How to Fix Outlook Not Syncing Folders or Missing Recent Emails in Microsoft 365

Summary

This guide helps you troubleshoot and resolve: How to Fix Outlook Not Syncing Folders or Missing Recent Emails in Microsoft 365. Follow the steps below to fix the issue.

Common Causes

If your Outlook folders are not updating or you are missing recent emails in your Microsoft 365 account, it is usually caused by a temporary connection glitch, an outdated cache, or a corrupted data file. This guide provides steps to help you restore sync and ensure your emails are current across all devices.

Quick Fix Steps

1. Check your internet connection to ensure you are online.
2. Restart the Outlook application.
3. Manually trigger a send/receive by pressing F9 on your keyboard.
4. Check if the issue occurs in Outlook on the web at outlook.office.com. If emails appear there, the problem is likely with your desktop app.

Detailed Instructions

1. Update Outlook

Outdated software can cause syncing failures between your computer and the Microsoft 365 servers.

1. Open Outlook.
2. Go to File > Office Account.
3. Under Product Information, select Update Options.
4. Click Update Now.

2. Repair your Microsoft 365 Installation

If Outlook continues to fail, you can repair the installation via your computer's settings.

1. Close all Microsoft Office applications.
2. Open Control Panel and go to Programs and Features.
3. Right-click Microsoft 365 (or Microsoft Office) and select Change.
4. Choose Quick Repair and click Repair. If this does not work, repeat the process and select Online Repair.

3. Create a New Outlook Profile

A corrupted profile can prevent folders from syncing correctly.

1. Close Outlook completely.
2. Open Control Panel and search for Mail. Click Mail (Microsoft Outlook).
3. Click Show Profiles.
4. Click Add and enter a name for the new profile (e.g., "Test Profile").
5. Follow the prompts to add your email address and complete the setup.
6. Under When starting Microsoft Outlook, use this profile, select Prompt for a profile to be used.
7. Open Outlook and select your new profile to see if syncing has resumed.

Troubleshooting

Check for Offline Mode

Outlook may be set to work offline, which prevents it from downloading new messages.

1. In Outlook, go to the Send/Receive tab on the ribbon.
2. Look for the Work Offline button.
3. If the button is highlighted, click it to disable Offline Mode and return to online status.

Clear the Outlook Cache

Clearing the cache can resolve issues where folders appear stuck or missing items.

1. Close Outlook.
2. Press Windows Key + R to open the Run dialog.
3. Type %localappdata%\Microsoft\Outlook and press Enter.
4. Locate the .ost file associated with your email account.
5. Rename the file to .ost.old.
6. Restart Outlook; it will automatically recreate the file and resynchronise your folders from the server.

Warning: Renaming your .ost file will force Outlook to download your emails again. Depending on your mailbox size, this may take some time and consume a significant amount of data.

Note: If you are using a Mac, the process for repairing profiles differs. Please ensure you are following the steps specific to macOS or contact us for assistance.

If you have completed these steps and your folders are still not syncing, please Open a Ticket with our Brisbane support team.

Related Articles:

• Setting Up an Email Account in Outlook (POP/IMAP/Exchange)
• Managing Email Signatures in Outlook
• Troubleshooting Outlook Send/Receive Errors
• Backing Up and Restoring Outlook Data Files (.pst/.ost)
• Organizing Emails with Rules and Alerts in Outlook
• Using Outlook Calendar and Scheduling Meetings

Still Having Issues?