How to fix Windows Mail not downloading email messages

Before we start, there is an important change to know about. Microsoft has replaced the old Mail and Calendar app with the new Outlook for Windows. Support for Mail and Calendar ended at the end of 2024, and new Windows 11 PCs come with the new Outlook instead. If you are still using the old Mail app, the fixes below may help, but moving to the new Outlook is the long-term solution. We have included steps for both apps.

Fixes for the old Windows Mail app

1. Change the email sync settings

The downloading problem in the Mail app can often be resolved by adjusting the sync settings for your email account.

1. Open the Mail app on your PC.
2. Click the Settings (gear) icon at the bottom of the left pane.
3. Select Manage accounts.
4. Click the email account that is not downloading messages.
5. Click Change mailbox sync settings.
6. Under Download new content, choose as items arrive.
7. Under Download email from, choose any time to download all your messages, or a shorter period such as the last 3 months if you only need recent mail.
8. Under Sync options, make sure the Email switch is turned on. Turn on Calendar and Contacts too if you use them.
9. Click Done, then Save.

After this, click the Sync (circular arrows) button at the top of your inbox to check for new messages.

2. Allow apps to access your email

Windows has a privacy setting that can block apps from accessing your email.

1. Open Settings with Windows + I.
2. Go to Privacy & security (on Windows 10, Privacy).
3. Under App permissions, click Email.
4. Turn on Email access and make sure Mail and Calendar is allowed.

3. Check the date and time

If your PC’s date, time or time zone is wrong, secure connections to mail servers can fail. Go to Settings > Time & language > Date & time and turn on Set time automatically and Set time zone automatically.

4. Remove and add your account again

If one account is stuck, removing and re-adding it often fixes it. In Mail, go to Settings > Manage accounts, click the account, choose Delete account from this device, and then add it again with Add account. This only removes the account from the app; your emails stay safe on the server.

5. Reset the Mail app

Go to Settings > Apps > Installed apps (on Windows 10, Apps & features), find Mail and Calendar, open Advanced options and click Reset. You will need to add your accounts again afterwards.

Fixes for the new Outlook for Windows

If you have switched to the new Outlook, or your PC opened it automatically, try these steps when emails are not arriving.

1. Check your internet connection and make sure Outlook is not showing an offline or sign-in message at the top.
2. Look in the Other tab (if Focused Inbox is on) and in the Junk Email folder.
3. Open Settings (gear icon) > Accounts > Email accounts and check that your account is listed without any errors. If an account shows a problem, use Manage to fix or remove it, and then add it again.
4. Close Outlook completely and open it again.
5. Make sure Windows and Outlook are up to date through Settings > Windows Update.

Note that the new Outlook syncs non-Microsoft accounts, such as Gmail or other IMAP accounts, through Microsoft’s cloud service. If you are not comfortable with that, you can use another desktop email client or your provider’s website instead.

General tips for any email app

• Check webmail: Sign in to your email on the provider’s website. If new emails are missing there too, the problem is with the email account, not the app.
• Check your password: If you recently changed your email password, update it in the app.
• Use an app password if required: Some providers do not accept your normal password in third-party apps when two-step verification is on. Check your provider’s help pages to see if you need an app password.
• Check your antivirus or firewall: Security software can sometimes block email apps. Temporarily turning off its email scanning can help you test this.

Frequently asked questions

Can I still use the Windows Mail app?

It may still open on some PCs, but Microsoft no longer supports it, so it will not receive fixes and may stop syncing. We recommend moving to the new Outlook for Windows or another email client.

Will I lose my emails if I remove my account from Mail?

No. For most accounts, your emails are stored on the server, so they will download again when you add the account back.

Why is the Email switch important in sync settings?

If the Email switch under Sync options is turned off, the Mail app will not download any messages for that account, even if everything else is set correctly.

By applying the above steps, you should be able to get your email messages without any hassle. We hope this guide helped you. Let us know in the comment section below which fix worked for you.