It can be really helpful to have universal access to important information, and we’ve found it really useful to synchronise the Outlook data on our PC with our mobile phone. Over the next three pages we’ll show you how.

When it comes to synching contact data, every mobile phone is different. We have chosen a Motorola RAZR V3 and its Phone Tools software to illustrate how to synchronise your contacts. Simply install the software and click New to give your phone profile a name. Ours is called ‘Ursula’s Phone’.

Mobile phone synching step 1

Mobile phone synching step 1

The Phone Setup wizard will ask you how you want to connect your phone: via a USB cable, Bluetooth or infrared. Not all phones will support all three options – we chose the cable as this is the most widely-supported method. Check the Cable option and then Next.

Mobile phone synching step 2

Mobile phone synching step 2

Once you have selected the connection method, you’ll be prompted to check your phone is switched on and to plug it into a free USB port. The phone will then be detected and installed by your PC. This process can take a while, but a progress bar keeps you posted throughout the installation process.

Mobile phone synching step 3

Mobile phone synching step 3

Our phone wasn’t automatically recognised by the software. In such cases, you need to manually configure the software for it to ’see’ the phone. Select this option and follow the prompts to choose your phone. It should now be detected and configured. Note that your PC will see the phone as a modem, not as a mobile phone.

Mobile phone synching step 4

Mobile phone synching step 4

Click Finish to close the Device Configuration wizard. A visual representation of your phone will appear onscreen, with a menu offering links to features on the righthand side. To sync the contacts held on your computer with your mobile phone simply click on the Synchronizatior button.

Mobile phone synching step 5

Mobile phone synching step 5

The Synchronization Suite will start up. To begin synching your contacts, click Start the synchronization wizard. If your phone already holds data you will be prompted to save it before continuing. If it is a new phone or one that holds data you want to remove, select Delete phone data.

Mobile phone synching step 6

Mobile phone synching step 6

The next step prompts you to select the application on your PC where you store your contacts and calendar information. Choose your contacts application, for example Outlook, from the first drop-down list and your calendar from the second drop-down list.

Mobile phone synching step 7

Mobile phone synching step 7

To synchronise your contacts, select the appropriate app on your PC. Usually, synchronised data will be stored in the folder of the app you chose; to alter this, click Change and choose a new folder. You can then choose to sync all your contacts, selected contacts only, or edited contacts within certain categories.

Mobile phone synching step 8

Mobile phone synching step 8

To synchronise your Calendar entries, click the Calendar option in the righthand column and select the folder with which you want to synchronise it. Choose to synchronise all events or specify the time period to be synchronised. Once you’re happy with the options selected, click on Finish.

Mobile phone synching step 9

Mobile phone synching step 9

Finally, specify how you would normally sort your contacts – first name or last name first. Click the Synchronise button to sync your data. You can run the wizard again at any time, by going to the File menu and choosing this option. You can also edit the synchronisation settings in the main menu.

Mobile phone synching step 10

Mobile phone synching step 10

TIP: Synching suggestions

If you have problems getting your phone to synchronise with your PC when using the Phone Tools software, there are a couple of steps to take that might be of use.

Try forcing a Master Reset on your handset. This restores the factory settings, while retaining all your data. Go to the Settings icon in the main menu, then choose Initial Setup and click Select. Scroll down to find Master Reset and click on it.

The second thing you can try is deleting the USB modem from your Phone and Modem Options. To delete it, go to the Start menu, then Control Panel, Phone and Modem Options. Click on the Modems tab and select the Motorola USB modem, click Remove and then click ok.

For mobile phone reviews, news and tutorials, see our Mobile Advisor site, brought to you in association with BlackBerry.