When you open Outlook on your computer, you expect to see your latest Gmail messages. Instead, you find only the old messages. Or maybe you have stuck emails in the Outbox when you send them through Outlook from your Gmail account. This means that you encounter the Gmail not syncing with Outlook error.
Let’s look at why communication has broken down. Moreover, we need to find ways to get the communication going again. Some common causes include faulty settings, software updates, or login issues. So, see what’s the reason for your troubles and deploy a
Why is Gmail not Syncing with the Outlook App? Platform Specific Issues
There can be many factors at play that put Gmail and Outlook out of sync. Check the list below:
Problems in Configuring Your Gmail Account:
- Not Using IMAP: You may be using POP, which causes sync to break down. No need to bother with enabling IMAP. From January 2025 onwards, all Gmail accounts will have it enabled by default. So to ensure a two-way sync, you must use IMAP in your Gmail settings.
- Labelled Folder Visibility: Gmail “labels” are the Outlook equivalent of folders. You must set individual folders or labels like Inbox, Sent Mail, Trash, and All Mail to “Show in IMAP.” You need to do this step in addition to turning on IMAP.
- Gmail Storage Full: New mail won’t arrive if your Google account storage is full, which simulates a sync failure.
Configuration errors in Outlook:
Inaccurate Server Configuration: Outlook’s auto-detection capabilities are generally good, but occasionally, the IMAP/SMTP server information is distorted.
IMAP (Incoming): imap.gmail.com, Port: 993, SSL/TLS (Yes) encryption
SMTP (outgoing): smtp.gmail.com, port: 465 (with SSL/TLS Yes) or 587 (with TLS/STARTTLS Yes)
Your entire Gmail address should be your username.
Outdated Outlook: Gmail’s security protocol may cause issues for older Outlook versions.
Permission & Authentication Obstacles that Cause Gmail – Outlook Sync Fails
Gmail Password Change: You must log in again every time you change your Gmail password.
Inadequate Outlook Permissions: When you want to use Gmail with an Outlook client, you need to give special permissions. This includes allowing access to read, compose, send, and delete your Gmail emails.
Outlook Profile or Data File (OST) Corruption: It is possible for the Offline Storage Table (.ost file) used by IMAP accounts or your local Outlook profile to sustain damage.
Faulty Internet Access: Sometimes, the sync-killer is none other than a shaky connection.
Interference from firewalls or antivirus programs: Security programs occasionally misbehave. This can prevent Outlook from communicating with Gmail servers.
Conflicting Outlook Add-ins: Sometimes, third-party add-ins (in the classic version) cause Outlook’s essential features to malfunction.
Let’s approach these problems step-by-step:
Use Gmail First & Fix Web Configuration
Open Gmail.com and log in.
Navigate to the Forwarding and POP/IMAP tab under Settings > View all settings > Forwarding and POP/IMAP > Verify that the following IMAP settings are enabled.
Navigate to the Labels tab. Select “Show in IMAP” for the necessary folders (Inbox, Sent Mail, All Mail, Trash, and Spam).
Check Google storage, settings cog > See all settings > Scroll down till the bottom of your screen.
Check and Adjust Outlook Configuration if Gmail not Syncing with Outlook
Go to File > Account Settings > Account Settings in Outlook. Choose your Gmail account.
To manually check or fix, click “Change” or “Repair” (Outlook will attempt to auto-fix):
- IMAP port: 993, server: imap.gmail.com SSL/TLS encryption
- SMTP server: smtp.gmail.com, port: 587, encryption: STARTTLS (or port 465 with SSL/TLS)
Make sure the settings for “My outgoing server (SMTP) requires authentication” are the same as those for your incoming server.
Revise Outlook: To update now, select File > Office Account > Update Options.
Address Authentication & Permissions: Follow the above instructions to update the password in Outlook’s account settings if it has changed.
Local fixes and general troubleshooting:
Verify the stability of the internet: If necessary, restart your router and restart Outlook.
Launch Outlook in Safe Mode: Click the Outlook icon while holding down the Ctrl key (or type Outlook.exe/safe in the run module). If syncing is successful, the problem is with an add-in. Disable each add-in individually by going to File > Options > Add-ins.
Temporarily, turn off your firewall and antivirus software. Then, check for sync once again. Add Outlook as an exception if that’s the case. Don’t forget to turn on your security program again.
Removing and adding a Gmail account: Go to File > Account Settings in Outlook, delete the Gmail account, and then add it again.
Deeper corruption is frequently fixed by creating a new Outlook profile. Select Mail (Microsoft Outlook) from the Control Panel (Windows). To create a new profile and configure Gmail from scratch, click “Show Profiles,” then “Add…” Make it the default if it works.
Fix Outlook Data Files: Look for the Office program Scanpst.exe on your computer, then launch it using the.ost file associated with your Gmail account.
Platform-Specific Advice if Gmail not Syncing with Outlook
Users of Macs: Make sure Mac OS is up to date. Try restarting Keychain Access by going to the Keychain Access app > First Aid > Repair.
Users of iOS: Turn on Gmail and Outlook’s background app refresh. Empty the cache of the Outlook application.
Users on Android can also ensure reliable syncing of Outlook and Gmail. To achieve this, they should disable battery optimization for the app. This setting allows regular background activity.
Moreover, they should also enable account sync for mail, calendar, and contacts. Finally, users need to grant the app the necessary permissions, like storage and internet access.
Bulk Sync Problems & A Solution
Widespread issues with Gmail and Outlook sync can severely impair productivity for businesses, particularly those that use Google Workspace (formerly G Suite).
IT teams are under pressure when hundreds or even thousands of users experience these problems at once. The scale makes troubleshooting more difficult, but the above troubleshooting steps still apply.
Sometimes, chaos can result from problems like incorrect configurations being pushed via Group Policy, widespread network bottlenecks, or modifications to Google Workspace security settings. To fix it, the admin must make bulk updates to Outlook clients.
In such enterprise scenarios, persistent sync problems may prompt a reassessment of the email platform strategy.
A migration from Google Workspace to Microsoft 365 (Office 365) might be a long-term solution if your company depends significantly on the Microsoft ecosystem for other apps, and these Gmail-Outlook sync conflicts start to consume IT resources on a regular basis.
Migration can simplify identity management, enhance integration, and lessen these particular cross-platform sync issues, but it’s not a simple decision. Such complicated transitions can be made easier with specialized tools like the SysTools G Suite to Office 365 Migration Tool,
which makes it easier to transfer contacts, calendars, mailboxes, and Drive data than with manual techniques.
Are You Still Stuck?
It might be time to get professional assistance if you’ve carefully followed these steps and the sync is still broken. Please provide Google Support or Microsoft Support with any specific error codes you encounter, such as 0x800ccc0e for subscribed folder issues. There are specific support resources for Google Workspace users in the Google Workspace Sync for Microsoft Outlook (GWSMO) tool.