How to Fix Error Synchronizing Folder in Outlook

The OST file, which stands for Offline Storage table is a data file that makes it possible for users to work offline in Outlook. Later, once connected to the internet, the .ost file synchronizes messages with data available on the server.

Normally, you shouldn’t have problems with this synchronization process but on rare occasions, you may find some issues. If you encounter such a situation when synchronizing a .ost file with the Exchange Server mailbox, then this troubleshooting guide will help you resolve the problem.

Steps to Fix Error Synchronizing Folder in Outlook

First check if offline folders are being synchronized

Let’s first check whether offline folders are being synchronized.

• Right click on the offline folder and select Properties
• Click Synchronization and check the ‘Statistics for This Folder’ tab
• In the Statistics tab, check the following fields:
  • Last Synchronized On
  • Server folder contains # Items
  • Offline Folder Contains # Items

If the synchronization works properly, then the number of items in Server folder and Offline folder will be the same. If not, you need to verify the profile settings in the manner as discussed below.

Verify profile settings in Outlook

Verifying profile settings is different for various Outlook versions. Let’s look at them one by one.

In Outlook 2007,

1. Open Outlook and go to Tools menu
2. Select Account Settings > Data files > Email tab
3. In the Email tab, select Mailbox – account name > Settings > Advanced tab
4. Verify if ‘Use Cached Exchange Mode’ is selected and close the Account Settings window

In Outlook 2010,

1. Open Outlook and click File > Account Settings > Account Settings
2. Click Data Files > Email tab
3. In the Email tab, select Mailbox – account name and click Change
4. Verify if ‘Use Cached Exchange Mode’ is selected and close the Account Settings window

In Outlook 2013 and 2016,

• Open Outlook and go to File menu

• Then select Account Settings > Account Settings

• Select the appropriate Outlook account and click Change

• Check under Offline Settings, if ‘Cached Exchange Mode’ is selected

Automatically synchronize folders

After you check these settings, it is time to synchronize the folders. You can use the following procedure to synchronize folders automatically every time you go online in Outlook.

• Open Outlook and go to Send/Receive tab

• Click Send/Receive Groups > Define Send/Receive Groups
• In the Send/Receive window that opens, select ‘Perform an automatic send/receive when exiting’ option and close the window

• Now, the error should be resolved and your offline folders should be synchronized automatically every time you exit Outlook.

Use Remo OST to PST converter

Sometimes .ost files get corrupted or inaccessible due to failure in offline folder synchronization, issues with Exchange server or due to other reasons. If that happens, Outlook emails, contacts, calendars etc. become inaccessible.

In such cases, an OST to PST converter can be used to convert the OST file to PST, so all the Outlook contents can be accessed. For this purpose, Remo OST to PST converter is the best choice. It can convert your OST to PST by retaining the original content and OST file structure. Once converted to PST, you can import the file to Outlook and access its contents.