If you’re using Apple Mail on your Mac or iPhone and notice your Microsoft Outlook emails aren’t updating, you’ve hit a common sync problem. This issue means new messages, folder changes, and deletions aren’t being properly exchanged between Apple Mail and the Outlook server. The good news is that the fix is typically simple, often revolving around account configuration or authentication.
Table of contents
Why Apple Mail may not sync with Outlook
When Apple Mail fails to sync with an Outlook account, I’ve found these are common causes:
- The account was added under the wrong type, such as IMAP or “Other” instead of Exchange or Outlook.
- Microsoft no longer accepts basic authentication, so Outlook accounts need modern authentication or an Exchange-type setup.
- Network problems, outdated macOS or iOS, or incorrect server settings interrupt syncing.
- Fetch or Push settings may be disabled, preventing Apple Mail from updating folders or inbox changes.
Steps to fix the syncing problem
Step 1: Remove and re-add the Outlook account as the correct type
Open System Settings → Internet Accounts on Mac or Settings → Mail → Accounts on iOS. Remove your Outlook account, then add it again as Microsoft Exchange or Outlook.com. Using the correct type ensures modern authentication works.
Step 2: Verify account settings
If you used IMAP manually, double-check that the incoming and outgoing server settings match Microsoft’s recommendations, SSL is turned on, and the ports are correct. Small mistakes here can stop syncing entirely.
Step 3: Enable Fetch or Push and Background App Refresh
On iOS, go to Settings → Mail → Accounts → Fetch New Data and make sure Push is active, or set a proper fetch interval.
Under Settings → General → Background App Refresh, confirm Mail is allowed to run in the background. This keeps messages flowing consistently.
Step 4: Update macOS or iOS
Always check for updates in Settings → General → Software Update. Older versions of Mail sometimes struggle with recent Microsoft authentication changes, so staying up to date is important.
Step 5: Check mailbox storage and server-side status
Sign in to Outlook on the web and check if my mailbox is full or if folders are out of sync. If the server is not updating correctly, Apple Mail won’t sync either.
Tips
- Use the Exchange or Outlook.com option instead of “Other Mail Account.”
- If you recently changed your Microsoft password, update it in Mail.
- Restart Apple Mail or reboot your device after making changes.
- Temporarily turn off VPN or firewall tools to test whether they are blocking the connection.
- For work accounts, check whether your IT department changed authentication policies.
FAQ
No. With Outlook or Exchange, your emails live on the server. Removing the account only clears local cached copies, which re-download after you add the account again.
Folder sync may slow down if Fetch or Push is inactive. Switching Fetch to Manual, waiting a moment, and switching back to Automatic has helped me get folder updates to appear.
Check that the account is added under Microsoft Exchange. If you’re using IMAP, switching to Exchange usually resolves modern authentication issues.
Summary
- Remove and re-add the account using the correct Outlook or Exchange option.
- Verify server settings and passwords.
- Enable Fetch or Push and Background App Refresh.
- Update macOS, iOS, and Mail.
- Check mailbox storage and server-side folder status.
Conclusion
When Apple Mail stops syncing with Outlook, the cause is usually something small in authentication, settings, or updates. Once you correct the account type, refresh your settings, and make sure your devices are updated, Apple Mail and Outlook sync normally again. Most issues can be fixed with these steps, and only rarely require more advanced support.
When I go to accounts on iPhone mail, the outlook account is not there now and was for a long time. When trying to add it on iPhone it comes back as already existing. Tell me how we can fix this?