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How to Fix IMAP Messages Not Syncing Between Gmail and Outlook
Question details
The user is experiencing synchronization failures with IMAP messages, including drafts, sent items, and folders, between Gmail and Microsoft Outlook.
- Product
- Microsoft Outlook and Gmail
- Device & OS
- not provided
- Scenario
- Gmail and Outlook fail to sync correctly after switching to a different Outlook version or reinstalling the application.
- Observed behavior
- Sent messages, drafts, and specific folders are missing in Outlook and do not update or synchronize properly with the Gmail server.
Before removing any accounts or running repairs, ensure you back up your local Outlook data files (.pst or .ost) to a safe location to prevent accidental data loss.
Re-add Gmail Account and Perform a Microsoft 365 Repair
Removing the corrupted account profile, repairing the Microsoft 365 installation, and setting up the IMAP connection fresh is the most reliable way to restore synchronization.
When Outlook is updated or reinstalled, the internal registry keys linking the mail profile to the application can become desynchronized. Running a Quick Repair resets these links, allowing the auto-setup wizard to properly configure the Gmail IMAP connection.
Open the Control Panel on your computer and navigate to 'Mail'. Click on 'Email Accounts', select your Gmail account from the list, and click 'Remove'. Once removed, restart your computer.
Navigate to Windows Settings > Apps > Apps & features. Locate 'Microsoft 365' (or your specific Office version) in the list, click 'Modify', select 'Quick Repair', and follow the on-screen prompts to complete the process.
Launch Microsoft Outlook. Go to File > Add Account, enter your Gmail address, and click 'Connect'. Enter your password and allow Outlook's automatic setup wizard to configure the IMAP and SMTP settings.
Create a new draft or send a test email from Outlook. Open your Gmail account in a web browser to verify that the message appears in the respective folder, confirming that IMAP synchronization is working.
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Frequently Asked Questions
Why did my Outlook stop syncing with Gmail after a software update?
Software updates or reinstallations can occasionally corrupt the local Outlook profile or the IMAP configuration settings. This severs the proper connection to Gmail's servers, causing folders and emails to freeze and stop syncing until the profile is refreshed.
Will removing my Gmail account from the Control Panel delete my emails permanently?
No. Because you are using an IMAP connection, all your emails are stored safely on Gmail's cloud servers. Removing the account from your local Control Panel only deletes the local cache. Once you add the account back, Outlook will download all your emails again.
What should I do if the Quick Repair doesn't fix the synchronization issue?
If Quick Repair fails, you can return to the 'Apps & features' menu, select Modify for Microsoft 365, and choose 'Online Repair'. This is a more comprehensive fix that downloads and reinstalls missing Office components, though it requires an active internet connection.
