Fix older emails missing in Outlook with Google Workspace Sync – IT Solver Support

This article provides guidance on how to resolve issues where older emails are not visible in Outlook when using Google Workspace Sync for Microsoft Outlook. This is typically due to the local mailbox size limit being reached, which prevents older emails from being stored on your computer.

Overview

To resolve this issue, you need to increase the local mailbox size limit in the Google Workspace Sync settings. This will allow more emails to be stored locally, making them accessible in Outlook.

Related symptoms:

Unable to Access Older Emails in Outlook
Outlook for Windows users using Google Workspace Sync may get a message as follows telling them that they have reached the limit of data that will transfer from Google to Outlook.

Prerequisites

You must have Google Workspace Sync for Microsoft Outlook installed and configured on your computer.

Steps to Increase Mailbox Size Limit

Locate the Google Workspace Sync icon in your Windows taskbar notification area. This is usually found in the bottom right corner of your screen, near the clock.
Right-click on the Google Workspace Sync icon.
From the context menu, select "Set mailbox size limit..."
In the dialog box that appears, choose a larger mailbox size from the available options (e.g., 1 GB, 2 GB, 4 GB, or Unlimited). Be aware that selecting a larger size may affect the performance of Outlook, especially on older computers.
Click "OK" to save the changes.

After adjusting the mailbox size, Google Workspace Sync will begin downloading additional emails to your local storage. This process may take some time, depending on the volume of emails and your internet connection speed.

Additional Information

Searching for Emails: Outlook can only search emails stored locally. For emails not stored locally (e.g., older emails removed due to the previous size limit), use the Gmail web interface at https://mail.google.com. Log in with your Google Workspace credentials and use the search bar to find specific emails. Once additional emails are downloaded locally, they can be searched in Outlook.
Checking Sync Status: To ensure emails are syncing correctly, right-click the Google Workspace Sync icon and select "View Sync Status..." to check for any issues.

Troubleshooting Tips

Cannot find the Google Workspace Sync icon: If the icon is not visible, it might be hidden. Click the upward arrow (^) in the taskbar to show hidden icons. If it’s still missing, verify Google Workspace Sync is running via Task Manager (Ctrl+Shift+Esc) by looking for "gwsync.exe".
Performance issues after increasing size: If Outlook slows down, consider reducing the mailbox size or optimizing by archiving old emails or removing large attachments
Does the Unlimited size option really mean unlimited? No. By default, Outlook limits the size of a local PST file to 20 GB (for Outlook 2007) or 50 GB (for Outlook 2010, 2013, 2016, or 2019). So, if you choose the Unlimited mailbox size in GWSMO, your PST file won't exceed 20 GB or 50 GB.

To increase the limit of your PST file, consult your Microsoft documentation. If you choose the Unlimited mailbox size in GWSMO and your PST file grows larger than your default Outlook limit, you might encounter sync errors. In addition, large PST files can create performance problems.

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