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Main outlook inbox is always different that other computers I log into

Hi Techs,
Any other pc I login like my work laptop at home all have hundreds of emails I've already filed compared to my main desktop in the office.  I need my inbox to be the same where ever I go.  Any assistsance is appreciated.  Thank you, Mark88
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Mark O'Brien
Asked:
Mark O'Brien
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3 Solutions
 
chilternPCCommented:
You have use IMAP interface instead of POP interface to your mail server from all your devices you want to keep in sync with your email
Contact you server admin and ask what the settings are for outlook
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
what sort of settings do i need?
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John HurstBusiness Consultant (Owner)Commented:
Just out of curiosity, you have this tagged with Exchange. Your mail file and inbox should look the same whenever you log into Outlook as yourself. Why is one on many Outlook computers different?
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
I dont know
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John HurstBusiness Consultant (Owner)Commented:
Consider doing an Outlook (Office) repair on the problem machine, then restart it and see if the problem persists.
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Vlastimil SopuchCommented:
Hi,

More details please.

What version of Outlook?
Is your mail server Exchange or you're using POP3/IMAP??

Ta
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
I cant do a repair on all the pc's I log into everyday
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
My main box is 2013.  The rest are a mix of 10 and 13 Ta
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John HurstBusiness Consultant (Owner)Commented:
You were suggesting one different machine. I was suggesting doing a repair on the one different machine, not all of them.  Are they all different?  (Not what I understood).
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Vlastimil SopuchCommented:
Hi,

 Do following on the main desktop machine and some other working fine:  
   * Start Outlook
   * hold Ctrl key and right-click on Outlook icon is system tray (next to clock)
   * select 'Connection status' from context menu
   * make a screenshot and post it here

Who was setting up your Outlook in the office? Did he use identical settings as per the other once?
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
The inbox that's up to date is my main desktop.  All other machines I log into and my phone with work email have 100's of emails in the inbox that ive already filed on my main computer.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
futuretek, what do you need off the screenshot?  Theres proprietary stuff in there.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
We have an exchange admin who oversees the mail.  He said I should reserach this on my own.
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Gareth GudgerCommented:
I agree with the other experts here. Sounds like you are doing POP or IMAP on your home PC.

If you want it to look the same in the office you need to reconfigure your home Outlook with an Exchange account (Outlook Anywhere) instead. Then it will be a mirror image of what you see in the office.

If you go to File menu >> Accounting Settings button >> Account Settings from the drop down you should get a dialog window with your email accounts. What is listed in the Type column? Does it say Exchange Server, or, something else?

It needs to say Exchange Server.
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chilternPCCommented:
"We have an exchange admin who oversees the mail.  He said I should reserach this on my own."
I would get another sys admin.

there is nothing to repair on your PC - please do not repair.

your email is sitting on a mail server.  your PCs log on to that mail server using Outlook. they are all download the email onto the Pc and you read it and deal with it.  you have Outlook  configured to leave  mail on the server , even when you have read it. so when you look at it with another PC it still sees the email as new.   Now it seems your sysadmin is not worth talking to. so I can't see how they will change the settings on your PC to imap.
if you go into the PCs outlook go to accounts then open the email account and go to advanced settings
and read the details there about leaving emails on the server and about how the emails are deleted.  it sounds like you will have to decide which one of your PCs will be the main one and set the others differently.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
Gareth, it says Microsoft Exchange.  Send from .... default
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
Even on my phone work email, theres hundreds of emails in the inbox that I've read, deleted, or filed long ago.

???
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
There's no .pst set up
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Gareth GudgerCommented:
Gareth, it says Microsoft Exchange.  Send from .... default

Any other accounts in there? Or just the Exchange Server one?

Going back to what the other experts were saying. Sounds like a corrupt OST maybe.

I would recommend creating a second profile in Outlook. Control Panel >> Mail >> Show Profiles button >> Select Prompt For a Profile to be used. Click Apply.

Then click the Add button. >> give it a name >> click Ok. Then walk through the wizard to add your Exchange account into the new profile.

See if the new profile looks like your computer at work.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
Ok I could try that.  My desired outcome is to have all other inboxes on the phone and other laptops and desktops that I use to have the same inbox.

If it is a corrupt ost, what can I do to transfer all my folders from the old to new profile?

