Synchronization in Microsoft Outlook is a built-in process that occurs regularly when it sends and receives emails and updates the mail server about the changes. For example, if you edit or delete or send/receive an email in Microsoft Outlook, it will also be updated on the Microsoft Exchange Server.
Depending on your email account settings, the amount of Outlook data, and several other reasons, synchronization may run into troubles, causing Microsoft Outlook to hang or slow down. Glance through the steps I have compiled here and fix sync issues in your Microsoft Outlook 2010.
1. If the sync issues occur between your Microsoft Exchange Server (MES) mailbox and the OST (offline folder) file, try this method. First check to see if the OST file is being synchronized or not. Open Outlook, right-click any folder (Inbox, Sent Items or Drafts etc.), and select Properties. In Properties window, click Synchronization (the tab) and look under Statistics for this folder and check these details Last Synchronized on: data (it should be the latest day, for example today’s), Server folder contains: number of items, and Offline folder contains: number of items. If the folders are properly synched, the number of items in the Server folder contains section will match with that of in the Offline folder contains section.
2. If the number of items differs in both the sections, verify that the profile settings are correct. Open Outlook, click the File tab> select Account Settings. In Account Settings, click Data Files and verify that the Mailbox – account name is set to default. If it’s not, then set it to default. When done, click the Email tab, select Mailbox – account name, and click Change. Make sure that the box next to Use Cached Exchange Mode is selected and then click OK. Click Close to save changes and exit the Account Settings window. Close and reopen Outlook.
3. Re-synchronize the Outlook folders. To do so, click the Tools tab (in Outlook) and select Options. When in the Options dialog box, click Mail Setup (the tab). Click to check the box beside Send immediately when connected in the Send/Receive section and then click Send/Receive. In the Send/Receive Groups window, verify that the option Perform an automatic send/receive when exiting is selected. Click the Close button to exit the window and then OK.
4. If all the folders are synchronized except Inbox, or if you cannot at all synchronize any folder, you might have a corrupt OST file. You must create a new OST file and try to re-synchronize the folders. You must first rename the old OST file, create a new one, and then synchronize it (the later one) with the MES mailbox. To do so, click the Start button and navigate to Search and then For Files or Folders. When in the Search window, click to select All files and folders. Make sure Outlook is closed when you perform this procedure.
5. Enter *.ost (as is) in the All or part of the file name box. Leave the box blank next to A word or phrase in the file. Select the drive (directory) from the drop-down arrow next to Look in and click to check the box beside Include subfolders under More advanced options. Hit the Search button to begin the search. When finished, you will see the OST file under the Name column. Right-click the file and click Rename. Give any name like old OST file and a different extension to the file. The default extension of the file will be .OST, so you should change it to something like .OLD OST file.
6. When done, exit the Search window. Open Outlook, click Tools, click the Send/Receive option, and then point to Send/Receive All. You will see the new sync status at the bottom right hand side of the screen. If you still face a sync problem, open your web browser and download the Microsoft Fix it 50570 tool. Save and install the tool on your computer. Run the tool to automatically troubleshoot and fix the synchronization and other Microsoft Outlook problems. The tool will replace the corrupt MES support files and hence fix the synchronization problem.
7. If you see a Sync Issues \ Local Failures folder in your Outlook, empty it. You might not usually see this folder unless you make it appear. To make this folder display, click the Folder List icon at the extreme bottom left hand corner of the Outlook window. Once you click Folder List, you will see all the folders in the left hand panel under All Outlook Items. Look for the Sync Issues folder. If you see it, click the + button to expand the folder and you will see three sub-folders namely Conflicts, Local Failures, and Server Failures. Empty the Sync Issues folder by selecting all the messages and removing them. Remove them from the Deleted Items folder also. When done, exit Outlook and reopen it.
***If it’s not the MES mailbox, but a different server like Yahoo, you can replace the corrupt Dll files. Remove and install the new Dll files for Yahoo email account and the Yahoo add-ins also. if you face problem synching your Blackberry or iPhone with Outlook, make sure that you update drivers and install the necessary Dll files. If you continue to face sync issues in Microsoft Outlook 2010, Microsoft Outlook 2010 support is here to help you. Call (toll-free) at 1-877-907-4935.