How to Resolve Sync Issues in Outlook – A Detailed Guide

Summary: Sync Issues folder and messages in its subfolders can’t be ignored as they can quickly fill up your mailbox and lead to mailbox full error if the causes behind the sync issues are not fixed. In this post, we have discussed the Sync Issues folder, shared the reasons behind the Sync Issues, and how to safely resolve them and avoid exceeding your mailbox quota.

The Sync Issues folder is a special mail folder in MS Outlook that stores messages containing information on synchronization issues and error logs experienced by the client. These messages are sent by the mailbox server, such as Microsoft Exchange, to inform users about the problems encountered while synchronizing the emails or other mail items in Outlook to or from the mailbox server.

By default, Sync Issues folder and its subfolders are not visible in Outlook. To view the folder and its subfolders, click the three dots at the bottom navigation pane and choose ‘Folders.’

It contains three subfolders, which are as follows:

This Sync Issues subfolder stores information on mail items that could not be sent to the mailbox server from the local Outlook data file.

This Sync Issues subfolder stores multiple copies of conflicting mail items in the mailbox that can significantly inflate the mailbox size as Outlook tries to sync the mail items again and again. 

This Sync Issues subfolder stores mail items that Outlook could not synchronize with the mailbox server.

If you open the email in Sync Issues or any of its subfolders, you may come across error messages, such as:

08:18:17 Synchronizer Version 15.0.5267
08:18:17 Synchronizing Mailbox 'Ravi Singh'
08:18:17 Synchronizing Hierarchy
08:18:17 Synchronizing server changes in folder “Folder Name’
08:18:17 Downloading from server ‘BA34D64HGS-CE2B-4EB2-4D64HGE2@stellarinfo.com’
08:18:17 Syncmonitor triggered for ;Folder Name’ (0x80004005)
08:18:17 Error synchronizing folder
08:18:17          [80004005-501-4B9-560]
08:18:17          The client operation failed.
08:18:17          Microsoft Exchange Information Store
08:18:17          For more information on this failure, click the
URL below:
08:18:17          http://www.microsoft.com/support/prodredirect/outlook2000_us.asp?err=80004005-501-4b9-130
08:18:17 Done
08:18:17 Microsoft Exchange offline address book
08:18:17 Download successful 

Reasons for Sync Issues

Sync issues in the Outlook client may occur due to one or more of the following reasons:

Further, it may also occur when,

Solutions to Fix Sync Issues in Outlook

Although the Sync Issues folder can be safely ignored in most cases, it can quickly increase the mailbox size and fill up the default Outlook mailbox quota in some cases which can lead to send/receive errors, new synchronization errors, and failed message deliveries.

When the mailbox is full, the synchronization stops between the Outlook client and mailbox server, leading to further problems, such as:

Thus, fixing the Sync Issues is critical. Follow these solutions to fix the problem.

Note: It’s critical to read the messages received in the Sync Issues folder to specifically address the problem and permanently fix it to further issues.

Check Network Connection

Synchronization requires an active network connection with the mailbox server. An unreliable and poor network connection or firewall settings can obstruct Outlook from synchronizing the mail items stored in the IMAP OST file to the mailbox server. Similarly, if the mailbox server is down, it can prevent Outlook from synchronizing the mail items.

To troubleshoot the issue, try reconnecting the network cable or WLAN. Then check the internet connection and firewall settings. You may also contact your IT support to ensure a network firewall isn’t blocking the mail server. Also, log in to your email account using a web browser to ensure your account is active and the server is available.

Repair OST File

You can use the OST integrity check tool (SCANOST.exe) in Outlook 2003 and 2007 or the Inbox Repair tool (ScanPST.exe) in Outlook 2010 and later versions to try fixing the errors or repair the corrupted OST file. This may help resolve the Sync Issues problem in your Outlook client.

The steps are as follows:

In Outlook 2003 or 2007

In Outlook 2010 and later versions

This may fix the Sync Issues in your Outlook if caused by an inconsistent OST file. 

Setup a New Outlook Profile

By setting up your email account under a new Outlook profile, you can replace the corrupt one and may fix the Outlook Sync Issues.

The steps to set up a new profile in Outlook are as follows:

Change the Root Folder Path

When Outlook fails to detect the default root folder path, it may lead to sync issues in Outlook. However, you can manually set the root folder path by following these steps and resolving the problem.

Resync the Mail Folders

If the messages in the Sync Issues folder indicate a problem with a specific folder, you can try to resync the folder in Outlook by following these steps:

Rebuild Outlook Data File (OST)

If the sync issues are caused by faulty OST file, you can fix the problem by recreating or rebuilding the OST file.

The steps are as follows:

After rebuilding the new OST file, Outlook will start synchronizing the mail items. This should fix the Outlook Sync Issues.

Conclusion

By following the solutions discussed in this guide, you can fix the Sync Issues and avoid messages in the Sync Issues folder from filling up your mailbox and leading to a mailbox full or a synchronization error. When nothing works to fix the problem, you can switch to the online mode or recreate the OST file.

After the OST file is recreated and synchronization is finished, you will see ‘All folders are up to date in the Outlook status bar. Make sure to check all mail folders to ensure all mail items are synchronized from the server. However, if you don’t find your recent or newer mail items after synchronization is finished, you can use an OST to PST converter tool, such as Stellar Converter for OST to convert the backup OST file into PST format and import the converted PST file into your Outlook to restore the missing mail items. Besides, the software can also extract mail items from an orphaned, inaccessible, or encrypted Outlook OST file and directly export the items to an existing Outlook profile, Office 365, or live Exchange mailbox with complete integrity.  

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