Synchronization Problems When You Synchronize Exchange Server Mailbox with .ost File in Outlook

If you are using Microsoft Outlook, you may have faced synchronization problems when you synchronize Exchange Server mailbox with .ost file in Outlook. This is a common issue for Outlook users. However, when it comes to fix this issue, it becomes tough to find a trustworthy solution. This is the reason that we have come with some solutions to resolve offline file synchronization error.

Reasons of Problem

One of the most common reasons behind this is the unavailability or oversized OST file. Apart from this, in some cases, incorrect profile settings also lead to this error. Let us see the way to check whether the files are synchronized appropriately or not.

How to Determine That Exchange Mailbox is Synchronized Properly 

For this, you need to follow some steps as mentioned below:

• First, right-click on the folder, which you wish check and then go to Properties
• Now, click on Synchronization tab. In case this tab is not visible, this means you have not set up the profile to use OST or offline folders
• Then, in Statistics for this folder, follow these available fields:
• Last Synchronized on: Date
• Offline folder contains: #  Items
• Server folder contains: # Items

In case of proper synchronization, number of items in Server folder contains box and Offline folder contains box will be similar. If not, then there is problem in synchronization. Now, to handle this issue you need to check your profile settings.

Check Profile Settings to Fix Synchronization Issue in Outlook

For Outlook 2003

• Firstly, go to Tools>> E-mail Accounts
• In this box, ensure that the option of View or change existing email accounts is selected, under E-mail and then click on Next
• Now, in the list of Deliver new mail to the following location, the Mailbox - account name should be selected.
• Hit on Microsoft Exchange Server, then, click on Change
• Next, confirm that the option of Use Cached Exchange Mode is selected, which is followed by a click on Next
• Finally, click on Finish then on OK
• You need to exit Outlook and restart it once again

For Outlook 2007

• Firstly, Tools >>Account Settings
• Now, click on Data Files. Then, ensure that Mailbox- account name is checked as the default
• Then, click on the tab Email
• Hit on Mailbox - account name, & then on Settings.
• After this, click Advanced tab, check that the option of Use Cached Exchange Mode is selected. Then, click on OK
• In dialog box of Account Settings, hit on Close
• Finally, exit MS Outlook and restart it once again

For Outlook 2010

• Click on File, click on Account Settings and then on Select Account Settings
• Now, click Data Files. After this ensure that Mailbox- account name is on default
• Hit on E-mail>>Mailbox- account name>> Change
• Then, check that the option of Use Cached Exchange Mode is chosen and click on OK
• In Account Settings box and then Close
• In the final step, restart Outlook after start it once again

Solution 1: Synchronize the Exchange Folders Once Again

Perform synchronization manually using these steps:

To begin this process, in the list pane of Folder, click on desired folder you wish to synchronize.
Note: If you are unable to find the folder into the folder list, go Folder list and then on Go
On Tools>>Send/Receive and then hit on 

This Folder for the synchronization of one offline folder. In case you want to synchronize the entire offline folder, then click on Send/Receive All option.

In Microsoft Outlook 2010, click on Send/ Receive and then on Send/Receive All.

A status report will be displayed at the time of synchronization process. If you have so many items for the synchronization then, this process may take some time, approximately 30 minutes.

Perform Synchronization Using in an Automatically

Following these steps, will let you synchronize the offline files automatically when you come online.

• First, go to Tools>>Options
• Now, click on Mail Setup
• In the section of Send/Receive, click on choose the Send immediately when connected, this check box
• Hit on Send/Receive.
• After this, in Send/ Receive Groups, ensure that Perform an automatic send/receive when exiting, this option is chosen and then Close it
• Finally, you need to click on OK

Method 2: Generate a New OST and Synchronize Offline Folders

Part A: Manual Way

As we know, one of the reasons behind the synchronization issue could be a corrupted or unhealthy OST file. In this case, you need to create a new Outlook OST file for the resolution of synchronization problem, when you synchronize Exchange Server with .ost file in Outlook. For creating a new OST, you need to perform certain steps as given below:

• First, exit from all the programs
• Click on start>>Search>>For Files or Folder
• Now, in the search box, click on All files and folders
• You will see a tab All or part of the file name, type *.ost there
• Type nothing in A word or phrase in the file, this box
• Then, click on hard disk in the list of Look in.  After this, in More advanced options, click on the check box of include subfolders, then hit on Search
• In Name column, you will see the OST file.
• You need to right click on OST file and Rename it. Name the file, using different file name. 
• After this, on the File menu, click on Close Begin, Microsoft Outlook to go to Send/receive on Tools. Then, click on Send/Receive All

Part B: Third Party Tool

Sometimes, it is impossible to resolve offline file synchronization error via manual solution. Therefore, users require an automated solution to rectify it accurately. Choosing a reliable solution is also very necessary. One such dependable utility is OST Recovery. It is designed for the Conversion of  OST to PST in a quick and fast manner. It has the potential to handle any damage OST, whether it has a minor corruption or major one.

The Bottom Line

Considering the synchronization error in Microsoft Outlook, we have discussed some manual tricks to resolve it. Apart from this, for a guaranteed solution, it is recommended to go for Outlook OST Recovery tool as mentioned above.