to your phone.  Check out http://www.diditbetter.com/.