Fix Microsoft Outlook not syncing with Exchange Server Issue

Summary: When Outlook stops syncing with the Exchange Server, it prevents users from sending and/or receiving emails or making any changes to their email accounts. In this blog, you will learn how to Fix Microsoft Outlook not syncing with Exchange Server Issue, and restore mail items using an advanced OST to PST converter tool when the error can’t be resolved.

Microsoft Outlook is the default and preferred email client for both on-premises and online Exchange Server (Microsoft 365) email accounts. The email client works on two-way synchronization and stores all mail items in a local data file (.OST) to ensure consistent performance and offline access even with no network connection.

Any changes you make to your email account, such as drafting a new message, creating a contact or note, adding or scheduling a meeting, etc. are saved in the local OST file first and then synchronized with the mailbox on the Exchange server.

However, like any software, Outlook is susceptible to errors and issues. One common problem that Outlook users often encounter is synchronization issues or syncing problems with the Exchange Server.

When Outlook fails to sync with the Exchange Server, it can prevent users from ending or receiving new emails which can lead to downtime and loss of productivity.

Also Read: How to Recover Deleted E-Mails with the Help of Stellar Converter for OST?

In this comprehensive guide, you will learn the common causes behind the issue and solutions to troubleshoot and fix Microsoft Outlook not syncing with Exchange Server issues.

Also Read: How to Repair OST Files in Outlook?

Table of Content:

• Common causes of Syncing Issues Between Outlook and Exchange Server:
• Solutions to Troubleshoot and Fix Microsoft Outlook not syncing with Exchange Server Issue

Common causes of Syncing Issues Between Outlook and Exchange Server:

Below are some common causes that can lead to syncing issues with Outlook and Exchange Server.

1. Unstable Network Connectivity

Although Outlook can work with poor network connection, it can disrupt and slow down the syncing process between Microsoft Outlook and Exchange Server leading to syncing issues.

2. Server settings

Wrong or incorrect Exchange Server address (domain) or port numbers can also prevent Outlook from syncing properly.

3. Wrong Credentials or insufficient permissions

Incorrect or outdated user credentials and insufficient permissions can lead to syncing issues in Outlook and Exchange Server.

4. Conflicts with third-party applications

Some third-party applications, such as antivirus software or incompatible add-ins, can interfere with the syncing process.

5. Outdated Outlook or Windows

Outdated Windows or Outlook can lead to compatibility issues that can also cause syncing problems.

6. Oversized or inconsistent OST files

Oversized OST files can incur inconsistencies and errors over time that can prevent Outlook from storing new data, leading to sync issues with the Exchange Server.

Also Read: Outlook Error “Something is wrong with your OST file” [Fixed]

7. Corrupt Outlook profile

A corrupted or misconfigured Outlook profile can also disrupt the syncing between Outlook and Exchange process.

Solutions to Troubleshoot and Fix Microsoft Outlook not syncing with Exchange Server Issue

Follow the below-given solutions to troubleshoot and Fix Microsoft Outlook not syncing with Exchange Server Issue.

Solution 1: Check the Network Connection and Server Settings to Fix Microsoft Outlook not syncing with the Exchange Server Issue

The first step to troubleshooting sync issues between the Microsoft Outlook and Exchange server is to ensure that your network connection is stable. Also, the server settings are correctly configured.

If your network connection is unstable:

• Restart router
• Check the ethernet cable to your router and reconnect
• Restart system

To check the server settings, follow these steps:

• In Outlook, click on File > Account Settings > Account Settings.
• Choose your Exchange account and click on Change.
• Click the Outgoing Server, Connection, and Advanced tabs to verify the server settings. Make sure the Exchange Server address and port numbers are correct. 

• If required, make the necessary changes and click Next to proceed.
• Restart the system and then launch Outlook.

2. Enter and Update User Credentials and Permissions

Wrong user credentials or insufficient permissions can prevent syncing issues with the Exchange Server. To verify your user credentials and permissions are updated, follow these steps:

• In Outlook, click File > Account Settings > Account Settings and select your Exchange account.
• Click Change and then click More Settings.

• Click on the Security tab.
• Make sure the username and password are correct. Update them with the latest password and then click the Permissions tab.
• Contact the administrator also to ensure you have the necessary permissions to access the Exchange Server mailbox.

Also Read: Why Outlook ‍365 is Not Sending Emails and How to Fix It?

3. Update Outlook to Fix Microsoft Outlook not syncing with Exchange Server Issue

If you are encountering synchronization issues with the Outlook application and Exchange server, it is recommended to check and install the latest Outlook updates.

By installing new Outlook updates, you can fix bugs and issues addressed by Microsoft and ultimately resolve the problem you are facing with the Outlook client.

The steps to update Outlook are as follows:

• Open Outlook and go to File > Office Account.
• From the options, click Update Options.
• Then click Update Now to check for the updates.

•       Follow the update wizard to download and install the Outlook update.

