How to Fix Outlook Emails Not Syncing?

When you run into a problem like Outlook emails not syncing, it usually means that Outlook on your computer is no longer communicating properly with the mail server. This guide aims to help you understand what causes this issue and how to fix it. The reasons behind the sync failure can vary, from something as basic as a poor internet connection to damaged Outlook data files, incorrect account configurations, or even server-related problems. Here, we’ll walk you through quick checks and solutions to help resolve the “Outlook emails not syncing” error.

Microsoft Outlook remains one of the most popular email platforms for both personal and professional use. Whether accessed through the desktop app, the Outlook Web App, or the mobile version, it’s preferred for its strong features, advanced search, clean mailbox organization, and smooth integration with Microsoft 365 tools. However, despite its reliability, many users still face situations where Outlook suddenly stops syncing with the mail server. When this happens, it can disrupt your workflow and interrupt communication unexpectedly.

Why Are Outlook Emails Not Syncing?

Several factors can prevent Outlook from syncing properly with the mail server. Some of the most common reasons include:

• Weak or Unstable Internet Connection: If your network is slow or inconsistent, Outlook may struggle to establish a stable connection, causing email sync problems.
• Outdated Outlook Version: Using an older version of Outlook can lead to bugs or compatibility issues, which may interfere with proper syncing.
• Incorrect Email Settings: Misconfigured IMAP, POP, or Exchange settings can prevent Outlook from receiving emails correctly.
• Offline Mode Enabled: Sometimes, Outlook may be set to work offline, which stops it from connecting to the server.
• Antivirus or Firewall Interference: Security software may block communication between Outlook and the mail server, disrupting email synchronization.
• Conflicts with Add-ins: Certain third-party add-ins can interfere with Outlook’s functionality, including its ability to sync emails.

Understanding these potential causes is the first step toward resolving sync issues and ensuring smooth email flow in Outlook.

Read More – Fix Outlook for Mac Not Syncing Issue

What Does “Outlook Not Syncing” Really Mean?

In Outlook, syncing goes beyond just missing emails. It involves keeping your entire mailbox, including inbox, sent items, calendar entries, and flags, updated with the mail server (such as Microsoft 365, Exchange, or any IMAP provider). When syncing fails, you might notice that new emails appear in webmail but not in the desktop app, or sent messages don’t upload to the server, among other inconsistencies.

Quick Steps to Resolve “Outlook Emails Not Syncing”

1. Check Your Internet Connection
Open a browser and try loading a few websites. If pages fail to load, restart your router or switch to a different network to ensure Outlook can connect to the server.

2. Verify Outlook’s Status
If Outlook shows Working Offline, Disconnected, or Disconnected from Server, this is likely the cause. Disable Offline Mode by going to Settings > Offline in the newer Outlook versions.

3. Restart Outlook and Your Computer
Sometimes, a simple restart of both the app and your system can resolve temporary glitches.

4. Update Outlook
Ensure you are using the latest version of Outlook, as updates often fix bugs that may interfere with syncing.

Step-by-Step Troubleshooting to Fix Outlook Not Syncing Properly

1. Start Outlook in Safe Mode

• Launch Outlook in Safe Mode by running outlook.exe /safe. This temporarily disables all add-ins.
• If syncing works in Safe Mode, an add-in is likely causing the issue.
• Disable add-ins one at a time and re-enable them individually to identify the culprit.

2. Repair Your Email Account or Connection

• Run Outlook and go to File > Account Settings > Account Settings.
• Select the problematic email account.
• Click Repair and follow the on-screen instructions to fix any issues.
• Restart Outlook and check whether syncing has been restored.

3. Check Antivirus or Firewall Settings

• Some security programs can block Outlook’s connection or access to OST/PST files.
• Temporarily disable real-time scanning or mail shields, or add Outlook to the antivirus exceptions list.

4. Create a New Outlook Profile

• Open Control Panel > Mail > Show Profiles.
• Click Add to set up a new Outlook profile and enter the details of your email account.
• Make this newly created profile the default and then restart Outlook.
• Creating a fresh profile often resolves issues caused by hidden corruption in the existing profile.

5. Review Sync Filters, Rules, and View Settings

Check Filters:

• Go to the View tab > View Settings > Filter.
• Remove or adjust any active filters that may prevent emails from showing.
• Click OK to save changes.

Check Email Rules:

• Go to File > Manage Rules & Alerts.
• Review your rules to ensure none are moving or deleting incoming emails incorrectly.
• Disable or modify problematic rules and click Apply > OK.

Read More – Outlook Rules Are Not Working

Reset Outlook View

• Open Outlook and navigate to the View tab.
• Click Reset View to restore the default layout.
• Restart Outlook and check if the syncing problem has been resolved.

Rebuild Outlook Data Files

• Close Outlook completely.
• Navigate to the folder %localappdata%\Microsoft\Outlook\ and locate the .ost file associated with the account that’s having issues.
• Make a backup of the OST file, then delete the original.
• Restart Outlook. The application will automatically recreate the OST file from the server, which often resolves persistent syncing problems.

This approach helps fix layout-related issues and corrupted data files that can interfere with proper email synchronization.

Repair a Corrupted PST File

When Outlook detects problems with a data file, you can use the built-in SCANPST.EXE tool to scan and repair the PST file. Follow these steps:

1. Close Outlook completely.
2. Locate SCANPST.EXE on your system, typically found at:
   C:\Program Files\Microsoft Office\root\OfficeXX (replace XX with your Office version).
3. Open the tool and enter the path of the PST file you want to repair.
4. Select the PST or OST file and start the scanning process.
5. Once the scan completes, follow the prompts to repair any detected issues.
6. Restart Outlook and check if the syncing problems are resolved.

Using this tool can help fix corrupted data files that prevent Outlook from syncing emails correctly.

Conclusion

Outlook email sync issues can stem from a variety of factors, including incorrect account settings, the application being in offline mode, or corrupted data files. Sometimes, a combination of multiple minor issues can also disrupt proper synchronization. By following a systematic, step-by-step troubleshooting approach, you can usually resolve these problems and restore seamless email communication.

These methods work for Outlook on Windows, Mac, or the Web, ensuring flexibility across platforms. However, if the issue persists even after applying these solutions, it may indicate severe data corruption or underlying system-level problems that require more advanced intervention.