How to Sync IMAP to Outlook with Simple Methods?

Written By Mohit Jha
Anuraag Singh
Approved By Anuraag Singh
Published On December 17th, 2022
Reading Time 4 Minutes Reading

Many users prefer to use the IMAP email server as their primary email service as not only it is free but it is also easy to configure, login, and access IMAP emails from multiple devices. Sometimes, users may also want to sync IMAP to Outlook due to security and privacy reasons.

In the world of webmail, there are 2 high-priority aspects to consider when you are using an IMAP server: security and speed. With so much of our professional and personal lives stored in emails, it makes sense that we would like to ensure only trusted access to our mail clients. That is why users need to connect IMAP to Outlook.


You are using the IMAP server but after some time your free space is full and now it is hanging and working slow. Moreover, you are worried about security and panic about your important data. So, you go on Google search to look for the best Desktop mail client, and you got the name MS Outlook. Thus, you are planning to connect IMAP to Outlook. But you don’t know how?

Here, we will help you solve this problem by explaining both manual and professional solutions to sync IMAP to Outlook. Now, let’s start without any more delay.

Manual Method to Sync IMAP to Outlook

To connect IMAP account to Outlook, you need to ensure that there must be Outlook installed on your system. If not, then download and launch Microsoft Outlook to synchronize it with the IMAP email server while waiting for the mails to be downloaded on the system. After the completion of the synchronization, you can make changes as per your requirements.

  1. Make sure IMAP settings are enabled in your webmail account.
  2. Select Outlook >> Preferences >> Account in the toolbar option.
  3. Select the plus symbol (+) and then a new account in the accounts screen.
  4. Provide the IMAP account login details in MS Outlook.
  5. Click the Allow button and select Open Microsoft Outlook.
  6. Wait for the Synchronize process and hit the Done button.

Limitations of the Manual Method

  • For using the manual method, you need to know the technical aspects of how to operate the concerned mail client. If you are a non-technical user, then this method is not for you.
  • You might lose the data hierarchy while working on this manual method.
  • If an error occurs during the process, there is a possibility that the data may be lost.

To overcome these limitations, use the automated solution described in the next section.

Professional Solution to Connect IMAP to Outlook

This solution employs IMAP Server Backup Software for Mac OS, which is a completely robust and error-free solution. The tool comes with various unique features and allows you to perform various functions, such as export bulk emails, apply filters to move only selective emails, etc. The solution also provides the option to delete emails after the download so as to free up space in the server.

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The applications also keeps the data of the users safe as there are no alterations or edits to the data while backing up emails from the IMAP mailbox to Outlook. The folder structure and data integrity will remain the same even after moving the data.

A Complete Guide to Sync IMAP Emails to Outlook

Follow the steps mentioned below to move the IMAP Server emails to Outlook data format:

  • Download and install the utility in the operating system.

Download IMAP to Outlook Tool

  • Provide the login details in the software and click the Login button.

Provide Login Details

  • Choose the PST format from the available options.

Select Data Format

  • Click the Advance Settings option and apply filters such as the Split option.

Advance Settings to Sync IMAP to Outlook

  • Choose the desired destination location in the utility.

Select Destination Location

Finally Connect IMAP Server Outlook

The resultant data file is saved at your desired location. Now, you have to Import the data file into Outlook.

Sync IMAP Account Data to Outlook

To successfully move the resultant IMAP Server data to the Outlook application, follow the steps:

  1. Open Outlook, go for the File menu option, and select the Import option.
  2. Choose the resultant data file and then click Continue.
  3. Locate the data file on your system, and click on Import.
  4. After the import process is complete, hit the Finish button.

Final Words

In this blog, we talked about syncing IMAP to Outlook and discussed two methods—manual and automated—to do the same. The manual method is free but it has some limitations and risks. The professional approach allows you to easily connect your IMAP account to Outlook. A free demo trial version of the software is also available that allows you to move the first 100 emails to the Outlook application.


By Mohit Jha

Mohit is a Microsoft-certified expert who has assisted thousands of clients with Outlook & Microsoft Office 365 issues. He enjoys writing on email clients as well as data migration. He is always excited about giving troubled readers the most up-to-date knowledge, explanation, and refinements.