iCloud: Microsoft Exchange behavior with iCloud
iCloud and Microsoft Exchange data can simultaneously exist on iOS devices, OS X, and Microsoft Outlook. Below are some examples to help you better understand where your data is stored and how it is managed.
Data stored with iCloud will not interact with your Microsoft Exchange data, and your Exchange data will not interact with iCloud data. These services exist as separate data stores on each device you have set up; data will not intermingle between these services.
- This article assumes you are familiar with terminology that differs between applications as explained in iCloud: Calendar Events, Reminders, To Dos, and Tasks behavior differs by application.
- All screenshots of Outlook shown below are taken from Microsoft Outlook 2010.
iCloud Calendars and Reminders ("Tasks") with Microsoft Exchange
iOS Calendar: When viewing your calendar list within the iOS Calendar app, you will see how your Exchange calendars are grouped separately from your iCloud calendars. Here you can choose what is displayed within the Calendar app (denoted by a checkmark) in order to make viewing your data by service easier.
iOS Reminders: Within the iOS Reminders app Lists view, your Exchange data appears separate from your iCloud data again. You are able to tap the Reminders or Tasks list you want to view in order to make viewing your data by service easier.
OS X Calendar: As with the iOS Calendar app, OS X Mountain Lion Calendar (or iCal on OS X Lion) displays iCloud and Exchange data in separate sections of the Calendar list. In the following OS X Mountain Lion example, Home is displayed within the iCloud section, Calendar within the Exchange section, and Birthdays within the Subscriptions section of the left pane.
In the following OS X Lion example, iCloud Calendar is displayed within the iCloud section and Calendar within the Exchange section of the dialog.
Mac OS X Reminders: You can access OS X Mountain Lion Reminders through the Reminders app. The iCloud and Exchange collections are displayed under the All Notes section in the left pane.
OS X Lion Reminders appear in the right of iCal (you may need to select View > Show Reminders for them to appear). By clicking the Reminders menu you are able to select which collections are displayed within iCal (iCloud, Exchange, or both).
Microsoft Outlook Calendar: Outlook also displays iCloud and Exchange data separately. Exchange data typically appears within the My Calendars section, as in the example below with Calendar under My Calendars.
Outlook has a descriptive note about which collection your calendars belong to next to the Calendar title in the left panel of Outlook. Your local Outlook data (that is, data not belonging to either iCloud or Exchange) also appears within the My Calendars section of Outlook. Local Outlook data will have the description Outlook Data File next to the calendar title, while Exchange data will have your Exchange email address or account name next to the Calendar title. iCloud calendars have iCloud next to the calendar title, and appear in the iCloud section of Outlook Calendar instead of the My Calendars section.
Microsoft Outlook Tasks: Similar to how Outlook displays calendar information, the Tasks within Outlook are grouped separately with a description next to the title denoting which collection it belongs to. The description Outlook Data File means the Tasks are a part of your local Outlook data, while Exchange data will have your Exchange email address or account name next to the Tasks. iCloud Tasks lists will have iCloud next to the title. Additionally, iCloud Tasks will appear in the iCloud section of Outlook Tasks, as opposed to the My Calendars section.
iCloud Contacts with Microsoft Exchange
iOS Contacts: Contacts within the iOS Contacts app are grouped based on service similarly to iOS Calendar. With Contacts, you can select which group you want to see in order to be sure to which data collection your Contacts belong. You can select your Exchange data by selecting one of the items in the Exchange section, or you can choose iCloud data by selecting one of the items below the iCloud section. You can also view All Contacts (which will show all contacts on your device, including iCloud and Exchange).
OS X Contacts: With the OS X Mountain Lion Contacts (or Address Book on OS X Lion) application, you are able to view your groups in the sidebar by clicking the three columns display mode button at the bottom of the application window. Here you will see your Exchange, iCloud, and any other contact groups you may have within OS X Contacts or Address Book. Simply click one of the groups in order to view the contacts belonging to that group, or click All Contacts to view all of your contacts together.
Similar to iOS, OS X Contacts or Address Book shows Exchange data beneath the Exchange section and iCloud data beneath the iCloud section.
Microsoft Outlook Contacts: Microsoft Outlook displays contacts based on what service is supplying the data as well. Similar to how Outlook displays Calendar data, Exchange and Local Outlook data appear within the "My Contacts" section of Outlook with a description letting you know where those contacts are stored. Local Outlook data will have the description "Outlook Data File" next to the Contacts title, while Exchange data will have your Exchange email address or account name next to the Contacts list title. iCloud will have "iCloud" next to the title. Additionally, iCloud Contacts will appear in the iCloud section of Outlook Contacts instead of the My Contacts section.
For information about how to setup Microsoft Exchange with your iOS device, see iOS: Setting up Exchange ActiveSync.
Microsoft Exchange may require additional configuration in order to allow communication with certain devices. Consult with your IT manager or Administrator of your Exchange server for further questions about your Exchange setup.