Outlook folders not syncing automatically on second laptop when I start the app, only when I manually open each individual folder.

Question

Hi,

I use Outlook (Microsoft 365) on multiple laptops. I have one laptop (running on Windows 10) that always stays at my desk at home, and one laptop (running Windows 11) for when I am out and about.

When I use my Windows 11 laptop, the emails do not sync automatically when I start Outlook. It will only sync emails when I open each folder. So when I start Outlook on that laptop, it will automatically sync the Inbox, because that folder is open. But none of the other folders sync in the background as (I assume) they should - at least that's the way it happens on my Windows 10 computer.

So if I've been working for a while and then go to the Sent folder, for example to see when I sent a certain email, that email initially isn't there. Outlook only starts to sync the folder when I'm actually in it.

So in order to have my entire email synced, I have to laboriously click through every single folder to do so.

How do I get Outlook to sync everything all at once the moment I launch the program?

I've also tried clicking on "Send/receive all folders" to sync everything manually but that doesn't do it either.

-Christoph

***Moved From Outlook / Windows / Classic Outlook for Windows / For business***

Answer 1

Dear Christoph von Pohl,

Thanks for using Microsoft products and posting in the community.

Checked out your reply. Found that you now have two questions.

We will try to deal with your synchronization issue first.

Please check the images below. It corresponds to the gmail account you are using.

Check the folders you need to synchronize. Just like the options in the red box in image three. Then click Confirm.

When the setup is complete, your account will synchronize folders according to your checkmarks.

Regarding your fear of configuration failure when using a new configuration file.

The password you need to enter is not the one you normally use to log in to gamil.

What you need to use is an application password specifically for logging into a three-way application.

You can ask Google for a more detailed explanation on this part.

We look forward to your response.

Best Wish

Yung.D| Microsoft Community Support Specialist

Answer 2

Dear Christoph von Pohl,

I'm glad to be able to give you valid advice. And that you have found a setting that suits you better.

You can try clicking 'Yes' at the bottom left. If you find this suggestion useful.

You can show it to more people who have the same problem as you.

Thanks.

Best Wish

Yung.D| Microsoft Community Support Specialist

Answer 3

Hi Yung.D

Changing the send/receive settings as you described worked.

But then I tried checking the "Download complete items..." box instead of the "Use custom behavior..." box (neither one had been checked before) and that works as well, is a bit of a cleaner solution, I find.

See here:

Thanks a lot!

I thought there just had to be a simple setting somewhere, glad that was all it was!

Best,

Christoph von Pohl

Answer 4

Hello Christoph von Pohl,

Thank you for posting this case in Microsoft Community!

Based on your description: Outlook folders not syncing automatically on second laptop when you start the app, only when you manually open each individual folder. I would like to cooperate with you working on this case. To clarify this case, would you please provide following information for further investigation:

• Are you using Microsoft 365or a Business account(@xxx.onmicrosoft.com/@domain.com)?
• Or using personal account type such as Outlook.com, Hotmail.com, Live.com and so on? Or using other third-party POP/IMAPaccount in Outlook?
• How about your Outlook version on your Windows 10 and Windows 11 system? Please kindly provide us your Outlook version with product details by going to Outlook > File > Office Account and share that entire page screenshot with hide personal information. What version of Outlook do I have?

For my suggestion, Outlook works best when it's up to date. We recommend setting Windows Update to automatically download and install recommended updates. Bug fixes, new features, and performance enhancements are released regularly. To install the latest Windows and Office updates, see Install Office updates. You may open Outlook and go to File > Office account > Update options > Update nowto update your Outlook client to the latest version.

Update history for Microsoft 365 Apps (listed by date) - Office release notes | Microsoft Learn

Next steps, please kindly check and make sure to turn on Cached Exchange mode for your exchange account and see if this will make any difference. If the missing folders are shared folders, please click File > Account Settings > Account Settings > click on the Exchange account and click Change > More Settings > Advanced> make sure the option “Download shared folders" is selected.

If above steps tried but still not working, you may try to re-create another new Outlook profile on your Windows 11 sstem and check again.

Steps:

• Close Outlook.
• In Windows 10, choose Start. Type Control Panel and press Enter. Choose User Accounts > Mail > Show Profiles.
• Choose Add, and in the Profile Name box, type a profile name, and then choose OK.
• Enter an email address and a password for the primary email account you use in Outlook and then walk through the steps to create the profile.
• Once the profile is created, on the Show Profiles dialog, choose Prompt for a profile to be used.
• Start Outlook and choose your new profile.
• If creating a new profile solves your issue, you can return to the Show Profiles dialog and delete your old profile.

In addition, you can also try downloading Microsoft Support and Recovery Assistant and see if it can help to fix this problem for you:

About the Microsoft Support and Recovery Assistant

Please understand that the initial response may not resolve your case directly, but you can try my workaround and provide more useful information for further assistance, please feel free to let me know, I will keep assisting you.

Your understanding and patience will be appreciated.

Thank you!

Answer 5

Hello Eleni Constantinou,

Thank you for your detailed reply.

I will respond to your comments/questions/suggestion in order:

Question: Are you using Microsoft 365 or a Business account (*** Email address is removed for privacy ***/*** Email address is removed for privacy ***)? Or using personal account type such as Outlook.com, Hotmail.com, Live.com and so on? Or using other third-party POP/IMAPaccount in Outlook?

Answer: I am using a Gmail account. On both laptops, running Windows 10 and 11, there are no problems sending or receiving. The only difference is that Outlook on the laptop running Windows 11 does not sync folders unless they are manually opened.

Question: Outlook version on your Windows 10 and Windows 11 system?  

Answer: Here are screenshots of that page for both laptops. First the laptop running Windows 10:

And here for the laptop running Windows 11:

Sorry that the screenshots are in German; the information should be clear, however.

(For future screenshots, I switched the user interface language to English.)

Both Outlook versions are part of my Microsoft 365 subscription.

The version on the Windows 10 laptop is Version 2407 and on Windows 11 is Version 2408.

Suggestion: Update Outlook.

Answer: Done. No change.

Suggestion: Cached Exchange mode / select Download shared folders

Answer: These options don't exist in my Outlook. When I select the account under File > Account Settings > Account Settings > and then click on Change, I do not get the option for More Settings as you said I should. Here is a screen shot:

Small window on left opens after I select File > Account Settings > Account Settings >

Small window on right opens when I then click on Change

Suggestion: Create a new profile.

Answer: That failed as well, and I am very baffled by that fact.

I went through the steps, entered the correct IMAP info and password and everything and got an error. See screenshot:

I tried it three times and double-checked the password every time. I also compared the POP and IMAP account setting to the existing profile. All correct, all the same, but I am unable to create a new profile. The old profile continues to function with the same info. See screenshot:

I am stumped.

Any more suggestions?

Thanks!

Christoph