Summary: If you are a user of MS Outlook for Windows and operating OST files, you may have faced Synchronization of OST Files issue. The article discusses sync issues, reasons for Sync Issues, and ways to fix them, exceeding your mailbox quota.
What do you know about the Sync Issues folder? It is a particular mail folder in Microsoft Outlook to store messages storing info on synchronization problem and error logs. Mailbox server, such as Microsoft Exchange, automatically sends the message to the folder to keep users informed about the problems of synchronizing emails or other mail items in Outlook to or from the mailbox server.
These folders (Sync Issues) are invisible in Outlook. If you want to view the Sync Issues folder and its subfolders, click the three dots featuring at the bottom and select ‘Folders’ from the multiple options.
The Folders contain three sub-folders.
- Local Failures – It’s to store data on mail items to send to the mailbox server from the local Outlook data file.
- Conflicts – keeps multiple copies of conflicting mail items that can expand the mailbox size as Outlook syncs items several times.
- Server Failures – It keeps mail items that Outlook could not synchronize with the mailbox server.
Reasons for Synchronization of OST Files
There could be several reasons. Here are some of the most probable reasons for this problem.
- If the file size is large or oversized.
- If you have incompatible or faulty Add-ins
- If there are network errors or firewall issues
- If you have a damaged Outlook profile
- If the system has software or hardware issues
Other reasons could be:
- Deletion of mail items
- The Exchange Server is not bringing the requested changes to the item.
Ways to Fix Sync Issues in Outlook
The Sync Issues folder ignorance can increase the mailbox size and fill up the default Outlook mailbox quota. It can also cause send/receive errors. It can generate new synchronization errors.
Once there is no space in mailbox, the synchronization process between the Outlook client and mailbox server can lead to other problems. You may experience:
- Failure of sending and receiving emails
- Face mailbox outdate issue or mismatching of number of emails between Outlook Webmail (OWA) and Outlook.
- Develop code errors while syncing mail items in Outlook manually.
Hence, it is critical to fix the Sync Issues.
Confirm the Server Connection
Do you know the syncing process needs an active network? If you have unstable or poor network connection, synchronization becomes an issue. Firewall settings can cause the problem. In the same manner, if the mailbox server is slow, Outlook will not synchronize the mail items.
You can fix the issue by reconnecting the network cable or WLAN. After that, verify the network connection and firewall settings. You can ask help from IT professional to confirm the smooth supply of network in the mail server.
Repairing of OST Files
You can use the in-built tool (SCANOST.exe) to repair OST files in Outlook 2003 and 2007. If you have upgraded versions like Outlook 2010, you can use the Inbox Repair tool (ScanPST.exe) to repair OST files. It can fix the Sync Issues in Outlook email client.
To run the In-Built Repairing Tool on Outlook 2003 or 2007
- Run the ScanOST.exe. application
- Choose the profile name where you are facing issues and press the Connect tab.
- Choose the desirable option
- Click the Repair Errors checkbox.
- Click begin Scan for scanning and repairing of OST files.
To run the in-built repairing tool for Outlook 2010 and later versions
- Start the ScanPST.exe tool
- After that, press the Browse tab and select the OST file of this profile.
- Click Start.
- As the scan process is over, press the Repair button.
- The tool will fix the issue if the problems are minor.
If the Sync Issues is related to the inconsistent OST file, the tool can fix it.
If OST files are heavily corrupted, you can use a reliable repairing tool. TrustVare OST to PST Converter is one of the most recommended applications to install and export OST data files to PST. The utility has capacity to repair OST files before conversion.
Setup a New Outlook Profile
By creating an email account on a new Outlook profile, you can replace the corrupt file. It can resolve the Outlook Sync Issues.
For creating a new profile in Outlook:
- Access Control Panel to locate and click on Mail.
- Now, press the Show Profiles tab and then Add.
- Provide the new profile name and press OK.
- Then, configure Exchange, IMAP, or Office 365 email account, after that Next and then the Finish tab.
- Choose the profile name and click on the radio button ‘Always use this profile’ and choose the new Outlook profile from the dropdown, press the OK to fix the problem.
- Outlook will restart.
Alteration of the Root Folder Path
When Outlook is unable to detect the default root folder path, the sync issue in Outlook can develop. The root folder path can be set manually. Here are the steps to follow:
- Browse Outlook, locate File menu and then Account Settings. After that, click twice the Account Settings on your email account.
- Press the More Options… and then Advanced.
- Now, check the root folder path is set in the Inbox. If it is still not, select Inbox and then the Save tab.
- Exit and restart Outlook.
- Now, click the Send/Receive tab and next the Update Folder tab
- The synchronization process will begin. Finish the process.
Resync of Folders
If the issue is with a specific folder in Sync Issues, resync of the folder in Outlook is the best step:
- Right-click on the folder that has issues and then select Properties.
- Press the Clear Offline Items tab and then OK.
- Once the method clears offline items, you can press the Update Folder option under the Send/Receive tab.
Rebuild OST Files
If the problem is associated with corrupted OST files, you can rebuild the OST file.
- In Outlook, locate File, then Account Settings > Account Settings and press the Data File tab.
- Select the account and then press the ‘Open file location….
- You can right-click on the email profile in Outlook and select Open File Location to access the folder holding OST files.
- Switch off Outlook and change the OST file location.
- Once, the backup is done, delete the old file.
- Open Outlook and recreate a new OST file.
Conclusion
Synchronization of OST Files folder problems are not new in Outlook. If you have the problem, you are not new. Find out the problems and then work on it. If this problem is associated with corrupted OST files, you can download a third-party application to fix the issue.