using a classic outlook IMAP account, constantly have to refresh inbox send/receive to get new emails and cant delete some sub-folders, etc

Question

using a classic outlook IMAP account, constantly have to refresh inbox send/receive to get new emails and cant delete some sub-folders, etc

Dean Robertson 0

hello, i have been using outlook classic due to the "rules" feature and the functionality of the classic version itself being smoother than the new version. unfortunately, i have run into some problems that i cant seem to resolve. the first one being how long it takes for me to get new messages in my inbox and having to constantly hit the "send/recieve" button, then cycle to one of my subfolders, then back to my main inbox folder. also, i have to constantly run my rules manually for things to be distributed to the proper sub-folders. this is not an issue for the app on my work phone, only for my laptop/desktop version it seems.

also have some subfolders which cannot be deleted, saying need admin access and i cannot figure out where i can go to delete them. uggghhh! i wish i was smarter. thanks in advance for your help!

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2 answers

Your answer

Answer 1

Hi Dean,

Based on what you've described, Outlook Classic may not be synchronizing with your IMAP server properly.

In order to avoid the impact of sync delays on you as much as possible, please try the steps below:

Select Send/Receive > Send/Receive Groups > Define Send/Receive Groups.
Select All Accounts > Edit.
Select one of your IMAP accounts from left-side-list, then check the "Include the selected account in this group" box.
Make sure "Send mail items" and "Get folder unread count for subscribed folders" are selected.
Select "Use the custom behavior defined below" under "Receive mail items" > right click the mailbox and choose "check all subfolders".
Check the same settings for your another IMAP account and click OK.
Then, check the second Schedule an automatic send/receive every n minutes option and modify the sync frequency time to 1 minute so that you won't miss the new emails for too long.
Click Close and restart your Outlook

If that doesn’t help, there are two more things to try:

Reset the send/receive settings file: Close Outlook, go to C:\Users%username%\AppData\Roaming\Microsoft\Outlook, rename Outlook.srs to Outlook.srs.old, then restart Outlook.
Create a new Outlook profile. Please follow guidance in this article: Create a profile in classic Outlook for Windows | Microsoft Support

Regarding the folders that require "administrator access" to delete, that is unusual for a standard IMAP account.

You can try first unsubscribe the target folder from the IMAP account:

Right-click the Inbox of the account that contains the folder you want to remove.
Select IMAP Folders.
Open the Subscribed tab.
Click Query to display the list of subscribed folders, including the folder you want to delete.
Select the folder or subfolder you wish to remove.
Click Unsubscribe.
Click OK.

After the folder has been unsubscribed, you should be able to delete it normally from Outlook. If the folder still cannot be removed, please show me a screenshot of the exact error message you receive so that I can help you with more accuracy

If you have any questions or need further assistance, please feel free to share them in the comments on this post.

If the answer is helpful, please click 'Yes' and kindly upvote it.

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Dean Robertson 0 Reputation points

2026-10-13T23:10:39.7933333+00:00

Hi Emily, thank you so much for your message. i followed all of your steps/advice above and i have some feedback that id like to share with you:

first off, i want to say i run a large scale construction business and i have soooooooo many subfolders with various companies emails to keep this organized, as i will recieve upwards of 1-200 emails per day on some busy days and have to utilize the rules to keep organized.

therefore, when i followed your directions to select all of my subfolders and have it automatically send/recieve every 1 minute, i noticed a couple more issues such as a crazy amount of time for it to fully send/recieve each folder. i ended up un-checking the box for it to automatically do this upon closing outlook, because it took so long and would not let me close my computer until it was finished.

before, i would just go to a folder that i KNOW i had recieved a message (due to an email update on my phone notifying me), and then i would hit the "send/recieve" button again on that folder and my new email would populate within a few moments after switching to another folder and back again.

now, if i try and do that to see my new message, it does the crazy long send/recieve and takes forever to populate the new message in the specific folder.

in regards to the folders which i cannot delete, i tried to follow your instructions to "unsubscribe" them, but oddly enough... not a single one of the folders which i want to delete even show up in my query of folders. maybe this is a good thing and gives you some more insight into how we can fix the problem???

thanks again for all your help... i am still here and open to following more instructions to try and dial this in further. appreciate you so much!

-Dean

Answer 2

For the delayed Inbox updates in classic Outlook, the behavior described matches either an Outlook view/profile issue or Outlook being effectively offline/intermittently disconnected.

Try these steps in order:

Check Outlook connection state
- In classic Outlook, look at the bottom status bar.
- If it shows Disconnected, Working Offline, or Trying to connect…, Outlook is not reaching the mail server.
- Go to Send/Receive > Work Offline to toggle back online.
- Then try Send/Receive again.
Reset the Inbox view
- Select the affected IMAP Inbox.
- Go to View > Reset View.
- This is useful when the Inbox shows stale items until another folder is clicked and then refreshed.
Reset all custom Outlook views
- Close Outlook.
- Press Windows + R.
- Run: outlook.exe /cleanviews
- This resets all custom views in Outlook.
Test in a new Outlook profile
- Go to Control Panel > Mail > Show Profiles > Add.
- Create a new profile and add the IMAP account first.
- Check whether the Inbox opens with the current message list before adding other accounts.
- Re-adding the account inside the existing profile may not fix profile-level corruption.
If rules are not processing as expected
- Classic Outlook supports rules, but in new Outlook rules for third-party accounts such as Gmail, Yahoo, and iCloud are not currently supported there.
- Since the issue is in classic Outlook, focus first on fixing the Inbox/profile behavior, because delayed Inbox refresh can also affect when messages appear available for rule processing.

About the subfolders that cannot be deleted: the available material does not provide a supported deletion path for folders showing an admin-access requirement. For IMAP accounts, account and folder behavior can also depend on the mail provider.

If the problem is still not solved after the steps above, use the Outlook community path provided by Microsoft for issues not covered by the standard troubleshooting list.