Multiple Devices with Outlook Subfolders

Question

Multiple Devices with Outlook Subfolders

Tim Kunze 0

I am having an issue where I move emails into subfolders. A moment later, they show back up in the inbox.

FYI, I have Outlook running as an app with matching layouts (inbox and sub files the same on all devices) on three devices - My Windows laptop, iPhone, and iPad.

Right now, this is happening on my laptop. If I go to my iphone and ipad, the emails are still in the inbox and have yet to move several minutes after I moved them on my laptop. I also try dragging down the display pane on my iphone and ipad and the moved emails are still in the inbox.

Another problem I have noticed for some time is that Outlook doesn't seem to be updating on my iPad or iPhone "totally". It may show one or a few new emails and claim to have been updated recently but, if I drag the viewing pane down or just select the folder/subfolder to view, it will update with more new emails.

I have Background App Refresh setup for Wi-Fi and Cellular Data and turned on for Outlook on both my iPad and iPhone. Beyond that, I have no idea why all this is happening or how to fix it so that Outlook on all my devices is in sync.

Tim Kunze 0 Reputation points

2026-08-13T00:45:56.1333333+00:00

On top of all that, some emails are returning to the inbox as unread even though I've answered them so, obviously, they've been read. Then, I go look for my response and can't find it anywhere.

Seems like a ghost or hacker has gotten hold of my email (all six accounts?) in both hotmail and gmail.

1 answer

Your answer

Tim Kunze 0 Reputation points

2026-08-13T00:45:56.1333333+00:00

On top of all that, some emails are returning to the inbox as unread even though I've answered them so, obviously, they've been read. Then, I go look for my response and can't find it anywhere.

Seems like a ghost or hacker has gotten hold of my email (all six accounts?) in both hotmail and gmail.

Answer 1

Hi Tim Kunze

I understand how concerning it is to see emails return to the Inbox, change back to unread, or display differently across your laptop, iPhone, and iPad.

Based on your description, this appears more likely to be a synchronization or account-configuration issue than evidence that someone has accessed all six accounts.

To narrow down the cause, please try the following:

Sign in to each account through its webmail site, such as Outlook.com for Hotmail accounts and Gmail.com for Gmail accounts.
Move one test email to a subfolder, refresh the browser, and confirm whether it remains there. Also check whether sent replies appear in the correct Sent folder.
If everything is correct in webmail, close Outlook on two devices and test one device at a time. This can help identify whether a particular device is failing to synchronize properly.
On the iPhone and iPad, open Outlook, select your profile picture, then select Settings > the affected account > Reset Account. If the issue continues, remove the affected account, restart the device, and add it again using the standard Microsoft or Google sign-in option.
Check your mailbox rules, filters, forwarding settings, and connected applications in webmail, as one of these may be moving messages or changing their read status.

Please note that Background App Refresh does not guarantee that every folder will update immediately while Outlook is not active. Also, Outlook for iOS and iPadOS synchronizes messages by folder, so refreshing or opening a folder may display additional emails.

If you are concerned about unauthorized access, review the recent sign-in activity for each Microsoft and Google account. If you find an unfamiliar device or location, change the password, sign out unfamiliar sessions, enable two-step verification, and review the recovery information and connected applications.

If the issue remains, please let us know whether the test change also reverses in webmail and whether the affected accounts are configured as Outlook.com, Exchange, Gmail, IMAP, or POP. This will help us identify whether the problem is on the mailbox server or within one of the Outlook apps.

If the answer is helpful, please click "Yes". If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Tim Kunze 0 Reputation points

2026-08-13T20:29:19.1466667+00:00

Following your instructions above, when I sign in to Gmail in my browser on my laptop and move emails, my iPad and iPhone update withing seconds. However, when I get to the step, "On the iPhone and iPad, open Outlook, select your profile picture, then select Settings > the affected account > Reset Account. If the issue continues, remove the affected account, restart the device, and add it again using the standard Microsoft or Google sign-in option.", there is no profile picture to select.

I deleted one of my accounts on my iPad and then added it back. It still is showing emails that I deleted on my laptop app.
Chloe-V 12,700 Reputation points Microsoft External Staff Moderator

2026-08-16T23:55:08.12+00:00

Hi Tim Kunze

Thank you for testing this. Since changes made in Gmail web sync to the iPhone and iPad within seconds, the Gmail account and mobile synchronization appear to be working correctly. The issue seems to be with the Outlook app on the laptop, where the changes are not reaching Gmail.

To guide you accurately, could you confirm whether you are using new Outlook or Classic Outlook on the laptop? Also, after deleting or moving an email in Outlook, does the change appear when you refresh Gmail in the browser?

Regarding the missing profile picture, the Outlook mobile layout can vary. You can normally access the account settings through the menu or account icon at the top-left of the app.
Chloe-V 12,700 Reputation points Microsoft External Staff Moderator

2026-08-17T23:29:50.09+00:00

Hi Tim Kunze

Is there any update from you?

If yes, please feel free to let us know.