Thank you!!
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
Wait, since it's all on the server, it should all be there.
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Alexei Kuznetsov (Outlook MVP)CEOCommented:
I believe you have different "keep offline" settings for cached mode on your machines. It's a new feature of Outlook 2013. Look at the slider right below the "Use Cached Exchange Mode" check in account's settings on each of your computers.
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Gareth GudgerCommented:
Right. The new profile is just establishing a new connection to the server. The OST file will automatically cache everything on the server. If this doesn't work you can delete this profile and go back to your original one.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
thims, my main pc has the slider to "All".  When I first started 4 mos ago that was at 12 months.  Is it supposed to stay at 12 mos?  Also, I changed another desktop I have here to All and it made some changes but the inbox still has hundreds of emails compared to my main pc.
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Alexei Kuznetsov (Outlook MVP)CEOCommented:
Then we need to find the real number of messages. You can either visit OWA or disable cached mode on one of your PCs.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
OWA has the hundreds in the inbox, too.  Should I move that slider back to "12 mos"?
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Alexei Kuznetsov (Outlook MVP)CEOCommented:
Yes, because OWA shows the actual Exchange mailbox contents. If you want to see fewer messages, set this slider to several months as needed.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
Which slider do I set that will control all my computer's inboxes?
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Alexei Kuznetsov (Outlook MVP)CEOCommented:
No way. You need to set this slider on each computer.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
Ok, so I guess I need to know what the slider settings mean and how I set the slider on my OWA, and phone
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Alexei Kuznetsov (Outlook MVP)CEOCommented:
Look. OWA shows ALL your mailbox contents (all messages that reside on Exchange Server). No slider there. On each computer you can configure cached mode so it will synchronize only recent messages. You can set this slider from 1 month to All. If you set this slider to 1 month, Outlook will synchronize only messages for last month and so on. Mobile devices is a different story. Their synchronization settings depend on platform and mail application you're using.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
What happens to emails on my main box that have already been filed if I move/delete them in owa?
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Alexei Kuznetsov (Outlook MVP)CEOCommented:
They will be deleted on all your machines/phones.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
bummer, b/c I dont remember where I put all that stuff.  
This is really a disaster.
Is there a better way to manage my emails?
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Alexei Kuznetsov (Outlook MVP)CEOCommented:
Not sure what do you mean by "better way". For example, you can use OWA only on all your devices.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
I could test to see if what I do on owa is reflected on the other computers
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
It'd be nice if I could get all email to sync with my OL client on my main box
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John HurstBusiness Consultant (Owner)Commented:
I wonder (I don't think I saw it said above) what might happen if you closed Outlook on all your clients and delete all the OST files. Then open Outlook on your main box and allow it to rebuild the OST file. Then do that for all your Outlook clients.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
Thims, I wonder why on owa are some emails in the right folders and other are still in the inbox
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Alexei Kuznetsov (Outlook MVP)CEOCommented:
Because OWA (as I said before) reflects the actual mailbox state. On your machines you may have OST files corrupted, for example. In this case you'll either need to delete them (Outlook will rebuild OSTs on the next start) or use Online mode.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
By deleting and recreating the MB, does this delete/recreate the .ost too?
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John HurstBusiness Consultant (Owner)Commented:
In order to ensure an uncorrupted OST file, delete the OST before recreating the mailbox.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
What are the exact steps for this please?  As in, 1) close OL,....
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John HurstBusiness Consultant (Owner)Commented:
At the client level, look in Outlook, Data Files and find the location of the OST file.
Close Outlook and use File Explorer to navigate to the path above and delete the OST file.
Leave Outlook closed.

Now I am fairly sure you need to do this on all your clients and leave Outlook closed at the end.

Then do the mailbox repair (not my area of expertise).
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
Thims can you verify so I dont blow anything up permanently?  Thanks
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Alexei Kuznetsov (Outlook MVP)CEOCommented:
Sure. John is right. Close Outlook. After that it is completely safe to delete any OST file because Outlook will recreate all of them on next start. You'll not need to do any repair in this case.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
Ok that seems to have worked.  I had three different .ost's on this pc!
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John HurstBusiness Consultant (Owner)Commented:
I had three different .ost's on this pc    <--- Time to keep organized :)   Thanks for the update.
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Mark O'BrienDispatch Software Support and Server AdministrationAuthor Commented:
Thank you gentlemen.  Appreciate you
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