Outlook Not Receiving Emails But Can Send — Step-by-Step Fix Guide (2025 Update)

Outlook Issues • Oct 18, 2025

Outlook Not Receiving Emails But Can Send — Complete Fix Guide (2025 Update)

Many Outlook users face a frustrating issue: they can send emails successfully but never receive any. If that sounds familiar, this detailed FixTechGuide walkthrough will help you identify and resolve every possible cause — from server authentication errors to antivirus interference — using practical, step-by-step methods that actually work in 2025.

1. Understand the Root of the Problem

When Outlook sends but doesn’t receive, the problem almost always lies with incoming mail configurations (IMAP/POP3), firewall restrictions, or damaged data files. Outgoing mail uses SMTP servers, while incoming mail uses IMAP or POP. If Outlook can send but not receive, that means SMTP is working fine, but IMAP/POP is being blocked or misconfigured.

2. Verify Incoming Mail Server Settings

Open File → Account Settings → Server Settings. Under Incoming Mail, check:

  • Protocol: IMAP (preferred) or POP3
  • Incoming Server: imap.yourprovider.com
  • Port: 993 for IMAP / 995 for POP3
  • Encryption: SSL/TLS
  • Username: your full email address

If you see an error such as “Cannot connect to the incoming mail server,” re-enter your password, then click Test Account Settings. Outlook will attempt to log in and confirm the connection automatically.

3. Confirm Outgoing Server Authentication

Even though you can send mail, Outlook sometimes blocks incoming mail if outgoing authentication fails midway. Go to More Settings → Outgoing Server and ensure that “My outgoing server (SMTP) requires authentication” is checked. Select “Use same settings as my incoming mail server.”

4. Disable Work Offline Mode

This is one of the most overlooked causes. From the ribbon, choose Send/Receive and make sure Work Offline is not selected. Outlook in Offline Mode won’t fetch any new messages until you switch back online.

5. Clear Outlook’s Cache and Temporary Files

Corrupted cache data prevents incoming mail from syncing correctly. Close Outlook, then in File Explorer type:

%localappdata%\Microsoft\Outlook

Delete all .ost or .dat cache files related to your account. When you reopen Outlook, new clean cache files will be created automatically, often resolving the issue.

6. Repair the Outlook Data File (.PST or .OST)

If the local mailbox data file is damaged, new emails never appear even though they arrive at the server. Use the built-in Inbox Repair Tool:

  1. Close Outlook.
  2. Navigate to C:\Program Files (x86)\Microsoft Office\root\OfficeXX\SCANPST.EXE.
  3. Select your PST/OST file and start the scan.
  4. Click “Repair” and wait until the status shows “Repair completed.”
  5. Reopen Outlook and perform a Send/Receive test.

7. Check Antivirus and Firewall Programs

Security software can block incoming IMAP or POP ports (993/995). Temporarily disable your antivirus and firewall, then test again. If emails start arriving, re-enable protection and add Outlook to your firewall’s whitelist or “Allowed Apps.”

8. Reset Send/Receive Groups

Navigate to File → Options → Advanced → Send/Receive. Delete old groups and create a new one using “All Accounts.” This refreshes background sync tasks that often get stuck after system updates.

9. Re-Add the Email Account

As a last resort, remove your email account completely and add it again. Outlook will create a new data profile and establish a fresh connection to your mail server. Back up important data before doing this step.

10. Check Server or Provider Status

Sometimes the issue isn’t on your end. Visit your provider’s status page (e.g., Microsoft 365 Status, Google Workspace Status Dashboard) to ensure IMAP or POP services are operational. Temporary outages can block incoming mail for several hours.

Pro Tip: Run FixTechGuide’s Automated Configuration Checker

To avoid repeated configuration mistakes, use FixTechGuide’s Email Configuration Analyzer tool. It validates your IMAP, POP3, and SMTP settings in real time against our verified provider database, ensuring secure SSL ports and correct authentication parameters.

Advanced Troubleshooting (2025 Update)

For power users or IT admins, advanced logs can reveal hidden causes:

  • Enable Outlook logging: File → Options → Advanced → Enable troubleshooting logging
  • Check logs under %temp%\Outlook Logging
  • Look for entries like AUTH failed, IMAP timeout, or SSL handshake error
  • If consistent, contact your email host to whitelist your IP or reissue SSL certificates

Frequently Asked Questions (FAQs)

Why does Outlook send but not receive emails?

Because your incoming mail server (IMAP or POP3) settings are misconfigured, or your antivirus/firewall is blocking ports 993/995.

Can a full mailbox prevent incoming mail?

Yes. Check your account’s storage quota. A full mailbox rejects new messages even if your app is configured correctly.

Do I need to reinstall Outlook?

Not usually. Re-adding the account or repairing the data file fixes 95 % of send/receive problems.

Is this issue common after Windows 11 updates?

Yes, recent Windows 11 and Office updates sometimes reset SSL or authentication parameters, which must be re-enabled manually.

Conclusion

When Outlook fails to receive emails but continues sending, the cause is almost always configuration-based — not a serious software failure. By methodically verifying server settings, clearing caches, and checking firewalls, you can restore inbox functionality within minutes. Keep your Outlook and Windows versions up-to-date, and periodically verify SSL and port settings to avoid future disruptions.

Related Guides

Chat on WhatsApp