In some cases, Outlook gets stuck synchronizing folders due to many reasons, that include the send/receive interval too short, a message is stuck, and so on.

Here at Bobcares, we have seen several such Outlook related errors as part of our Server Management Services for web hosts and online service providers.

Today we will take a look at the causes for this error and see how to fix it.

Why does Outlook gets stuck while synchronizing folders

Microsoft Outlook provides a feature of automatically synchronizing emails folder. Sometimes this process takes more than an hour to complete folder synchronization.

In faster computers, Folder synchronization is not an issue. But in old systems and slow processors, it may create many problems by hanging.

The different reasons for this problem include Send/receive interval being too short, messages stuck, virus scanner integration, and so on.

How we resolve the problem ‘outlook being stuck synchronizing folders’

There are different reasons for this error to occur. Here are some common reasons for the error to occur. Also, let’s see how our Support Engineers troubleshoot them.

1. Send/receive interval too short

On a particular set interval, Outlook can automatically check for new messages. But if this interval is set too short then a new auto-check will take place before the previous one can finish. As a result, the send/receive tasks can accumulate so that Outlook is basically stuck in an endless synchronization process.

So our Engineers suggest not to set the interval less than 5 or even 10 minutes. However, if the accounts are more than 3 then we don’t recommend setting it shorter than 15 minutes.

We suggest adding about 5 minutes for every 2-3 extra mail accounts until you reach 30 minutes. Alternatively, we set 1-3 “high priority” accounts in a send/receive group which checks for new messages every 10 minutes. Then all the other accounts in a separate send/receive group which checks for new messages every 30 minutes (or even longer)

Here is how we set the send/receive interval;

• Outlook 2007 and previous
  Tools-> Options-> tab Mail Setup-> button Send/Receive
• Outlook 2010, Outlook 2013, and Outlook 2016
  File-> Options-> section Advanced-> button Send/Receive

2. Stuck message

If we have a message stuck in the Outbox, Outlook could end up trying to send that message until it succeeds. For instance, if it is truly stuck because it is too big then this of course will never work.

If we are able to see the message, we follow the below methods to remove it.

Open and close

This is one of the easiest ones. We simply open the message and close it again. Then we select the message and press DELETE or move it to the Drafts folder if we want to resent it.

Offline Mode

Another quick way is to put Outlook in Offline Mode.

• Outlook 2007 and previous
  File-> Work Offline
• Outlook 2010 / 2013 / 2016 / 2019 / Office 365
  Ribbon tab: Send/Receive-> button: Work Offline

Finally, we restart Outlook and see if we can delete it.

Safe Mode

We start Outlook in Safe Mode which will prevent the message from being locked by an add-in like for instance a virus scanner that integrates itself with Outlook.

To start Outlook in Safe Mode, we hold the CTRL button on the keyboard when clicking on the Outlook shortcut and hold the CTRL button down until we see the dialog below and choose: Yes.

However, if we don’t see the message then you can delete ‘Read Receipts’ via MFCMAPI or via MDBVU32.

3. Virus scanner integration

One of the main cause for all sorts of connection issues are Virus scanners. It also applies in this case. We always disable it as it doesn’t offer an additional level of security anyway.

4. Check send/receive process

Sometimes, just a single mail account will hang and cause an issue. This can occur due to the ISP for that mail account being down. In such cases, we suggest our customers contact the ISP provider and check if there is any problem.

Sometimes, if any error is reported in the Send/Receive dialog box, it actually reveals the error. However, we can look at it manually as well via;

• Outlook 2007 and previous
  Tools-> Send/Receive-> Send/Receive Settings-> Show Progress…-> tab Errors
• Outlook 2010, Outlook 2013, and Outlook 2016
  tab Send/Receive-> button Show Progress-> tab Errors

[Is your Outlook still stuck with synchronizing folders? – We are here to help you]

Conclusion

In short, this problem occurs when the send/receive interval too short, a message is stuck, and so on. Today, we saw the solution provided by our Support Engineers.