This may fix the bug and the issue you were encountering with Outlook. If the issue persists, the next step is to

4. Disable and Remove Faulty Add-Ins

You can also try to disable add-ins that may be incompatible or faulty with Outlook. In addition, some add-ins can have a significant impact on Outlook’s performance, leading to synchronization issues with Exchange Server.

Follow these steps to disable or remove faulty add-ins:

• Restart Outlook in Safe Mode. For this, press  Windows + R.
• In the Run dialog box, type outlook.exe /safe and click OK or press the Enter key to start Outlook in safe mode.
• Then go to File > Options
• Click Add-ins and then click on the Go button.

• To disable the add-ins, uncheck against all add-ins and click OK.
• Once done, restart Outlook normally.

If Outlook is repaired and starts working normally, you must find the culprit and remove it from Outlook to permanently fix the problem. This can be done by activating one add-in at a time and observing Outlook. If Outlook does not work properly after activating a specific add-in, uninstall/remove it.

NOTE: Below are the advanced troubleshooting methods to repair Outlook. Thus before moving ahead, make sure to back up your OST file to avoid data loss.

5. Create a New Profile

You may create a new profile to repair your Outlook 2016, 2019, 2021, or older versions. The steps are as follows:

• Open the Control Panel
• In the Control Panel, click  User Accounts > Mail.

• Click Show Profiles > Add.

• You can type any name for the new profile and click OK.

• Once done, sign into your same email account with which you are having issues in Outlook and click Next > Finish to complete the process.
• Finally, select your new profile from the drop-down and check ‘Always use this profile.’

• Click Apply > OK and then restart the Outlook.

6. Use Microsoft Office Repair Wizard- Fix Microsoft Outlook not syncing with Exchange Server Issue

You can also repair Outlook using the repair wizard. The steps are as follows:

• Open the Control Panel and click Program and Features > Uninstall a program.
• From the options, choose Microsoft Office 20xx and then click Change. This will open the Outlook repair wizard.

• From the options, choose Repair and continue to follow the instructions displayed on the screen to complete the Outlook repair process.

If you are using Outlook 2007, follow these steps:

• Open Microsoft Office 2007 and click on the Help menu.
• From the options, choose Office Diagnostics.
• Click Continue to Start Diagnostics and repair the Outlook.

In Outlook 2003, follow these steps:

• Open the Control Panel and click Add or Remove Programs.
• From the list, choose Microsoft Office/Outlook.
• Then click Change.
• Click the Reinstall or Repair button.
• Click Next.
• Select Detect and Repair >Install.
• Continue to follow the prompts to repair Outlook 2003.

After the repair, reboot the computer and then try to open Outlook. If the synchronization issue is not resolved or Outlook still needs repair, follow the next method.

7. Re-Install Outlook- Fix Microsoft Outlook not syncing with Exchange Server Issue

If the Outlook repair wizard didn’t fix the issue with the Microsoft Outlook client, you can try to re-install Outlook from scratch. The steps are as follows:

• Open the Control Panel and click Program and Features > Uninstall a program.
• From the options, choose Microsoft Office 20xx and then click Uninstall.
• Follow the onscreen prompt to completely remove the Microsoft Office program. This will also remove Outlook from your system.
• Then download the latest Microsoft Office and install it on your system.
• Add your email account. This should work flawlessly and can be used as a workaround to repair your Outlook.

Advanced users can also use this script to completely remove the MS Office from the system and reinstall it. 

8. Rebuild Outlook OST File

If nothing works, you can try to rebuild the OST data file. This will help resolve any inconsistencies or errors in the Outlook OST file causing the error. The steps are as follows:

• Close Outlook
• Press the Windows + S and type Run.
• Click on the Run.

• In the Run window, type %localappdata%/Microsoft/Outlook and click OK.

• Rename the OST file by adding the .bak extension. This will create a backup copy. 
• After the backup, delete the original OST file.
• Start Outlook.

Now Outlook won’t find the old OST file. As a result, it will create a new OST file and sync (download) all mail items from the mailbox server.

Once the sync is complete, you can start sending or receiving new emails.

IMPORTANT NOTE: Fix Microsoft Outlook not syncing with Exchange Server Issue

Once the error is resolved, check all your mail folders and mail items. To restore missing mail items, use an OST to PST converter software such as Stellar Converter for OST. The tool helps extract the missing mail items from the backup OST file (.bak) to a new Outlook importable PST file.

Then import this converted PST file into your Outlook’s new profile or new OST file to restore all mail items.

Conclusion- Fix Microsoft Outlook not syncing with Exchange Server Issue

Sync issues between Microsoft Outlook and Exchange Server can prevent Outlook users from sending or receiving new emails that can disrupt business continuity. By following the solutions discussed in this blog, you can effectively troubleshoot and resolve the Outlook and Exchange Server sync issues.

Remember to use the OST to PST Converter after rebuilding the OST file or creating a new profile. The software can help you extract and restore the missing mail items to your new email profile or OST file with complete integrity. The software can also extract mail items from oversized, encrypted, orphaned, or inconsistent OST files to PST, Microsoft 365, or Live Exchange server directly in a few clicks.

Also Read: Unlock the Secret: Free Methods to Convert OST to PST in Outlook