How to Fix Synchronization Issues in Outlook?

Outlook regularly synchronizes emails and other items to and from the server to keep the mailbox updated. Sometimes, users face issues when the application is unable to connect to the server and fails to synchronize or update emails and other items. This may cause significant inconvenience to the users who rely on Outlook for work and communication as they’re not able to receive new emails or see the sent emails in the Sent Items folder. 

Apart from connectivity problem, there are various other reasons that can lead to the synchronization issues in Outlook. In this article, we will look into the reasons that can interrupt synchronization between the Outlook and the server, and discuss the solutions to resolve the synchronization issues in Outlook. 

What causes the Synchronization Issues in Outlook?

The synchronization issues in Outlook may occur due to the following reasons:

• Poor or no network connectivity 
• Incorrect Email Account Settings
• Issues with the mailbox server
• Antivirus software is interfering with Outlook functionality
• Corrupted or inconsistent Outlook data file (OST)
• Outdated Outlook application
• Oversized or large OST file
• Faulty or incompatible Add-ins

 

Solutions to Resolve Synchronization Issues in Outlook 

Follow the methods given below to resolve the synchronization issues in Outlook.

Method 1: Check your Internet Connection

If you are facing synchronizing issues in Outlook, then the first thing you need to do is check that if your system is connected to internet network or not. Follow these steps to check the internet connection:

• Click on the ‘Start’ button on your Windows system and select ‘Settings’.
• Click on ‘Network & Internet’ on the Settings page.
• Click on ‘Status’ on the Network & Internet page. It will show ‘Connected’, if the system is connected to internet.
  
• If it is not connected, then click on Change adapter options.
• Right-click on your current network adapter and then click on ‘Diagnose.’ This will diagnose and try to fix the issues.  

Method 2: Update your MS Outlook Application

If your Outlook application is not updated, it may develop some bugs and issues that can cause various problems, including the synchronization issues. So, check and ensure that your Outlook application is updated to the latest version. Follow the below steps to check and update Outlook:

• Open Outlook, click on ‘File’, and select ‘Office Account’.
  
• Click on the ‘Update Options’ and then click on ‘Update Now.’
• If there are any available updates, Outlook will automatically install them. 

Method 3: Manually Sync Outlook Folders 

It might happen that there is a delay in synchronization process. You can try syncing the folders manually. Follow the steps given below: 

• Open your Outlook application.
• Navigate to ‘Send/Receive’ tab and click on it.
  
• Click on ‘Send/Receive All Folders’. This will sync all your email folders.

Method 4: Check Your Account Settings

Incorrect email account settings can also lead to synchronization issues in Outlook. Follow the given steps to check and reconfigure the settings:

• Click on the Windows Start and then go to ‘Control Panel’. 
• In the Control Panel, go to User Accounts > Mail. 
• Click on ‘Show Profiles’ in the Mail Setup window. 
• Now, select the profile you are using with Outlook.
• Click ‘Properties’ and then click on ‘Email Accounts’.
  
• Click on ‘Change’ after selecting the email account that you are using with Outlook.
• In the Change Account window, ensure that all the account settings are correct. 
• If not, do the required changes, click on ‘Next’, and then ‘Finish.’
• Restart your Outlook and check if the sync issues are resolved.

Method 5: Clear Offline Items

You can also clear the offline items in Outlook to try to resolve the synchronization issues. Follow the steps given below:

• In your Outlook, right-click on the folder from where you want to clear the offline items and then click on Properties.
  
• Click ‘Clear Offline Items’ and then click on ‘OK’.
  
• Once the offline items are cleared, click on the ‘Update Folder’, under the Send/Receive tab, to see if items are syncing.

Method 6: Repair or Reinstall Outlook/MS Office

Damaged or corrupted Outlook/MS Office program files can also cause performance and other issues in the application. To resolve the issues, you can repair the Outlook/MS Office program. Follow the steps given below: 

• Open Settings on your Windows system and click on Apps. 
• In the installed programs/applications list, find Microsoft Office and click on it.
  
• Click on Modify and then select ‘Quick Repair’. Wait for the repair process to complete.

If the ‘Quick Repair’ option did not solve the issue, then restart the above process and then select the Online Repair option. Follow the wizard to complete the repair process. It is to be noted that you need an active internet connection to perform online repair.

If repairing the program doesn’t resolve the issue, then you can reinstall the MS Office program. For this, you can take the help of Office uninstall support tool. 

Method 7: Repair Outlook Profile

You may face sync issues in Outlook if your profile is corrupt or damaged. Follow the below steps to repair your profile (account) in Outlook:

• Open Outlook application.
• Click on the ‘File’ and then click on Account Settings > Account Settings.
  
• Click on the ‘Email’ tab on the Account Settings page. 
• Select the profile (account) and then click ‘Repair’. 
• Follow the instructions to complete the repair procedure.

If repairing the profile doesn’t work, then create a new Outlook profile.  

Method 8: Rebuild Outlook Data File (OST)

Sometimes, inconsistencies and issues in the Outlook data file (OST) can also cause synchronization problem. In such a case, you can try to rebuild the OST file. Follow the steps given below:

• Open Outlook. Click on ‘File’, select ‘Account Settings’ and then click on ‘Account Settings’. 
• In the next window, click on the ‘Data Files’ tab.
  
• Select your profile (account) and click ‘Open File Location’. This will open the location where the OST file stored. 
• Now, close Outlook. Copy the default OST file and paste it in a different folder/location for backup.
• Then, delete the OST file from the default location. 
• Start Outlook. It will create a new OST file and download all the mail items from the server mailbox. 

This should fix the sync Issues in Outlook if caused by an inconsistent OST file.

Now, check the new OST file for any missing emails or other mailbox items. If there are any, then take the help of an advanced OST to PST converter software, like Stellar Converter for OST. This software can extract items from the backup OST file and save them to PST format. You can then import this PST file into Outlook to restore the missing items. This software can easily convert orphaned or inaccessible OST files into PST and various other formats.   

Conclusion

Synchronization issues in Outlook may appear due to multiple reasons. You can follow the solutions discussed above to resolve the synchronization issues in Outlook. In case, the sync issues arise due to corrupted or damaged OST file, then take the backup of your OST file and delete it to create a new one. After recreating the OST file, remember to check for missing mailbox items. If you find any missing items, then use Stellar Converter for OST to extract the missing items from the backup OST file. 

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