[Solved] Emails showing in Outbox on the server but not visible in Outlook user’s Outbox?

Bugs and issues are common in software, and Microsoft Outlook is no exception. While some of the Outlook errors stem from the software itself, many errors occur due to lack of system resources or external factors.

In this article, we’ll talk about an issue, “There are emails showing in Outbox on the server but are not visible in the user Outbox in Outlook client.” This indicates that the user has emails stored on the Exchange Server but the local folder is showing empty when clicking on the email view in Outlook Client.

Reasons for the User Outlook Outbox not showing Emails Issue

Let’s take a look at the possible causes for this issue.

• Synchronization Issues

A likely cause of this problem is poor or no synchronization between the server and the client. As a result, the client does not download emails and other content from the server.

• Conflicting Applications

Another potential cause of the problem is the presence of applications like antivirus that can conflict with Outlook. Such applications can hinder Internet connection or data transmission, thereby resulting in discrepancies between the local cache and the Exchange Server.

• Low Storage

If your device is low on storage, emails will not be downloaded from the Exchange Server in the local OST file. Therefore, it’s important to have enough space on the local disk for downloading large chunks of email and attachments from the Exchange Server.

• Oversized Local Cache

Sometimes, the local file (OST file) where Exchange downloads all emails for offline use can become oversized, especially if you’ve been storing thousands of emails with attachments. Such oversized files can become corrupted or inaccessible. This could prevent you from accessing your emails.

Learn More: How to deal with a large OST file if it reaches maximum size?

Solutions to Fix the Issue

Below, we’ll discuss a few possible solutions that can help you resolve the emails not visible in user Outbox issue.

Disable the Antivirus Program

If the antivirus software is the cause of the problem, consider disabling it temporarily. Then, try to download the emails. However, make sure to enable it back after Outlook downloads the emails. You can also check for settings and configurations allowing Outlook to access messages while the antivirus is running.

Turn Off the Cache Mode

If the problem has occurred due to synchronization issues, you can turn off the cache mode in Outlook. Here are the steps to do this:

• Navigate to File > Account Settings > Account Settings.
• Select the Exchange account and click “Change”.
• In the offline settings, uncheck “Use Cached Exchange Mode”.
• Restart Outlook and see if it resolves the issue.

Rebuild the OST File

The issue may also occur due to a corrupted or oversized OST file. In such a case, you can rebuild the OST file. The steps are as follows:

• Locate the OST file. You can find the location in the Advanced tab of Outlook’s Account Settings.
• Copy the OST file to a different location and then delete it.
• Restart Outlook. This will create a new OST file automatically at the default location.

Learn More: How to find the location of the OST file

Create a New Outlook Profile

• In Outlook, go to File > Account Settings > Manage Profiles.
• Select Show Profiles and click Add.
• In the Profile Name box, enter a name for the new profile and then click OK.

Leverage SaRA Tool

Another option is to create a new profile in Outlook. To create a new Outlook profile, follow these steps:

Microsoft’s SaRA is an advanced diagnostics tool that checks Outlook’s configuration and reports any related problems or issues. This tool will also point you to the relevant public documents that will contain a list of steps you can follow to fix the issue.

Conclusion

The issue “There are emails in Outbox on the server that are not visible in the user Outbox in Outlook client” may occur due to different reasons. You can follow the above solutions to resolve the issue. In case there is an issue with your OST file or the file becomes inaccessible, you can use a third-party OST to PST converter tool, such as Stellar Converter for OST to recover data from the file. The software extracts data from inaccessible or orphaned OST file and saves it in PST file. You can then import this PST file into your Outlook account.

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About The Author

Ravi Singh

Ravi Singh is a Senior Writer at Stellar®. He is an expert Tech Explainer, IoT enthusiast, and a passionate nerd with over 7 years of experience in technical writing. He writes about Microsoft Exchange, Microsoft 365, Email Migration, Linux, Windows, Mac, DIY Tech, and Smart Home. Ravi spends most of his weekends working with IoT (DIY Smart Home) devices and playing Overwatch. He is also a solo traveler who loves hiking and exploring new trails.