Email is a critical communication tool for businesses and individuals. But sometimes users face a frustrating issue known as “Problem Syncing Email”, where emails fail to update, send, or receive properly. This error can appear on WordPress email plugins, mobile devices, Gmail, Outlook, or custom domain emails.
In this article, we’ll explain what email syncing problems are, why they happen, and how to fix them step by step.
What Does “Problem Syncing Email” Mean?
“Problem syncing email” usually means your email client or server is unable to communicate properly with the email server. As a result:
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New emails don’t appear
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Sent emails get stuck in the outbox
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Email delays occur
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Error notifications appear repeatedly
This issue is common in WordPress websites using SMTP, Android email apps, Outlook, and Gmail accounts.
Common Causes of Email Syncing Problems
Understanding the root cause makes fixing the issue much easier.
1. Incorrect Email Server Settings
Wrong IMAP, POP3, or SMTP settings are the most common reason for email sync failure.
2. Weak or Unstable Internet Connection
A slow or interrupted internet connection can prevent email servers from syncing properly.
3. Email Storage Full
When your mailbox storage is full, new emails cannot sync or download.
4. Outdated Email App or Plugin
Old versions of email apps or WordPress plugins may conflict with server updates.
5. Authentication Errors
Incorrect email password or disabled authentication can stop email syncing.
6. Firewall or Security Plugin Blocking Emails
WordPress security plugins or hosting firewalls sometimes block outgoing email connections.
How to Fix Problem Syncing Email (Step-by-Step)
Step 1: Check Internet Connection
Make sure your device or hosting server has a stable internet connection.
Step 2: Verify Email Server Settings
Confirm these settings with your email provider:
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IMAP Server
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SMTP Server
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SSL/TLS Encryption
Example:
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IMAP Port: 993 (SSL)
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SMTP Port: 465 or 587
Step 3: Update Email App or WordPress Plugin
If you are using WordPress:
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Update your SMTP plugin (WP Mail SMTP, FluentSMTP, etc.)
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Update WordPress core and themes
Step 4: Clear Email App Cache
On mobile devices:
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Go to App Settings
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Clear cache (not data)
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Restart the device
Step 5: Check Email Storage Limit
Log in to your webmail and delete:
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Old emails
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Spam and trash folders
Then try syncing again.
Step 6: Re-enter Email Password
Sometimes passwords expire or change:
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Remove the email account
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Add it again using the correct password
Step 7: Disable Security Plugins Temporarily
On WordPress:
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Disable firewall or security plugins
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Test email syncing
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Re-enable after fixing
Fix Email Sync Issues in WordPress (SMTP Solution)
WordPress does not send emails reliably by default. To fix syncing and delivery problems:
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Install an SMTP plugin
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Connect with:
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Gmail SMTP
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Outlook SMTP
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Custom domain SMTP
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Enable SMTP authentication
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Send a test email
This method fixes contact form, password reset, and notification email issues.
How to Prevent Email Sync Problems in the Future
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Use professional email hosting
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Enable SMTP authentication
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Keep plugins and apps updated
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Monitor email storage regularly
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Avoid free hosting email limits
Final Thoughts
The “problem syncing email” error is common but completely fixable. Whether you’re using WordPress, Gmail, Outlook, or mobile email apps, following the correct settings and maintenance steps can resolve most issues quickly.
If the problem continues, contact your email provider or hosting support for advanced server-level troubleshooting.