Troubleshooting Email Sync Issues Between Webmail and Gmail/Outlook

Understanding Email Sync Issues

Email sync problems occur when changes in your email account (new emails, sent emails, deletions) don’t reflect properly across devices or clients like Webmail, Gmail, or Outlook. This can cause confusion and missed communications.

Common Causes of Email Sync Issues

• Incorrect IMAP/POP Settings: Wrong server details or protocols can disrupt syncing.
• Authentication Errors: Incorrect passwords or expired credentials.
• Connection Problems: Network interruptions or firewall restrictions.
• Mailbox Quota Full: When your email storage limit is exceeded.
• Conflicting Email Clients: Multiple clients set to use different protocols (IMAP vs POP).
• Corrupted Email Data: Cache or corrupted local data in Gmail/Outlook.

Step-by-Step Troubleshooting

1. Verify Email Settings

Make sure your email client (Gmail/Outlook) uses the correct server settings:

• IMAP Server: mail.yourdomain.com
• IMAP Port: 993 (SSL enabled)
• SMTP Server: mail.yourdomain.com
• SMTP Port: 465 or 587 (SSL/TLS enabled)
• Username: Full email address (e.g., you@yourdomain.com)
• Password: Your email account password

2. Use IMAP Instead of POP

IMAP keeps emails synced across all devices. POP downloads emails locally and can cause sync issues if used alongside Webmail or other clients.

3. Check Network Connection

Ensure stable internet and that no firewall or antivirus is blocking mail ports (especially 993, 465, 587).

4. Clear Cache and Re-Add Account

Clear cached data in your email client and remove then re-add your account to reset connection settings.

5. Check Mailbox Quota

Login to Webmail or cPanel and check your mailbox size. Delete unwanted emails or increase quota if possible.

6. Sync Folder Settings

In Gmail and Outlook, verify that folders like Inbox, Sent, Trash are set to sync properly.

7. Review Authentication Settings

If using two-factor authentication or app passwords, ensure your email client is configured accordingly.

Advanced Tips

• Enable OAuth2 Authentication in Gmail/Outlook if supported.
• Use webmail to test if emails appear correctly — if not, issue may be server-side.
• Contact your hosting provider to check for server issues or limits.
• Update your email client to the latest version.

When to Contact Support

If troubleshooting steps don’t resolve your sync issues, reach out to your hosting provider’s support team with details of the problem, email client, and error messages received.