Solved Outlook 365 recent emails missing on transfer from Windows 11 to Windows 10 PC

gbr41 · Jun 25, 2022

When traveling, I use a Win 11 notebook and have no problem transferring outlook.pst to the notebook. However, on return, transferring outlook.pst back to my Win 10 desktop, recent emails (both received and sent) are missing. My research so far suggests that the missing emails may be in a hidden folder. I have not been able to locate that folder. Any help appreciated. System Specs Notebook 21H2 (OS build 22000.739) and Desktop 21H1 (OS build 19043.1766)

Dru2 · Jun 25, 2022

Outlook 365...

What accounts are you using?

Certain types of accounts, such as POP accounts, store their information in Outlook Data Files (.pst files). Outlook 365 accounts, Exchange accounts, IMAP accounts, and Outlook.com accounts store their information in Offline Outlook Data Files (.ost files).

Source: Microsoft: Introduction to Outlook Data Files (.pst and .ost)

If you use a Microsoft account and/or accounts with IMAP protocol your data is stored in a .ost file located at Users\user\AppData\Local\Microsoft\Outlook.

If using POP, your data is stored in a .pst file, so If mail is missing from there, check the mail server the see if a copy is still there.

I only use IMAP so my files are stored in an .ost file; however, I use a .pst file as my default contacts and calendar data file where I archive certain mail for future use. For me, like you I also send a copy to my laptop.

Anyway, check the mail server to see if a copy of your mail isn't there.

Let use know

gbr41 · Jun 26, 2022

Thanks Dru2. My account is Pop3 and the data file outlook.pst. I had no problem with incoming mail as copies remain on the server for 60 days so they downloaded again. But, my sent emails are not retained on the server and they are lost. I can use a workaround of sending copies of those messages from my notebook to myself and then transfer them from "inbox" to "sent" but I was hoping to be able to sort out how to get the latest version of outlook.pst to my desktop without losing the most recent messages. In this case about 7 days of messages were missing which was the whole period that I was using the notebook. If I copy the outlook.pst file to another windows 11 PC nothing is lost so it seems that there is some "one way" incompatibility between windows 11 and windows 10.
gbr41

Dru2 · Jun 26, 2022

gbr41 said:
If I copy the outlook.pst file to another windows 11 PC nothing is lost so it seems that there is some "one way" incompatibility between windows 11 and windows 10.
gbr41

While anything is possible I doubt it as hat would be akin to saying Outlook isn't compatible with Windows 11. That's not true. I use .pst files (using one now) and haven't had any compatibility issues, including those of my old work files from back in 2005.

That said, while I don't .pst files created from POP accounts, a .pst file is still a .pst file so there should be no compatibility issues.

Anyway, as a side note, I personally I see no reason why anyone should still be using POP unless absolutely no choice. Check these...

POP is a thing of the past. With IMAP your mail is synchronized on all devices so that'll take care of this....

gbr41 said:
I can use a workaround of sending copies of those messages from my notebook to myself and then transfer them from "inbox" to "sent" but I was hoping to be able to sort out how to get the latest version of outlook.pst to my desktop without losing the most recent messages. In this case about 7 days of messages were missing which was the whole period that I was using the notebook.

I'm currently using a .pst file, but I use it as an archive for old messages, and my master calendar and contacts data file; thus, why I copy it to my other PCs.

Good luck.

Dru2 · Jun 26, 2022

BTW, you can repair a .pst file (if need). Watch the video here...

Outlook help & learning

Get help with Outlook for Windows, the Outlook app, Outlook.com, and more. Find training videos, how-to articles, and Outlook support content

support.microsoft.com

Works under Outlook 365 and Windows 11 as I just tested it using the above video :)

Good luck.

gbr41 · Jun 26, 2022

Thanks again Dru2, I really appreciate your assistance. Your links did help provide a better understanding. I had considered changing to IMAP some time ago but decided to stay with POP, primarily as we periodically go on caravan holidays including some fairly remote areas of the Australian outback where we may be without internet connection for several days at a time. With POP, I can read all old email off line and can prepare new messages to send when I next have an Internet connection.
With the passage of time, services are being extended further into those remote areas so perhaps I will not experience the lack of Internet so often. That makes IMAP more palatable.
The other approach I am taking is to pension off my old Windows 10 desktop and replace it with a new Windows 11 model. The trusty old HP desktop has served for over ten years now and was starting to have a few minor problems so it doesn't owe me anything.
gbr41

Dru2 · Jun 26, 2022

gbr41 said:
With POP, I can read all old email off line and can prepare new messages to send when I next have an Internet connection.

This can also be done with IMAP. And just like POP, the emails will remain on the PC until deleted. The main difference here is because everything is sync'd once you delete an email it's not only removed from the server, but all device with that account.

From IMAP vs. POP3: What's the Difference? Which One Should You Use?...

While an internet connection is needed to access mail using IMAP, it's still possible to work offline and sync changes when you're back online. The only major drawback of IMAP, which is also a problem with POP, is that most email providers offer a limited amount of space. Thus, you may need to clean out your email often if you have lots of messages in your account.

If you're comfortable with what you have, continue to use it, just don't let trepidation be a hinderance to a better way.

BTW, did any of this provide any insight into the missing emails?

gbr41 · Jun 28, 2022

Dru2, just noted I hadn't replied. Didn't find the missing emails but have been able to download all incoming and reconstruct all sent email. Thanks again for your help. I will close this thread as I no longer have an issue.

jimbo45 · Jun 28, 2022

gbr41 said:
Thanks again Dru2, I really appreciate your assistance. Your links did help provide a better understanding. I had considered changing to IMAP some time ago but decided to stay with POP, primarily as we periodically go on caravan holidays including some fairly remote areas of the Australian outback where we may be without internet connection for several days at a time. With POP, I can read all old email off line and can prepare new messages to send when I next have an Internet connection.
With the passage of time, services are being extended further into those remote areas so perhaps I will not experience the lack of Internet so often. That makes IMAP more palatable.
The other approach I am taking is to pension off my old Windows 10 desktop and replace it with a new Windows 11 model. The trusty old HP desktop has served for over ten years now and was starting to have a few minor problems so it doesn't owe me anything.
gbr41

You can still backup / copy data from IMAP folders to a .pst file if you need to. It's a much better idea IMO as well as better able to keep devices like phones etc all in sync. POP3 makes it quite a nightmare when using email on several different devices.

Simply in Outlook open / create a .pst file and copy / move all your imap stuff to it. You can create individual folders etc etc.

You can also in IMAP SEND email from the .pst folder too.

Cheers
jimbo

Solved Outlook 365 recent emails missing on transfer from Windows 11 to Windows 10 PC

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